Excel Tutorial: How To Create Address Labels From Excel


Have you ever needed to send out a large number of mailings and dreaded the thought of handwriting all those addresses? Fear not, because Excel can help you streamline this process by creating address labels in just a few simple steps. Whether you're sending out invitations for a personal event or managing a mailing list for your business, creating address labels from Excel can save you time and effort.

Key Takeaways

  • Excel can streamline the process of creating address labels for personal or professional use
  • Organizing and ensuring the accuracy of data in Excel is crucial to avoid errors in address labels
  • Accessing label options in Excel and choosing the right size and layout is important for printing
  • Using the "Mail Merge" feature in Excel can help in merging data into labels efficiently
  • Customizing labels with graphics, logos, and font styles can add a professional touch to address labels

Understanding the data

When creating address labels from Excel, it is crucial to understand the data and ensure its accuracy. This will ultimately help in producing error-free address labels.

Organizing the data in Excel for creating address labels

Before creating address labels, it is important to organize the data in Excel in a clear and structured manner. This includes separating the information into different columns such as first name, last name, address, city, state, and zip code. Having the data organized in this way will make it easier to create address labels.

Ensuring the accuracy of the data to avoid errors in the address labels

Before proceeding with creating address labels, it is essential to verify the accuracy of the data. This involves checking for any misspellings, incorrect addresses, or missing information. Ensuring the accuracy of the data will help avoid errors in the address labels and prevent any issues with delivery.

Setting up the label layout

Creating address labels from Excel can be a straightforward process if you know how to set up the label layout correctly. Here are the steps to follow:

A. Accessing the label options in Excel

First, open your Excel spreadsheet containing the addresses you want to use for your labels. Then, navigate to the "Mailings" tab at the top of the Excel window. Click on the "Labels" option to access the label options within Excel.

B. Choosing the appropriate label size and layout for printing

Once you've accessed the label options, you'll need to choose the appropriate label size and layout for printing. In the "Labels Options" window, select the type of printer you'll be using and the vendor of the labels. Then, scroll through the list of product numbers to find the specific label size and layout that matches the labels you'll be using.

After selecting the appropriate label size and layout, click "OK" to apply the settings to your Excel spreadsheet. This will ensure that the addresses are formatted correctly for printing onto your labels.

Merging data into labels

When it comes to creating address labels from an Excel spreadsheet, merging data is a crucial step in streamlining the process. There are two main methods for merging data into labels: using the "Mail Merge" feature in Excel and linking the data from Excel into the label template.

A. Using the "Mail Merge" feature in Excel
  • Step 1: Prepare your Excel spreadsheet

    Ensure that your Excel spreadsheet contains all the necessary address information, such as names, street addresses, cities, states, and zip codes. It's important to have a clear and organized data set before proceeding with the mail merge.

  • Step 2: Open Microsoft Word

    After preparing your Excel spreadsheet, open Microsoft Word and create a new document. Navigate to the "Mailings" tab and select "Start Mail Merge."

  • Step 3: Select "Labels" and choose your label size

    Choose the type of label you will be using and select the appropriate label size from the list of options. This will ensure that the merged data fits perfectly onto your address labels.

  • Step 4: Select "Use an Existing List" and locate your Excel spreadsheet

    Click on "Use an Existing List" and navigate to your Excel spreadsheet to select it as the data source for the mail merge.

  • Step 5: Insert merge fields

    Place the cursor where you want the address information to appear on the label and select "Insert Merge Field" to add the necessary fields, such as "First Name," "Last Name," "Address," "City," "State," and "Zip Code."

  • Step 6: Complete the merge

    Once you have inserted all the necessary merge fields, complete the merge and preview the address labels to ensure that the data is merged correctly onto each label.

B. Linking the data from Excel into the label template
  • Step 1: Create a label template in Word

    Open Microsoft Word and create a label template using the "Labels" feature. Customize the layout and design of the labels according to your preferences.

  • Step 2: Open Excel and select the data to link

    Open the Excel spreadsheet containing the address information and select the range of cells that you want to link to the label template in Word.

  • Step 3: Copy the selected data

    Copy the selected data in Excel using the "Copy" command or the keyboard shortcut (Ctrl+C).

  • Step 4: Paste the data into Word

    Switch to your Word document and paste the copied data into the label template. The data from Excel will be linked to the label template, and any changes made in Excel will be reflected in the labels.

Customizing the labels

When creating address labels from Excel, it's important to customize them to reflect your personal or professional brand. Here are some ways to add a personal touch to your labels.

A. Adding graphics or logos to the labels for a professional touch

One way to make your labels stand out is by adding a logo or graphic to them. This can be a company logo for professional labels or a personal logo for personal labels. To add a graphic or logo, simply insert the image into the Excel sheet and resize it to fit the label. Make sure the graphic is high quality and reflects the purpose of the label.

B. Adjusting font styles and sizes for better visibility

Another way to customize your labels is by adjusting the font styles and sizes. Choose a font that complements the overall design of the label and make sure it is easy to read. Consider using bold or italic styles to emphasize certain information, such as the recipient's name or address. Adjusting the font size can also improve visibility, especially for smaller labels.

Printing the labels

Once you have created address labels in Excel, the next step is to print them out. Here are a couple of important considerations when printing your labels:

A. Previewing the labels before printing to check for any errors

Before sending your labels to the printer, it's a good idea to preview them on your screen to ensure that everything looks as it should. This step can help you catch any formatting or layout issues that may not be immediately obvious. To preview your labels, go to the 'File' menu, click on 'Print', and then select 'Print Preview' to see how your labels will appear on the page.

B. Selecting the appropriate printer settings for quality labels

When it comes to printing your labels, choosing the right printer settings can make a big difference in the quality of the final product. Look for options such as paper type (e.g. labels or plain paper), print quality (e.g. draft, normal, or high quality), and scaling (e.g. fit to page or actual size) to ensure that your labels come out looking crisp and professional. Additionally, be sure to check that your printer is properly calibrated and has enough ink or toner to avoid any issues during the printing process.


Creating address labels from Excel can save you time and effort when sending out mailers, invitations, or packages. It streamlines the process and ensures accuracy in your recipient information. By following the step-by-step guide provided in this tutorial, you can easily create professional-looking address labels for all your mailing needs.

So next time you need to print address labels, remember the power of Excel and give it a try for yourself!

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