How To Print Labels From Excel Spreadsheet

Did you know you can print hundreds of labels from an Excel spreadsheet in a few clicks?

Printing labels from an Excel spreadsheet is a smart way to organize mailing lists, product labels, or name tags. Instead of manually typing each label, you can automate the process using Microsoft Excel and Word's Mail Merge feature.

Let's walk you through the process of printing labels from an Excel spreadsheet. This guide will ensure your labels print correctly and professionally.

Step 1: Preparing Your Excel Spreadsheet

Before anything else, you need to ensure your Excel data is properly formatted. A well-organized address list makes the merging process smoother and prevents errors.

1. Open the spreadsheet: Launch the sheet and ensure your data are in columns. Each column should represent a separate piece of information (e.g., First Name, Last Name, Address, ZIP Code). Ensure you label your columns clearly. Here is an example:

   
2.  Check formatting: Ensure ZIP Codes are stored as text to prevent Excel from removing leading zeros. You should also remove blank rows or merged cells that could cause issues during the merge.

3. Save: Save your spreadsheet in .xlsx or .xls format.

Step 2: Setting Up Mail Merge in Microsoft Word

Now that your Excel file is ready, it’s time to create a label template in Microsoft Word using the Mail Merge feature. Follow the steps below:

1. Open Microsoft Word and go to the "Mailings" tab.

2. Click "Start Mail Merge" > Select "Labels."

   

3. In the Label Options dialog box:

   • Choose your label vendor (e.g., Avery, Herma).

   • Select the product number that matches your label sheets (e.g., Avery 5160).

   • Click OK to generate a blank label template.

     

Step 3: Connecting Excel Data to Word

You need to connect your spreadsheet to Word to fill the labels with your Excel data. Without this connection, Word can't access your list of names, addresses, or other details needed for the labels.

1. Click "Select Recipients" in the Start Mail Merge  group..

2. Choose "Use an Existing List" and find your Excel file.

   

3. Select the correct worksheet in your file and click OK.

   
4. If your Excel file has multiple worksheets, select the correct worksheet that contains your label data.
5. If prompted, ensure that "First row of data contains column headers" is checked. This allows Word to recognize the field names like Name, Address, City, Zip Code, etc.
6. Click OK to finalize the connection.

You should now be looking at something like this:

Step 4: Insert Address Block

The next step in creating mailing labels is to add the Address Block. The Address Block feature in Word pulls data from your Excel spreadsheet and formats it into a structured mailing address.

1. Click on the first label in your Word document (the top-left label).

2. Locate the Write and Insert Field group and select “Address Block.”

   

3. In the pop-up window:

   • Choose the correct name format (e.g., "Mr. John Doe" or "John Doe").

   • If needed, click "Match Fields" to ensure that Word correctly links the Excel columns to the address fields (e.g., making sure "Street Address" in Excel is linked to the Address field in Word).
   • Use the preview pane to check if all details appear correctly. If something is missing, adjust the field mapping.

   • Click OK to insert the address block into the first label.

     

4. Click “Update Labels” to apply the address block to all labels in the document.

   

You should be looking at something like this:

Step 5: Preview and Complete the Merge

Before printing, preview your labels to ensure everything looks right.

1. Click "Preview Results" in the Mailings tab to see how the labels will look.

   

2. If everything looks good, click "Finish & Merge" > "Edit Individual Documents."

   

3. A Merge to New Document pop upwill appear, asking you to choose between these options:

   • All records (default) – Generates labels for all entries in your Excel file.
   • Current record – Generates a label for only the currently selected entry.
   • Custom range – Allows you to print only a specific range of labels (e.g., 1-10).

This will generate a new Word document with all the labels ready for printing.

Step 6: Print Mailing Labels

You're almost done! Now, let's print your labels correctly. Here are some printing best practices:

1. Load your label sheets into the printer.

2. Click "File" > "Print" and choose the correct printer settings.

3. Perform a test print on plain paper to check alignment before printing on label sheets.

4. Once everything looks good, hit Print.

Common Issues and Solutions

Sometimes, things don’t go as planned. Here are quick fixes for common problems:

Labels Not Aligning Correctly?

• Check if the label template matches your actual label sheets.

• Adjust margins by going to "Layout" > "Margins" in Word.

• Use a "Heavy Paper" or "Label" printer setting for better print accuracy.

Excel Data Not Importing Correctly?

• Ensure the Excel file is closed before linking it in Word.

• Avoid merged cells or special characters that could disrupt the merge.

Final Thoughts

Printing labels from an Excel spreadsheet is easy when you use Microsoft Word’s Mail Merge feature. Following these steps, you can automate the process and ensure your labels are professionally formatted and printed correctly. This is the best way to print labels, whether you’re mailing invitations, managing inventory, or organizing documents.

For more easy-to-follow Excel guides and the latest Excel Templates, visit Simple Sheets and the related articles section of this blog post.

Subscribe to Simple Sheets on YouTube for the most straightforward Excel video tutorials!

FAQs

Can I print labels without using Word?

You can use Google Sheets add-ons or third-party software like Avery Design & Print.

How do I print labels from Excel on a Mac?

The process is the same, but Mac users might need to adjust Word’s Mail Merge settings slightly.

Can I print barcodes using this method?

Install barcode font in Word, then use Mail Merge to insert barcode data from Excel.

Related Articles

How to Select Multiple Adjacent Cells

How to Print an Excel Spreadsheet on One Page

How to Email an Excel Spreadsheet