Creating a Mailing List in Excel (2 Methods)

Let’s say our company name is Marigold Sales, and the address has changed from 7 Oak Valley St., Lakeland, Florida 33801 to Marigold Sales, 71 Glendale Ave. Boca Raton, Florida 33428. We want to inform our customers about this change using a mailing list.

Method 1 – Creating a Mailing List in Excel Using Microsoft Word Mail Merge

Steps:

• Open Microsoft Word,
• Go to the Mailings tab.
• Select Letters (from the Start Mail Merge section).

• Write down the message. The Blue-colored writing will be used with the mailing list you are about to create.

• Go to Select Recipients (from the Start Mail Merge section).
• Choose Use an Existing List (from the options).

• Select the required file (i.e., Creating a Mailing List in Excel).
• Click on Open.

• The Select Table window opens. Check the First row of data contains column headers toggle.
• Click on OK.

• Microsoft Word will load the data.
• Place the cursor in front of Recipient Name and go to Insert Merge Field (in the Write & Insert Fields under the Mailings tab).

• The Insert Merge Field dialog box appears.
• Select Database Fields under the Insert section.
• Select the respective field (i.e., First Name).
• Click on Insert as shown in the image below.

• Repeat the previous sequence to insert First Name, Last Name, Company Name, City, State, and Zip Code.

• Place the cursor in front of the greeting line (i.e., Dear Recipient Name).
• Go to the Write & Insert Fields section and select Greeting Line.

• The Insert greeting Line dialog box pops up.
• Select any format for Customer’s Name. You can put Comma (,) or other delimiters after the Recipient Name. The preview is displayed under the Preview section in the dialog box.
• Click on OK.

• You’ll get a template of the mail list for each customer in the data file. The template will be similar to the picture below.

• If you want to see the preview for any customer, select the Preview Results option (from the Preview Results section).

• The template transforms into a mailing letter as shown in the following picture.

• Put a Space after the First Name.

• Click on the direction arrows to move forward and backward among data.

• You can Edit, Print, or even Email the letter by clicking on the specific options (i.e., Send Email Message).

• The Merge to E-mail dialog box appears.
• Select Email Address in the To command box.
• Type an appropriate subject (i.e., Address Change) in the Subject Line command box.
• Click OK.

• You can pick a range of customer numbers to send the Email to.

Read More: How to Send Email from Excel List

Method 2 – Creating a Mailing List Using the Microsoft Outlook Import Feature

We have a dataset of customer contact information in Excel.

• Go to File and Save As.
• Select CSV from the offered formats.
• Click Save.

• Open Microsoft Outlook.
• Select File.

• From the File ribbon options, choose Open & Export and click on Import/Export.

• The Import and Export Wizard appears.
• Choose Import from another program or file option.
• Hit Next.

• The Import a File command box opens. Select Comma Separated Values (CSV) for Select the file type to import from.
• Click Next.

• Click on Browse to import the previously saved CSV file.

• Choose the previously saved CSV file from the computer directory and click OK.

• Check the Allow duplicate to be created option and then go Next.

• Select the location (i.e., Contacts) where the imported file has to be extracted, then click on Next.

• Click on Map custom fields.

• Drag the values from From (Left side) to To (Right side) to assign them.
• Import First Name, Company Name, and Email Address.

• Click OK similar to the image below.

• You can also change the file destination. Otherwise, click on Finish.

• Outlook will load all the contacts. If you want to check the imported contacts, go to Contacts and all the imported contacts will appear.

• You can count or cross-check the First Names with the source data.
• Outlook created a mailing list from which you can easily mail each of them instantly.

Read More: How to Mail Merge from Excel to Outlook

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