Create an Address Book

How to create a phonebook or contact directory?

This article describes how to create an address book document from Google Docs.

Option A: Using Mail Merge add-on in Google Docs

Step 1: Create address book template

In Google Docs, create your address book template.

Click on Format > Columns, and then select either two or three columns (depending on how many columns you want in your address book).

Alternatively, you can make a copy of this read-only sample address book template, and then modify it to your needs; this helps you avoid some common mistakes.

Step 2: Start Mail Merge add-on

Start Mail Merge add-on, and then set up your sheet as normal.

Step 3: Format address book template

Type a document title in the header, if required, and insert your *|merge field|* in the first column by selecting a field from the Merge Field drop-down menu and clicking on Add.

Repeat for as many *|merge fields|* as required and format the template according to your requirements.

Step 4: Click Options

Click on Options in the Mail Merge sidebar to open the Options dialog box.

Step 5: Select No

Select No from the Add Page Break drop-down menu.

Step 6: Click Save

Click on Save to apply the changes.

Step 7: Sort data alphabetically by name

It would make sense to sort the data in your Google sheet alphabetically by name.

In the example below, we have created a new column called L that holds the first letter of the name, for ease of reference in the address book. The formula to populate the L column is shown in the screenshot below. There is a corresponding L *|merge field|* in the sample address book template.

These steps are optional (skip to Step 9 if you do not need to use the L column)

Step 8: Apply formula 

Apply the formula to the rest of the cells in the column, by dragging the first cell downward from the bottom-right corner.

Step 9: Create filter

Create a filter by highlighting your column titles and clicking on Data > Create a Filter.

Step 10: Sort Name column alphabetically 

Sort the Name column alphabetically by clicking on Filter and selecting Sort A to Z.

Step 11: Select Letters & click Merge

In Google Docs, select Letters from the Merge To list and click on Merge.

NOTE: Any *|merge field|* without a value in your Google sheet is automatically removed.

The merged address book appears as in the screenshot below, when using the sample address book template.

Option B: Using Phone Book add-on

Step 1: Install Phone Book add-on

Install Phone Book add-on by following the steps in this article.

Alternatively, you can install the add-on directly from the Google Workspace Marketplace.

Step 2: Create phonebook

Create a phonebook by following the steps in this article.

Phone Book add-on enables you to import all contacts or contacts with a particular label, and allows you to select the data fields that you would like to import for your contacts.

Phone Book

Allows you to create a phonebook in Google Docs using Google Contacts