Set up a mail merge list with Word or Outlook

Your list is the brain of your mail merge. It contains the data that Word will pull into a document, email message or labels during the merge.

Let’s look at two ways to make a list—typing a list in Word while you’re setting up the merge or using your Outlook contacts for your list.

Word mail merge list

If you don’t already have a list, you can start one while you’re setting up the mail merge. It just involves typing.

  1. Click Mailings > Start Mail Merge, and then click the kind of mail merge you want to run.

Start Mail Merge command

  1. Click Select Recipients > Type New List.

Type a New List command

Word automatically makes columns for some basic information like first name, last name, and address.

If you want to add a new column—for example, a Personal Message column—it’s easier to add it now, so you can fill it in when you type in entries.

Click Customize Columns.

Options for creating or changing an address list

Now click the column name above where you want to add your column, and click Add. Type the name of your new column, and then click OK.

Customize Address List dialog box

 Tip    To change the order of columns later, click Customize Columns, click the column you want to use, and click the Move Up or Move Down buttons (closer to the top of the list means closer to the left in the address list).

  1. Fill in the blanks for the first person you want to add to your list.

New Address List box

  1. Click New Entry, and then fill in the blanks for the next person on your list.

Options for creating or changing an address list

  1. When all the people you want to include are in your list, click OK.

Now you're ready to insert mail merge fields. For more information, see Insert mail merge fields.

Outlook contacts list

If you want to merge from the contacts you have in Outlook, follow these steps.

  1. Click Mailings > Start Mail Merge, and then click the kind of mail merge you want to run.

Start Mail Merge command

  1. Click Select Recipients > Choose from Outlook Contacts.

Outlook contacts command

If you have more than one contacts list or profile in Outlook, Word might prompt you to choose the list or profile you want to use for the merge.

  1. Now your Outlook contacts are connected to your mail merge document.
  2. Select the names (or rows) you want to include by checking the check box for each row. If you want to see a specific subset of your list, you can filter and sort the list to get the view you want.
  3. Click OK, and you’re ready to insert merge fields. For more information, see Insert mail merge fields.
 
 
Applies to:
Word 2013