How To Print Labels From Excel?

Printing labels from Excel can often lead to confusion and wasted effort. Have you ever found yourself dealing with sheets of labels that just don’t print right? Maybe the text overflows, or the alignment is off, causing frustration and material waste. This can be especially annoying when you’re trying to meet deadlines or organize important events.

We’ve put together a straightforward guide to help you navigate the complexities of Excel and print labels flawlessly. This post will teach you the ins and outs of setting up your labels in Excel, ensuring that every batch you print meets your expectations with minimal hassle.

How To Print Labels From Excel?

Printing labels from Excel can simplify mailing and improve accuracy, but Excel doesn’t have a direct label printing option. However, you can achieve this using Microsoft Word’s mail merge feature, which allows you to transfer data from Excel to Word for label printing.

1. Prepare Label Data In Excel For Printing

When preparing to print labels from an Excel spreadsheet, organizing your data correctly is crucial. This ensures that each piece of information accurately corresponds to the appropriate field on your labels during the printing process. Here are detailed steps to prepare your label data in Excel:

  • Make sure your data is organized properly in an Excel spreadsheet.
  • The first row should include clear, concise column headers like “First Name,” “Last Name,” and “Street Address.” For this example, we’ll assume your spreadsheet includes columns for First Name, Last Name, Street Address, City, State, and Zip Code.
  • Each row should contain the details for one recipient.

Excel spreadsheet

  • Be sure the Zip Code column is formatted as a number. To do this, select the entire Zip Code column and change the format to “Number.” Once your data is ready, save your Excel file for future use.

2. Use The Word Mail Merge Tool To Create Labels

After your Excel spreadsheet is organized and prepared, the next step is to create and print your labels using Microsoft Word’s Mail Merge tool. Here’s how to do it:

  • Open Microsoft Word and create a new blank document.
  • Go to the “Mailings” tab on the ribbon, click on “Start Mail Merge,” and select “Label.”

Start Mail Merge

  • Choose the “Page Printers” option for the printer information, which is the default setting.
  • Select “Avery US Letter” as the Label vendor and “5160 Address Labels” as the Product number, a commonly used option. However, pick the settings that correspond to your specific label brand and type.

Page Printers

  • Now, click on “Select Recipients” and choose “Use an existing list.”

Select Recipients

  • Browse to find and select your Excel file containing the address list you’ve prepared.

select your Excel file

  • Click “OK” twice to confirm and proceed.

3. Add Address Block And Finish Merge

After setting up your label document in Word using the Mail Merge tool, the next step is adding the address block and finalizing the merge to complete the process of creating your labels. Here are the detailed steps to follow:

  • In the Mailings tab, go to the Write & Insert Fields group and click the Address Block button.
  • In the Insert Address Block dialog box, click Match Fields.

click Match Fields

  • Verify that the fields are correctly matched. If everything looks good, click OK.

Insert Address Block window

  • You will return to the Insert Address Block window. Click OK again.
  • Next, click the Update Labels button. This will apply the recipient information to all labels in the document.

Finish Merge

  • Click on the Finish & Merge button.

Finish & Merge

  • Choose the Edit Individual Documents option.

Merge to New Document

  • When prompted to “Merge to New Document,” select All to include all records, then click OK.
  • You’ve successfully created your address labels.

successfully created your address labels

How To Print Labels From Excel on Mac

Mac users can also print labels from Excel by utilizing the Mail Merge feature in Microsoft Word, though the process differs slightly from Windows. After preparing your label data in Excel, open a blank Word document and follow these steps:

  • Navigate to the Mailings tab in the ribbon. Click on Start Mail Merge and choose Labels.
  • In the Label Options dialog box, select your label vendor from the Label products list. Match the Product number with the number on your specific label sheet package. Click OK.
  • Click File and select Save to save your Word document with the label layout.
  • Go back to the Mailings tab and click Select Recipients. Choose Use an existing list.
  • Browse and select the Excel spreadsheet containing your address list (the one you prepared earlier).
  • Click OK twice to proceed.
  • In the Mailings tab, click on Insert Merge Field.
  • Select the fields you want to appear on your labels (e.g., First Name, Last Name, Address, etc.). Click OK to insert each field.
  • Format the text and layout of the first label to match your desired style. This will automatically apply to all labels.
  • In the Mailings tab, click Update Labels to populate all the labels in the document with your Excel data.
  • Click on Preview Results to review the labels. You can use Preview Results again to add or remove merge fields as needed.
  • Click on Update Labels if you make any changes.
  • Once the labels look perfect, click on Finish & Merge and choose Print Documents. Review the print settings before clicking Print to create your labels.

FAQs:

Can I print labels directly from Excel without using Word?

While Excel is great for organizing and managing data, it doesn’t have a built-in feature specifically for creating and printing labels. You’ll need to use Word to format and print labels efficiently using the Mail Merge feature, which is designed to handle label printing more dynamically with features like formatting and alignment tools.

Can I customize the format of my labels?

Yes, you can customize font size, type, and layout during the ‘Arrange Your Labels’ step in Word’s mail merge process.How do I insert the data from Excel into the labels?

How do I insert the data from Excel into the labels?

In Word, click “Select Recipients” and choose your Excel file. Then, insert merge fields (e.g., {Name}, {Address}) into the label template.

What are labels in Excel?

In Excel, a label typically refers to text entered into a cell. When this text is placed next to a continuous list of values, Excel interprets it as a ‘tag’ representing that range of values. These labels can be used in formulas instead of direct cell references.

How to enable the mailing tab in Excel 365?

To enable the mailing tab in Excel 365, follow these steps:
* Click on “Options” and then select “Customize Ribbon.“
* In the right column, ensure that the “Mailings” tab is checked. If it’s not, check it and click “OK.”
* If the “Mailings” tab is still not visible after following these steps, you may want to try repairing your Office installation.

Conclusion

In conclusion, printing labels from Excel is a straightforward process that can greatly improve efficiency in tasks like mailing and organizing. By preparing your Excel data, utilizing the Mail Merge function in Word, and carefully adjusting your printer settings, you can easily create customized, professional-looking labels. Just ensure to verify your setup with a test print to avoid any mistakes, and you’ll be all set to print your labels smoothly and efficiently.

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