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How to use mail merge to create a directory in Word

Article ID: 294693 - View products that this article applies to.

This article was previously published under Q294693

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Summary

This article describes how to create a directory in Microsoft Word and describes how to attach your data source.

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You can use the Directory feature in Word to create a directory of names, addresses, and other information. You can merge your data source to a single document, such as a membership directory, catalog, or parts list.

Getting started

Open the document in Word, and then start the mail merge.

Word 2002

On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard.

Word 2003

On the Tools menu, click Letters and Mailings, and then click Mail Merge.

Word 2007 or Word 2010

On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

The Mail Merge task pane appears on the right side of the screen.

Step 1 of 6: Select document type

In the task pane, under Select Document Type, click Directory.
To continue, click Next: Starting Document.

This advances you to the next step in the Mail Merge Wizard and assists you in setting up your directory.

Step 2 of 6: Select starting document

Under Select Starting Document, you see the following options:
- Use the current document: Use the current document on the screen as your main document.
- Start from a template: Choose one of the ready-to-use mail-merge templates.
- Start from existing document: Open an existing document to use as your mail-merge main document.
Click the option that you want.
To continue, click Next: Select recipients.

Step 3 of 6: Select recipients

When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach your main document to the data source.

Method 1: If you are using an existing data source

To use an existing data source, follow these steps:

In the Mail Merge task pane, click Use an existing list under Select Recipients.
Under Use an existing list, click Browse.
In the Select Data Source dialog box, select the file that contains the variable information that you want to use, and then click Open.

Note Word displays the Mail Merge Recipients dialog box to allow you to sort and edit your data.
Click OK to return to the main document.

Method 2: If you are using names from an Outlook Contact list

To use an Outlook Contact list, follow these steps:

In the Mail Merge task pane, click Select from Outlook Contacts under Select Recipients.
Under Select from Outlook Contacts, click Choose Contacts Folder.
Select the Outlook Contacts folder that you want in the Select Contact List folder dialog box. Click OK.

Note Word displays the Mail Merge Recipients dialog box to allow you to sort and edit your data.
Click OK to return to the main document.

Method 3: if you are typing the names and addresses for the first time

To create a new data source, follow these steps:

Under Select Recipients, click Type a new list.
Under Type a new list, click Create.

For more information about how to set up a data source, click the following article number to view the article in the Microsoft Knowledge Base:

294688

(http://support.microsoft.com/kb/294688/ )

How to design and set up a mail merge address list in Word 2002 and in later versions of Word

Step 4 of 6: Arrange your directory

To set up your directory, follow these steps:

Type any text or add graphics image that you want to repeat for each item in the directory. For example, include labels such as:
Name:
Address:
Phone Number:
Add the data fields that correspond with each label, or add the data fields that are required in your directory.
When you finish arranging your directory, click Next: Preview your directory to preview the results.

Step 5 of 6: Preview your directory

After you preview your directory and make any needed changes, click Next: Complete the Merge to continue.

Step 6 of 6: Complete the merge

To merge your directory, follow these steps:

Click To New Document.
When the Merge to New Document dialog box appears, specify the records that you want to merge.
Click OK to merge the records.

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