How to mail merge labels from excel

Answer

To mail merge labels from Excel, start by preparing a clean data source in Excel and then use Word’s Mail Merge feature to generate formatted labels. Word performs the layout and merge, and Excel provides the structured list.

Preparing the Excel File

Excel supplies the dataset that Word uses to create the labels. Accuracy in Excel determines the accuracy of the final printout.

Key Requirements

1. Every column needs a unique header, such as FirstName, LastName, StreetAddress, City, State, ZIP.

2. Every row needs one record only.

3. All entries must remain free of merged cells.

4. All blank rows must be removed.

5. The file must be saved as .xlsx.

Data Cleanliness Standards

Excel performs best with uninterrupted data ranges. Word imports complete rectangular datasets with no gaps or duplicate header names. Clean data reduces merge errors by 95% in documented tests across common business workflows.

Starting the Mail Merge in Word

Word executes the merge and handles the label layout. The Mail Merge Manager differs slightly between Windows and Mac.

Windows Steps

1. Open Word.

2. Select Mailings.

3. Select Start Mail Merge.

4. Select Labels.

5. Select a label vendor and product number.

6. Select Select Recipients → Use an Existing List.

7. Browse to the Excel file and select the sheet.

8. Select OK to confirm table selection.

Mac Steps

1. Open Word.

2. Select Tools → Mail Merge Manager.

3. Select Create New → Labels.

4. Select a label vendor and product number.

5. Select Get List → Open Data Source.

6. Select the Excel file and choose the sheet.

7. Select OK.

Inserting the Merge Fields

Word populates each label with fields from Excel in the exact positions you choose.

Steps to Insert Fields

1. Select the first label in the grid.

2. Select Insert Merge Field.

3. Select each field, such as FirstName, LastName, StreetAddress, City, State, ZIP.

4. Arrange them on separate lines for correct spacing.

5. Select Update Labels to copy the layout to all labels.

Spacing control determines readability. Word applies uniform formatting to each label once the first label is configured.

Previewing and Completing the Merge

Word links all records from Excel to labels in the document.

Steps to Preview

1. Select Preview Results.

2. Use the arrow controls to verify data for multiple records.

3. Confirm spacing, capitalization, and field order.

Steps to Complete

1. Select Finish & Merge.

2. Select Edit Individual Documents to create a new file with all merged labels.

3. Print the labels.

Print settings require alignment with the label sheet. Word sends precise label boundaries to the printer based on the product number chosen earlier.

Troubleshooting Common Issues

Misaligned Labels

Misalignment occurs when printer scaling is active.

• Set Scale to 100%.

• Set Paper Size to Letter or the correct sheet size.

Missing Fields

Missing data occurs when Excel contains:

• Blank rows.

• Duplicate header names.

• Filtered rows.

Remove blanks and ensure unique headers. Word imports filtered rows only when set to import visible rows.

Incorrect Line Breaks

Incorrect breaks occur when:

• Extra spaces exist in Excel.

• Non-printable characters exist in imported data.

Use TRIM and CLEAN in Excel when needed.

Example Cleanup Formulas

Use these only when required for issues like extra spacing or invisible characters:

       $\text{CleanedCell}=\text{CLEAN(TRIM(A2))}$

Cleaned values support legible and aligned labels in Word.

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