How to Print Mailing Labels from Excel (Address List Example)

Written by co-founder Kasper Langmann, Microsoft Office Specialist.

Using Excel provides the ideal setting for storing and curating addresses for your mass mailing and labeling projects. 

Mass printing and sending of mails could be hard work especially if you don’t know how to mass print your labels in Excel. 

But we got your back on that. 😊

In this article, we will provide you with an easy-to-follow step-by-step tutorial from creating and formatting to printing mailing labels using Excel.

Kasper Langmann, Co-founder of Spreadsheeto

How to make and print a mailing list

Making and printing a mailing list is quite simple. 

But for beginners, it may feel a bit complicated especially with having to use two Microsoft apps, Excel and Word

Rest assured, it’s quite easy to do.

There are 4 steps you have to take to print mailing labels in Excel:

  1. Prepare your worksheet
  2. Make sure you have the necessary data
  3. Mail Merging with Microsoft Word
  4. Finishing & Merge

As a bonus, we also included a section where we’ll show you how to quickly add borders. With borders, cutting the labels becomes easier.

Kasper Langmann, Co-founder of Spreadsheeto

Get your FREE exercise file

Before you start:

Throughout this guide, you need a data set to practice.

I’ve included one for you (for free).

Download it right below!

Download the FREE Exercise File

Download exercise file

Prepare your worksheet

First things first:

Set up your worksheet properly. 

Getting the right data is tantamount to success in printing mailing labels.

Simply type the following in the first row of your spreadsheet (these are pretty much the regulars):

  • First Name
  • Last Name
  • Street Address
  • City
  • State
  • Zip Code

It’s important that you write these in the first row of your worksheet and not on any other.

Kasper Langmann, Co-founder of Spreadsheeto

Make sure you have the necessary data

Begin encoding the necessary data. 

Making sure they are accurate and correct should be your top priority at this phase.

Avoid leaving blank cells in between as it may mess up with the merging later on.

Since this is a mailing list, double-check your data.

Go over it twice. Thrice. Check the spelling. Check the address.

Kasper Langmann, Co-founder of Spreadsheeto

Things to look out for:

  1. Make your column name labels specific and clear. For example, “First Name”, “Last Name”, and “Address”.
  2. Separate information. Make it as specific as it can get. It’s not recommended to put the first name and last name in a column. It’s better to put them into separate columns. 
  3. Don’t leave blank cells in between your data. An empty row may mislead Word when merging later on.
list of mailing labels

Once you’re confident that you have accurate information, save the workbook on your preferred location.

Mail Merging with Microsoft Word

Now, there will be a lot of back and forth on these next instructions.

But don’t worry, we’ll make sure it will still be easy to follow.

What you have to do next is open Microsoft Word on your computer.

Then, create a new blank document.

On the new document, click ‘Mailings’ from the tab list.

Click the ‘Start Mail Merge’ icon and select ‘Labels…’.

labels option under start mail merge on the ribbon

A window titled ‘Label Options’ will open.

On the ‘Label vendors’, select ‘Avery US Letter’.

On the ‘Product number’, select ‘5160 Address Labels’.

Press ‘OK’.

5160 address labels by avery us letter

We chose these settings since they are pretty standard and universal. But if you’re using a specific vendor and product number, feel free to use them instead.

Kasper Langmann, Co-founder of Spreadsheeto

Now for the next step, click ‘Select  Recipients’ from the Ribbon and choose ‘Use an Existing List…’ from the options.

After that, find and click the workbook you saved earlier.

Once you find it, another window will open.

Assuming you have no other active sheets on your workbook, press ‘OK’.

If not, select the sheet containing the mailing list.

Afterward, your word document will look similar to the one shown below:

mailings document full of next record texts

Once you got that, make sure your cursor is on the upper-right corner of the document.

Then, click ‘Address Block’ icon on the ‘Write & Insert Fields’ group on the Ribbon.

address block icon from the mailings tab

On the ‘Insert Address Block’ window, click ‘Match Fields…’ found on the bottom-right corner.

What ‘Match Fields…’ does is that it links up with the Excel file you made and read the first row entries and match it up with fields required for the address block.

Kasper Langmann, Co-founder of Spreadsheeto

Of course, check if the fields were matched. 

If not, click the dropdown button on one of the entries and match it up with a row heading on your Excel file.

Press ‘OK’ once everything is ready.

match fields window with the required elements for address block

You’ll get back to the previous window. Click ‘OK’ again.

Finishing & Merge

The next step is to update the labels.

Click the ‘Update Labels’ icon from the ‘Write & Insert Fields’ group on the Ribbon.

update labels icon under the mailings tab

To finish it up, click the ‘Finish & Merge’ icon at the ‘Finish’ group and select ‘Edit Individual Documents…’ from the options.

edit individual documents under the finish and merge icon on the ribbon

Make sure ‘All’ is selected and press ‘OK’.

Immediately, you’ll see the information printed on the document.

You can now go ahead and print your mailing labels.

Add all borders

The labels will be hard to cut without borders! ✂

As a bonus, we’ll show you how to add the borders quickly.

All you have to do is click the plus (+) icon on the upper-left side of the texts.

border icon on the upper-left side of the texts

Now that the whole table is selected, click the ‘Border’ icon on the floating menu and click ‘All Borders’ from the options.

all borders option under the borders icon on the ribbon

Immediately, you’ll see borders between the different address blocks.

address blocks with all borders

Wrapping things up…

Although daunting at first, creating print mailing labels in Excel is very easy to do. The part where you might have a few hiccups is during the merging with Microsoft Word.

The workbook we included in this tutorial is the same exact file we used in this article. That way, half of what you need to do is already done and you can now concentrate on the second part — merging with Microsoft Word. 😊

Kasper Langmann, Co-founder of Spreadsheeto