How to do a mail merge from excel to avery labels

Answer

A mail merge from Excel to Avery labels allows you to create multiple labels efficiently using data stored in Excel. This process combines Excel with a word processing program to automatically populate labels with names, addresses, or other information.

Step 1: Prepare Your Excel Data

1. Open Excel and organize your data in a table format.

2. Ensure the first row contains clear headers such as First Name, Last Name, Address, City, State, ZIP.

3. Avoid blank rows or merged cells in the data. Each row should represent one label.

4. Save the Excel file in .xlsx format for compatibility.

Example Table:

Step 2: Open Microsoft Word and Start Mail Merge

1. Open Word and go to the Mailings tab.

2. Click Start Mail Merge → Labels.

3. In the Label Options dialog:

   • Select Avery US Letter under Label vendors.

   • Choose the specific Avery product number (e.g., 5160 for standard address labels).

4. Click OK. Word will create a document formatted for your selected labels.

Step 3: Connect Word to Your Excel Data

1. In Word, under the Mailings tab, click Select Recipients → Use an Existing List.

2. Browse and select your Excel file.

3. Choose the correct sheet if there are multiple sheets.

4. Ensure First row of data contains column headersthe .

5. Click OK. Word now recognizes the Excel table headers as merge fields.

Step 4: Insert Merge Fields

1. Place the cursor in the first label on the Word document.

2. Click Insert Merge Field and select the relevant headers from Excel (e.g., First Name, Last Name, Address).

3. Arrange fields as needed with spaces, commas, or line breaks.

Example layout for a label:

<<First Name>> <<Last Name>>

<<Address>>

<<City>>, <<State>> <<ZIP>>

4. Click Update Labels to apply the layout to all labels.

Step 5: Preview and Finish the Merge

1. Click Preview Results in the Mailings tab to check how labels appear.

2. Navigate through the labels using the arrows to ensure data alignment is correct.

3. Click Finish & Merge → Print Documents or Edit Individual Documents to review before printing.

4. Choose All or a specific record range for printing.

Step 6: Print the Labels

1. Load Avery labels into your printer according to the package instructions.

2. Select the printer settings compatible with label sheets.

3. Print a test sheet on plain paper to check alignment.

4. Print the final labels on the Avery label sheets.

Tips for Accurate Label Printing

• Always check that the Avery product number matches the template in Word.

• Avoid extra blank rows or extra spaces in Excel; they create empty labels.

• Use a consistent font size to prevent text from spilling outside label boundaries.

• Save both Word and Excel files before merging to prevent data loss.

Following this process allows seamless integration between Excel and Avery labels, creating hundreds of labels in minutes without manual retyping.

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