How to mail merge from excel to labels

Answer

How to Mail Merge from Excel to Labels

Mail merge from Excel to labels is a process that allows you to automatically print multiple labels using data stored in an Excel spreadsheet. The Excel file acts as the data source, and Microsoft Word formats the labels.

Step 1: Prepare Your Excel File

1. Ensure your Excel spreadsheet has a clear structure. Use the first row as headers (column names). For example:

   • First Name

   • Last Name

   • Address

   • City

   • State

   • ZIP Code

2. Make sure there are no blank rows or merged cells.

3. Save the file in .xlsx format.

Step 2: Open Microsoft Word and Set Up Labels

1. Open Word.

2. Click Mailings on the ribbon.

3. Select Start Mail Merge → Labels.

4. In the Label Options dialog:

   • Choose the label vendor (e.g., Avery)

   • Select the product number corresponding to your label sheets.

5. Click OK.

Step 3: Connect Excel as the Data Source

1. Click Select Recipients → Use an Existing List.

2. Navigate to your Excel file and select it.

3. Choose the correct worksheet in the Excel file.

4. Ensure that the checkbox First row of data contains column headers is checked.

Step 4: Insert Merge Fields

1. Click Insert Merge Field.

2. Select the column names from Excel that you want on the label. For example:

   • «First_Name»

   • «Last_Name»

   • «Address»

   • «City», «State», «ZIP_Code»

3. Format the label with line breaks, commas, and spacing as desired. Example:

   «First_Name» «Last_Name»

   «Address»

   «City», «State» «ZIP_Code»

4. Use Update Labels to apply the format to all labels on the page.

Step 5: Preview the Labels

1. Click Preview Results in the Mailings tab.

2. Scroll through the labels to ensure data from Excel is correctly displayed.

Step 6: Complete the Merge and Print

1. Click Finish & Merge → Print Documents.

2. Choose All or a specific range of labels.

3. Load your label sheets into the printer.

4. Click OK to print.

Alternative: Save merged labels to a new Word document before printing by selecting Finish & Merge → Edit Individual Documents.

Tips for Accuracy and Efficiency

1. Remove extra spaces or hidden characters in Excel before merging.

2. Test with plain paper to ensure labels align correctly with sheets.

3. Use consistent fonts and font sizes for a professional look.

4. Always save your Word document; it can be reused with updated Excel data.

This method ensures that large mailing lists are efficiently turned into properly formatted labels with minimal manual work.

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