How to Mail Merge Labels from Excel to Word (With Easy Steps)

We can use MS Excel for various purposes. Moreover, you can work with MS Excel and MS Word simultaneously. This is a very powerful and beneficial feature for all users of MS Office apps. This is because sometimes we have to link the data present in the Word files and the Excel worksheets. Again, a lot of people store many important Labels in Excel. Labels are essential when sending emails to our desired recipients. In this article, we’ll show you how to mail merge labels from Excel to Word step-by-step.

How to Mail Merge Labels from Excel to Word

So, we hope that you get a clear concept of today’s article by seeing the above image. Basically, we will merge the source data from Excel to create mail merge labels in Word.

MS Word has a cool feature called Mail Merge. Using this feature, we can carry out numerous operations. You can import the necessary labels from Excel to Word by applying this Mail Merge. This article will guide you through the required steps to Mail Merge Labels from Excel. Therefore, follow the steps below carefully to perform the task.

Step 1: Prepare Excel File for Mail Merge

  • Open an Excel workbook.
  • Then, input the necessary fields to create the Label.
  • In this example, we insert the First Name, Last Name, Position, and Company.
  • In this way, prepare the Excel file for Mail Merge.

Data source from Excel worksheet

Step 2: Insert Mail Merge Document in Word

Now, we have to set up Word to merge the Excel file to insert the Mail Merge Document. So, learn the process below.

  • First, open a Word window >> go to the Mailings tab.
  • Next, select Step-by-Step Mail Merge Wizard from the Start Mail Merge drop-down.

As a result, the Mail Merge pane will appear on the right side of the Word window.

  • Choose Labels from Select document type >> click Next: Starting document.

Starting Mail Merge in Microsoft Word

Then, Step 2 of the Mail Merge will emerge.

  • Here, check the circle for Use the current document. But, if that option is inactive, choose Change document layout.
  • Press Label options.

Changing Document Layout

Thus, the Label Options dialog box will pop out.

  • From Label vendors >> choose Avery US Letter >> select your desired Product number >> press OK.

Setting Label vendors

  • Finally, press Next: Select recipients.

Select recipients to Mail Merge Labels from Excel to Word

Note: If you choose Avery A4/A5 in the Label vendors box, then you will get them one by one recipient. In this case, you won’t be able to see all recipients together. So, choose Avery US Letter as the label vendor.

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

Step 3: Link Word and Excel for Merging Mail Labels

However, we need to link the Excel file to Word. To do that, follow the process. You will notice that Use an existing list from Select recipients is checked.

  • Now, press Browse.

Link Word and Excel for Merging Mail Labels

So, the Select Data Source dialog box will appear.

  • Choose the desired Excel file and press Open.

Selecting data source

  • Then, the Select Table box will pop out. Press OK on that.

Selecting table for mail merge in Microsoft Word

Read More: How to Convert Excel to Word Labels

Step 4: Select Recipients

After STEP 3, it’ll return the Mail Merge Recipients window. Here, you can exclude any particular field by unchecking the box beside them. Also, if you need then click the drop-down icon beside the column headers to apply the Filter feature or perform the Sort operation.

  • After making the necessary changes, press OK.

Source Data of Mail merge recipients

  • Then, go to the next step Arrange your labels.

Arranging mail merge labels

Step 5: Edit Address Labels

Additionally, we’ll organize the Address block to make changes to the Label.

  • Select the Address block in the Mail Merge pane first.

Choose address block for the layout of mail merge labels

Hence, the Insert Address Block dialog box will emerge.

  • So, choose your desired format >> look at the Preview section to check the required output >> press OK.

Inserting address block

  • Now, press Update all labels >> then go to the next step Preview your labels.

Update all labels

Step 6: Display Mail Merge Labels

  • In the Preview your labels step, you’ll get to see the preview of the labels. See the following picture to have a better understanding.

Display Mail Merge Labels

Step 7: Print Mailing Label

If you want to print the Mailing Labels, follow the process below.

  • After you go to the Complete the merge step, you’ll get a Print option >> press Print.

How to print mail merge labels from Word

As a result, the Merge to Printer dialog box will pop out.

  • Choose your desired setup and press OK.

Connect with Printer

Step 8: Save Mailing Labels for Future Use

At last, we need to Save the Mailing Labels in the Word file for future use. Therefore, see the process to complete the task.

  • Go to File tab >> choose any option Save (it will save the file with the built-in name and format) or you can choose Save As to set the file name and location.
  • Also, you can press the Ctrl and S keys to save the file.

How to Save Mail Merge Labels for Future Use

Whenever you open the Word file from now on, you’ll get a warning dialog box as below in the below figure.

  • So, click Yes to Mail Merge Labels from Excel to Word. Click No otherwise.

Press the Yes button to Microsoft Warning

Now, if you update the linked Excel file, it’ll also update the Labels in Word automatically.

Word will auto-update the mail merge labels for modified Data source

How to Create Custom Layout for Mail Merge Labels from Excel to Word

You can create a custom layout for mailing levels. Below, we have attached a modified dataset. In this dataset, we included the employee’s address.

Detailed dataset of some employees

Now, follow the whole process for mail merging. But in the case of inserting an address block, you will get fewer formatted options.

Checking labels layout from Address block

So, if you need to create a new layout then you can make a different one.

  • To do so, in step Arrange your labels (Step 4 of 6), you need to click on More items instead of clicking on Address block.

Then you will see a new dialog box named Insert Merge Field.

Insert merge field to customize a new layout of mail merge labels

  • Now, from Insert Merge Field >> select your required field >> press Insert button >> press Close button. Then to create a line gap >> press the SHIFT key >> again from Insert Merge Field >> select another required field >> press Insert button >> press Close button.
  • Repeat this process for each field. In this way, you can create your own layout.
  • After this, press Update all labels.

Updating all labels to create new layout

Finally, we get the following layout.

Preview Mail Merge labels in ABC format

How to Include Detail Address on Mailing Labels from Excel to Word

If there is a lack of information in your Excel dataset, but still Microsoft Word can guess that value based on the dataset. But for this, the dataset should be a real one. Additionally, you should have all the detailed information like Street name, City name, and Zip Code in your dataset.

  • Now, in step Arrange your labels (Step 4 of 6), you must click on the Address block.
  • Then you will see a new dialog box named Insert Merge Field. In that dialog box, choose your required layout >> press on Match Fields.

Pressing Match Fields to get all mail merge labels

  • So, another dialog box named Match Fields will appear. From Required for Address Block >> choose the field (where you need to add guess value) >> press OK.
  • After that complete other steps and get the mail merged labels.

How to Include Detail Address on Mailing Labels

Frequently Asked Questions

1. How do I import a label template into Word?

For this, in the Label Options dialog box (STEP-2), select the required label information for your template. You can also add a new label if needed. Then you need to browse (STEP-3) the template from your device.

2. What is Mail Merge?

Mail merge is a feature that permits the creation of a customized list or document where some needed information (from a data source) will be merged. Here, you can use an Excel worksheet as the data source and do the mail merge in Microsoft Word.

3. Can I filter or sort my data source to only include certain recipients?

Yes, you can. Go to the Mailings tab in Word >> from Edit Recipient list >> press on the required Sort or Filter button >> then select the field and complete the process.

Sort & Filter button in Mail Merge Recipients

Download Practice Workbook

Download the following workbook to practice by yourself.


Henceforth, you will know how to mail merge labels from Excel to Word following the above-described procedures. Keep using them and let us know if you have more ways to do the task. Don’t forget to drop comments, suggestions, or queries if you have any in the comment section below.

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Aung Shine
Aung Shine

Aung Shine completed his bachelor’s in Electrical and Electronics Engineering from Bangladesh University of Engineering and Technology. It has been almost 2 years since he joined SOFTEKO and actively working on the ExcelDemy project. Currently he works as a Team Leader where he guides his team members to create technical content. He has published 150+ articles and reviewed 50+ articles. He has also solved various user problems before. He has interests in Data Analysis, Power Query, Advanced Excel,... Read Full Bio

  1. Reply
    Brenda Gale Austin-Sanders Dec 4, 2023 at 7:35 PM

    This has been one of the most stressful things on the to do list for Christmas is doing the labels for our 100 or more cards. You have enabled me to complete that in under 15 minutes. Thank you!!! Merry Christmas!!

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