Excel Tutorial: How To Make Labels From Excel Sheet

Introduction


Creating labels from an excel sheet is a valuable skill that can save you time and effort, especially when you need to print a large number of labels. In this tutorial, we will provide a brief overview of the process and show you how to easily create labels using Microsoft Excel.


Key Takeaways


  • Creating labels from an excel sheet can save time and effort when printing a large number of labels.
  • Organizing the excel sheet by removing blank rows and sorting/filtering data is essential for accuracy.
  • Setting up label size, format, and customization options in Excel is crucial for a professional look.
  • Using the Mail Merge feature to create a label template and connect it to Excel data streamlines the process.
  • Attention to detail is important for accurate and professional-looking labels when printing.


Organizing Your Excel Sheet


Before creating labels from your Excel sheet, it's important to ensure that your data is organized and accurate. Here are some steps to take to organize your Excel sheet:

A. Remove blank rows to ensure data accuracy

  • Scan through your Excel sheet to identify any blank rows.
  • Delete any blank rows to ensure that your data is accurate and complete.

B. Sort and filter data to easily access the information needed for labels

  • Use the "Sort" function to organize your data in a desired order, such as alphabetically or numerically.
  • Utilize the "Filter" function to easily access specific information needed for creating labels.
  • By sorting and filtering your data, you can efficiently locate and use the necessary information for your labels.


Setting Up Label Size and Format


When creating labels from an Excel sheet, it is important to first set up the label size and format to ensure that the labels will fit properly and appear as desired. Here are the steps to do so:

A. Select the appropriate label size and layout in Excel


  • Open your Excel sheet and go to the "Mailings" tab.
  • Click on "Labels" and a new window will pop up.
  • Under "Label Options," select the type of printer you will be using and the corresponding label vendor and product number.
  • Choose the label size and layout that matches the labels you will be using. This will ensure that the information from your Excel sheet will be formatted to fit the specific labels.

B. Customize the font, color, and alignment for the labels


  • After selecting the appropriate label size and layout, go to the "Insert" tab on the Excel sheet.
  • Select "Text Box" and draw a box on the label where you want your text to appear.
  • Enter the text you want to appear on the label and customize the font, color, and alignment using the options in the "Format" tab.
  • You can also use the "Align" options to ensure that your text is positioned exactly as you want it on the label.

By following these steps to set up the label size and format in Excel, you can ensure that your labels will be printed correctly and look professional. This is an important part of creating labels from an Excel sheet, so take the time to customize the size, layout, and appearance of your labels before printing.


Creating the Label Template


One of the useful features of Excel is the Mail Merge which allows you to create label templates for your data. Here's how you can do it:

A. Use the Mail Merge feature in Excel to create a label template

To begin, open your Excel sheet and navigate to the 'Mailings' tab. Click on 'Start Mail Merge' and select 'Labels'. This will open up the Label Options dialog box where you can choose the label type you want to use.

Once you've selected the label type, click 'OK' to close the dialog box. Now, you can click on 'Select Recipients' and choose the Excel sheet that contains your data. This will link your label template to the data in your Excel sheet.

B. Design the layout and add placeholders for the data from the excel sheet

After selecting the recipients, you can now design the layout of your label template. Click on 'Insert Merge Field' to add placeholders for the data from your Excel sheet. This will ensure that the data is populated correctly when you perform the mail merge.

You can format the placeholders and add any additional text or graphics to customize the label template to your preferences. Once you're satisfied with the design, you can preview the labels to ensure that the data is populating correctly.


Connecting Excel Data to the Label Template


When creating labels from an Excel sheet, it's important to connect the data from the spreadsheet to the label template in order to ensure that the correct information is printed on each label. This can be easily done using the Mail Merge Wizard in Microsoft Excel.

A. Link the excel sheet to the label template using the Mail Merge Wizard
  • Open the label template in Microsoft Word.
  • Go to the "Mailings" tab and click on "Start Mail Merge."
  • Select "Labels" from the dropdown menu.
  • Click on "Select Recipients" and choose "Use an Existing List."
  • Navigate to the Excel sheet containing the data and select it.
  • Choose the specific worksheet and table range from the Excel file.

B. Preview and edit the labels before finalizing the merge
  • After linking the Excel sheet to the label template, it's important to preview the labels to ensure that the data is properly mapped.
  • Click on "Preview Results" to view how the data will appear on the labels.
  • Make any necessary edits to the layout, font, or data field mappings.
  • Once satisfied with the preview, click on "Finish & Merge" and select "Print Documents" to generate the labels.


Printing the Labels


Once you have your labels set up in Excel, the next step is to print them out for use. In this chapter, we will cover the necessary steps to ensure that your labels are printed correctly and are ready for use.

A. Check the print settings to ensure the labels will be printed correctly

Before you hit the print button, it is important to ensure that your print settings are optimized for printing labels. Here are a few key things to check before you proceed:

  • Check the paper size: Make sure the paper size in your print settings matches the size of your label sheets. This will ensure that the labels are printed in the correct dimensions.
  • Preview the layout: Use the print preview function to see how the labels will be laid out on the page. This will help you make any necessary adjustments before printing.
  • Adjust the margins: Double-check the margins in your print settings to make sure that the labels will be printed within the specified boundaries of the label sheets.

B. Print the labels and organize them for use

Once you have confirmed that your print settings are correct, it's time to print the labels. After printing, it's important to organize them for easy use. Here are some tips for this final step:

  • Handle with care: When handling the printed labels, be gentle to avoid smudging or damaging them.
  • Use a label template: If you have a large number of labels to print, consider using a label template to help organize and store them efficiently.
  • Store in a safe place: After printing and organizing the labels, store them in a safe place where they won't get damaged or lost before use.


Conclusion


In conclusion, making labels from an excel sheet is a useful skill that can save time and effort. By following the key steps outlined in this tutorial, you can create professional-looking labels easily. However, it is important to pay attention to detail to ensure accuracy and a polished final product. With practice and precision, you can use Excel to streamline your labeling process and achieve professional results.

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