How to make labels from excel

Answer

To create labels from Excel in Word, you use Mail Merge. Word imports the Excel sheet, reads each row, and generates formatted labels in a label template.

Step-by-step instructions

1. Prepare the Excel sheet by placing headers in the first row. Each column must have a unique header, such as FirstName, LastName, Address, City, State, and ZIP.

2. Save and close the Excel workbook.

3. Open Word and select Mailings on the ribbon.

4. Select Start Mail Merge and choose Labels.

5. Choose your label vendor and product number in the Label Options window.
   Windows and Mac use the same dialog, although the visual layout differs slightly.

6. Select Select Recipients and choose Use an Existing List.

7. Choose the Excel workbook and select the sheet that contains the data.

8. Select Address Block or Insert Merge Field to set the layout of each label.

9. Arrange the label design as needed by placing fields line by line in the correct order.

10. Select Update Labels to apply the design to the whole sheet.

11. Select Preview Results to confirm that each label shows the correct data.

12. Select Finish & Merge and choose Print Documents or Edit Individual Documents.

How to prepare Excel data for label creation

To prepare Excel data for label creation, the sheet must contain clean, structured data with one record per row.

Data preparation requirements

1. Each column must contain one data type such as names or ZIP codes.

2. The first row must contain labels that identify the column.

3. The sheet must not contain empty header cells.

4. Formatting must remain consistent across all rows.

5. There must not be merged cells in the data range.

6. Numeric ZIP codes must be formatted as text to prevent truncation of leading zeros.

7. The workbook must be saved before linking to Word.

How to choose the correct label template

To choose the correct label template, locate the product number printed on the label packaging.

Template selection details

1. Open Word and select Mailings.

2. Select Labels under Start Mail Merge.

3. Pick the label vendor from the vendor list.

4. Select the product number that matches the packaging.

5. Confirm the page size, number of labels on the sheet, and margins.

How to format labels before printing

To format labels before printing, adjust the layout of text fields and ensure spacing matches the physical label sheet.

Formatting steps

1. Use Insert Merge Field to control line structure.

2. Press Enter to place each value on a separate line.

3. Use Home tools to change font, size, and alignment.

4. Select Update Labels after formatting the first label.

5. Preview merged data to confirm spacing and text visibility.

6. Print a test page on plain paper to confirm alignment with the label sheet.

How to print labels created from Excel

To print labels created from Excel, generate the merged document and send it to the printer.

Printing workflow

1. Select Finish & Merge in Word.

2. Choose Edit Individual Documents to create a new document with static labels.

3. Review the document for spacing and alignment.

4. Load the label sheets into the printer.

5. Print one page first to verify alignment.

6. Print the full set after confirming accuracy.

How to fix common problems when making labels

To fix common problems when making labels, identify the source in the Excel data or Word formatting.

Solutions

1. Misaligned text often comes from template mismatches; select the correct product number.

2. Missing fields often result from blank headers; correct header names in Excel.

3. Incorrect ZIP codes result from numeric formatting; format ZIP codes as text.

4. Overlapping labels result from margin changes; reset margins using the original template settings.

5. Incorrect rows in the output often come from hidden rows; unhide all data in Excel.

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