How to Print Excel Data as a Mailing List

Microsoft Excel is used to calculate, analyze and share data. You can import data into Excel, or enter it manually and format your spreadsheet with specific borders, shading, cell size and number styles. The data can be sorted in ascending or descending order and used for charts. Excel works with other programs, making it easy to pull data from Excel as a mailing list for letters, labels and envelopes, without the need to retype your entries.

Instructions

1. Go to Microsoft Excel and open the worksheet or workbook you want to use for your mailing list.

2. Check that each category you need for your mailing list has a column heading. For example, you should have a column heading for "First-Name," "Last-Name," "Address," "City," "State" and "Zip" if you're printing a mailing list for labels.

3. Add column headings above each column in Excel. Save your work by clicking "File" then "Save," or "Ctrl+S," and close the Excel worksheet or workbook.

4. Open a blank document in Microsoft Word and go to "Tools," "Letters and Mailings" then "Mail Merge."

5. Select the type of mailing list you want to print. To print a mailing list for labels, select the "Labels" option from the "Mail Merge" task pane and click on "Next: Starting document."

6. Follow the Mail Merge wizard and select the set-up for your mailing labels. Choose "Change document layout" or "Start from existing document." Select "Label options" and choose the type of labels you want to run.

7. Scroll through the "Label products" and "Product number" and select your choices, then click on "OK." Make your label gridlines visible by selecting "Table" then "Show Gridlines." Then click on "Next: Select recipients."

8. Select "Use an existing list" to use the Excel data you saved in Step 3. Click on "Browse" and navigate to the Excel workbook, then click "Open."

9. Select the Excel worksheet that contains your data from the dialog box and click on "OK." To print all the data from the worksheet, select "OK." Otherwise, choose "Clear All" and place a checkmark by the entries you want to print. You may also choose "Validate" to specify your data requirements or selections even further, and then click "OK."

10. Click on "Next: Arrange your labels" to set up your mailing label and choose "More items."

11. Select each field individually, click on "Insert" and repeat until all the fields you want are inserted. Then click on "Close." You will see the label format on your page.

12. Arrange the labels even further on the page by adding a space between the placeholders for "<<First-Name>>" and "<<Last Name>>" then pressing "Enter."

13. Press the "Enter" key again after "<<Address>>."

14. Add a comma after "<<City>>" then a space. Also, add a space between "<<State>>" and "<<Zip>>."

15. Return to the "Mail Merge" task pane and click on "Update all labels." Then select "Next: Preview your labels."

16. Click on "Next: Complete the merge." To print the mailing list data immediately, click on "Print" and "OK." Otherwise, select "Edit individual labels" and "OK" to run the Excel data mailing list later.

References

• Print Labels by Using Excel Data