Creating Mailing Labels in Word from an Excel List

Follow these steps to organize your mailing list in Excel and use Word’s mail merge feature to create professional mailing labels:

Step 1: Prepare Your Mailing List in Excel

1. Create Column Headers:
   Include headers for every data point you’ll use. For example:
   • First Name
   • Last Name
   • Street Address
   • City
   • State
   • ZIP Code
2. Input Data:
   Enter the relevant information under each header. For a company mailing list, replace personal name headers with “Company Name.”
3. Save Your File:
   Save the file in a compatible format, such as .xlsx. Avoid blank rows or columns, as they can cause issues during the merge.

Step 2: Set Up Labels in Word

1. Open Word:
   Start with a blank document.
2. Start Mail Merge:
   • Go to the Mailings tab and select Start Mail Merge > Labels.
   • In the Label Options window, choose your label brand and product number (e.g., Avery labels).
   • Click OK to apply the label layout. If label outlines don’t appear, go to Table Design > Borders > View Gridlines.

Step 3: Connect Excel Worksheet to Word

1. Select Recipients:
   • In the Mailings tab, click Select Recipients > Use an Existing List.
   • Locate and select your Excel file. Click Open.
2. Select Worksheet:
   • If your Excel file has multiple sheets, select the one with your data.
   • Ensure the First row of data contains column headers option is enabled. Click OK.

Step 4: Add Mail Merge Fields

1. Insert Address Block:
   • Click the first label, go to the Mailings tab, and select Address Block.
   • In the Insert Address Block window, click Match Fields.
   • Ensure each field (e.g., First Name, Last Name) matches its corresponding column in Excel. Adjust as needed and click OK.
2. Update Labels:
   • Once the first label displays the <<AddressBlock>> placeholder, click Update Labels to apply it to all labels.

Step 5: Perform the Mail Merge

1. Finish and Merge:
   • In the Mailings tab, select Finish & Merge > Edit Individual Documents.
   • Choose All in the Merge to New Document window and click OK.
2. Review and Print:
   • Word will create a new document with all your labels populated.
   • Review the document and print it on your label paper.

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