How To Make Address Labels in Excel in 6 Steps

By Indeed Editorial Team

Published April 8, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Microsoft Excel is a program many industries use to input and calculate data. There are other capabilities you can use it for , including making address labels. Using Excel to make them can save companies time when sending mail to a large number of customers. In this article, we explore when people use Excel to make address labels and how to do it.

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When should you make an address label using Excel?

You can consider making an address label using Excel when sending out a mass amount of mail at one time to many customers. Companies send mail to consumers for a variety of reasons, including billing statements, advertisements or upcoming appointment reminders. You can create hundreds or thousands of mailing labels in a short amount of time through Excel and Microsoft Word mail merge. The mail merge feature allows users to create sheets of mailing labels you can print using the names and addresses in an Excel worksheet file.

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How to make address labels in Excel

Below are the steps you can follow if you're interested in making address labels using Excel and Microsoft Word mail merge:

1. Organize your mailing list

Sometimes companies keep their customers' names and addresses in an Excel worksheet, which makes it very convenient to create address labels since all of their information is already in Excel. Whether you already have the information in a worksheet or you're inputting each address manually, make sure you have the following headers included, so that each required part of the address is complete:

  • First name

  • Last name

  • Street address

  • City

  • State

  • ZIP code

You may also choose to include titles in your address labels, such as "Mr." "Ms." or "Dr." In addition, if the business is sending mail to other businesses, they can omit the "First name" and "Last name" headers and include a "Company name" header instead. If you're completing a mix of both, consider creating the company address labels on a separate worksheet since you're going to use different headers.

Here's an example of a completed list using first and last names:


A

B

C

D

E

F

1

First name

Last name

Street address

City

State

ZIP code

2

Shelby

Smith

123 Apple St.

City name

TN

55555

3

John

Rogers

124 Apple St.

City name

TN

55555

4

Steve

Johnson

125 Apple St.

City name

TN

55555

After you've completed the Excel address list, open up a new Word document. Locate and click on the "Mailings" tab at the top center of the menu ribbon. On the left-hand side, click "Start Mail Merge." When the drop-down menu appears, select "Labels." Then a window titled "Label Options" appears. This feature allows you to choose the label brand and product number you're going to use. After you find them, click "OK." After this, the label outlines should appear.

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3. Connect the Excel worksheet to the Word labels

The next step is to connect the addresses from Excel to the labels in Word. In the "Mailings" tab in Word, click on the "Select Recipients" option. When the drop-down menu appears, select "Use An Existing List." Use the pop-up window to find your mailing list file. In the search bar, type in the name of the Excel file. Once you've located it, click on the file and click "Open."

After that, a "Select Table" window appears. If you have more than one sheet in the worksheet, all of them show up in the "Select Table" box. You can select the sheet that contains the address list. Be sure to click the "First row of data contains column headers" option. After this step, you've connected the labels to the worksheet.

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4. Add mail merge fields

Now that you've connected everything, you can add the mail merge fields in Word's labels. While in Word, select the first label. Then, go to the "Mailings" tab and click "Address Block." An "Insert Address Block" window appears and you can select the "Match Fields" button. Ensure all of your headings match the required fields.

For example, on the left, it may say "First name." You can then check to the right of that to make sure that it also says "First name." If it doesn't, you can use the drop-down arrow on the right side to match the two. You may not use all the fields offered, such as "Suffix," "Address 2" or "Country." Once you've confirmed everything matches, click "OK." After setting up your first label, select "Update Labels." This updates the remaining labels, so they have the same format.

5. Complete the merge

After merging the fields, the final step in developing the labels is to finish the merge. To do this, click on the "Mailings" tab. From there, select "Finish & Merge." This links your mailing address list to the labels so that the merge function places each address on an individual label. After you've clicked "Finish & Merge," a new Word document appears along with all of your newly merged labels.

6. Print your labels

The final step in making address labels is to print them. You may want to print only the first page first to ensure they print correctly. To print them, click on "File" and then "Print." If your mailing list is more than one page, look under "Settings" and click "Print All Pages." A drop-down menu appears, and you can select "Print Current Page" for it to print the page you're currently viewing.

Otherwise, you can click "Custom Print." If you select "Custom Print," you can then type in the page number of the page you want to test before printing all the pages. Once you've chosen your sample page, click "Print" at the top left of the page. If you're pleased with the sample print of address labels, you can go back and print a full set.

Please note that none of the products mentioned in this article are affiliated with Indeed.

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