Featured - How to Print Labels From Excel

Excel is an incredibly handy tool for organizing a mailing list, but it’s not so great when it comes to actually printing the labels. Typing out all of the information you have already entered would be time-consuming – but thankfully you can have your cake and eat it too. Today we’ll be showing you how to make and print address labels from Excel with a little help from Microsoft Word and the mail merge feature.

Print labels from excel – it´s easy

Though Excel’s built-in functionality isn’t great for label making, the beauty of the Microsoft Office suite is its cross-compatibility. If you have both applications installed, you can quickly and automatically import the data from your Excel spreadsheet into Word and have it displayed in an organized manner for printing.

Advertisement

It’s worth noting two things before we start. Firstly, though the tutorial will focus on address labels, it can be modified to work with any label. Secondly, you will have to set your columns up properly in Excel to make this as seamless as possible. We’ll discuss this in the first step:

How to Print Labels from Excel

Before you can create labels from Excel, you’ll need your existing mailing list in the application. If you don’t have one, you can create one now.

  1. Prepare your mailing list

    The important thing to remember is that you must create a column header noting the information that will go in each heading. This will help you to match your fields to the correct columns later on.

    For example, in ours we’ll be using the fields property name, operator name, address, city, state, zip code, and country. If you’re using your labels for a mailing list, you may want to include heading labels like first name, last name, and title.

    Once everything has been prepared with the correct column headers, you can save your work and continue to the next step to create labels from Excel.

    Windows 10 - Excel

  2. How to mail merge labels from Excel

    Open the “Mailings” tab of the Word ribbon and select “Start Mail Merge > Labels…”. The mail merge feature will allow you to easily create labels and import data to them from a spreadsheet application.

    Windows 10 - Word - Mailings - Start Mail Merge

  3. Select your label options and press “OK”

    Windows 10 - Word - Mailings - Start Mail Merge - Label Options - Accept

  4. Press “Mailings > Select Recipients > Use an Existing List…”

    Windows 10 - Word - Mailings Select Recipients - Use an Existing List

  5. Browse to your mailing list file, select it, and press “Open”

    Windows 10 - Word - Mailings Select Recipients - Use an Existing List - Select One - Open

  6. Select your sheet name, tick “First row of data contains column headers” and press “OK”

    Windows 10 - Word - Mailings - Select Table - Contains Column Headers - Accept

  7. Open the “Mailings” tab in your Word ribbon and click “Address Block”

    Windows 10 - Word - Mailings - Addres Block

  8. Press “Match Fields…” in the “Insert Address Block” window

    Windows 10 - Word - Mailings - Select Table - Contains Column Headers - Accept - Match Fields

  9. In the “Required for Address Block” section, match the fields to your column names

    If they don’t line up exactly, that’s fine. In our case, for example, “Property Name” and “Operator Name” take the place of first and last name. Press “OK” when you’re done.

    Windows 10 - Word - Mailings - Select Table - Contains Column Headers - Accept - Match Fields - Accept

  10. Check the preview in the “Insert Address Block” window and check the preview

    If you’re happy with it, press “OK”. Otherwise, you may need to modify your fields again.

    Windows 10 - Word - Mailings - Select Table - Contains Column Headers - Accept - Match Fields - Accept

  11. Check whether “AddressBlock” appears in your first label

    Windows 10 - Word - Mailings - Select Table - Contains Column Headers - Accept - Match Fields - Accept - Result

  12. If it does, open the “Mailings” tab again and press the green “Update labels” button

    AddressBlock will now appear in all of your labels.

    Windows 10 - Word - Mailings - Update Labels

  13. Perform your final mail merge

    Open the “Mailings” tab again and click on “Finish & Merge”, then “Edit Individual Documents…”.

    Windows 10 - Word - Mailings - Finish & Merge - Edit Individual Documents

  14. Tick “All” in the “Merge to New Document” window and press “OK”

    Windows 10 - Word - Mailings - Finish & Merge - Edit Individual Documents - All - Accept

  15. Print your address labels

    With all of your addresses imported, you can finally print your labels and send off your mail. Remember to save the document in case you need to reprint any of them.

    Windows 10 - Word - Mailings - Finish & Merge - Edit Individual Documents - All - Accept - Result

How to Combine Text Cells in Excel and Make a Page Landscape in Word

Now that you know how to print labels from Excel, you may be eager to get even more out of your Office applications. If that’s the case, check out our existing tutorials on how to combine text cells in Excel and how to make a page landscape in Word.

Advertisement