Excel Tutorial: How To Print Avery Address Labels From Excel


Welcome to our Excel tutorial on how to print Avery address labels directly from your Excel spreadsheet. Knowing how to do this can save you time and effort by streamlining the process of printing multiple address labels. Whether you're sending out invitations, holiday cards, or business mailings, this skill will make your life easier and ensure that your labels are printed accurately.

Key Takeaways

  • Printing Avery address labels from Excel can save time and effort when sending out multiple mailings.
  • Understanding the different types and sizes of Avery address labels is important for selecting the right template.
  • Organizing address data into columns and using the correct font and font size is crucial for setting up the Excel sheet.
  • Using the appropriate Avery label template and linking it to address data is essential for accurate printing.
  • Troubleshooting common printing issues such as alignment problems and paper jams can ensure successful printing.

Understanding Avery Address Labels

When it comes to efficiently printing address labels, Avery address labels are a popular choice among professionals and individuals alike. They offer a hassle-free solution for creating and printing personalized address labels that can be used for mailings, shipments, and other purposes.

A. Explain what Avery address labels are

Avery address labels are pre-cut, adhesive labels that are specifically designed for printing addresses, names, and other information. They come in various sizes and types, making them versatile for different labeling needs.

B. Discuss the different types and sizes available

There are several types and sizes of Avery address labels to choose from, depending on the specific requirements of the user. Common types include standard address labels, clear address labels, and weatherproof address labels. Additionally, they are available in various sizes such as 1” x 2 5/8”, 1” x 4”, and 2” x 4”, catering to different label dimensions.

Setting up your Excel sheet for address labels

When it comes to creating address labels from Excel, the first step is to ensure that your data is organized correctly. Here are a few key points to keep in mind:

A. Organize your address data into columns

  • First, make sure your address data is organized into separate columns for the recipient's name, street address, city, state, and zip code. This will make it easier to format and manipulate the data for printing.
  • Use column headers to clearly label each type of information, such as "Name," "Address," "City," "State," and "Zip Code."

B. Use the correct font and font size for the addresses

  • Choose a clear, legible font for your address labels, such as Arial or Times New Roman.
  • Ensure that the font size is large enough to be easily readable when printed on a label, typically around 10-12 points.
  • Format the text to be aligned left for a clean and professional look.

Using the Avery Label Template in Excel

When it comes to printing address labels, using the Avery label template in Excel can save you time and effort. Here's how you can do it:

A. Download the Appropriate Avery Label Template

Before you can start creating address labels in Excel, you'll need to download the appropriate Avery label template. Avery offers a wide range of label templates for different label sizes and products. Make sure to select the template that matches the specific Avery address labels you plan to use.

B. Open the Template in Excel and Link It to Your Address Data

Once you've downloaded the Avery label template, open it in Excel. The template will have predefined cell locations for your address data. You'll need to link this template to your address data to ensure that the information is printed accurately onto the labels.

To link the template to your address data, follow these steps:

  • Step 1: Open Excel and the Avery label template
  • Step 2: Copy and paste your address data into the corresponding cells in the template
  • Step 3: Review the layout and formatting to ensure that the data fits within the label boundaries
  • Step 4: Save the linked template for future use

Printing the address labels

Printing address labels from Excel can be a convenient and efficient way to handle large mailings. Here’s a step-by-step guide to help you print Avery address labels from an Excel spreadsheet.

A. Check the layout and formatting of the labels

  • Step 1: Open your Excel spreadsheet containing the addresses you want to print on the labels.
  • Step 2: Ensure that the addresses are organized in a way that corresponds to the layout of your Avery label sheets. This may involve adjusting column width, font size, or cell alignment.
  • Step 3: Use the Print Preview feature to verify that the addresses are properly aligned within the cells and that they fit within the designated label areas.

B. Load the label sheets into your printer and print the addresses

  • Step 1: Load the appropriate Avery label sheets into your printer, making sure to follow the manufacturer’s instructions for orientation and placement.
  • Step 2: Go back to your Excel spreadsheet and double-check that the correct printer is selected in the Print menu.
  • Step 3: Click on the Print button to start the printing process. Make sure to supervise the printing to ensure that the labels are being printed correctly and that the alignment is accurate.
  • Step 4: Once the printing is complete, carefully remove the printed label sheets from the printer and allow them to dry before handling or applying them to envelopes or packages.

By following these simple steps, you can effectively print Avery address labels from Excel, saving time and effort in preparing your mailings.

Troubleshooting common printing issues

Printing address labels from Excel can sometimes lead to alignment and formatting problems, as well as printing errors and paper jams. Here are some common issues you may encounter and how to troubleshoot them:

A. Addressing alignment and formatting problems
  • Check the label template

    Ensure that the label template you are using in Excel matches the brand and product number of your Avery labels. Using the wrong template can cause alignment issues when printing.

  • Adjust cell formatting

    Make sure the cells in your Excel sheet are formatted correctly to match the dimensions of the label template. You can adjust cell size, font, and alignment to ensure the content fits within the label boundaries.

  • Preview before printing

    Use the print preview feature in Excel to see how the labels will look before printing. This can help identify any potential alignment or formatting problems that need to be fixed.

B. Handling printing errors and paper jams
  • Check printer settings

    Make sure your printer settings, such as paper size and orientation, are configured to match the label template and your label sheets. Incorrect settings can lead to printing errors and paper jams.

  • Clean and maintain your printer

    Regularly clean your printer to remove any dust or debris that could cause paper jams. Additionally, ensure that the rollers and paper path are in good condition to prevent feeding issues.

  • Use quality label sheets

    Invest in high-quality label sheets from reputable manufacturers like Avery to minimize the risk of paper jams and ensure smooth printing. Cheaper, off-brand label sheets may cause more frequent printing errors.


Printing Avery address labels from Excel is a simple and efficient process that can save you time and effort. First, make sure your Excel sheet is formatted correctly with all the necessary information. Then, use the "Mailings" tab in Word to import the Excel data and create your labels. After that, it's just a matter of selecting the right label template and printing. We encourage you to give it a try and share your experiences with us. If you encounter any challenges, don't hesitate to reach out for assistance.

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