How to Create a Mailing Database in Excel
- 1). Open Excel and place column headers in the first row of the spreadsheet. Place only one header in a cell.
- 2). Type the standard address headers, one in each cell in the top row. Include the "Courtesy Title," "First Name," "Last Name," "Suffix," "Address 1," "Address 2," "City," "State" and "Zip Code."
The "Courtesy Title" is a title of respect like "Mr.," "Mrs.," "Miss," "Ms." or "Dr." The "Suffix" is added at the end of a name after a comma like "M.D.," "Jr." and "Sr." The "Address 2" field is to accommodate two-line addresses. - 3). Type these additional fields in one cell each in the first row for business addresses: "Job Title," "Department" and "Company."
- 4). Type these additional fields in one cell each in the first row if you are sending the mailing to two people who are at the same address: "2 Courtesy Title," "2 First Name," "2 Last Name" and "2 Suffix." Use these fields for couples or partners living together. For business letters, send each individual their own letter.
- 5). Type these fields if you prefer to include them: "Nickname," "Middle Name" and "Country or Region."
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