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.

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.

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

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

⏩ Note:

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.

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

• 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.

• 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.

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

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

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

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

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

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.

• In the Merge to New Document dialog, select All and click OK.
  

• 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.

Things to Remember

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

• 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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