Creating Mailing Labels in Word from Excel

Follow these steps to easily create mailing labels in Word using a mailing list from Excel.

Step One: Prepare Your Mailing List in Excel

1. Create a New Excel Workbook:
   Open Excel and create a new workbook.
2. Add Column Headers:
   In the first row, input headers for the data you plan to use for your mailing labels. The basic headers for personal mailing labels would include:
   • First Name
   • Last Name
   • Street Address
   • City
   • State
   • ZIP Code

If you’re using a company list, replace First Name and Last Name with Company Name.

3. Enter Your Data:
   Under each header, input the corresponding information for each recipient.
4. Save the Excel File:
   Once your list is complete, save it for use in Word.

Step Two: Set Up Labels in Word

1. Open a Blank Document:
   In Word, start with a new blank document.
2. Go to the Mailings Tab:
   Click on the Mailings tab in the Ribbon.
3. Start the Mail Merge:
   • Click Start Mail Merge in the Mailings tab.
   • From the drop-down menu, select Labels.
4. Select Label Options:
   The Label Options window will appear.
   • Choose your label brand and product number (found on the label packaging).
   • Click OK to proceed.

Your label outlines will now be visible in the Word document. If they aren’t, go to Design > Borders, and select View Gridlines.

Step Three: Connect Your Excel Worksheet to Word’s Labels

1. Select Recipients:
   • In the Mailings tab, click Select Recipients and choose Use an Existing List.
2. Locate and Select Your Excel File:
   Use File Explorer to find and select the Excel file containing your mailing list. Click Open.
3. Choose the Correct Worksheet:
   • If your workbook contains multiple sheets, the Select Table window will appear.
   • Choose the sheet with your mailing list and check the box for First row of data contains column headers.
   • Click OK to confirm.

Step Four: Add Mail Merge Fields to the Labels

1. Select the First Label:
   Click on the first label in the document.
2. Insert Address Block:
   • In the Mailings tab, click Address Block.
   • In the Insert Address Block window, click the Match Fields button to match the Excel columns with the fields in the address block (e.g., First Name should match with First Name).
3. Preview and Confirm:
   • After matching the fields, click OK to return to the Insert Address Block window.
   • Review the preview to ensure everything looks correct and click OK to insert the address block into the first label.
4. Update All Labels:
   • Back in the Mailings tab, click Update Labels. This will copy the address block to all labels.

Step Five: Perform the Mail Merge

1. Finish & Merge:
   • In the Mailings tab, click Finish & Merge.
   • From the drop-down menu, select Edit Individual Documents.
2. Select Records:
   In the Merge to New Document window, select All and click OK.
3. Review and Print:
   Your Excel data will now appear in the labels. All that’s left to do is review the labels, print them, and mail them out.

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