How to Make Mailing Labels from Excel by Using Mail Merge
By Gosia Grabowska on August 1, 2012
If you want to save a lot of time, knowing how to make mailing labels from Excel using the Mail Merge Wizard is the way to go. Here are step-by-step instructions (complete with screenshots) for doing a mail merge in Microsoft Word by using data from Microsoft Excel.
If you already know how to mail merge labels from Excel to Word 2010, then the below instructions for later versions are very similar (with just with a few minor changes). Either way, reviewing these steps is good practice for making sure you are efficient with your time and don’t cause yourself any grief when it’s time to create labels.
Making Address Labels Using Address Blocks
1. To start the Mail Merge for labels, you should already have an Excel spreadsheet with a list of all the addresses you want to use. There should be separate columns for each of the following data:
Middle Name (optional)
This list could be saved to your desktop with the name of “3000 names.xlsk” for example.
2. Next, open up Word and click on the Mailing tab at the top.
3. Click on Start Mail Merge, then select Step-by-Step Mail Merge Wizard.
4. Click Change document layout, then Label options.
5. Choose OnlineLabels.com from the second dropdown list to find your correct product number (For example, Avery US Letter). Don’t worry if your screen looks slightly different than my examples below.
You also have the option of clicking the Layout tab to select View gridlines so see the outline of your labels on the screen.
6. Click Next: Select recipients, ensuring Use existing list is selected.
7. Find your Excel spreadsheet from Step #1 and click Open.
8. Review the data and click Ok. Click Next: Arrange your labels.
9. Move your cursor to the first label and click Address block. Select your preferred formatting (using the preview pane).
10. Make sure the format is what you want and that all the fields you want are included. In the example below for Lisa, we notice that her apartment number is not listed. In order to include it, we need to click on Match Fields.
If you look at the Address 2 line, notice that (not matched) is currently selected. Click on the down arrow and select AddressLine 2 to make sure the apartment number is going to be included in the address. Click Ok.
Make sure the apartment number is showing for my record for Lisa. If all looks good, click Ok.
11. Now you can see Address Block on my first label. Next it’s time to click Update Labels.
After, it should look like this:
12. Click on Finish & Merge and then on Edit Individual Documents.
13. Make sure All is selected and click Ok. This will make sure all your records from the spreadsheet are being added to the mail merge.
Double-check to make sure everything looks good, including making sure page 2 is different, not page 1 being repeated.
14. Finally, Print your labels!
Making Address Labels Using Insert Merge Field
1. Follow steps 1-8 above. For step 9, instead of clicking Address Blocks, click Insert Merge Field. This allows you to insert the fields manually.
2. When entering the fields, don’t forget to insert the spaces, periods, and commas.
You can also format the fields. In my example, I made them centered and bold (this can also be done with the Address Block).
3. Once you are happy with how your labels look, click on Update all labels.
4. Click Next: Preview your labels. The updated labels should look something like this:
5. Click Next: Complete the merge. Double-check your results to make sure extra fields are included.
6. Print or close the wizard and save your document.
Making Return Address Labels
1. Go back to step 4 above and open the Labels Option window. Select the label you want. In this example, I’m going to continue using Avery US Letter for Label vendor and then select 8577 Postcard for the big label. (If you want to include a return address, you need to have enough space on the label).
2. Type in your address on the first label/postcard. You can format it (make it bold, change the font, etc.) or add an image if you like. Then select it and click CTRL-C to copy it. Hit the Tab key to move to the second label and hit CTRL-V to paste it. Do that for the entire first page of labels. This creates a label template that will be used to create a mail merge.
3. Select Recipients and then Use Existing List.
4. Pick the Excel spreadsheet with all your addresses.
5. Now you can use either the Address Block or Insert Merge Fields as described above. If I use the Address Block, I will select my first label and use my indent markers on the ruler to move it to the position I want the address to appear.
6. Click on Update Labels.
The address block should appear on the rest of the labels.
7. Make sure all your records in the Excel spreadsheet will be transferred for the mail merge by clicking on Finish & Merge. Select Edit Individual Documents.
8. Make sure All is selected and click Ok.
9. Make sure the addresses appear the way you want them, also checking the second page starts with a new name.
10. Save and Print.
Now that you have reviewed how to make mailing labels from Excel, you’ll be printing them in no time.