Hosne Ara
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.
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.
- As a result, the Label Options dialog appears, set the Label vendors and Product number as per your requirement.
- Then press OK.
- 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.
- As a consequence, the Select Data Source dialog will appear.
- Go to the file path where you have the excel file and click Open.
- 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.
- 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.
Read More: How to Convert Excel to Word Labels (With Easy Steps)
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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.
- 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.
- 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.
- Upon matching the fields, we will get the final preview of labels.
- Press OK after that.
- As a consequence, we can see <<AddressBlock>> is displayed in the first label.
- Add the AddressBlock for each label. To do that, go to Mailings > Update Labels.
- Afterward, we can see AddressBlock is added to each label.
Read More: How to Print Address Labels in Excel (2 Quick Ways)
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.
- Consequently, the Merge to New Document dialog will appear. Here select the All option and press OK.
- 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.
Things to Remember
- You can convert excel data to Word labels using the Step-by-Step Mail Merge Wizard.
- 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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Why does the leading “0” in the zip code not transfer to the labels? Will the post office accept the 4 number postal code?
Hello Charlotte Fahey
Thank you for reporting on this fascinating issue. I experience the same problems when a postal code begins with 0, and it is essential to preserve the leading zero when entering data into the system or application.
The Postal Code column must be formatted as text. Following that, insert the desired data.
Now, adhere to the methods mentioned in this article. Ideally, you will observe the desired results.
Regards
Lutfor Rahman Shimanto