This post will be helpful if you’re seeking the simplest way to create labels in Word from an Excel list. A label is a tiny informational piece made of paper, fabric, plastic or a similar substance that is attached to an item. Here, we will take you through a few easy and convenient steps on how to create labels in Word from an Excel list.
Download Practice Files
You may download the following Excel workbook and Word document for better understanding and practice yourself.
What Is a Label?
A label is something that is used to characterize a person or something. A label could be a piece of fabric that is sewed into the collar of a shirt and contains information about the size, material, and location of manufacture.
Labels are crucial because they enable customers to distinguish a product from others, particularly when it is positioned next to alternatives that are identical.
Anyway, The mailing label quickens the delivery of the package to the intended recipient. Additionally, it lowers costs for businesses, boosts productivity, and increases client satisfaction.
6 Steps to Create Labels in Word from Excel List
We have the option to create labels in Microsoft Excel and view them before printing. In fact, we can use Microsoft Word and Microsoft Excel together to make labels. To create labels in Word from an Excel list, Microsoft Word’s mail merge tool works in collaboration with Microsoft Excel.
Although it takes some time, the entire process is extremely simple. Therefore, we will walk you through this process in 6 steps to make it easier for you to understand.
Step 01: Prepare Mailing List and Define Name of Table
Suppose, we wanna create mailing labels for some companies.
- First, we have created a Mailing List containing Company Names, Addresses, Cities, States, and Zip Codes.
Before going further, check whether your mailing list has any mistakes in any field or any other issues.
Now, we’ve to define a name for the range of cells used to create labels.
- Select cells in the B4:F14 range. Go to Formulas tab > Define Name drop-down > Define Name option.
- Immediately, the New Name wizard opens. Write down Mailing_List in the Name box and click OK.
Note: While typing the name, make sure there is no blank space between two words. To differentiate words use underscore ( _ ).
Step 02: Create Labels in Microsoft Word
In this phase, we will construct labels in Word documents to input values from our Excel spreadsheet. Let’s look at our actions.
- First, go to the Mailing tab > select Start Mail Merge > Labels in the drop-down.
- A dialog box named Label Options will appear. From the dialog box, select the options as the image below.
Note: On the right side just above the OK button, you can see the Label Information. Also, you can get a detailed visual of the label from the Details option.
- Then, go to Design tab > select Boarders > Grid > click OK.
- This will show the label outline just as below.
Step 03: Import Excel List to Word
We will now input data from our Excel worksheet into the table above. To accomplish this, we must import Excel data into our Word document. Follow the below steps for importing data from an Excel file.
- Again, go to the Mailings tab > select Select Recipients > Use an Existing List from the drop-down.
- At this moment, the Select Data Source window will open. So, pick the Excel file and click on Open.
- Now, from the Select Table wizard select our defined table named Mailing_List and click on OK.
- Finally, the previous command will output a table similar to the one below. The Word document and the Excel worksheet are now connected.
Step 04: Insert Fields to Labels
By matching fields in each label, we will allocate the data of each company to each label in this phase.
- For one more time, go to the Mailings tab and select Address Block. Instantly, an Insert Address Block dialog box opens. Then, click on the Match Fields button.
- In the Match Fields dialog box, you can see that our column headers of the Excel table are automatically matched with the fields. If not, match them manually by entering the drop-down list. Click on OK.
- It returns us to the Insert Address Block dialog box. We can see our label Preview on the right side. Then, click OK.
- Now, we can see that Address Block is input in our first label. Select the option Update Labels from the Mailings tab.
- With this command, all of our labels get updated with Address Block.
Step 05: Finish Merging to Create Labels in Word from Excel List
In this step, we will finish merging.
- Go to Mailings tab >> Finish group >> Finish & Merge drop-down >> Edit Individual Documents option.
- Then, the Merge to New Document wizard will open up. Select All and click on OK.
- All of our labels get ready for printing.
Step 06: Save the Document as a PDF
Now, we’ll save the doc file as a PDF one. Because for preserving, printing, sharing PDF format is more effective.
- Go to the File tab.
- Select Save as > This PC.
- Now, give a suitable name to the file like we wrote Mailing Labels in the Name box. Select PDF (*.pdf) from the drop-down list and click on Save.
- Our document is now saved as a PDF.
Is There a Label Template Available in Word?
Microsoft Word comes with a variety of free label templates that you can use.
- Simply open Word, then click on More templates.
- Search for the word labels.
- In the results, you’ll see several templates which you can easily use to create your labels.
Why Excel File Isn’t Importing to Word?
Our spreadsheet file occasionally had trouble connecting to the Word document. For this, we’ve to allow all kinds of file formats in our Word document. To do this, we must verify the Word app’s Confirm file format conversion option.
- Go to File tab > select More > Options.
- Now, the Word Options window will open. Access the Advanced tab. In the General section, scroll down and check the box next to Confirm file format conversion on open and click on OK.
Thank you for reading this article, we hope this was helpful. Please let us know in the comment section if you have any queries or suggestions. Please visit our website Exceldemy to explore more.