How to Convert Excel to Word Labels (With Easy Steps)

In this article, I will discuss how you can convert a mailing list in Excel into MS Word mailing labels by applying the Mail Merge feature. Often when we have to print mailing labels in Word, we can use data listed in an excel worksheet. Let’s go through the article to learn about the process.


Download Practice Workbook

You can download the practice workbook that we have used to prepare this article.


Step by Step Guideline to Convert Excel to Word Labels

Step 1: Prepare Excel File Containing Labels Data

  • First, list the data that you want to include in the mailing labels in an Excel sheet. For example, I want to include First Name, Last Name, Street Address, City, State, and Postal Code in the mailing labels.
  • If I list the above data in excel, the file will look like the below screenshot.

Prepare Excel File Containing Labels Data


Step 2: Place the Labels in Word

  • In this step, first, open a blank Word file and go to the Mailings tab. From Start Mail Merge drop-down menu, click on the Labels option.

Place the Labels in Word

  • As a result, the Label Options dialog appears, set the Label vendors and Product number as per your requirement.
  • Then press OK.

Place the Labels in Word

  • Consequently, you will see the label outlined in Word.

Note:

If you do not find the outline, go to Table Design > Borders > View Gridlines.

Read More: How to Insert Excel Table into Word (8 Easy Ways)


Step 3: Link Excel Data to Labels of MS Word

  • Now, to connect Excel data with Word, go to Mailings tab,  expand Select Recipients drop-down and press Use an Existing List option.

Link Excel Data to Labels of MS Word

  • As a consequence, the Select Data Source dialog will appear.
  • Go to the file path where you have the excel file and click Open.

Link Excel Data to Labels of MS Word

  • Then Word will show the worksheet present in the selected Excel file. Choose the excel sheet and put a checkmark on the ‘First row of data contains column headers’ option.
  • Press OK after that.

Link Excel Data to Labels of MS Word

  • As a result, you will see <<Next Records>> visible in all the labels except the first one. Here, all the labels are now linked to the Excel worksheet.


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Step 4: Match Fields to Convert Excel Data

  • We will add the mail merge in the labels. To do that select the first label and go to Mailings > Address Block.

Match Fields to Convert Excel Data

  • Consequently, the Insert Address Block dialog will show up. Here you can see a Preview of individual labels. If you want to change the arrangement click on Match Fields.

Match Fields to Convert Excel Data

  • Then the Match Field dialog will appear. From this dialog, check if the column data of your excel file match the fields of the ‘Required for Address Block‘ section.
  • For instance, the Last Name should match the Last Name. When you are done with the task, press OK.

Match Fields to Convert Excel Data

  • Upon matching the fields, we will get the final preview of labels.
  • Press OK after that.

Match Fields to Convert Excel Data

  • As a consequence, we can see <<AddressBlock>> is displayed in the first label.

Match Fields to Convert Excel Data

  • Add the AddressBlock for each label. To do that, go to Mailings > Update Labels.

Match Fields to Convert Excel Data

  • Afterward, we can see AddressBlock is added to each label.


Step 5: Finish the Merge

  • It’s time to finish the conversion of Excel data into Word labels. To perform the task, go to Mailings tab, click on Finish & Merge drop-down menu and press Edit Individual Documents option.

Finish the Merge

  • Consequently, the Merge to New Document dialog will appear. Here select the All option and press OK.

Finish the Merge

  • Finally, here we can see all excel data are merged into the below the labels in Word.

Read More: How to Copy from Excel to Word Without Losing Formatting (4 Easy Ways)


Print Labels from MS Word

  • At last, I will show you printing the labels. Just press Ctrl + P or go to the File tab from Word to bring the Print option.
  • Then choose the printer and print the labels.

Print Labels from MS Word


Things to Remember

  • You can convert excel data to Word labels using the Step-by-Step Mail Merge Wizard.

Things to Remember

  • Try to avoid blank columns/rows in the excel list that contain the mailing data.

Conclusion

In the above article, I have tried to discuss steps to convert Excel data into word labels elaborately. Hopefully, these methods and explanations will be enough to solve your problems. Please let me know if you have any queries.


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Hosne Ara

Hosne Ara

Hi, This is Hosne Ara. Currently, I do write for ExcelDemy. I have a long experience working with different industries and I have seen how vast the scope of Microsoft Excel is. So, eventually, I started to write articles on Excel and VBA. Basically, my articles are targeted to help people who are working in Excel. By profession, I am an Engineer. Materials and Metallurgical Engineering is my major. Besides, I am a certified Project Manager (PMP) too. I have worked with Power Plant and IT industry earlier. As a person, I am detail-oriented and love doing research. Establishing a greener world is one of my mottos.

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