How to Format Address Labels in Excel (3 Steps)

The article will show you how to format address labels in Excel. It is a common thing to do if you want to store mailing information about some people in a Word Document from an Excel File. Because it’s convenient to print address data from a Word Document. So it’s important to know how to format these address labels from Excel to Word Document.


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3 Steps to Format Address Labels in Excel

In the dataset, we have information about some people with their names, address, states and ZIP codes. We will show you how to format these labels step by step.

how to format address labels in excel intro


Step-1: Inserting Data of Address Labels in Excel

When you want to format address labels in Excel, you have to maintain some procedures. Let’s go through the discussion below.

  • Start your data from the A1 Otherwise, Microsoft Word won’t format your address labels. Notice that the Sheet name for the edited dataset is ‘address label’.

  • Next, format the ZIP codes as ZIP from the Number Group. Although it is not necessary, it’s a good practice. Sometimes, Word may return some unnecessary errors while working with this data.
  • To do that, select the ZIP codes, click on the drop-down icon of the Number Group and select More Number Formats…

how to format address labels in excel step 1

  • Later, in the Format Cells window, select Special >> ZIP Code and then click OK. As the addresses of this dataset are in the USA, we set the location as English (United States).

  • Now your Excel sheet is ready for formatting address labels. Press CTRL+S to save your Excel Workbook.

how to format address labels in excel

Read More: How to Make Address Labels in Word from Excel (With Easy Steps)


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Step-2: Processing in Microsoft Word

In this section, we will be discussing how we will format the address labels in a Word Document. Please go through the discussion below for a better understanding.

  • First, open a Microsoft Word Document.
  • After that, select Mailings >> Start Mail Merge >> Labels…

  • Later, the Label Options window will show up. Keep the Page printers Tray as Default tray.
  • After that, select Label vendors of your choosing. In my case, I selected Avery US Letter as my Label vendor.
  • Thereafter, select any of the Address Labels from the Product number: section marked in the following image. You can select any other Product number But as we are formatting address labels, it’s convenient to select Address Labels. In my case, I selected the 5159 Address Label.
  • Next, just click OK.

how to format address labels in excel step 2

  • After that, select Mailings >> Use an Existing List… As we already made a list in our Excel Workbook.

  • This command will open the Select data Source Browse your Excel Workbook, select the Excel Workbook that contains the addresses and click Open.

how to format address labels in excel

  • You will get a warning message which tells you to confirm the data source. Just click OK.

  • After that, a dialog box will appear which will tell you to select the Sheet of your Excel Workbook. Remember, our addresses were stored in the ‘address labelSheet. So we select it and click OK.

how to format address labels in excel


Step-3: Formatting Excel Address Labels in Word

This is the final step of formatting the address labels from our Excel Workbook to Microsoft Word. Let’s follow the instructions below.

  • Next, you will see the following labels in your Word Document.

  • After that, select the first cell and insert the headers one by one from Insert Merge Field.

how to format address labels in excel

  • Next, select Update Labels. You can format the labels if you want. I changed the font of the names to size 14 and made it bold. Also, I change the font size of the other labels to 12.

You will see the following image after this operation. This means your address labels data from the Excel Workbook will be stored in the following format.

how to format address labels in excel step 3

  • Select Preview Results after that.

Finally, you will see the address labels from the Excel Workbook nice and clean.

how to format address labels in excel

Thus you can format Excel address labels in a Word Document.


Practice Section

Here, I’m giving you the dataset of this article so that you can practice these steps on your own.


Conclusion

Suffice to say, you will learn the basic methods on how to format address labels in Excel. If you have any better methods or questions or feedback regarding this article, please share them in the comment box. This will help me enrich my upcoming articles. For more queries, kindly visit our website ExcelDemy.


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Nahian

Nahian

Hello, Nahian here! I do enjoy my efforts to help you understand some little basics on Microsoft Excel I've completed my graduation in Electrical & Electronic Engineering from BUET and I want to be a successful engineer in my life through intellect and hard-work, and that is the goal of my career.

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