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

Step 1: Prepare Excel File with Labels Data

  • Begin by organizing the data for your mailing labels in an Excel spreadsheet. For instance, include fields like First Name, Last Name, Street Address, City, State, and Postal Code.
  • Once you’ve listed your data in Excel, your file will resemble the screenshot below.

Prepare Excel File Containing Labels Data

Step 2: Insert Labels into Word

  • Open a new Word document and navigate to the Mailings tab. From the Start Mail Merge dropdown menu, select Labels.

Place the Labels in Word

  • This action will prompt the Label Options dialog to appear. Set the Label vendors and Product number according to your requirements.
  • Then press OK.


Place the Labels in Word

  • You’ll now see the label format outlined in Word.


If the outline isn’t visible, navigate to Table Design > Borders > View Gridlines.

Step 3: Link Excel Data to Word Labels

  • To link your Excel data with Word, go to the Mailings tab, expand the Select Recipients dropdown, and choose Use an Existing List.

Link Excel Data to Labels of MS Word

  • Navigate to the file path where your Excel file is located and click Open.

Link Excel Data to Labels of MS Word

  • Word will display the worksheet from your selected Excel file. Choose the appropriate sheet and ensure to check ‘First row of data contains column headers‘.
  • Click OK.

Link Excel Data to Labels of MS Word

  • You’ll notice <<Next Records>> in all labels except the first one, indicating successful linkage to the Excel worksheet.

Read More: How to Create Labels in Word from Excel List

Step 4: Map Fields for Excel Data Conversion

  • Add mail merge fields to the labels by selecting the first label and going to Mailings > Address Block.

Match Fields to Convert Excel Data

  • The Insert Address Block dialog will appear, showing a Preview of individual labels. If needed, adjust the arrangement by clicking on Match Fields.

Match Fields to Convert Excel Data

  • Review and ensure the column data from your Excel file matches the fields in the ‘Required for Address Block‘ section.
  • Once done, click OK.

Match Fields to Convert Excel Data

  • After matching the fields, you’ll see a final preview of labels.
  • Click OK.

Match Fields to Convert Excel Data

  • You’ll now observe <<AddressBlock>> displayed in the first label.

Match Fields to Convert Excel Data

  • Add the AddressBlock to each label by going to Mailings > Update Labels.

Match Fields to Convert Excel Data

Read More: How to Create Labels Without Word in Excel

Step 5: Complete the Merge

  • To finalize the conversion of Excel data into Word labels, go to the Mailings tab, click Finish & Merge, and select Edit Individual Documents.

Finish the Merge

  • In the Merge to New Document dialog, select All and click OK.
    Finish the Merge
  • You’ll see all Excel data merged below the labels in Word.

Read More: How to Merge Excel File to Mailing Labels

Print Labels from Word

  • To print the labels, simply press Ctrl + P or navigate to the File tab in Word and select Print.
  • Choose the printer and print the labels.

Print Labels from MS Word

Things to Remember

  • Utilize the Step-by-Step Mail Merge Wizard for converting Excel data to Word labels.

Things to Remember

  • Avoid including blank columns/rows in the Excel list containing mailing data.

Download Practice Workbook

You can download the practice workbook from here:

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Hosne Ara
Hosne Ara

Hosne Ara is a materials and metallurgical engineer who loves exploring Excel and VBA programming. To her, programming is like a time-saving superhero for dealing with data, files, and the internet. She's skilled in Rhino3D, Maxsurf C++, MS Office, AutoCAD, and Excel & VBA, going beyond the basics. With a B. Sc. in Materials and Metallurgical Engineering from Bangladesh University of Engineering and Technology, she's shifted gears and now works as a content developer. In this role, she... Read Full Bio

  1. Why does the leading “0” in the zip code not transfer to the labels? Will the post office accept the 4 number postal code?

  2. Reply Lutfor Rahman Shimanto
    Lutfor Rahman Shimanto Jan 26, 2023 at 3:31 PM

    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.
    converting into text format
    Now, adhere to the methods mentioned in this article. Ideally, you will observe the desired results.
    The desired output with leading-zero
    Lutfor Rahman Shimanto

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