How to print labels from Excel
Once your Excel workbook file is ready, it’s now time to use the Mail Merge feature in Microsoft Word. It’s also in MS Word where you will print your labels from Excel.
It may sound a little challenging but we will be with you every step of the way. Let’s take things one at a time 😊
Start Mail Merge
To create labels, you first have to merge the data from Excel to Word.
- Open Microsoft Word, and create a blank Word document.
- Click the Mailings Tab in the ribbon.
- Select Start Mail Merge.
- Select Labels.
The Label Options dialog box will appear.
- Select the Page Printers option for the Printer information. This is by default.
- For the Label vendors, select Avery US Letters.
- For the Product number, browse through the options and select 5160 Address Labels.
- Click OK.
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.
We are not yet done. Let’s continue 💪
- Click Select Recipients.
- Select Use an Existing List.
- Select the Excel source file you saved earlier. Then, click Open.
- In the Select Table window, select the Excel worksheet that contains your data. For our example, click the Mail List.
- Finally, click OK.
Now, your document will look like this👀
This means you’ve successfully done the mail merge 🥳
Phew! Wasn’t that quite a process? 😌 Now that was done, let’s proceed to the next.
Add Address Block
Since we are going to create address labels, let’s insert an Address Block merge field.
Make sure your cursor is on this area of the document.
- Click the Address Block button in the Write and Insert Fields Group of the Mailings Tab.
- In the Insert Address Block dialog box, click the Match Fields button.
- Check if the fields match together, and click OK if it’s good to go 👍
What “Match Fields…” does is that it links up with the Excel file you made. It reads the first row of entries and matches them up with the fields required for the Address Block.
- You will be directed to the Insert Address Block window again. Now, click OK.
This is what your Word document should look like now 😊
- Click the Update Labels button. This updates all the labels in the document to use the information from the recipient list.
Now that you’ve updated the labels, this is what it would look now 😀
Finish & Merge
It’s time to Finish and Merge! Two more clicks and we are almost done.
- Click the Finish & Merge button.
- Select the Edit Individual Documents option.
It will ask you to Merge to New Document. Select “All” to merge all records. Then click OK.
And there you have it. You’ve created Address labels 👏
You can go ahead and print address labels like this👀
Or you can scroll a bit more and we’ll help you print address labels better 😉
Add all borders
It will be hard to cut the mailing labels when you print them without borders, don’t you think? 😅
As a bonus, we’ll show you how to add the borders quickly so your printed labels will be easier to cut and prettier when pasted.
All you have to do is click the plus (+) icon on the upper-left side of the table. This will select the whole table where all the address labels are.
Now that the whole table is selected, click the Border icon on the floating menu and click All Borders from the options.
And now it’s ready. Your mailing labels are ready to print 🖨️
With the borders in place, you will find it easy to cut the printed labels 😀