How To: Create Mailing Labels Using Excel and Word

by Michelle Mangen on December 10, 2011

in Excel Tips & How-To,Productivity Tools

Mail Envelope w600 h900 300x214 How To: Create Mailing Labels Using Excel and WordI haven’t done an Excel tutorial in a really long time. I used to create one from every “how do you do this in Excel” request that I got on Twitter, via email or Facebook. A Twitter friend asked yesterday and this is actually really helpful for those who are sending out holiday cards or possibly some other type of mass mailing.

Here are the written steps and the video at the very end is for the visual people. These steps on how to merge and create mailing labels in Word with an Excel list were created using Microsoft Word 2007 so the actual navigation may be slightly different depending on your current version.

Part One: Create Your List of Addresses in Microsoft Excel

  • Be sure to use column headings in the Excel document as those column headings are what you will need as the merge fields for the actual labels within Word.
  • Add all of your names and addresses to the sheet
  • Save and close
Part Two: Creating the Mailing Labels in Word
  • Open a new document in Word and go to the Mailings section.
  • Click “Start Mail Merge” (in older versions of Word I believe this is called Mail Merge Wizard).
  • From the Mail Merge options you want to select “Labels”.
  • A pop-up window is displayed allowing you to select the type of label you are creating (the most popular mailing labels are Avery 5160). Click “OK” once you’ve selected the appropriate label type.
  • A new document should be shown on your screen with the label “guidelines” shown on the document ~ this represents each label and gives you a visualization on how the finished product will look once the remaining steps are completed.
  • On your menu bar at the top select “Select Recipients” and then chose “Use Existing List”.
  • Navigate and select the Excel file you saved from Part One above.
  • The pop up screen that displays next – just select “OK”
  • Your document should now show “Next Record” in all labels (except for the first one)
  • With your cursor in the first label we now want to set up the merge fields
  • On your menu bar select “Insert Merge Field” ~ the fields shown on this drop down should be the exact column headings you defined in your Excel sheet.  Each merge field needs to be inserted onto the label in the exact layout you want the final, merged labels to print. (Use Enter and Space as necessary)
  • You can edit font type and size using normal Word formatting options ~ just be sure your font/text does not go outside of the guidelines shown on the screen
  • Once Label One is laid out exactly how you like go back to the top menu and select “Update Labels” ~ this will take the merge fields, formatting, etc. that you defined on label one and automagically update the rest of the page of labels.
  • Now you are ready to pull the data in from your Excel sheet into the actual label template you have just finished creating.
  • Back at the top menu select “Finish & Merge” and then “Edit Individual Documents” ~ from here you can go ahead and select “All” (Tip: If you only want to print a certain range from your Excel sheet you can select the “From to To” option shown. If you use this range remember to subtract one from both the From and To number. For example: If you want to only print the names and addresses on Lines 30-60 on your Excel sheet; you will enter 29-59 as your From and To numbers)
  • Select OK and your completed, merge address labels should now be shown on the screen.
  • Tip: If the finished sheet of mailing labels shows data that is now running outside of the label guidelines (maybe you chose a font type or size that is too large for the finished product) you can re-format to a smaller font size / font type by clicking “CTRL+A” to highlight your entire document so you can easily re-format as needed.
  • Tip: If you have multiple pages of labels it may be best to print just the first page to assure that the printed results are perfect.
Video Instructions on How to Merge Mailing Labels Using Microsoft Excel and Microsoft Word

Happy Holidays! Hopefully this how-to helps save some time on getting those Christmas cards out the door!

 

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  • Jason Maher

    Hi, Neat post. There is a problem together with your web site in web explorer, might check this? IE nonetheless is the market chief and a big section of people will pass over your great writing because of this problem.

    • http://www.thevirtualasst.com Michelle Mangen

      Jason ~ what version of IE? I just checked in 7 and it’s perfect.

  • Pingback: How Twitter Saved My Christmas (Cards) « GoodNCrazy

  • David Britt

    Great video! It seem easy to do the mailing list. hope I can make it. thanks for sharing.

    • http://www.thevirtualasst.com Michelle Mangen

      David ~ I try to do videos as often as possible with my “how to” posts because I know some people are def more visual and learn easier that way. Hope it helps you.

  • http://www.discepheboyamantolama.com Mantolama

    Thank you very much for this article. I read your article fondly. Please write me with a lot of inspiration.

  • Anonymous

    This is incredible thnnks for this useful stuff I’m pretty sure it helps a lot in email marketing.

  • http://helpwithlogin.com Cheolsu

    Thank you for the video and detailed steps, Michelle. Happy holidays.

  • Anonymous

    I agree with your article,Great video.that There is a problem together with your web site in web explore.

    • http://www.thevirtualasst.com Michelle Mangen

      You’re welcome. What version of IE are you using and what is showing as a problem?

  • http://www.thevirtualasst.com Michelle Mangen

    You’re welcome

  • http://business-fundas.com Dr. Arpan Kar

    Indeed an extremely helpful article. Thanks for the same.
    The mail merge feature never appealed to me earlier.

  • http://sorebuttcheeks.blogspot.com/ steroids

    a LOT OF WORK TO PERFORM SUCH A SIMPLE TASK.

  • ethin mai

    hi

  • ethin mai

    hi

  • http://tophatrank.com/ SEO Help

    Have a problem, hope you can help?????
    Template/main document is in MS Word 2003 format. Source data is in MS Excel 2003 format. Am trying to merge into a document that contains English, Arabic, Chinese and Thai. Only problem is with Arabic. The merge seems to convert the data leaving me with a front to back statement. E.g. on the spreadsheet, the data can be ABC1234 but on the merged document the data reads 4321CBA. Have tried swithching source to text, another MS Word document but seem to get the same result.

    • http://www.thevirtualasst.com Michelle Mangen

      Not sure what the fix is for this ~ I’ve only worked with it in English. Maybe try a Google search or leave a message on the Microsoft Word forum. I’ve found the users there are super helpful.

  • http://www.rapidsofttechnologies.com/ Anjali Jain

    This was helpful info, thanks. Does anyone know how to keep the merged information from looping? For example – if my spread sheet reads 1-20 in column A (as if the number were a name) and I merge it to labels with eight per page, I get 20 pages of labels instead of just 20 labels. They print out 1-8 on the first page, then 2-9, 3-10 and so on …. the info keeps looping. I can not for the life of me figure out what’s going on! Please help!

    • http://www.thevirtualasst.com Michelle Mangen

      Not sure what may be the issue with this but it sounds as though there is possibly some formatting issue with how you have the Word document set up. Try the Microsoft forum, maybe someone else has had this same problem.

  • http://www.catchfriday.com/ Tina Pierce

    excellent video. Thanks for sharing this valuable information.

  • http://www.catchfriday.com/ Tina Pierce

    excellent video. Thanks for sharing this valuable information.

  • http://www.yourprofessionalpa.co.uk/ Michael

    Thanks a lot for providing the video Michelle, certainly made it a lot easier for me to follow the instructions, thanks again for the help!

    I look forward to hearing from you again.

  • http://www.appugharindia.com/ Appu Ghar India

    Thanks for sharing its video are very useful for us. its nice post about manage your personal mail. and there video are so good and its show each step. thanks for sharing.

  • Mehedi Hasan

    Nice post………

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