How to Print Avery Labels from Excel: A Step-by-Step Guide for Beginners

Printing Avery Labels from Excel can be a breeze if you know the right steps. You’ll need Microsoft Excel and Word to get the job done. Essentially, you’ll transfer data from Excel to Word, format it, and print your labels. Let’s dive in and break this down step-by-step.

How to Print Avery Labels from Excel

In this section, we will walk you through the process of printing Avery labels from an Excel spreadsheet. By following the steps below, you’ll be able to organize your data and print it directly onto your Avery labels.

Step 1: Prepare Your Excel Data

Make sure your Excel file is ready. Each column should contain a specific type of data like Name, Address, or ZIP code.

Ensure your data is clean and organized. Avoid blank rows or columns, as this can mess up the alignment of your labels.

Step 2: Open a New Document in Word

In Microsoft Word, create a new blank document.

Microsoft Word will be used to format the labels and arrange them correctly. It’s the bridge between your data and the Avery labels.

Step 3: Start the Mail Merge Wizard

Navigate to the "Mailings" tab and click on "Start Mail Merge." Select "Labels" from the drop-down menu.

The Mail Merge Wizard will guide you through the process. This tool is essential for merging your Excel data into label format.

Step 4: Choose Label Options

A dialog box will appear. Pick the Avery label type you’re using by entering its product number, then click "OK."

Selecting the correct label format ensures that the data prints in the right place on each label. Avery products have specific numbers for easy identification.

Step 5: Select Recipients

Click on "Select Recipients" in the "Mailings" tab and choose "Use an Existing List." Locate your Excel file and select the worksheet you want to use.

This step links your Excel data to the Word document. It’s like telling Word where to fetch your information from.

Step 6: Insert Merge Fields

Click on "Insert Merge Field" and add the fields you want to display on your labels, such as Name, Address, etc.

This step allows you to customize what information appears on each label. It’s your chance to design the layout.

Step 7: Preview and Complete the Merge

Click "Preview Results" to see how your labels will look. If everything looks good, click "Finish & Merge" and choose "Print Documents."

Previewing helps you catch any mistakes before printing. Once you’re satisfied, complete the merge to print your labels.

After completing these steps, your Avery labels will be ready to print with all the data from your Excel spreadsheet perfectly formatted and aligned.

Tips for Printing Avery Labels from Excel

  • Double-Check Data: Make sure there are no typos or errors in your Excel file before starting the mail merge.
  • Use Templates: Avery provides free templates that can save you time and ensure proper alignment.
  • Test Print: Do a test print on plain paper to check alignment before using your actual labels.
  • Save Your Work: Save your Word document after setting up the labels so you can easily print more labels in the future.
  • Adjust Printer Settings: Make sure your printer settings match the type of Avery labels you are using to avoid misprints.

Frequently Asked Questions

How do I find the product number for Avery labels?

You can find the product number on the packaging of your Avery labels. It’s usually a four or five-digit number.

Can I use other spreadsheet software besides Excel?

Yes, but you need to save your data as a .csv file and then import it into Word for the mail merge.

What if my labels don’t align correctly?

Check your printer settings and make sure you’ve selected the correct Avery product number in Word.

Can I add images to my labels?

Yes, you can insert images into the Word template just like you would with text.

Do I need to use Microsoft Word?

While Word is recommended for its ease of use with mail merge, other word processors that support mail merge can also be used.


  1. Prepare Your Excel Data
  2. Open a New Document in Word
  3. Start the Mail Merge Wizard
  4. Choose Label Options
  5. Select Recipients
  6. Insert Merge Fields
  7. Preview and Complete the Merge


Printing Avery Labels from Excel is a straightforward process when you break it down into simple steps. By preparing your Excel data, using Word’s mail merge feature, and carefully selecting your label type, you can easily print professional-looking labels for any occasion.

Remember to double-check your data and do a test print to ensure everything is just right. With these tips and steps in hand, you’re now ready to tackle your labeling project with confidence. If you want to learn more about other useful Excel and Word tricks, keep exploring and practicing. Happy labeling!

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