Excel creates mailing list
Microsoft Excel Creates a User Friendly Mailing List
Microsoft Excel software allows you to create a mailing list, update and sort it without having to know Excel in depth. Beginners can follow this free online tutorial.
You do not need to be an expert to use Excel to create a mailing list. The hardest thing is deciding what fields to include. After the list has been created, it can be updated and other fields can also be added. The list can be easily sorted and manipulated any way to fit your needs.
How to:
Open Microsoft Excel, click on Start, All Programs, Microsoft Office, Excel. There should be a blank spreadsheet on your screen.
The first thing I like to do is to save the file (so I don't forget). Now as you type the information all you have to do is press the CTRL key and the "S" key every few entries to update the file.
Click in Cell A1
- A1 type "Title"
- B1 = First
- C1 = Mi
- D1 = Last
- E1 = Address 1
- F1 = Address 2
- G1 = City
- H1 = State
- I1 = Zip
- J1 = Company
- K1 = Co Address 1
- L1 = Co Address 2
- M1 = Co City
- N1 = Co State
- O1 = Co Zip
- P1 = Continue creating fields for each item of information
Row one will be the field names that will be inserted into the mail merge document.
Click in Cell B1
- B1 type = Either: Ms., Mrs., Mr. etc.
- B2 = Type the first name
- C2 = Type the Middle Initial
- D2 = Type the Last Name
- E2 = Type the Address 1
- F2 = Type Address 2 or leave blank
- G2 = Type the City
- H2 = Type the State
- I2 = Type the Zip
- J2 = Type the Company Name
- K2 = Type the Company Address 1
- L2 = Type the Company Address 2 or leave blank
- M2 = Type the Company City
- N2 = Type the Company State
- O2 = Type the Company Zip
- P2 = Continue entering information for each field
Row two and after will be the information that will replace the field names when you merge the files together to create the letters.
From here on, any new information can easily be added by inserting a new column. Move the insertion point to the left of where you want the new column, click on INSERT, Column. Some other fields might be: contact name, phone number and so on. You are creating a data base and any information can be entered into the worksheet. This same process can be used with other word processing software.
Companion Article to Mail Merge by the Numbers
