Create and print mailing labels for an address list in Excel

If you want to send a mass mailing to an address list that you maintain in a Microsoft Excel spreadsheet, you can use a Microsoft Word mail merge. The mail merge process creates a sheet of mailing labels that you can print, and each label on the sheet contains an address from the list.

To create and print the mailing labels, you must first prepare the worksheet data in Excel, and then use Word to configure, organize, review, and print the mailing labels.

Here are some tips to prepare your data for a mail merge. Make sure:

  • Column names in your spreadsheet match the field names you want to insert in your labels.

  • All data to be merged is present in the first sheet of your spreadsheet.

  • Postal code data is correctly formatted in the spreadsheet so that Word can properly read the values.

  • The Excel spreadsheet to be used in the mail merge is stored on your local machine.

  • Changes or additions to your spreadsheet are completed before it's connected to your mail merge document in Word.

Note: You can import information from your Excel spreadsheet by importing information from a comma-separated value (.csv) or a text (.txt) file and use the Text Import Wizard to build a new spreadsheet.
For more information, see Prepare your Excel data source for a Word mail merge.

When the spreadsheet is ready, store it on your computer. Then open Word, and follow the steps to Print labels for your mailing list

Need more help?

Expand your skills
Explore Training
Get new features first
Join Microsoft Insiders

Was this information helpful?

What affected your experience?

Thank you for your feedback!