How to Use Address Book in Microsoft Word

Young man using smart phone, holding note book
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by James Marshall
Updated August 15, 2018

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.

 

01
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Add Address Book Button to Quick Access Toolbar

Word Options window in Microsoft Word

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Before you can use the Insert Address toolbar button to insert your Outlook contact information, you must assign the button to the Quick Access Toolbar located at the top of the screen:

  1. Click the small down arrow at the end of the Quick Access Toolbar at the top of the Word window.
  2. Click More Commands... in the drop-down menu. This opens the Word Options window.
  3. Click the dropdown list labeled "Choose commands from" and select Commands Not in the Ribbon.
  4. In the list pane, select Address Book...
  5. Click the Add >> button located between the two panes. This will move the Address Book... command into the Quick Access Toolbar pane to the right.
  6. Click OK.

You will see the Address Book button appear in the Quick Access Toolbar.

02
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Insert a Contact from Your Address Book

Microsoft Word Address Book Select Name window

Screenshot 

The Address Book icon now appears in the Quick Access Toolbar. Note that the button is called Insert Address in its tooltip. 

  1. Click on the Insert Address button. This opens the Select Name window.​
  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.
  3. Select the contact’s name from the list.
  4. Click OK, and the contact's information will be inserted into the document.