Create an Address List for mail merge

Use Mail Merge to automatically add mailing addresses or other personalized information to your publications.

Newer versions Office 2007

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1. On the Mailings tab, click Mail Merge > Step-by-Step Mail Merge Wizard.

2. In the Mail Merge pane, under Create recipient list, select one:

   • Use an existing list.

   • Select from Outlook contacts.

   • Type a new list.

3. Click Next: Create or connect to a recipient list.

4. Your recipient list options depend on the choice you made in step 2:

   • To use an existing recipient list, select the list in the Select Data Source dialog box.

   • To select from your Outlook contacts, select the contacts list in the Select Contacts dialog box, and click OK. Then, select individual recipients in the Mail Merge Recipients dialog box, and click OK.

   • To create a new list, in the New Address List dialog box, type the names, addresses, and other details for your recipients, and then click OK.

     Note: Before you begin typing information in your new list, you can add, remove, or rename fields that appear in the New Address List dialog box. Click Customize Columns, and then make your changes.

     When you are done adding recipient details, give your list a name, and then click OK.

5. Click Next: Prepare your publication.

6. Prepare your publication by dragging recipient information items (such as name and address) onto your publication.

7. Click Next: Create merged publications.

8. Under Create merged publications, select one of the following:

   • Print to print the merged pages.

   • Print preview to view the pages before you print them.

   • Merge to a new publication to create a new publication with the merged pages.

   • Add to existing publication to add the merged pages to the end of your publication.

   You can also choose to print your recipient list, save a shortcut to the list, or export the list to a new file.

1. On the Tools menu, point to Mailings and Catalogs, and then click Create Address List.

2. Before you begin typing information in your list, you can add, remove, or rename fields that appear in the New Address List dialog box.

   How?

   1. In the New Address List dialog box, click Customize Columns. In the Customize Address List dialog box, do any of the following:

      • To add a field, click Add. In the Add Field dialog box, type a name for your new field, and then click OK.

      • To remove a field, under Field Names select a field name, and then click Delete.

      • To rename a field name, under Field Names select a field name, and then click Rename. In the Rename Field dialog box, type a new name in the To: box, and then click OK.

   2. Repeat these steps until you finish revising the list of field names, and then click OK.

3. In the New Address List dialog box, type the information for the first entry in the relevant fields (Title, First Name, Last Name, and so on).

4. When you finish entering information for the first entry, click New Entry.

5. Repeat step 3 and step 4 until you have finished adding entries.

6. Click OK.

7. In the Save Address List dialog box, type a name for your address list in the File name box.

   By default, the address list is saved in the My Data Sources folder. It is best to keep the address list here because this is the default folder in which Microsoft Publisher looks for data sources.

8. Click Save.