Creating Mailing Labels in Word from an Excel List

Follow these simple steps to create and print mailing labels using data from an Excel spreadsheet. Mail merge makes it easy to transfer your mailing list into Word and format it for printing.

Step 1: Prepare Your Mailing List in Excel

1. Set Up Column Headers:
   Create a new Excel sheet and add headers in the first row, such as:
   • First Name
   • Last Name
   • Street Address
   • City
   • State
   • ZIP Code
2. Enter Your Data:
   Fill in the rows below with your mailing information. For businesses, you can use a Company Name column instead of individual names.
3. Save Your File:
   Save the Excel file in a location you can easily access. Ensure the file is closed before proceeding.

Step 2: Set Up Labels in Word

1. Open a new document in Word and go to the Mailings tab.
2. Select Start Mail Merge > Labels.
3. In the Label Options window:
   • Choose your label brand (e.g., Avery).
   • Select the product number that matches your label sheets.
   • Click OK to apply the layout.
4. If label outlines don’t appear, go to Design > Borders and enable View Gridlines.

Step 3: Connect the Excel Worksheet to Word

1. In Word, go to the Mailings tab and click Select Recipients > Use an Existing List.
2. Use the File Explorer to find and select your Excel file, then click Open.
3. In the Select Table window:
   • Choose the sheet containing your data.
   • Check First row of data contains column headers.
   • Click OK to link the Excel file to your Word document.

Step 4: Add Mail Merge Fields

1. Insert the 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 in the Word template matches your Excel columns, then click OK.
   • Review the preview, and if satisfied, click OK.
2. Apply to All Labels:
   • Click Update Labels in the Mailings tab.
     The <<AddressBlock>> placeholder will appear in all labels.

Step 5: Perform the Mail Merge

1. Go to the Mailings tab and select Finish & Merge > Edit Individual Documents.
2. In the Merge to New Document window, select All to include all labels.
3. Click OK.
   Your Excel data will populate the labels in a new Word document.

Step 6: Print Your Labels

1. Review the labels in the new document for accuracy.
2. Load your label sheets into your printer.
3. Print the labels by going to File > Print.

By following these steps, you’ll save time and effort in creating polished, professional mailing labels.

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