How to Make Address Labels With Excel
While you cannot really make address labels in Microsoft Excel, Excel can be a big help when you need to print a large amount or even a handful of address labels. After setting up an initial address list in Excel, you can easily make changes, deletions and additions. Once you make this address list, you can draw from it to print address labels quickly and easily in conjunction with Word. You can choose to print address labels for your entire list, or pick out just a few recipients.
Things You'll Need
- Microsoft Word versions 2000 through 2007
- Microsoft Excel versions 2000 through 2007
- Avery 5160 address labels or your choice of labels
Open a blank spreadsheet. Create the following headers in the first row of the spreadsheet: "Salutation," "First Name" (and "Spouse's First Name," if desired), "Last Name," "Street Address," "City/State," and "Zip." You can add other information such as "Phone" or "Email," if desired.
Enter the names, addresses and other information of the people for whom you want to make address labels. For example, in the "Salutation" column, enter "Ms." or "Dr." using the person's appropriate title. Enter first names, last names and so on. When you are finished, save and close the Excel worksheet.
Open a blank Word document. If you are using Word 2003 or earlier, go to the "Tools" menu, point to "Letters and Mailings," and then click on "Mail Merge." In Word 2007, click the "Mailings" tab and choose "Step by Step Mail Merge Wizard." In either version, the "Mail Merge Wizard" will open.
Under "Select Document Type" choose "Labels." Click "Next." The "Label Options" box will open. Choose "5160 - Address" in the "Product Number" list. If you are using a different label, find the product number in the list. Click "OK." Click "Browse" and find the Excel spreadsheet you created with names and addresses. In the "Select Table" box, click "OK." Choose the people listed in the Excel spreadsheet for whom you want to make address labels, or "Select All" and click "OK."
Click "Next: Arrange Labels." Click "Address Block" to insert an address block on the first label and then click "Update Labels." Click "Next" to preview your labels. Make any necessary changes and then click "Next" to complete the merge. Print the labels onto the label paper.
Tips & Warnings
- If you receive any returned mail or notices of address changes after using your address labels, make changes to your Excel spreadsheet immediately. That way, the next time you need to make address labels you will have correct information.