How to print address labels from excel

Answer

To print address labels from Excel, export your data to Microsoft Word's Mail Merge feature, which formats and prints labels on standard label sheets.

What You Need Before Starting

You need an Excel spreadsheet containing address data in separate columns (first name, last name, street address, city, state, ZIP code). You need Microsoft Word installed on your computer. You need blank label sheets that match standard label dimensions (Avery labels work with Word's preset templates).

Step 1: Organize Your Excel Data

Open your Excel file and arrange your address data in columns with headers in the first row. Create separate columns for each address component:

1. First Name
2. Last Name
3. Street Address
4. City
5. State
6. ZIP Code

Remove any blank rows between your header row and data. Save the Excel file before proceeding to Word.

Step 2: Start Mail Merge in Word

Open Microsoft Word and create a new blank document. Navigate to the "Mailings" tab in the ribbon. Click "Start Mail Merge" and select "Labels" from the dropdown menu.

The Label Options dialog box appears. Select your label vendor (such as Avery) from the "Label vendors" dropdown. Choose your specific label product number from the "Product number" list. Click "OK" to apply the label layout to your document.

Step 3: Connect Your Excel File

Click "Select Recipients" in the Mailings tab. Choose "Use an Existing List" from the dropdown. Browse to your Excel file location and select it. Click "Open" to proceed.

The Select Table dialog box appears, showing the worksheets in your Excel file. Select the worksheet containing your address data. Check the box "First row of data contains column headers" to ensure proper field mapping. Click "OK" to establish the connection.

Step 4: Insert Address Fields

Click on the first label in your Word document to position your cursor. Click "Address Block" in the Mailings tab to insert formatted address fields.

The Insert Address Block dialog box opens with preview options. Review the address format shown in the preview pane. Click "Match Fields" to ensure Excel columns align correctly with address components. Map your Excel column names to the corresponding address fields (First Name, Last Name, Address Line 1, City, State, Postal Code). Click "OK" to close Match Fields, then "OK" again to insert the address block.

Alternative manual method: Click "Insert Merge Field" in the Mailings tab instead of Address Block. Select individual fields from the dropdown and arrange them manually. Press Enter after each field to create line breaks. Add spaces and punctuation between fields as needed.

Step 5: Update All Labels

Click "Update Labels" in the Mailings tab to copy the address block format to all labels on the sheet. The <<Next Record>> field code appears on labels after the first one, indicating Word will advance to the next Excel row for each label.

Step 6: Preview Your Labels

Click "Preview Results" in the Mailings tab to see actual addresses instead of field codes. Use the navigation arrows (previous/next record) to scroll through different addresses and verify formatting. Check that addresses fit within label boundaries without text overflow.

Click "Preview Results" again to toggle back to field codes for editing.

Step 7: Print Your Labels

Load label sheets into your printer tray according to your printer's requirements. Most printers require labels to be loaded face-up in the manual feed tray or face-down in the standard tray.

Click "Finish & Merge" in the Mailings tab. Select "Print Documents" from the dropdown. Choose your print range:

1. All records (print labels for every address in your Excel file)
2. Current record (prints only the address currently displayed in preview)
3. From/To specific record numbers (prints a selected range)

Click "OK" to open the Print dialog box. Verify your printer selection and print settings. Click "Print" to send the labels to your printer.

Step 8: Save Your Mail Merge Document

Save the Word document to preserve your mail merge setup for future use. Click "File" then "Save As" and choose your location. Word saves the connection to your Excel file, allowing you to reprint labels without repeating the mail merge setup.

Windows: Press Ctrl+S to save quickly.

Mac: Press Command+S to save quickly.

How to Filter Which Addresses Print

Click "Edit Recipient List" in the Mailings tab to control which addresses appear on labels. The Mail Merge Recipients dialog box displays all records from your Excel file.

Uncheck boxes next to addresses you want to exclude from printing. Click the dropdown arrow in any column header to filter by specific criteria (such as state or city). Use the "Filter" option to create complex filtering rules based on multiple conditions. Click "OK" to apply your selections.

How to Print Return Address Labels

Create a single-row Excel file containing your return address information in the same column format as mailing addresses. Follow the same mail merge process described above. Select "Current record" when printing to print multiple copies of the same return address on one sheet.

Troubleshooting Common Label Printing Issues

Misaligned text: Your label product number in Word doesn't match your physical label sheets. Recheck the product number in Label Options and verify it matches the package.

Text cut off: The address content exceeds label boundaries. Reduce font size by selecting all labels (Ctrl+A on Windows, Command+A on Mac) and decreasing the font size in the Home tab.

Wrong number of labels per page: The label template settings don't match your sheets. Measure your physical labels and manually adjust margins and label dimensions through "Label Options" and the "Details" button.

Excel connection lost: The Excel file moved or was renamed after setting up mail merge. Click "Edit Recipient List," then "Data Source" to reconnect to the moved or renamed file.

How to Create Custom Label Sizes

Click "Start Mail Merge" in the Mailings tab and select "Labels." Click "Options" in the Label Options dialog. Click "New Label" to create a custom label size.

Enter the measurements for your specific labels:

1. Label name (give it an identifiable name)
2. Top margin (distance from paper edge to first label)
3. Side margin (distance from paper edge to first label)
4. Vertical pitch (height of one label plus spacing)
5. Horizontal pitch (width of one label plus spacing)
6. Label height
7. Label width
8. Number of labels across
9. Number of labels down

Click "OK" to save the custom label, then select it from the Product number list.

Can You Print Labels Directly from Excel Without Word

No, Excel lacks native label formatting and printing capabilities. Excel organizes data in cells and rows, but cannot format that data to fit standard label sheets with multiple labels per page. Word's Mail Merge feature provides the label templates and formatting controls required for proper label printing.

Third-party Excel add-ins exist that enable direct label printing from Excel, but these require separate software installation and often involve purchase costs.

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