How to Print Labels From Excel (Table of Contents)
Introduction to Print Labels From Excel
Microsoft Excel is a tool handier than we think and know. It can do a lot of things in a jiffy and without any hassle. It is a tricky job to try printing labels on the paper sizing beyond standard documentation in real life. Believe me, a lot of people are there in the world who are struggling with this issue. However, a proper step-by-step guide and some practice will do the task for you guys. Excel can be way too handy in this regard due to its spreadsheet format, which is ideal for storing contact and address information of the user.
Excel makes life easy in collaboration with Microsoft Word in printing mailing labels. It provides features that can allow you to create labels and preview them before you print. Using the mail merge feature with Microsoft Word, you can do this task neatly and print out the mailing labels with ease directly from Excel.
How to Print Labels from Excel?
Let’s see how we can print the mailing labels from Excel with a few examples.
Step #1 – Add Data into Excel
- Create a new excel file with the name “Print Labels from Excel” and open it.
- Add the details to that sheet. As we want to create mailing labels, make sure each column is dedicated to each label. Ex. Salutation, First Name, Last Name, Address, City, State, Postal Code these should be the columns, and respective information should be filled in those columns. See the screenshot below:
- As shown in the screenshot, your details should be one entry per column. It helps to manage and print labels properly.
- Save the file once you are done with entering the data and close the same.
Step #2 – Confirm File Format in Microsoft Word
As I have mentioned earlier, we are going to use an Excel file in Word. It is mandatory to set some file format settings under Microsoft Word so that you can use the excel file in it. Basically, this step helps to have a smooth conversion between Word and Excel.
- Open a word file. Click > File. Select > Options (placed at the bottom of the left pane).
- A new options pane will be popped up. Click > Advanced. Under Advanced settings, scroll down to the General settings section.
- Make sure Confirm file format conversion on open is checked and then click OK. Please see the screenshot below.
Step #3 – Set up Labels in a Blank Word Document
- In a blank word document, Go to > Mailings, select > Start Mail Merge, select > Labels.
- A new pane called Label Options will open up. Under that, select Label vendors as Avery US Letter, Product number as 5160 Address Labels. Then, click OK. See the screenshot below.
Also, have a look at the button New Label… using it, you can create labels of your own with custom dimensions.
Step #4 – Connect Worksheet to the Labels
Now, let us connect the worksheet, which actually is containing the labels data, to these labels and then print it up.
- Go to Mailing tab > Select Recipients (appears under Start Mail Merge group)> Use an Existing List. A new Select Data Source window will pop up.
- Navigate towards the folder where the excel file is stored in the Select Data Source pop-up window. Select the file in which the labels are stored and click Open.
- A new pop up box named Confirm Data Source will appear. Click on OK to let the system know that you want to use the data source.
- Again a pop-up window named Select Table will appear. Click on OK to select the table from your excel sheet for labels.
Step #5 – Add Mail Merge Fields
This is the step where your well-formatted column headings will make sense. If you feel you have some labels not assigned proper columns, you can change the same. It’s that easy.
- Please select the first record from the document and click Address Block (it appears on Write & Insert Fields under Mailings).
- Select the appropriate format in which you need the recipient’s name to appear. This will allow the first name from our list along with address details to get assigned to that first record.
- Select Match Fields from write & Insert Field.
- Select the appropriate column headings for required fields. Click OK once you are done with it.
- Click on Update Labels that appear in Write & Insert pane.
- Once you click on the Update Labels, all the names along with address details will be taking positions of each record in the document one by one, and eventually, every record gets updated.
Step #6 – MergeWorksheet and Word File
We are almost done and up-to-the final step of printing named labels for our mailing list. After this step, you will see the mailing labels on a new word sheet and print them.
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- On the rightmost side of the Mailings pane, you can see a dropdown called Finish & Merge. Click on it to see the different options available.
- On the dropdown that appeared, click and select Edit Individual Documents.
- Now, a new pane appears named Merge to New Document. Select All in Merge Records selection and click OK to merge all the information from the excel sheet to the word mailing labels.
- A new label document will open with all the mailing labels inserted one by one in the format you needed. See the screenshot below.
You can give the print of these labels and use them in your mailing. It makes your task pretty easy, isn’t it?
Things to Remember
- Please make sure you use one column at a time for each label in excel; it will work then and only then.
- While connecting the word and excel file, make sure the proper column name is selected as a field so that the resulting label will be formatted accordingly and no differences will be found.
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