How Do You Make Labels From Excel?

Microsoft Excel functions as a database in which you can store and organize a large amount of data sequentially. It is possible to use Excel as a data source for various tasks in Microsoft Word, such as mailing labels. To print mailing labels with data from this program, it is necessary to create the data in Excel first, and then merge it with data in Microsoft Word. The process becomes easier with practice.

Things You'll Need

• Mailing labels

Instructions

Create Data in Microsoft Excel

1. Open Microsoft Excel. This will open a blank worksheet on the screen.

2. Label separate columns for each aspect of the data you wish to print on the label. For instance, a mailing label may require columns with the following labels: "Name", "Address", "City", "State" and "Zip". Click the first cell on the left side of row 1 and type the first title. Type the remaining titles into subsequent cells in this row.

3. Enter the data for the labels. Starting from the second row, type the data for each label into the appropriate columns. Do not leave blank cells between the rows and columns containing data.

4. Select the data on the worksheet, including the titles. Click “Insert” on the toolbar, select “Name” and click “Define.” Enter a name for the data. Click “Add”, then click the “Close” button. Save the worksheet and exit Microsoft Excel.

Merge Data in Microsoft Word

1. Open Microsoft Word. Click “Tools” on the toolbar. Select “Letters and Mailings” and choose “Mail Merge Wizard.”

2. Select “Labels” for your document type in step 1 of the wizard and choose “Label Options” in step 2. Refer to the information on the label package when selecting the size and type of your labels. Click “Use an Existing List” in step 3, under “Select Recipients.” Click “Browse.” Select the folder containing your Excel worksheet from the “Look in” list, then click “Open.”

3. Choose your data file in the “Select Table” dialog box. Check the box beside “First row of data contains column headers.” Click the “OK” button.

4. Select column labels that match the Word identifiers in the “Mail Merge Recipients” box. Use the check boxes to select the recipients you wish to include in the list.

5. Begin inserting merge fields into the Word document. Click an area on the document where you want the first field to appear, then click the field. For instance, to insert the “Address” field, click “Address” in the dialog box and then select the relevant address elements. Click “OK.” Repeat this step for other fields you wish to include.

6. Select “Save” from the “File” menu. Enter a name for the document when prompted and click “Save.”

7. Place the sheet of labels into the printer tray. Click the printer icon on the toolbar to print the labels.

References

• Microsoft Office Online: Print Labels by Using Excel Data in a Word Mail Merge
• Microsoft Support: How to Use Addresses from an Excel Worksheet to Create Labels in Word