Data Import & Export

How to Import Word Addresses into Excel for Mail Merge

WPS Content Manager Oct 10, 2026 868 views

Question details

The user needs to convert envelope-style plain text addresses from a Word document into Excel, or use them directly for envelope printing, without having to manually copy and paste each entry.

How to Import Word Addresses into Excel for Mail Merge

Product: Word and Excel
Device & OS: not provided
Scenario: Preparing a mailing list, such as wedding invitations, using addresses currently saved as plain text blocks in a document.
Observed behavior: The addresses are typed in an unstructured plain text format, making them unusable as a database for spreadsheet organization or automated mail merge.

Before you start

Ensure that your plain text addresses have consistent paragraph breaks separating each line and each address block, as inconsistent formatting can cause messy conversions.

Solution 1Recommended

Convert Word Text to a Table and Export to Excel

This method is best for organizing consistent, envelope-style text blocks into a structured spreadsheet without re-typing.

By converting the plain text into a Word table first, you create a structured data format that Excel can easily interpret and organize into cells.

Select the text

Open your Word document and highlight all the plain text addresses you want to convert.

Convert text to table

Navigate to the Insert tab on the top ribbon, click on Table, and select Convert Text to Table from the dropdown menu.

Configure table settings

In the dialog box, set the number of columns (typically 1 for stacked addresses), choose 'Paragraphs' under the 'Separate text at' section, and click OK.

Copy and paste into Excel

Select the newly created table in Word, press Ctrl+C to copy it, open a blank Excel spreadsheet, and press Ctrl+V to paste the data.

Convert Word Text to a Table and Export to Excel

Data Cleanup: If the addresses paste vertically into a single column, you may need to use Excel's 'Text to Columns' feature or the Transpose paste option to organize names, streets, and cities into separate columns.

Solution 2

Use the Converted Word Table Directly for Mail Merge

Skip Excel entirely by using the structured Word table as your direct data source for printing envelopes or labels.

WPS Office Data Tools

Easily Manage Mail Merges and Tables with WPS Office

WPS Office provides seamless integration between its Writer and Spreadsheet applications, making it incredibly simple to convert text to tables, manage address lists, and perform bulk mail merges for envelopes.

1. Convert Text in WPS Writer: Open your plain text document in WPS Writer, select the addresses, and navigate to Insert > Table > Convert Text to Table.
2. Transfer to WPS Spreadsheet: Copy the newly created table and paste it into a blank WPS Spreadsheet to separate and organize your columns.
3. Initiate Mail Merge: Open a new document in WPS Writer, click the Mailings tab, and select Mail Merge to begin formatting your envelopes.
4. Link the Data: Click Open Data Source and select the spreadsheet you just created to automatically populate your mailing list.

Convert plain text to tables instantly in WPS WriterSeamlessly copy structured table data into WPS SpreadsheetBuilt-in Mail Merge feature for bulk printing envelopes and labelsFully compatible with Microsoft Word and Excel formats (.docx, .xlsx)

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Frequently Asked Questions

Why did my text convert into a single messy row instead of multiple rows?

This happens if the text lacks consistent paragraph breaks. Ensure each address line and the spaces between address blocks are separated by standard paragraph returns (Enter key) before converting.

Can I separate Names, Streets, and Zip Codes into different columns in Excel?

Yes. Once pasted into Excel, you can highlight the column and use the 'Text to Columns' tool under the Data tab. Alternatively, if your data was originally stacked vertically, you can copy the block and use the 'Transpose' paste option to flip it horizontally.

Do I absolutely need Excel to do a Mail Merge?

No. You can use a structured Word table as the data source for your envelope or label mail merge directly. Excel is only necessary if you want to perform complex sorting, filtering, or database management.

How do I handle addresses with an inconsistent number of lines?

If some addresses have three lines and others have four, you may need to manually insert a blank line into the shorter addresses before converting. Ensuring every address block has the exact same number of lines guarantees a uniform table layout.

Excel & Data Problems