How to Edit Recipient List in Word

Aug 29, 2020 ยท 5 minute read

Creating a recipient list helps you send your desired letter or text to the group of people and also in the Microsoft Word program you can send custom Email to your desired group too, In this article, we are going to explain how to edit a recipient list in Word 2010 and 2019 in Windows.

How to Edit Recipient List in Word in Windows

Microsoft Word 2010

How to Edit the Recipient List in Word 2010

To edit the recipient list in Word, follow these steps:

  1. Click Edit Recipient list.

  2. The Mail merge Recipient window appears. Click on the data source in the Data source area.

edit recipients list in word

  1. Click Edit.

  2. The Edit data source window appears. Make the necessary edits. Click Ok.

edit data source windows in word

  1. A box will appear asking you Do you want to update and save the recipient list in your Data source. Click Yes. Click Ok at the end.

How to Sort Mailing List Recipients in Word 2010

Suppose you want to sort people’s names in ascending order in Word. To do this, follow these steps:

  1. Click Edit recipient list.

  2. The Mail merge recipient window opens. Click the Sort button.

sort mailing list recipients in word

  1. In the Filter & sort window, the Sort record tab is active; In the Sort by section, select the First name from the drop-down list, for example.

  2. Select Ascending to sort in ascending order and Descending to descend in descending order.

  3. Click Ok at the end.

Microsoft Word 2019

How to Edit Recipient List in Mail Merge in Word 2019

For editing recipient list you have two ways;

Sometimes you created the recipient list in Word, for that you can follow these steps;

1- Click on the Mailings tab.

2- Click on the Edit Recipient List.

3- In the Data Source part, click on the file name which you added the recipient list in it.

4- Click on Edit…

edit mail merge recipients list

5- Click on the cell and modify the text in the cell or add your desired text on it.

edit mail merge recipients list add data

How to Customize Columns in Data Source in Mail Merge in Word 2019

If you want to add some fields or remove or change their position in the field you can follow these steps;

1- Click on the Customize Columns key.

2- Click on the Yes key.

customize columns edit data source word

How to Change Column Position in Data Source in Mail Merge in Word 2019

1- Click on your desired field.

2- For moving the position you can click on the Move Up or Move Down key.

move up down customize address list word

How to Delete Field in Data Source in Mail Merge in Word 2019

1- Choose your desired field which you want to delete it.

2- Click on the Delete.

3- Click on Yes.

delete customize address list

How to Rename Field in Data Source in Mail Merge in Word 2019

1- Select your desired Field.

2- Click on Rename.

3- Change the name of the field.

4- Click Ok.

rename customize address list word

How to Delete Entry in Data Source in Mail Merge in Word 2019

If you want to delete the data about on person completely you can follow these steps;

1- Select the row.

2- Click on the Delete Entry key.

3- Click on Yes.

delete address list word

After you finished your modifications

  • Click on Ok.

  • Click on Yes to approve your updates.

update recipient list word

How to Customize Column in Address List in Word 2019;

If you want to add or remove columns in the Address list you can follow these steps;

How to Add New Field in Address List in Word 2019;

1- Click on the “Customize Columns”.

For adding new columns click on the Add key.

2- Choose your desired name for it.

3- Click Ok.

add new field address list word

How to Move the Position of Field in Address List in Word 2019;

1- Click on the “Customize Columns …”.

2- Click on the Columns name which you want to change the position.

3- Click on the Move up or Move Down to change the position of it.

4- Click Ok.

moveup down field address list word

How to Rename New Field in Address List in Word 2019;

1- Click on the Field.

2- Click on the Rename key.

3- Choose your desired name.

4- Click Ok.

rename field address list word

How to Delete New Field in Address List in Word 2019;

1- Select your desired Field which you want to delete it.

2- Press Delete key.

3- Press Yes.

delete field address list word

How to Edit Recipient List in Mail Merge in Excel;

Sometimes you imported your recipient list from excel, in this situation you can follow two methods;

First Method

If you want to modify your file in the Word you can only change the data in the cell but you can not add a new field or totally delete a row in your file.

For edit recipient list in Word you should follow these steps;

1- Click on the Edit Recipient List.

2- In the Data Source, click on your list.

3- Click on Edit.

data source edit word

4- Click on your desired cell.

Here you can see the message which said that your cells are read-only.

5- Click Ok.

6- Here you can delete the data in that cell or insert your desired data in it.

edit data source dialoge word

7- Click on Ok and Click on Yes to update your field.

You can see your updated list here

update edit list word

Second Method

If you want to delete the field or change the position of each field or other things you can follow these steps;

1- Click on the File tab.

2- Save your word document.

file save word

Here we want to add a new column in our list.

mail merge recipients word

3- Close your file.

file close word

4- Open the excel file which you have your data in it.

In our excel file, we want to insert a new column near the Age column.

open excel file

5- Right-click on the D column and insert a new column.

  • Fill the column with your desired data.

excel document

6- Save your excel file.

7- Close it.

save excel close

8- Open your Word file

9- Click Yes.

open home dialoge word

10- Click on the Edit Recipient List key.

You can see your column which you added in the excel file in your recipient list.

added column word address list

word mail merge recipient list