How to Build & Print Your Mailing List by Using Microsoft Excel and MS Word

July 20, 2011 by Michael

One simple way for a small business to create a mailing list and print your database is by using Microsoft Excel. Here are some simple steps for building and printing your mailing list in Excel:

Step 1: Open Excel

Step 2: Type the names of your data labels in the first row (e.g. First Name, Last Name, Address 1, Address 2, City, State, and Zipcode):

Step 3: Type or paste in your customer or lead list directly into Excel.

Step 4: Save your mailing list.

Step 5: Open a MS Word document

Step 6:Go to the Mailings Menu > Start Mail Merge >Step by Step Mail Merge Wizard

If you have an older version of MS Excel, you can access a similar wizard with this by selecting:  Tools > Letters and Mailings > Mail Merge

Step 7: Choose how you want to print your mailing list.

You can choose to print letters, envelopes, directory, etc. In this example,  we will print address labels for a direct mail campaign so I’m selecting labels. After making a selection, click on “Next: Starting document” at the bottom.

Step 8: Click on “Label Options”

Step 8: Select the Label Vendor you will be using to print your labels.

Step 9: Click on “Select Recipients”

Step 10:  Select “Browse” to find your mailing list excel spreadsheet.

Step 11: Select “Ok” when you get the “Select Table” window.

Step 12: You will get an option to remove anyone on your mailing list that you don’t want to include — and then press OK.

Step 13: Arrange your labels on the label or document you are working with.

Step 14: Save, Update All Labels, and Print.


This blog is written and managed by the team at Experian Business Information Services. Here you will find articles on business advice and credit education in addition to the latest news and trends in small business.

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