How to Create Mailing Labels From Excel

By Amy Dombrower

If you do a mass mailing, whether for business purposes or a family holiday letter, you can save a lot of time and energy by doing a mail merge in Microsoft Office. You can enter your entire address list in a spreadsheeting using Microsoft Excel, and set up the mail merge in Word. A mail merge works to create a sheet of labels and automatically place your address book data into each label, so you don't have to manually type each and every label.

Things You'll Need

  • Microsoft Excel
  • Microsoft Word
  • Label sheets
  • Printer

Step 1

Set up the address list in an Excel worksheet. In Excel, enter the appropriate column headers in the first row of a blank worksheet, such as First Name, Last Name, Address 1, Address 2, City, State, ZIP code. Under each column header, enter the corresponding entry for each person in your address list. Move down to the next row and continue adding entries until you've completed the address list.

Step 2

Define the name for the address list so you'll be able to easily find it when you begin the mail merge. Click and drag to select all the worksheets cells. Click the "Formulas" tab in Excel. In the "Defined Names" group, click "Define Name." Enter a name for the address list that will help you recognize it. Click "OK."

Step 3

Save the worksheet. Close Microsoft Excel.

Step 4

Open Microsoft Word to set up the labels for the mail merge. Click the "Mailings" tab. In the "Start Mail Merge" group, click "Start Mail Merge." Select "Labels." In the "Label Options" dialog box, select the type of printer you are going to use, the manufacturer of your label sheets and the product number of the label sheets (on the packaging). Click "OK." A new document will open with the customized labels set up in a table.

Step 5

Click the "Microsoft Office Button," and select "Word Options." Click "Advanced." Under "General," select "Confirm File Format Conversion on Open." Click "OK." This will smooth the process of linking your address list to the mail merge.

Step 6

Click the "Mailings" tab again. In the "Start Mail Merge" group, click "Select Recipients." Select "Use Existing List." Choose the Excel worksheet you created in the dialog box. Double-click the file. In the next dialog box, select "MS Excel Worksheets via DDE (*.xls)." Click "OK." Select the worksheet you want to merge. Click "OK." The labels are now linked to the address list.

Step 7

Add placeholders to the labels, so Word knows where to place the connected address entries. Each placeholder, known as a mail merge field, will correspond to an entry on your address list. On the "Mailings" tab, in the "Write & Insert Fields" group, click "Match Fields." Use this dialog box to match the elements of an address to the column headers from your Excel file. Select from a drop-down list on the right that matches the corresponding column header from your file. Only select the elements you want to include in each label.

Step 8

Enter the mail merge fields by clicking in your label document where you want to enter the first field. In the "Write & Insert Fields" group, click "Address Block." Select the elements you want to include and click "OK." Click "Update Labels" in the "Write & Insert Fields" group. This will duplicate the label and apply it to all the other labels.

Step 9

Preview the mail merge when it is completed. In the "Preview Results" group on the "Mailings" tab, click "Preview Results."

Step 10

Finish and print out the labels by clicking "Finish & Merge" in the "Finish" group on the "Mailings" tab. Click "Print Documents." You can choose to print all the labels or just a selection. Make sure your printer is connected to the printer and the label sheets are properly fed into the printer.