How to Print Mailing Address Labels from Excel

This quick guide and video will show you how to print mailing address labels from Excel, in less than 5 minutes.

It’s quick and easy to print mailing address labels yourself!

Step 1 : Choose Your Mailing Address Labels

There are lots of different types of Address Labels to choose from. They differ in color, size and shape.

If you’re looking for standard, white, peel & stick Mailing Address Labels (which look great on Postcards & Envelopes), we recommend using Avery 5160 Mailing Address Labels.

You can purchase Avery 5160 Address Labels online at Amazon or Walmart (to name a few) , or in your local stationary store.

Mailing Address Labels

Step 2 : Setup Your Mailing Address List in Excel

Once you’ve chosen your mailing address labels, the next step is setting up your mailing address list in Excel.

Select your Mailing Address List

If you want to grow your business and send an advertisement to prospective new customers, you can Buy a Mailing List online in an Excel file format and then use that list to setup your Labels.

Or, you could create your own mailing address list, using the Names & Addresses of your current Contacts/Customers.

Regardless of if you purchase a mailing list, or if you create your own, your Mailing Address List in Excel must include correct Headers.

Setup Correct Headers

When you open your List in Excel, the Headers are the description at the top of each column. You need to make sure that there is a designated Column and Header for each item that you want displayed on your Labels. Here are the most common items that are included on mailing address labels:

  • Title (Mr, Mrs, Doctor etc)
  • First Name
  • Last Name
  • Address
  • City
  • State
  • Zip code

Step 3 : Organize Your Labels in Word

Now that you’ve got your mailing address list ready, the next step is to organize your Labels in Word.

Open a new document in Words, then follow these steps:

  1. Select ‘Mailings’ from the top navigation menu.
  2. Select ‘Start Mail Merge’ > ‘Labels’
  3. Select ‘Label Vendors’ > ‘Microsoft’
  4. Select ’30 Per Page’
  5. Click ‘Ok’

After you click ‘Ok’, you will see the first sheet of your blank Labels setup on the screen. It will look like this:

Step 4 : Perform a Mail Merge

Now that you’ve organized your Labels in Word, the next step is to setup and perform the mail merge. In this step, we will connect your List in Excel to your Labels in Word.

To start your Mail Merge, follow these steps:

  1. Select ‘Select Recipients’ then > ‘Use an Existing List’
  2. Find the mailing address List that you want to use, then > ‘Open’
  3. Select ‘Edit Recipient List’
  4. Click ‘Ok’

Selecting ‘Edit Recipient List’ is optional. But we recommend doing it, because it’s a quick way for you to make sure that the correct List is now linked to your Labels.

Insert Merge Fields

The next step is to tell Word which Fields/Headers you’d like to use from your List.

  1. Place your cursor in the top left hand corner of the first Label, then Select ‘Insert Merge Field’
  2. Select ‘First Name’, then use your space bar to add a space
  3. Select ‘Last Name’, then hit Enter to move to the next line of your Label
  4. Select ‘Address’, then hit Enter again, to move down to the next line
  5. Select ‘City’, then a add a comma
  6. Select ‘State’ then another comma
  7. Select ‘Zip Code’
Update Labels

Once you’ve setup your first Label, then select ‘Update Labels’. This will update all your other Labels so that they match the same format as your first Label.

Finish & Merge

The last step of the mail merge is to select ‘Finish & Merge’. This last step will link your mailing address List with all your Labels.

After you select ‘Finish & Merge’, Word will open a new document, and you will see all your newly merged Labels!

Step 5 : Print Your Labels!

Now that you’ve done your mail merge and your Labels are setup correctly, the final step is to Print them.

We recommend printing just one page of Labels to start. This way you can make sure that the Labels are printing properly before you print all the other Labels.

If for any reason you decide that you don’t want to print your own Labels, or you’re having trouble printing them, please give us a call. We can print the Labels for you, and we’ll ship them to you!

Other Helpful Resources

How To Print Mailing Address Labels From Excel FAQs

[Q]Will “Or Current Resident” fit on to the Avery 5160 (30 on a sheet) address labels?[A]Yes it will.

[Q]Do you provide a crib sheet for printing mailing address labels from excel?[A]Yes we do. When we format the list for you and email you the PDF we also email you a ‘how to’ document. If you get stuck, you can always call our Customer Service folks who will help you: 1 866 306 8674.

[Q]How do you ship the printed labels if I decide to get you to print and ship them to me?[A]We ship printed labels by USPS Priority Mail and this takes 2-3 days to get to you.