Set up a new mail merge list with Word

If you don't have a mailing list as a source for names and addresses in a mail merge, you can create one in Word.

Create a new mail merge list

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  1. On the File tab, select New and choose Blank Document.
  2. On the Mailings tab, choose Select Recipients and select Type a New List.

To add custom columns to your mail list, click the Customize columns button.

  • In the New Address List dialog box type recipient information in each column as appropriate. For more info on using the dialog box, see Edit Data Source.
  • For each new record, select Add New.
  • If you need more columns, such as for an order number, follow these steps:
    1. In the New Address List dialog box choose Customize Columns.

    Customize Address List dialog box

    Choose Add.

    Use the Add Field dialog box to add custom fields to your mail merge list

    Type a field name and then select OK.

    You can now insert mail merge fields in your document. For more information, see Insert mail merge fields.

    Create a mailing list in Word

    A mailing list can be created within Word for sending bulk mail during mail merge process.

    1. On the File tab, select New and choose New Document.
    2. On the Mailings tab, choose Select Recipients and select Create a New List.
    3. In the Edit List Fields, you'll see a set of automatic fields that Word supplies. If you want a new field, type a name into New Field name to add it to the list.
    4. Use the Up

    Move Down button

    and Down

    To later modify the list, follow these steps:

    1. Go to Mailings >Select Recipients.
    2. Select Use an existing list, choose the list you previously created and select Open.
    3. Add or edit records in the Edit List Entries dialog box.