This tutorial will demonstrate how to make address labels in Word from Excel. Labeling is essential in terms of marketing a product, tagging the address of a person to deliver a product, and many more. Microsoft Excel provides us the feature to make labels and preview the labels before we print. We can make address labels in Excel with a combination of Microsoft Excel and Microsoft Word. The mail merge feature of Microsoft Word collaborates with Microsoft Excel to make address labels.
Download Practice Workbook
You can download the practice workbook from here.
Step-by-Step Procedures to Make Address Labels in Word from Excel
The total process of making address labels in Excel with the assistance of Microsoft Word is very simple but a little bit lengthy. So, for your convenience to understand easily we will demonstrate this method to you in six steps.
STEP 1: Add Address Label Data in Excel Worksheet
First and foremost, in Step 1 we will add address label data in an Excel worksheet from which we will make address labels. In the following dataset, we have taken the First Name, Last Name, Address, and Country of five presidents. From this dataset, we will make address labels for individual people. Each label will have the First Name, Last Name, Address, and Country of a president.
STEP 2: Check Confirm File Format Status in Microsoft Word
File format conversion allows us to open any file in any format. To make address labels in Word from Excel we need to check the confirm file format conversion option. Let’s see how we can do this.
- To begin with, open a new document in Microsoft Word and go to the File tab.
- In addition, from the File tab and select Options.
- Hence, a new dialogue box will open.
- Furthermore, go to the Advanced Scroll down and check the option ‘Confirm file format conversion on open’ from the General section.
- Lastly, click on OK.
STEP 3: Put Labels in Blank Word Document
In this step, we will arrange address labels in word documents to input values from our Excel worksheet. Let’s see how we can do this.
- First, go to the Mailings tab.
- Next, from the ribbon select ‘Start Mail Merge’.
- Then, from the drop-down menu select the option Labels.
- A new dialogue box named ‘Label Option’ will appear.
- From the dialogue box select the options as shown in the figure and press OK.
- Hence, we will get a new page like the following image.
- After that, to design the appearance of labels go to the Table Design tab and select any style from the available ‘Table Styles’.
- Finally, we can see a table format on the new page.
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STEP 4: Import Excel Data Into Microsoft Word Document
Now we will input data in the above table from an Excel worksheet to make address labels in Word. To do this we have to import Excel data into our Microsoft Word document. Just do the following action to import data from an Excel file.
- Firstly, go to the Mailings tab.
- Secondly, from the ribbon select the option ‘Select Recipients’.
- Thirdly, from the drop-down menu select the option ‘Use an Existing List’.
- Fourthly, browse and select the excel file. Click on Open to import data.
- A new dialogue box named ‘Confirm Data Source’ will appear.
- Press OK.
- The above command will open one more dialogue box named Select Table.
- Now select the table ‘Print_Label$’ and click on OK.
- Lastly, the above command will give you a table like the following one. It links the word file with the excel worksheet.
STEP 5: Place Mail Merge Fields in Microsoft Word
Now we need to add mail merge fields to make address labels in Word from Excel. We will use input data from the excel worksheet in the final table of Step 5 to create labels. Let’s see how we can insert mail merge fields.
- In the beginning, select the first label field from the table and go to the Mailings tab.
- Next, select the option ‘Insert Merge Field’.
- Then, from the drop-down click on the label First_Name.
- Now, the field First_Name appears in the first box of the table.
- Like the previous step, input all the labels one by one.
- To apply this change in the remaining records of the table select the option ‘Update Labels’ from the Mailings tab.
- Lastly, we get a page like the following one.
STEP 6: Consolidate Word File and Excel Worksheet
In this step, we will connect our Word file with the Excel worksheet to make address labels. Let’s see how we can do this:
- Firstly, go to the Mailings tab and select the option ‘Finish & Merge’.
- From the drop-down, select the option ‘Edit individual Documents’.
- Secondly, a new pop-up box will appear named ‘Merge to New Document’.
- Check the box All and click on OK.
- Lastly, a new document for labels will open. We can see that the labels are inserted one by one on the page in the format we wanted.
Things to Remember
- Remember to save the labels for later use after making them.
- Rows or columns with blank cells produce incorrect results. To avoid them, do your best.
- For each label, use one column at a time. Otherwise, this approach won’t be effective.
In conclusion, this tutorial was a complete guide on how to make address labels in Word from Excel. labels in excel. Download the practice worksheet that comes with this article to put your skills to the test. If you have any questions, please leave a comment in the box below. We’ll do our best to respond as soon as possible. Keep an eye out on our website Exceldemy for more interesting Microsoft Excel solutions in the future.
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