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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

  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

  3. Type a New List command

  4. 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.

  5. For each new record, select Add New.

  6. 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.

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

      Customize Address List dialog box
    3. Type a field name and then select OK.

      Use the Add Field dialog box to add custom fields to your mail merge list
    4. Repeat steps b and c for each column or field to add.

  7. When you're done adding all the people you want to your list, choose OK.

  8. In the Save Address List dialog box, give your new file a name, and then choose Save.

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 and Down Move Down button buttons to reposition fields

  5. Select Create.

  6. In the Save dialog, give the list a name and save it.

  7. In Edit List Entries, type the data in each column for the mailing list.

  8. For each new record, select the + button. To remove a record, go to the record and press the - button

  9. When you're done adding all the people you want to your list, choose OK.

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.

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