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Printing Labels from Excel

Copper Contributor

Have created a data base of names and addresses in Excel.  How do I print an address label from this Excel spreadsheet?

 

6 Replies

@Richard1943 

To print address labels directly from an Excel spreadsheet, you can use the "Labels" feature within Excel itself.

Here's a step-by-step guide:

  1. Open your Excel spreadsheet that contains the names and addresses.
  2. Select and highlight the range of cells that contain the names and addresses. Make sure to include column headers if you have them.
  3. In the Excel menu, go to the "Mailings" tab (this tab may be labeled differently depending on your Excel version).
  4. Look for the "Create" or "Labels" group and click on the "Labels" button. This will open the "Envelopes and Labels" dialog box.
  5. In the "Envelopes and Labels" dialog box, click on the "Options" button. This will open the "Label Options" dialog box.
  6. In the "Label Options" dialog box, select the label brand and product number that matches the labels you want to use. If your label brand and product number are not listed, you can click on the "New Label" button and enter the label dimensions manually. Once you've selected or created the appropriate label, click on the "OK" button to close the "Label Options" dialog box.
  7. Back in the "Envelopes and Labels" dialog box, you should see a preview of the label layout. If necessary, adjust the options and settings to ensure the addresses fit properly on the labels.
  8. Click on the "Print" button to send the labels to your printer. If you have multiple sheets of labels, make sure to load the correct label sheet into your printer.

 

By following these steps, you can print address labels directly from your Excel spreadsheet using the built-in "Labels" feature.

best response confirmed by NikolinoDE (Gold Contributor)
Solution

@Richard1943 

 

An alternative to the method described by @NikolinoDE is to use your Excel file as the source document for MailMerge in Microsoft Word.

@NikolinoDE 

Received your instructions on Printing Labels from Excel.  However, I have tried for the past hour to find anything, tab or otherwise, for Mailings or anything close to this and have found nothing.  Nor can I find anything which says "Labels" or "Create". 

Am using Microsoft 365 ... says it's "Version 2304, 

Any thoughts?

Thanks

@Richard1943 

In Microsoft Excel 365 Version 2304, there is no built-in "Labels" feature to directly create.

 As Mr. mathetes recommended to you (which I can only agree with thanks for his video tip), I also recommend it. Either follow the video instructions in the link from Mr. mathetes message, or follow these step-by-step guide:

  1. Open a new blank document in Microsoft Word.
  2. Go to the "Mailings" tab in the ribbon at the top of the Word window.
  3. Click on the "Start Mail Merge" button and select "Labels" from the dropdown menu.
  4. In the Label Options dialog box, choose the label brand and product number that matches your label sheets. If you're unsure, you can usually find this information on the label packaging. Click "OK" to continue.
  5. The blank label template will appear on the Word document.
  6. In the "Mailings" tab, click on the "Select Recipients" button and choose "Use an Existing List."
  7. In the "Select Data Source" dialog box, navigate to and select your Excel spreadsheet containing the names and addresses. Click "Open" to import the data.
  8. The "Insert Merge Field" button in the "Mailings" tab allows you to insert specific fields from your Excel spreadsheet into the label. Click on it, and then choose the fields (such as name, address, city, etc.) you want to include on the label.
  9. Customize the appearance of the label by adding additional text or formatting if desired.
  10. Preview the labels by clicking on the "Preview Results" button in the "Mailings" tab. You can navigate through the records to ensure the labels are displaying correctly.
  11. When you're ready to print, go to the "Finish" tab in the "Mailings" tab. Click on the "Finish & Merge" button and choose "Print Documents."
  12. In the "Merge to Printer" dialog box, you can specify the range of labels to print. Verify the printer settings and click "OK" to start the printing process.

By following these steps, you should be able to print address labels from your Excel spreadsheet using Microsoft 365 and Word's Mail Merge feature.

Thank you very much for taking the time to respond and provide guidance. I did go to the videos .. both to create labels and to do a letter inserting data. And followed your instructions also just to see if I could do it ... THANKS.
Really, really helpful for those of us who don't do this sort of thing on a daily basis to have knowledgeable individuals who are willing to take the time to give us guidance.

@Richard1943 

I am pleased that the video link from Mr. mathetes and the instructions have helped.

I wish you continued success with MS Office!