Adjust as needed.A mail merge is a fantastic way to save you time when you’re emailing a large recipient list. Remember to save the document in case you need to reprint any of them.īefore printing on your actual label sheets, print a test page on standard paper to check the alignment and formatting. With all of your addresses imported, you can finally print your labels and send off your mail. Tick “All” in the “Merge to New Document” window and press “OK”.Open the “Mailings” tab again and click on “Finish & Merge”, then “Edit Individual Documents…”. “AddressBlock” will now appear in all of your labels. If it does, open the “Mailings” tab again and press the green “Update labels” button.Check whether “AddressBlock” appears in your first label.Otherwise, you may need to modify your fields again. Check the preview in the “Insert Address Block” window and check the preview.In our case, for example, “ Property Name” and “ Operator Name” take the place of first and last name. If they don't line up exactly, that's fine. In the “Required for Address Block” section, match the fields to your column names.Press “Match Fields…” in the “Insert Address Block” window.
Open the “Mailings” tab in your Word ribbon and click “Address Block”. Select your sheet name, tick “First row of data contains column headers” and press “OK”.Browse to your mailing list file, select it, and press “Open”.Press “Mailings > Select Recipients > Use an Existing List…” Select your label options and press “OK”.The mail merge feature will allow you to easily create labels and import data to them from a spreadsheet application. Open the “Mailings” tab of the Word ribbon and select “Start Mail Merge > Labels…”. How to Mail Merge Labels from Excel to Word It's recommended to keep this file accessible for future label printing tasks. Once your data is organized and checked, save the Excel file. Tip: Use Excel's data validation feature to maintain data integrity. Ensure they are formatted correctly (e.g., ‘Text' format for Zip Codes to preserve leading zeros). Pay special attention to data types, especially for fields like Zip Code or Phone Number. Tip: Use consistent naming conventions and avoid special characters in headers to prevent merge errors.Įach row should represent one label's information, ensuring no blank rows or columns disrupt the data set.īest Practice: Regularly check and clean your data for duplicates, incomplete entries, or errors to maintain accuracy. If you're using your labels for a mailing list, you may want to include heading labels like first name, last name, and title. This aids in accurately mapping data in Word.įor example, in our example, we'll be using the fields property name, operator name, address, city, state, zip code, and country. This involves organizing your data with clear, concise column headers and ensuring each row contains accurate data for each label.Įnsure your Excel sheet has clear, descriptive column headers corresponding to label fields (e.g., First Name, Last Name, Address). We'll discuss this in the first step:īefore diving into the Mail Merge process, your Excel spreadsheet needs to be properly prepared. Secondly, you will have to set your columns up properly in Excel to make this as seamless as possible. Firstly, though the tutorial will focus on address labels, it can be modified to work with any label. It's worth noting two things before we start. If you have both applications installed, you can quickly and automatically import the data from your Excel spreadsheet into Word and have it displayed in an organized manner for printing.
Though Excel's built-in functionality isn't great for label making, the beauty of the Microsoft Office suite is its cross-compatibility. Today we'll be showing you how to make and print address labels from Excel with a little help from Microsoft Word and the mail merge feature. Typing out all of the information you have already entered would be time-consuming – but thankfully you can have your cake and eat it too.