How to Print Labels From Excel

This guide explains how to create and print labels from Excel using the mail merge feature in Microsoft Word. Instructions apply to Excel and Word 2019, 2016, and 2013 and Excel and Word for Microsoft 365.

How to Print Labels From Excel

You can print mailing labels from Excel in a matter of minutes using the mail merge feature in Word. With 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 365 applications for numerous tasks.

Prepare the Worksheet and Enter the Data

To make mailing labels from Excel, you need to add descriptive column headings so everything prints out correctly. For example, you might have the following column headings:

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

1. Type in a heading in the first cell of each column describing the data. Make a column for each element you want to include on the labels.

2. Type the names and addresses or other data you're planning to print on labels.

   Make sure each item is in the correct column.

   Avoid leaving blank columns or rows within the list.

3. Save the worksheet when you have finished.

Set Up Labels in Word

Next, you need to choose the size and type of the labels you're printing.

1. Open a blank Word document.

2. Go to the Mailings tab.

3. Choose Start Mail Merge > Labels.

4. 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.

5. Click OK when you are ready to proceed.

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. 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.

1. In Word, click File.

2. Scroll down, and select Options at the bottom of the left pane.

3. Click Advanced in the left pane of the Word Options window and then scroll down to the General section.

4. Make sure the Confirm file format conversion on open is selected and click OK.

5. From Mailings, in the Start Mail Merge group, choose Select Recipients > Use an Existing List.

6. Navigate to the Excel worksheet containing your list in the Select Data Source window that opens and click Open. 

7. 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 and Perform the Merge

After you've organized the data, you need to add mail merge fields before you can complete the merge. This is where those headings you added to your Excel worksheet will come in handy.

1. Click on the first label on the page and then select Address Block in the Write & Insert Fields section of the Mailings tab.

2. 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.

3. Click OK. Click OK again to close the dialog box.

4. Select Mailings > Write & Insert Fields > Update Labels.

5. 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.

6. Click Edit Individual Documents to preview how your printed labels will appear. Select All > OK.

7. 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.