How to Merge From Excel to Labels to Envelopes

By Emmanuelle Douglas

Using the Mail Merge Wizard, you can merge Word documents such as envelopes and labels with data from Excel. The Mail Merge Wizard walks you through the necessary steps by prompting you for the needed information. Once the Excel data source is specified, the user can design the labels and envelopes using the options available on the ribbon. The last step in the Mail Merge lets you preview the labels and envelopes prior to printing.

Step 1

Open Word 2007 and select the "Mailing" tab. Click the "Start Mail Merge" button and select "Labels." Specify the printer type and label information and click "OK." Click the "Select Recipients" button and select "Use Existing List." Change the Files Of Type option to "Excel Files." Browse your computer for the Excel file containing your labels. Select the file and click "Open."

Step 2

Click the "Insert Mail Merge" button and select the first title that you want to appear on the label. Add punctuation and formatting as necessary when you add the titles from the Insert Mail Merge button. Press the "Enter" key to advance to the next line in the label. Once you have completely added the information to the first label, click the "Preview Results" button. If the label looks complete, click the "Update Labels" button to apply this formatting to all of your labels.

Step 3

Click "Finish and Merge" to complete the label merge process. Click "Edit Individual Documents" to see the labels prior to printing. Click the option for "All" and click "OK." Word opens a new document with your labels. When you are ready to print the labels, click the "Print" icon on the Quick Access Toolbar.

Step 4

Return to the original merge document to print your envelopes. Select the "Start Mail Merge" button and click "Envelopes." The Envelope Options dialog box appears. Verify the envelope size and fonts on the "Envelope Options" tab. Verify the feed orientation on the "Printing Options" tab. Click "OK." Word displays an envelope in the window with the return address and a blank address label.

Step 5

Use the "Insert Mail Merge" field to add the fields you want to see on your envelope. Add spacing and punctuation between your fields as necessary. Press the "Enter" key to advance to the next line in your envelope. Once you have completely added the information to the first envelope, click the "Next" record button on the ribbon to see how the other envelopes look.

Step 6

Click "Finish and Merge" to complete the envelope merge process. Click "Edit Individual Documents" to see the envelopes prior to printing. Click the option for "All" and click "OK." Word opens a new document with your envelopes. When you are ready to print the envelopes, click the "Print" icon on the Quick Access Toolbar.