Use Excel and Word’s Mail Merge to Print Mailing Labels

First, create a basic mailing list in Excel of your friends and family.  You must include the headers for each column; be sure these headers are in Row 1 of your Excel spreadsheet; do not have any rows or data above the column titles/headers.  Here is an example:
Last First Address City ST Zip
Bennet Elizabeth 123 Pier Street Santa Monica CA 90401
Bennet Jane 2345 Colorado Avenue Santa Monica CA 90401
Bingley Charles 900 Wilshire Boulevard Westwood CA 90024
Darcy Fitzwilliam 601 N. Rodeo Drive Beverly Hills CA 90210

Save your spreadsheet and name it Mailing Labels.


Now open a new Word document  In the Mailings tab, click Start Mail Merge and select Labels,  Have your box of labels handy and find the code.  Avery 5160 is the norm – that’s the one with 30-labels per sheet.

In case you do not see the faint gridlines that show you the outlines of the labels, you will need to change a setting. When you are working with labels, two new tabs will appear on the right of the Word menu:  Table Design and a second Layout tab.  To see your label’s outlines, go the right-hand Layout tab that appeared in Word.  On the table Layout tab>Table section, select View Gridlines.

View Gridlines

Still on the Mailings tab>Start Mail Merge section>click on Select Recipients>Use an Existing List. In the Select Data Source window, point to your Excel mailing list, and click Open.

Now enter your “Merge Fields.”  Put your cursor in the label.  Still on the Mailings tab, in the Write & Insert Fields section, select Insert Merge Field.  Click for the pull down menu.  Select the merge fields and add the appropriate spacing or “Enters.”   (You can also add the spaces in later.)
Your labels will look like this:
Click Mailings tab>Write & Insert Fields section>Update Labels.

To see your friends’ names, click Mailings tab>Preview Results section>Preview Results.

You may adjust font, size, and spacing, use the first label only, then click Update Labels and your formatting will be copied to all labels.

Print one label on regular paper first, so you don’t waste the labels.  Most printers will have a little graphic that explains which side up or down, top or bottom.

If you save your Word document, it will remember where your mailing list was. Open it later, and all the labels will update based on the current Excel list.

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