How to mail merge from excel to word avery labels

Answer

Mail merge allows you to take data from Excel and create formatted Avery labels in Word efficiently. This process is useful for printing addresses, product labels, or any repetitive data.

Step 1: Prepare Your Excel File

1. Open Excel and organize your data into a clear table format.

2. Use headers in the first row to identify each column, such as First Name, Last Name, Address, City, State, Zip Code.

3. Ensure there are no blank rows or columns in the dataset.

4. Save the Excel file in a recognizable location and close it before linking it to Word.

Step 2: Open Word and Start a Mail Merge

1. Open Microsoft Word.

2. Go to the Mailings tab.

3. Click Start Mail Merge → Labels.

4. In the Label Options dialog box:

   • Select Avery US Letter as the label vendor.

   • Choose the product number that matches your Avery labels.

   • Click OK.

Step 3: Select Recipients

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

2. Navigate to your Excel file and select it.

3. Choose the correct worksheet that contains your data.

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

Step 4: Insert Merge Fields

1. Click Insert Merge Field in the Mailings tab.

2. Choose the columns from your Excel sheet you want on the labels (for example, First Name, Last Name, Address, City, State, Zip Code).

3. Arrange the fields in the label as needed:

   «First_Name» «Last_Name»

   «Address»

   «City», «State» «Zip_Code»

4. Format the text for font, size, and alignment to fit the labels.

Step 5: Preview and Complete the Merge

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

2. Use the arrow buttons to scroll through several labels to ensure all data aligns correctly.

3. Click Finish & Merge → Print Documents to print directly.

4. Choose All or select specific records.

5. Click OK and send to the printer loaded with Avery labels.

Step 6: Save the Document

1. Save the Word file to keep the layout and merge settings for future use.

2. You can reopen the document later and update the Excel file or labels without recreating the merge.

Notes for Mac vs Windows

• On Mac, the steps are the same, but the Mailings tab may appear under Tools → Mail Merge Manager.

• Always ensure the Avery product number matches the label sheet to avoid misaligned printing.

This method allows batch printing of hundreds of labels efficiently, eliminating manual typing errors and saving time.

Do you want me to provide a visual layout example for the merge fields that fits Avery 5160 labels?

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