Excel Tutorial: How To Print Address Labels From Excel


Printing address labels from Excel can be a time-saving and convenient way to streamline your mailing process. Whether you are sending out invitations, holiday cards, or business correspondence, having the ability to generate address labels from your Excel database can simplify the task significantly. In this tutorial, we will walk you through the step-by-step process of creating and printing address labels directly from your Excel spreadsheet.

Key Takeaways

  • Printing address labels from Excel can streamline your mailing process and save time.
  • Organizing address data into specific columns is crucial for accurate and complete information.
  • Customizing label templates and formatting can enhance the overall design and professionalism of your labels.
  • Previewing labels and troubleshooting printing issues are important steps to ensure successful results.
  • Practicing the tutorial and seeking feedback can help improve your skills in printing address labels from Excel.

Setting up the Excel sheet

Before you can start printing address labels from Excel, it is important to ensure that your Excel sheet is properly set up to contain all the necessary address data. This includes organizing the data into specific columns and ensuring its accuracy and completeness.

A. Organizing the address data into specific columns

1. Name and Address

The first step in setting up your Excel sheet for address label printing is to organize the address data into specific columns. This typically includes columns for the recipient's name, street address, city, state, and postal code. Make sure each piece of information has its own dedicated column to simplify the printing process.

B. Ensuring the data is accurate and complete

1. Data Validation

Before proceeding with printing address labels, it is crucial to ensure that the data is accurate and complete. Use data validation to ensure that the necessary fields are filled out and that the information provided is in the correct format. This will help prevent any errors or issues during the printing process.

Creating the label template

Printing address labels from Excel can be a straightforward process if you know how to set up the label template correctly. Here's a step-by-step guide to help you create the perfect label template for your needs.

A. Accessing the Mailings tab in Excel

The first step in creating a label template is to access the Mailings tab in Excel. This tab contains all the necessary tools and features for creating and printing labels. To access the Mailings tab, open your Excel spreadsheet and click on the Mailings tab at the top of the screen.

B. Selecting the label vendor and product number

Once you have accessed the Mailings tab, you will need to select the label vendor and product number that corresponds to the labels you will be using. This information is typically found on the packaging of the labels. Look for the vendor and product number, and then select them from the options provided in the Mailings tab.

C. Adjusting the label dimensions

After selecting the label vendor and product number, you will need to adjust the label dimensions to ensure that they match the labels you are using. To do this, click on the Label Options button in the Mailings tab and then select the appropriate label size from the dropdown menu. You can also customize the dimensions further by clicking on the New Label button and entering the exact measurements of your labels.

Importing the address data

When printing address labels from Excel, the first step is to import the address data into a label template. This ensures that the correct addresses are printed on each label. Here’s how to do it:

A. Using the "Insert Merge Field" option to add address fields to the label template
  • Open Microsoft Excel and navigate to the worksheet containing the address data.
  • Select the range of cells containing the address data that you want to print on the labels.
  • Click on the "Mailings" tab in the Excel ribbon, and then select "Start Mail Merge" and "Labels."
  • In the Label Options dialog box, select the type of label you are using and click "OK."
  • Click on "Select Recipients" and choose "Use an Existing List." Navigate to the Excel worksheet containing the address data and select it.
  • Place the cursor where you want to insert an address field on the label template, and then click on "Insert Merge Field." Choose the appropriate address fields (e.g., first name, last name, street address, city, state, zip code) from the drop-down list.

B. Previewing the labels to ensure the data is correctly imported
  • After adding the address fields to the label template, click on "Preview Results" to see how the data will appear on the labels.
  • Use the "Next" and "Previous" buttons to navigate through the records and ensure that the address data is correctly imported onto the labels.
  • If any adjustments are needed, go back to the Excel worksheet and make the necessary changes to the address data. Then, return to the label template to preview the labels again.

By following these steps, you can easily import address data from Excel into a label template and ensure that the correct addresses are printed on the labels.

Formatting the labels

When it comes to printing address labels from Excel, it's important to ensure that they are formatted in a professional and visually appealing manner. Here are some key aspects to consider when formatting your labels:

A. Customizing font styles and sizes
  • Font styles: Choose a font style that is easy to read, such as Arial or Times New Roman. Avoid using overly decorative or cursive fonts, as they may be harder to read.
  • Font sizes: Ensure that the font size is legible and appropriate for the label size. A size between 10-12 points is generally recommended for address labels.

B. Adjusting spacing and alignment
  • Spacing: Make sure there is enough space between each line of text to avoid crowding. Adjust the line spacing as needed to improve readability.
  • Alignment: Align the text to the left or center for a clean and organized look. Avoid using right alignment, as it may look less professional.

C. Adding any additional design elements
  • Graphics or logos: If desired, you can add a company logo or graphic to the label for branding purposes. Ensure that it does not overpower the address information.
  • Borders or background colors: Consider adding simple borders or background colors to enhance the visual appeal of the labels. However, avoid using overly bright or distracting colors.

Printing the labels

Once you have created your address labels in Excel, the next step is to print them out. In this section, we will cover how to select the correct printer and label type, as well as how to troubleshoot common printing issues.

A. Selecting the correct printer and label type
  • 1. Printer selection

    Before printing your address labels, ensure that the correct printer is selected. This can be done by going to the print settings and choosing the printer you want to use.

  • 2. Label type

    It is important to select the appropriate label type in the print settings to ensure that the labels are printed correctly. This information can usually be found on the label packaging or in the label template settings.

B. Troubleshooting common printing issues
  • 1. Alignment issues

    If the text on your labels is not aligning correctly, check the print settings to ensure that the correct label type and dimensions are selected. You may also need to adjust the margins or scaling options to achieve the desired alignment.

  • 2. Jammed or misfed labels

    If your labels are jamming or misfeeding in the printer, make sure that the label sheets are inserted properly and that the printer is clean and free of any debris. It may also be helpful to check the printer's manual for specific instructions on how to load label sheets.

  • 3. Quality issues

    If the print quality of your labels is poor, check the ink or toner levels in your printer and replace them if necessary. Additionally, adjusting the print settings for higher quality printing may help improve the appearance of the labels.


Recapping the steps involved in printing address labels from Excel, we have seen how to set up the worksheet, select the label type, and fill in the address data. It's a simple and efficient process that can save you time and effort when sending out mail. We encourage you to practice this tutorial and try printing your own address labels. Your feedback is invaluable to us, so please feel free to share your experiences and any insights you may have. Happy labeling!

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