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

How to Print Labels from Excel

Printing labels from Excel can seem a bit intimidating, but it’s actually quite straightforward. By following a few simple steps, you can easily create and print professional-looking labels. You’ll need Excel and Word to complete this task. First, organize your data in Excel. Then, use Word’s Mail Merge feature to design and print your labels.

Step-by-Step Tutorial: How to Print Labels from Excel

In this tutorial, we’ll walk through the steps to print labels using Excel and Word. By the end, you’ll have a sheet of neatly printed labels ready to go.

Step 1: Organize Your Data in Excel

Ensure your data is neat and tidy in Excel, with each column representing a different piece of information.

In Excel, create a table with headers like "Name," "Address," "City," "State," and "ZIP Code." This helps Word identify the data fields during the merge process.

Step 2: Save and Close Your Excel File

Save your Excel file and close it before starting the mail merge in Word.

Make sure to save the file in a location you can easily find. Closing the file ensures that Word can access it without any issues.

Step 3: Open Microsoft Word and Start Mail Merge

In Word, go to the "Mailings" tab and select "Start Mail Merge," then choose "Labels."

This initiates the process and allows you to select the label type and layout. Word provides various label formats to choose from.

Step 4: Select Label Options

Choose the type of labels you are using and click "OK."

Selecting the correct label type ensures your data fits properly. You can find the label type on the packaging of your label sheets.

Step 5: Select Recipients

Click "Select Recipients" and choose "Use an Existing List." Navigate to your saved Excel file and open it.

This step tells Word where to find your data. You will need to select the specific sheet in your Excel file that contains your data.

Step 6: Insert Merge Fields

Click "Insert Merge Field" and add the fields you want on your labels, like Name, Address, City, etc.

Arrange these fields in the desired format on your label. This step determines how your labels will look when printed.

Step 7: Preview Your Labels

Click "Preview Results" to see how your labels will look with the actual data.

This helps you verify that everything is correct before printing. Make any necessary adjustments here.

Step 8: Complete the Merge and Print

Click "Finish & Merge" and then "Print Documents." Follow the prompts to complete the printing process.

Ensure your printer is loaded with the correct label sheets. You may also choose to save the merged document for future use.

After completing these steps, you will have a set of printed labels ready for use. You can repeat these steps anytime you need to print new labels.

Tips for Printing Labels from Excel

  • Double-check your data: Ensure there are no typos or errors in your Excel file before starting the merge.
  • Use a template: Many label manufacturers provide templates that you can use to ensure proper alignment.
  • Print a test page: Print a test sheet on regular paper before using your label sheets to avoid wasting labels.
  • Adjust margins: If your labels don’t align perfectly, adjust the margins in Word.
  • Save your work: Save the merged Word document for easy reprinting in the future.

Frequently Asked Questions: How to Print Labels from Excel

Can I use other programs besides Word to print labels from Excel?

Yes, other programs can perform mail merges, but Word is one of the most user-friendly and widely used options.

What if my labels aren’t aligning correctly?

Try adjusting the margins and label layout settings in Word. Also, make sure you selected the correct label type.

Can I print different labels on the same sheet?

Yes, you can customize each label by modifying the data in your Excel sheet before merging.

How can I add a logo or image to my labels?

In Word, you can insert images or logos into your label template just like any other document.

Is there a way to save the label format for future use?

Yes, you can save the Word document with the merged labels for future printing.

Summary of Steps

  1. Organize data in Excel.
  2. Save and close Excel file.
  3. Open Word and start mail merge.
  4. Select label options.
  5. Select recipients.
  6. Insert merge fields.
  7. Preview labels.
  8. Complete merge and print.


Printing labels from Excel doesn’t have to be complicated. By following these steps, you can easily produce professional-quality labels for any occasion. Remember to double-check your data and print a test sheet to ensure everything aligns correctly. With a little practice, you’ll become proficient at creating and printing labels. If you found this guide helpful, consider exploring other ways Excel and Word can simplify your tasks. Happy labeling!

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