How to Print Labels from Excel Using MS Word Mail Merge

Authored by: Support.com Tech Pro Team

Printing Labels from Excel Using MS Word Mail Merge

Printing labels from an Excel spreadsheet using Microsoft Word's mail merge feature is an efficient way to create a batch of labels for various purposes. Here's a step-by-step guide on how to do it:

1. Prepare Your Excel Spreadsheet:

Open your Excel spreadsheet containing the data you want to use for your labels. Ensure that your data is organized in columns with clear headers. The first row should contain the headers for each column.

2. Open Microsoft Word:

Open Microsoft Word on your computer.

3. Create a New Document:

In Word, create a new blank document.

4. Access the Mailings Tab:

In the Word ribbon at the top, go to the "Mailings" tab.

5. Start the Mail Merge:

Click on the "Start Mail Merge" button in the Mailings tab.

Select "Labels" from the dropdown menu.

6. Label Options:

In the Label Options dialog box, select the type of label you'll be using. You can choose from various label vendors and product numbers. If your label type is not listed, you can create a custom label size by clicking on "New Label."

After selecting your label type, click "OK" to proceed.

7. Select Recipients:

Click on the "Select Recipients" button in the Mailings tab.

Choose "Use an Existing List" from the dropdown menu.

Browse and select your Excel spreadsheet file. You might need to navigate to the folder where your Excel file is located.

In the "Select Table" dialog, make sure the correct sheet is selected if your Excel file contains multiple sheets. Click "OK."

8. Insert Merge Fields:

Click the "Insert Merge Field" button to add fields from your Excel spreadsheet to your labels. These fields correspond to the column headers in your Excel sheet.

Insert fields such as "First Name," "Last Name," "Address," and any other information you want to include on your labels.

Use the "Insert Merge Field" button to add spaces, commas, or any other text you want between fields.

9. Preview Your Labels:

Click "Preview Results" in the Mailings tab to see how your labels will look with the data from your Excel sheet.

Use the left and right arrows to navigate through the labels and verify that the data appears correctly.

10. Finish & Merge:

Once you've verified the preview, click "Finish & Merge" in the Mailings tab.

Select "Edit Individual Documents" from the dropdown.

In the "Merge to New Document" dialog, choose "All" and click "OK."

11. Print Your Labels:

Your labels will appear in a new Word document. You can now print them by going to "File" > "Print."

Adjust print settings as needed, such as selecting your printer, label type, and the number of copies.

Click "Print" to print your labels.

Now you've successfully used Microsoft Word's mail merge feature to create and print labels using data from your Excel spreadsheet. This is a convenient method for generating batches of labels for various purposes, from mailing labels to product labels.

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