How to Use Address Book in Microsoft Word

Insert contact information into a document

Woman using laptop holding book.

Raw Pixel / pxhere

Microsoft Word offers multiple ways to insert contact information into a document from your address books. You can use one of the wizards to take you 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.

Some experienced users consider the automated wizards included with Word unhelpful, as they impose specific formatting options on the document. Bypassing the Letter Wizard, for example, can save you some editing time if you are inserting 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 65, 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 QAT on the ribbon will give you quick access to your Outlook contact information.

  1. Select the small down arrow at the end of the Quick Access Toolbar at the top of the Word window.

    Screenshot of Customize Quick Access Toolbar
  2. Select More Commands in the drop-down menu. This opens the Word Options window.

    Screenshot of More Commands in Customize Quick Access Toolbar menu
  3. Select the arrow in the Choose commands from box and select Commands Not in the Ribbon.

    Screenshot of Commands Not in the Ribbon in the Choose Commands From list
  4. In the list pane, select Address Book.

    Screenshot of Address Book in list of commands
  5. Select the Add button located between the two panes. This will move the Address Book command into the Quick Access Toolbar pane to the right.

    Screenshot of Add button in Customize the Quick Access Toolbar section of Word Options
  6. Select OK.

The Address Book button will appear in 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 address book.

The button is called Insert Address in its tooltip. 

  1. Select Insert Address. This opens the Select Name window.​

    Screenshot showing Insert Address on Word QAT
  2. In the dropdown list labeled Address Book, select the address book you want to use. Contact names from that book will populate the large center panel.

    Screenshot of contact lists in Address Book
  3. Select the contact’s name you want to use from the list.

    Screenshot of contacted selected in Address Book list
  4. Click OK. The contact's information will be inserted into the document.