Are you looking to learn how to print labels from Excel? There are two simple ways to do so.
The first way is utilizing the mail merge feature in Word. This method is easy because you can sort your data neatly on the spreadsheet. Word’s mail merge tool also lets you link data from a Word document directly to a spreadsheet Excel, saving you a lot of time and hassle.
While a second way is to adjust the border sizes in Excel. However, if you don’t want to use the mail merge feature in Word, or you are having trouble with using the print settings and want Excel to print labels directly, then don’t worry because we’ll also show you how to work around it. But we’ll warn you straight up; it’s a little tricky.
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How To Print Labels From Excel using Word
In this guide, we will outline the steps to print labels from Excel using the mail merge tool in MS Word. This is the most common way to print labels from Excel 2016 (and other Office programs) due to the fact that it is easy, quick, and convenient.
Here are the steps when printing labels from Excel using Word.
1. Prepare Your Excel Data
Before you even think about printing address labels from Excel, you need to have your data in order. Each column should represent a specific field and be named appropriately with column headers.
Here are some examples of commonly used fields, which are also the column headers:
- First Name
- Last Name
- Zip Code
Check out the screenshot below as an example.
Note: Your carrier may need a delivery address for each customer, so make sure you have these details on hand. Here is an example of what USPS requires.
2. Open MS Word and Create a New Document
After preparing your Excel data, head over and launch MS Word to create a new document. This document will serve as your template for the labels.
3. Navigate to the Mailings Tab
The next step is to access the mailings tab in the MS Words ribbon. This is where the Mail Merge tool is located and other tools that are needed to complete the task.
4. Start the Mail Merging Process
To start the mail merge process, click the “Start Mail Merge” button in the “Mailings” tab. A drop-down list will appear with different types of document options that you may want to merge. Select “Labels” from the drop-down list.
5. Customize Your Label Options
After selecting “Labels” from the list, a “Labels option” dialog box will appear. Here you can choose the label type and the appropriate size that matches the labels you are using.
If the size you are looking for is not available, then you can create a custom size label by clicking on “New Label” and manually inputting the dimensions. Once you are done selecting all your preferences, click “OK.”
6. Select Recipients
Still in the “Mailings” tab, directly next to the “Start Mail Merging” button, click on the “Select Recipients” button and choose “Use an existing list.”
Now browse through your computer for the spreadsheet containing your label data. Select the sheet and the range that holds your data and click “OK” to confirm. Your workspace should now look something like this, depending on the type of label vendor you choose.
7. Insert the Fields You Want to Merge
Continue in the “Mailings” tab, click the “Insert Merge Field” button, and select the appropriate fields manually from your spreadsheet. These inserts merge fields into labels that represent the data placeholders.
You could also click the “Address Block” button and check the “Match Fields” box to confirm that the fields match.
Click “OK” once you are done. Below is the result after you click on “Update labels.”
8. Customize Your Label Design
You can now customize the appearance of your labels in Word according to your preferences. Just remember to keep it neat and legible. Here are a few formatting tools to improve your labels:
- Change the font style
- Add images or logos
- Change font size
By updating these elements, it will enhance the overall look of your labels and make them look more professional.
9. Preview the Labels
Click on “Preview Results” in the “Mailings” tab to ensure accuracy.
10. Finish the Merge and Print
This is the last step, so ensure you are satisfied with the label preview. If you’re satisfied, proceed by clicking the “Finish & Merge” button at the far right in the mailings tab. When the drop-down list appears, select “Print Documents” from the list. This will allow you to complete the process and print your labels.
The steps above allow you to utilize MS Word’s mail merge feature to print labels from Excel. This method is recommended compared to the next one, as it is more efficient and accurate.
Related: How To Print Labels in Google Sheets
How To Print Labels From an Excel Spreadsheet Without Word
You can print labels from Excel using a dedicated label printing software. It is also possible to print labels directly from Excel without using other third-party software or applications. However, this method can be challenging compared to the method above, especially if you are a beginner in Excel, but we will guide you as best as we can in this article.
Print Labels by Changing the Page Layout
Here is how to print labels in Excel without Word:
- Open Excel and create a new spreadsheet.
- Input your data in the first column.
- Navigate to the “Page Layout” tab, then click on “Margins” > “Custom Margins.”