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Excel Guide

Mail Merge Labels from Excel: A Comprehensive Guide

Mail merge is a powerful feature in Microsoft Word that allows you to automate the process of printing mailing labels using data from an Excel spreadsheet. This step-by-step guide will walk you through the entire process.

Step 1: Set Up Your Excel Spreadsheet

Begin by organizing your data in an Excel spreadsheet. Each column should represent a different piece of information (e.g., name, address, city). Save the spreadsheet as a CSV file for compatibility.

Step 2: Start a New Mail Merge Document in Word

Open Microsoft Word, go to the Mailings tab, and click on the Start Mail Merge button. Select Labels from the Mail Merge pane.

Step 3: Select Your Label Options

Choose the label type by selecting the manufacturer and product number or specifying the dimensions. Click Options and ensure the No. 10 Envelope option is selected.

Step 4: Select Your Data Source

In the Data Source section, choose Use an Existing List. Select your CSV file as the data source. This informs Word where to pull the data for the labels.

Step 5: Insert Your Merge Fields

Insert merge fields representing data from your Excel spreadsheet. Position your cursor, click on Insert Merge Field, and choose the desired field. Repeat this for each piece of information.

Step 6: Preview Your Labels

Preview your labels by clicking on the Preview Results button. The Preview Results pane will show your labels populated with data from the first row of the Excel spreadsheet.

Step 7: Finish the Merge

Click on Finish & Merge, select Print Documents, and choose your printer in the Print dialog box. Your labels will start printing.

Step 8: Save Your Document

After printing, save your document. Go to the File tab, click Save As, choose Word Document (*.docx), give your document a name, and click Save.


By following these steps, you can streamline the process of printing mailing labels, saving time and ensuring accuracy. Mail merge is a valuable tool for anyone dealing with a large number of labels regularly.