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Creating Mailing Labels in Word from an Excel Spreadsheet?

Does anyone know how to create mailing labels in word from information on an excle spreadsheet? I tried and it will not input the data. Does it need to be saved in a certain format from Excel for it to work? Thanks!


Thank you for your responses so far- I have tried that and it does not work. It creates a label sheet and each label reads <<next record>>, so I dont know what i am doing wrong!

3 Answers

  • 1 decade ago
    Favorite Answer

    Open Word, click Tools, Letters and Mailings, Mail Merge Wizard... The task pane will open on the RHS of your screen. This is the first of 6 steps/panes.

    Click the radio button for Labels. At the bottom of the pane click Next: Starting document.

    In the next pane, click 'Label options...' and choose the exact one. Click Next: Select recipients.

    When the Mail Merge Recipients dialogue box opens, make sure that all of the names that you want to appear on the labels are checked along the LHS of this list.


    Click Next: Arrange your labels

    Is there an address block or are you entering each item (merge field)? If so, click More items.. and (in the Insert Merge Field dialogue box) select the first item, click the Insert button (at the bottom of the dialogue box) and the Cancel button to the right of this will change and say Close--click this Close button. Be sure to hit the space bar one time before entering the nwxt merge field (or the text on your labels will run together). Repaet this process for the next merge field, and so on.

    Now click the 'Upgade all labels' button.

    Click Next: Preview your labels

    Here you can click the forward and back symbols to the right and left of Recipients to see each name.

    Everything OK?

    Click Next: Complete the merge

    Click Print... and the Merge to Printer dialogue box opens. Click the All button and click OK. The Print dialogue box will open. Click OK.

    That should do it!

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  • 1 decade ago

    You need to do a mail merge from Word and use the Excel file as the data source. If you use Word's MailMerge Wizard, it's pretty straightforward, just follow the instructions.

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  • Zelda
    Lv 6
    1 decade ago

    They cover that in Help.

    Print labels by using Excel data in a Word mail merge

    By creating a mail merge in Word, and then linking to a list in Excel, you can turn worksheet data such as the addresses of your customers into printable mailing labels.

    In Microsoft Excel, set up the data to use in the mail merge.


    Make sure the data is in list (list: A series of rows that contains related data or a series of rows that you designate to function as a datasheet by using the Create List command.) format: each column has a label in the first row and contains similar facts, and there are no blank rows or columns within the list. You'll use the column labels to specify what data goes where in the mail merge.

    Make sure the column labels clearly identify the type of data in the column; this helps you select the right data as you construct the mail merge. For example, labels such as First Name, Last Name, Address, and City are better than Column 1, Column 2, Column 3, and Column 4.

    Make sure you have a separate column for each element that you want to include in the mail merge. For example, if you're creating form letters and want to use each recipient's first name in the body of the letter, make sure you have a column that contains first names, rather than a single column with both first and last names. If you want to refer to each recipient by title and last name, such as Mr. Smith, you can use a single column containing both titles and last names, or use one column for title and another for last name.

    To make the list easy to find when you select it for the mail merge, give it a name (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.):


    Select the entire list.

    On the Insert menu, point to Name, and then click Define.

    Type a name for the list.

    Click Add, and then click Close.

    Save and close the workbook that contains the data.

    Switch to Microsoft Word.

    On the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard.

    In the first two steps of the Mail Merge Wizard, select the document type and start the document. If you're creating mailing labels, click Labels in Step 1, and then click Label options in Step 2 to select the size and type of labels to print.

    For more information about these steps, see Word Help.

    In the third step, under Select recipients, click Use an existing list, and then click Browse.

    In the Look in list, click the folder in which you saved the workbook with your data, click the workbook, and then click Open.

    In the Select Table dialog box, locate and click your list. Make sure the First row of data contains column headers check box is selected, and then click OK.

    In the Mail Merge Recipients dialog box, click any column labels in your data that correspond to the Word identifiers on the left. This step makes inserting your data in the form documents easier. For more information about matching fields, see Word Help.

    If you want to include only selected recipients in the mail merge, click Edit recipient list and select the recipients you want.

    Use the rest of the wizard steps to write, add recipient information, preview, personalize, save, and print or e-mail your documents. For information about these steps, see Word Help.


    While Word has your workbook open to create the mail merge, you can't open the workbook in Excel. If you need to see the data and its column labels, go to Step 3 or 5 of the wizard and click Edit recipient list.

    You can continue to use mail merges with Excel data that you created in earlier versions of Word. To open and use these mail merges in Word 2002 or later, you'll need to install Microsoft Query. Query is no longer required to create new mail merges in Word 2002 or later.

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