How to Print Labels from Excel

Instructions for Excel 2003 – 2016

label from package
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Having neat columns and rows, sorting abilities, and data entry features, Excel might be the perfect application for entering and storing information like contact lists. Once you have created a detailed list, you can use it with other Microsoft Office applications for numerous tasks. With the mail merge feature in MS Word, you can print mailing labels from Excel in a matter of minutes. Learn how to print labels from Excel depending on which version of Office you are using.

Excel 2016, Excel 2013, Excel 2010 or Excel 2007

Prepare the Worksheet

Prepare Excel Worksheet - Headings

To make mailing labels from Excel, your spreadsheet must be set up properly. Type in a heading in the first cell of each column describing the data in that column clearly and concisely. Make a column for each element you want to include on the labels. For instance, if you want to create mailing labels from Excel, you might have the following column headings:

  • Title (Mr./Ms./Dr.)
  • First Name
  • Last Name
  • Street Address
  • City
  • State
  • ZIP Code

Enter the Data

Enter the data in Excel

Type the names and addresses or other data you want when you print labels from Excel. Make sure each item is in the correct column. Avoid leaving blank columns or rows within the list. Save the worksheet when you have finished.

Confirm File Format

Confirm File Format

The first time you connect to an Excel worksheet from Word, you must enable a setting that allows you to convert files between the two programs.

  • In Word, click on the File tab and choose Options at the bottom of the left pane.
  • Click Advanced in the left pane of the Word Options window and then scroll down to the General section.
  • Make sure the Confirm File Format Conversion on Open is selected and click OK.

Set Up Labels in Word

Word label setup
  • Open a blank Word document.
  • Go to the Mailings tab, choose Start Mail Merge and click on Labels.
  • Choose the brand in the Label Vendors box and then choose the product number, which is listed on the label package. You can also select New Label if you want to enter custom label dimensions.
  • Click OK when you are ready to proceed.

Connect the Worksheet to the Labels

Connect the Worksheet to the Labels

Before performing the merge to print address labels from Excel, you must connect the Word document to the worksheet containing your list.

  • On the Mailings tab, click Select Recipients in the Mail Merge group and choose Use an Existing List
  • Navigate to the Excel worksheet containing your list in the Select Data Source window that opens and click Open
  • Click OK to confirm that you want to use the list and click OK again to select the table containing your list. The page will now be filled with labels that say «Next Record».

Add Mail Merge Fields

Address block in Word mail merge

This is where those headings you added to your Excel worksheet will come in handy.

  • Click on the first label on the page and then select Address Block in the Write & Insert Fields section of the Mailings tab.
  • Click the Match Fields button on the Insert Address Block dialog box that appears. 
  • Make sure your headings correspond with the required fields. If any of them are incorrect, use the drop-down arrow beside it to match up to the correct field.
  • Click OK. Click OK again to close the dialog box and then click Update Labels in the Write & Insert Fields section of the Mailings tab.

Perform the Merge

Finish merge to make labels from Excel

Once you have the Excel spreadsheet and the Word document set up, you can merge the information and print your labels.

  • Click Finish & Merge in the Finish group on the Mailings tab.
  • Click Edit Individual Documents to preview how your printed labels will appear. Select All and click OK.

A new document opens with the mailing labels from your Excel worksheet. You can edit, print and save the labels just as you would any other Word document.

Excel 2003

If you are using Microsoft Office 2003, the steps to make address labels from Excel are slightly different.

Prepare the Worksheet

Excel spreadsheet headings for labels

To make mailing labels from Excel, your spreadsheet must be set up properly.  Type in a heading in the first cell of each column describing the data in that column clearly and concisely. Make a column for each element you want to include on the labels. For instance, if you want to create mailing labels from Excel, you might have the following column headings:

  • Title (Mr./Ms./Dr.)
  • First Name
  • Last Name
  • Street Address
  • City
  • State
  • ZIP Code

Enter the Data

Enter data in Excel 2003
  • Type the names and addresses or other data you want when you print labels from Excel.
  • Make sure each item is in the correct column. Avoid leaving blank columns or rows within the list.
  • Save the worksheet when you have finished.

Start the Merge

Mail merge in Word 2003
  • Open a new Word document.
  • Go to the Tools menu, point to Letters and Mailings and select Mail Merge to open the Mail Merge task pane.
  • Select Labels and click Next: Starting Document.
  • Click Label Options to open the Label Options dialog box. 

Choose Your Labels

Choose Your Labels
  • Choose the brand in the Label Vendors box and then choose the product number, which is listed on the label package. You can also select New Label if you want to enter custom label dimensions.
  • Click OK when you are ready to proceed.

Choose Your Source

Select Recipients Word 2003
  • Click Use an Existing List under Select Recipients and then click Browse.
  • Navigate to the Excel worksheet containing your list in the Select Data Source window that opens and click Open. The Mail Merge Recipients window opens.
  • Make sure your data appears correct and click OK.

Arrange the Labels

Word 2003 address block for labels
  • Click Next: Arrange Your Labels.
  • Select Address Block.
  • Click the Match Fields button on the Insert Address Block dialog box that appears.
  • Make sure your headings correspond with the required fields. If any of them are incorrect, use the drop-down arrow beside it to match up to the correct field. Click OK.
  • Click Update All Labels under Replicate Labels in the Mail Merge dialog box. 

Preview and Finish

Preview and finish mail merge
  • Use the arrows under Preview Your Labels to make sure they appear correctly.
  • Click Next: Complete the Merge.
  • If you want to make any changes, click Edit Individual Labels.
  • When you are satisfied with the merge, click Print to print your address labels from Excel.

More Than Just Labels

Play around with the mail merge feature in Word. You can use data in Excel to create everything from form letters and envelopes to emails and directories. Using data you already have in Excel (or can enter into a worksheet quickly and easily) can make light work of typically time consuming tasks.