How to Merge Excel Data into Label Templates for Mailings

Want to print address labels or name tags from a spreadsheet? The easiest and most efficient method is to merge Excel data into a label template—especially for bulk mailings, event badges, or product tagging.

In this guide, you’ll learn exactly how to use Mail Merge in Word to turn your Excel spreadsheet into a perfectly formatted label sheet, step by step.

What You’ll Need

A Microsoft Excel file with your mailing list
Microsoft Word
A label sheet (e.g., Avery 5160 or compatible)
A printer
Plain paper for test prints

Step 1: Prepare Your Excel Mailing List

Open your Excel file and make sure it's formatted cleanly.

Your Excel file should:

Have column headers in Row 1 (e.g., First Name, Last Name, Address, City, State, ZIP).
Contain no blank rows or merged cells.
Store all records in one worksheet.

✅ Example:

First Name	Last Name	Address	City	State	ZIP Code
John	Doe	123 Main St	Chicago	IL	60601
Jane	Smith	456 Elm Street	San Diego	CA	92101

Save the file and close it before proceeding to the next step.

Step 2: Open a Label Template in Word

Open Microsoft Word.
Go to Mailings > Labels.
In the dialog box, click Options.
Choose:
- Label vendor (e.g., Avery US Letter)
- Product number that matches your label sheet (e.g., 5160)
Click OK, then click New Document to open a pre-formatted label layout.

You’ll see a blank grid that matches your label sheet—perfect for adding dynamic data.

Step 3: Connect Your Excel File to Word

Go to Mailings > Select Recipients > Use an Existing List.
Browse to your Excel file and click Open.
Select the correct worksheet and click OK.

Word is now linked to your data. Each label will pull data from one row of your spreadsheet.

Step 4: Insert Merge Fields into the First Label

Now it's time to place your data where you want it.

Click inside the first label cell.
Go to Mailings > Insert Merge Field and insert fields like:
- First_Name
- Last_Name
- Address
- City, State, ZIP_Code

Example layout:

<<First_Name>> <<Last_Name>>
<<Address>>
<<City>>, <<State>> <<ZIP_Code>>

Format text as needed (font, size, spacing).

Step 5: Propagate Labels Across the Page

Once the first label is set:

Click Mailings > Update Labels.
- This copies your merge layout to all label cells.
Click Mailings > Preview Results to see how your actual data looks in each label.

Use arrow buttons to scroll through and spot-check a few records.

Step 6: Test Print on Plain Paper

Before printing on real labels:

Print a test page on regular paper.
Hold it over your blank label sheet and check alignment.
Adjust font size or line spacing if needed.

Step 7: Print Your Labels

When ready:

Go to Mailings > Finish & Merge > Print Documents.
Choose:
- All records
- Current record
- Specific range
Select your printer and make sure Page Scaling is set to Actual Size (not “Fit to Page”).

You're done! Labels should print with each row from Excel neatly inserted into a label cell.

Optional: Save or Export

Save the Word file for future edits (it keeps the Excel link).
Or choose Finish & Merge > Edit Individual Documents to create a static Word file with all labels.

Troubleshooting Tips

Issue	Fix
Labels not aligned	Check printer settings, use “Actual Size”
Data not showing in preview	Re-link the Excel file, check worksheet selection
Extra blank labels	Delete any blank rows in Excel
ZIP Codes missing leading zeros	Format ZIP column as Text in Excel

Final Tips

Always test with plain paper to avoid wasting labels.
Save your template for future mailings.
Use clear font styles (e.g., Arial, Calibri) for maximum legibility.

Conclusion

Merging Excel data into label templates is one of the fastest ways to create personalized, professional-looking labels for any bulk project—whether you’re sending wedding invitations or shipping packages.

With a few setup steps in Word and Excel, you’ll have accurate, aligned labels ready to print in minutes.

Template Downloads