How to Mail Merge Labels From Excel: A Step by Step Guide

Mail merging labels from Excel can be an incredibly helpful tool for any business or personal project. By automating the process of creating mailing labels, you can save yourself time and effort while still producing professional looking results.

Step 1: Prepare Your Excel Spreadsheet

The first thing you need to do is prepare your Excel spreadsheet. Each row of your spreadsheet should contain all the information for one label. The first row of your spreadsheet should contain the column headers, which will be used to create the merge fields in your labels.

Make sure that the information in your spreadsheet is correct and up-to-date. This includes information such as names, address, and any other relevant information that you want to include on your labels.

Step 2: Set Up Your Label Sheet

The next step is to set up your label sheet. Open Microsoft Word and select the Labels option from the Mailings tab. This will open the Labels dialog box, where you will be able to select the type of label sheet that you are using.

Make sure that the label sheet that you are using matches the size of the labels that you have. For example, if you are using Avery 5160 labels, make sure that you select that option from the Label Options menu.

Step 3: Connect Your Excel Spreadsheet to Your Label Sheet

Once you have set up your label sheet, the next step is to connect your Excel spreadsheet to your label sheet. You can do this by selecting the Use an Existing List option from the Mailings tab.

Choose the Excel spreadsheet that you have prepared and select the sheet that contains your data. You will then be prompted to match your column headers with the merge fields on your label sheet.

Check your preview to ensure that your merge fields have been correctly linked to your data. If everything looks good, click on OK.

Step 4: Add Any Additional Design Elements

Now that you have linked your Excel spreadsheet to your label sheet, you can add any additional design elements that you want to include on your labels. This can include anything from logos to borders to different fonts or font colors.

Make sure that your design elements do not interfere with your merge fields, as this can cause your labels to not print correctly.

Step 5: Print Your Labels

Once you have completed your design, you are ready to print your labels. Before printing, make sure that you have your label sheet loaded correctly into your printer and that you have selected the correct printer from the Print menu.

You can also print a test sheet to make sure that everything is aligned and printing correctly before printing a large batch of labels.


And that's it! By following these simple steps, you can create professional looking mailing labels quickly and easily. This can be particularly useful for businesses that need to send out large amounts of mail, and for personal projects such as wedding invitations or Christmas cards.

Not only does mail merging labels from Excel save you time and energy, it also creates a polished and professional image for your business or personal project. So why not give it a try and see the difference it can make?

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