How to print address labels from Excel – our step-by-step guide

You can print address labels by using a combination of Microsoft Excel and Word.

The microsoft x logo on a sunny yellow background.

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If you want to know how to print address labels from Excel, we’ve got you covered.

Mail merge in Excel is an amazing feature that can help send emails in bulk, but you can also use it to print address labels. The entire process revolves around preparing the label data and then using the mail merge feature to print them. However, for those who are new to Excel, the process can be challenging.

This is where we come in. In this guide, we will walk you through how to print address labels from Excel. So, without any further ado, let’s get started!

How to print mailing labels from Excel

Scenario on hand: We have a fictional dataset of customers with their titles, first names, last names, street addresses, city, state, and ZIP code. 

What we want to accomplish: Explore how to create address labels using Excel and Word by following along a step-by-step guide:

  • Create an Excel worksheet
  • Using Word to create labels
  • Connect your worksheet to your labels
  • Mail merge
  • Previewing and Finalizing Labels 
  • Adding borders to your labels

Step 1: Create an Excel worksheet

The first step is to accumulate your dataset in one Excel sheet and clean the data, with each entry in the correct column. 

If you start with the label-making process before gathering and cleaning your data, you will end up with a disuniform format or missed packages because of wrong address labels.

When you’re creating columns for address labels, here are some columns to add to your data:

  • Title (Mr, Ms, Mrs, etc.)
  • First name
  • Last name
  • Street address
  • City
  • State
  • Zip code 

For our demonstration, we have created a dataset of 9 addresses. Note that the columns are on the first row of the worksheet:

A screenshot of a spreadsheet in excel showing how to print address labels.

Step 2: Using Word to create labels

With your Worksheet saved, it’s time to open Microsoft Word, where you’ll select the types and sizes of your labels.

First, open a new Word document. At the top of the screen, select the “Mailings” option. From the options that appear below, select the “Start mail merge” box. From the drop-down that opens, select “Labels…”

How to insert a picture into a document using Word.

This will open up a “Label Options” window. From here, you can pick a brand by clicking the “Label vendors” drop-down and the “Product number” below (which you can get from the label package).

Alternatively, you can click the “New Label” button at the bottom and create your own label with customized dimensions. When you are finished, hit “OK”.

For this demonstration, we selected “Avery US Letter” as the Label vendor and “5160 Address Labels” under the product number. 

Avery US Letter

Step 3: Connect your worksheet to your labels

Now that the label type and size are set up, you need to connect the Word document with the data on the Excel worksheet. 

First, open Word and select “File” at the top right. From the side panel that opens, select “Options.”

How to create a document in microsoft word to print address labels from Excel.

This will open up a new window. Select “Advanced,” then scroll to the “General” subheading on the right. Ensure the “Confirm file format conversion on open” box is ticked. Hit “OK”.

How to create a new folder in windows 10 from scratch.

Then click “Mailings” at the top, then “Select Recipients”. From the drop-down, select “Use an Existing List…”

How to create a new document in Microsoft Word.

From the options, select the Excel Worksheet. Click “OK,” then pick the table with your list in. Ensure that your first row is column headers, then hit “OK” again.

Learn how to insert a picture into a word document using step-by-step instructions.

Step 4: Mail merge

Finally, go to “Mailings”. There, select “Address Block.” Find the button that says “Match Fields…” on the bottom right, ensure your headings are in the correct places and hit “OK.”

How to insert a picture into a word document using Microsoft Word.

This will create a page with placeholders for the “Next Record.” To add all address labels on one page, go to “Mailings” and find “Update Labels.” 

How to create a table in Microsoft Word using MS Excel.

Step 5: Previewing and finalizing labels 

Click “Preview Results” to adjust the spacing and ensure everything is okay. 

How to create a table in Microsoft Word.

Lastly, click “Finish & Merge” on the right of the “Mailings” options. Select “Edit Individual Documents” and select “All” to get a Word file of your labels. 

How to create a table of contents in Microsoft Word.

Step 6: Adding borders to your labels

Once you’ve finalized your labels, adding borders to them is a great way to make them look uniform. 

The Word mail merge labels feature adds all the information from your Excel workbook in the form of a table. 

So, to add borders, go to the top right corner of your sheet to locate an icon that lets you select the table. This will add two more items to the menu on the top: “Table Design” and “Layout.” 

Head to “Table Design” to add borders to this table.

How to create a table in Microsoft Word for your content.

On the left, locate the borders options and enable “All Borders.” This will create borders for all your labels. 

How to create a table of contents in microsoft word for easy navigation.

If you wish to change the look of the borders, use the options on the left. This will allow you to change the border color, border style, and thickness. 

Here’s the final look of our labels with a thickened border:

How to create a table in Microsoft Word using the built-in features.

Wrapping up

This was everything you needed to know about how to print address labels from Excel. This guide is perfect for businesses that have to ship out packages. Mainly because organizing and cleaning the data in Excel and then using Word’s mail merge feature assures that there is not even a slight chance of error. You can even use this trick to send out your personal Christmas cards or wedding invitations. 

Learn more about Excel through these guides:

Can I print address labels directly from Excel?

Excel is a data organization tool, so you cannot use it to design address labels. The best way to print address labels is to use Excel to organize the data and then use Word’s mail merge feature to design the labels.

Is there any other way to add contacts to the Word mail merge?

You can manually type the contacts in the Word mail merge and also use Outlook to import contacts. Both these options are found under Mailing > Select Recipients.

Can I print labels with my regular printer?

Yes, you can use your regular laser or inkjet printer to print labels. Make sure you select the right size so you can adjust the labels correctly.

How do you prepare mailing data for the mail merge?

For the mail merge process, here’s what you should ensure:

    • Label the columns accurately so you don’t need to match fields in Word manually.

    • Keep the column labels in the first row of your Excel workbook.

    • Make sure your data is on the first sheet of your Excel workbook.

Andrew is one of three co-founders of BGFG, the parent company of PC Guide. A keen gamer and PC enthusiast, Andrew dabbles in a bit of writing sometimes - when he gets the chance to!

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