Mailing Labels in Word from an Excel Spreadsheet – Print Labels from Excel

Byadmin

Using the Mail Merge function in Microsoft Word, you may create mailing labels from a contact list maintained in an Excel worksheet. For keeping client contact and address information, Microsoft Excel is the best option. Excel makes it simple to keep track of a mailing list or address list. However, printing mailing labels, letters, cards, and other items can be time-consuming. In this post, we will explain to you how to print labels from excel.

To send a bulk email, let’s suppose you have an Excel spreadsheet with an address book. Microsoft Word’s mail merge function is the greatest option for accomplishing this. Using a Microsoft Word mail merge document linked to an Excel spreadsheet. You can convert the data from the spreadsheet into mailing labels that can be printed off.

What to do to Create Mailing Labels in Word from an Excel Spreadsheet?

You may generate a printed sheet of mailing labels from an Excel Sheet using the Mail Merge function in Microsoft Word. Take a look at this step-by-step instruction if you’re not sure how to bulk print your labels from Excel right now.

Set up an Excel spreadsheet to hold your mailing list

To begin creating and printing mailing labels, you must first set up your spreadsheet properly. In the first cell of each column, type the column heading. After that, put in the relevant information under each of those column headings. Make a column for each information you’d like to include on the labels because that’s what we’re doing.

Take, for instance, the case of creating mailing labels from an Excel file. The following will serve as the most basic contact information:

  • First and Last Name
  • Date of Birth
  • Postal Code
  • City State ZIP Code

Organize your data in Excel by putting each piece of information in a different column. You should confirm that your worksheet doesn’t have any blank rows or columns while you’re filling in information. Once you’ve completed putting data into the spreadsheet, make a copy for yourself.

Give a name to the Email List

Give the data in the spreadsheet a name once you’ve established the data set. In order to achieve this, you must first select all addresses from an Excel page, including the sheet’s headings. Then, on the ‘Formulas’ tab, go to the ‘Define Names’ group and pick it.

You’ll see a new window pop up. Click on ‘OK’ after entering the name in the ‘Name’ box. Insert an underscore (_) between any words in the name that are longer than one.

Verify the file’s format

To take out the print of your labels, link the Word document to the Excel spreadsheet that contains a mailing list. If this is your first time synchronizing Word with Excel, you may run into some issues. To move files between the two Microsoft products, you’ll have to activate a file conversion format.

  • To proceed, go to your computer’s desktop and launch Microsoft Word.
  • Go to the ‘File’ menu, then click ‘Options’ on the left pane.
  • Word Options will now appear as an additional menu option.
  • Scroll down to the ‘General’ section under ‘Advanced’ in the left pane.
  • Select ‘Confirm File Format Conversion on Open’ and then ‘OK’. You’ll be able to import data from Excel with ease now.

Using Word, create a Mail Merge Document

In order to add mailing labels, you first need to create up the primary label document in MS Word.

  • Create a new Word document. Afterward, pick ‘Labels’ from the menu.
  • The ‘Step-by-Step Mail Merge Wizard’ tool will walk you through the procedure in detail.
  • The ‘Label Options’ dialogue box will pop up. Here, you have the option of selecting your label provider and item code.
  • Then, in the Label Options box, select the ‘Details’ option in the lower-left corner. After that, a new window will appear. You may alter the label’s borders, length, breadth, tilt, and style here.

Attach the Worksheet to the Labels in Word

You’ve now created blank labels in Microsoft Word to accept data from Excel. Now, link the word document to the spreadsheet that has your mailing/address list. This is required for the data to be sent to your labels.

  • Pick the ‘Select Recipients’ button from the ‘Mailings’ menu in the Word document. Now, you have to pick the ‘Use an Existing List’ from the menu list.
  • In the Select Data Source panel, go to the Excel file with the email list. Then you must select the file and press the ‘Open’ button.
  • If a Confirm Data Source dialogue box appears, select the ‘OLE DB Database Files’ option and hit the ‘OK button.
  • Choose Table will display as a new pop-up window. Pick your address list and click ‘OK’ if you have given it a name. If not, click ‘OK’ after selecting the worksheet holding your listing.

Edit the Mail Merge Recipient List

  • On the ‘Mailings’ page, select the ‘Edit Recipient List’ option.
  • The window titled “Mail Merge Recipients” will appear. It will display a list of all the contacts in your contact list.
  • Remove the checkboxes next to the recipients’ names that you wouldn’t like to appear on your labels.

Adding Fields for Mail Merge

Prior to completing the merging, you must first add mail merge fields to the document. Add mail merge fields to your labels so that they may be used in mail merge applications. Prior to completing the merging, you must first add mail merge fields to the document. When you add mail merge fields to your labels, they become more useful. These fields will serve as templates for your worksheet’s column headings. The placeholders will be filled up with the data from your Excel mailing list after the merging is complete.

To insert mail merge fields, go to the Mailing tab and select the ‘Address Block’ option from the Write & Insert Fields group.

Carryout Out Mail Merge

  • The Home tab allows you to format the currently displayed label. You may also customize the font type, font size, font color, and other aspects of the labels to your desire. Once you’ve finished formatting the label that’s presently being previewed.
  • To apply the formatting to all of the labels, go to the Mailings tab and hit ‘Update Labels‘.
  • Navigate to the ‘Mailings’ page to conduct the merging.
  • In the Finish group, select the ‘Finish & Merge’ box. From the drop-down menu, choose ‘Edit Individual Documents.
  • A tiny pop-up window with the title “Merge to New Document” will appear. Pick “All’ under Merge entries and hit ‘OK’ to complete the process.

Your mailing list data will now be copied to your labels. The mailing labels from your Excel contact list will appear in a new document. This label document may now be edited, formatted, printed, and saved just like any other Word document.