How to Make Labels From Excel to Word

By Amy Dombrower

In Microsoft Word, the mail merge features provides the ability to create personalized labels for a mass mailing you can create from your own computer. Set up the mail merge by connecting the file to a data list that contains all the names and addresses you need for the labels. If you also have Microsoft Excel, you can create an address list as a spreadsheet that will easily integrate with your mail merge in Word.

Things You'll Need

  • Sheet of labels
  • Microsoft Excel
  • Microsoft Word
  • Printer

Step 1

Create an address list in Microsoft Excel. Open a new document and make a table. For example, head one column with "Name," the next column with "Street Address" and so on. List each person you want to include and their corresponding information. Put one piece of information in each column. This will be important when you connect the file to a mail merge. Complete the list and save the Excel file.

Step 2

Set up the labels in Microsoft Word. Start a blank document. Click the "Mailings" tab. Under "Start Mail Merge," click the "Start Mail Merge" button. Click "Labels" in the drop-down menu.

Step 3

Fill in the correct information about the labels you will be using. Select the type of printer under "Printer Information." Select the name of your label sheets' manufacturer in the "Label Vendors" box. In the "Product Number" list, choose the product number that is listed on your label sheets. Click "OK." Word will create a template to match your label sheets.

Step 4

Select a data file to connect to the labels. On the "Mailings" tab, click "Select Recipients" in the "Start Mail Merge" group. Click "Use Existing List" to select the Excel file you created. In the "Select Data Source" dialog box, select "Excel Files" from the file type box. Locate your file and click "Open."

Step 5

Add mail merge field to the labels. These are placeholders that will connect the labels to your address list. On the "Mailings" tab, click the "Match Fields" icon in the "Write & Insert Fields" group. The "Match Fields" dialog box will appear. Use the drop-down list to connect each field to the correct element on your address list. Only select the elements you want to use in the labels.

Step 6

Add the content for the labels. Type any content on the labels that you want to appear on each one.

Step 7

Click where you want to insert a field. For an address label, you should enter an address block, which will include a name and address. Under the "Write & Insert Fields" group, click "Address Block." Select the elements you want and click "OK." Otherwise, use the "Insert Merge Field" command to insert individual fields. When finished, click the "Update Labels" icon in the "Write & Insert Fields."

Step 8

Add formatting to the merge fields if you want to make any changes. Formatting that you made in Excel will not transfer properly into the mail merge, so you should change fonts and colors in Word. To do so, select a mail merge field. On the "Home" tab, select the formatting you want, such as font, font color and size.

Step 9

Preview the mail merge results. Under the "Preview Results" group on the "Mailings" tab, click "Preview Results." When you are satisfied, you can go on to finish the merge.

Step 10

Click "Finish & Merge" on the "Mailings" tab. Click "Print Documents." You can print all the labels, a selection or just the one visible label. Place the label sheets properly in your printer before printing.