How to Use Address Book in Microsoft Word

Insert contact information into a document

Person using laptop holding book.

Raw Pixel / pxhere

by James Marshall
James Marshall is a pro journalist who covers technology and computer troubleshooting. He is also skilled with Microsoft Word, Apple Pages, and other word processors.
Updated November 02, 2019

Microsoft Word offers multiple ways to insert contact information into a document from your address book. You can use a wizard to go step-by-step through a mail merge or to create a letter. However, one of the quickest and easiest ways is to use the Insert Address button.

The automated wizards included in Word sometimes impose specific formatting options on a document that you may not want. There are ways to get around these wizards. Bypass the Letter Wizard, for example, and save time if you insert contact information in a document that isn’t a letter.

Instructions in this article apply to Word for Office 365, Word 2019, Word 2016, Word 2013, and Word 2010 with Outlook for Office 365, Outlook 2019, Outlook 2016, Outlook 2013, or Outlook 2010.

Add an Address Book Button to Quick Access Toolbar

Adding the Insert Address button to the Quick Access Toolbar (QAT) on the ribbon provides quick access to your Outlook contact information.

  1. Go to the Quick Access Toolbar and select the Customize Quick Access Toolbar drop-down arrow.

    Small down arrow on Quick Access Toolbar

  2. Select More Commands.

    More Commands button

  3. In the Word Options dialog box, select the Choose commands from drop-down arrow and choose Commands Not in the Ribbon.

    Commands Not in the Ribbon menu item

  4. In the list of commands, select Address Book.

    Address book to add to Quick Access toolbar

  5. Select Add to move the Address Book command to the Quick Access Toolbar list.

    Add button to move Address Book to Quick Access

  6. Select OK to add the Address Book button to the Quick Access Toolbar.

Insert a Contact From Your Address Book

The Address Book icon now appears in the Quick Access Toolbar. Use it to access your Microsoft Outlook address book.

The button is called Insert Address in its tooltip. 

  1. Place the cursor in the location where you want to insert the contact information.

  2. Select Insert Address.​

    Insert Address button

  3. In the Select Name dialog box, select the Address Book drop-down arrow, then select the address book you want to use. Contact names from that book appear in the list.

    Contacts menu option

  4. Choose a contact name.

    Contact to use in Word

  5. Select OK to insert the contact information in the document.