Make Mailing Labels (Word+Excel)

You can make mailing labels from an Excel spreadsheet by using Mail Merge in Microsoft Word. This works on Windows and Mac with the Word desktop app and is the standard, supported way to create address labels from Excel.

Create mailing labels from an Excel spreadsheet (Word for Windows or Mac)

This process connects your Excel list to Word and lays it out on label sheets automatically.

Step 1: Prepare your Excel spreadsheet

Make sure your Excel file is ready before you start:

  • Each column has a clear header (for example: FirstName, LastName, Address, City, State, ZIP).
  • All data is on the first worksheet.
  • ZIP/postal codes are formatted as Text so leading zeros are not lost.
  • Save the file locally on your computer.

This preparation is required for Word to read the data correctly during mail merge [Create and…t in Excel], [Mail merge…preadsheet]

Step 2: Start a label mail merge in Word

  1. Open Microsoft Word.
  2. Go to the Mailings tab.
  3. Select Start Mail Merge → Labels.
  4. Choose your Label vendor (for example, Avery) and Product number (found on the label package).
  5. Select OK.

This sets up the label layout to match your physical label sheets [Print labe…iling list]

Step 3: Connect Word to your Excel spreadsheet

  1. On the Mailings tab, select Select Recipients → Use an Existing List.
  2. Browse to your Excel file and open it.
  3. Choose the worksheet that contains your addresses.
  4. Select OK.

Word is now connected to your Excel data source [Print labe…iling list]

Step 4: Add address information to the labels

  1. Click inside the first label.
  2. On the Mailings tab, select Address Block (or Insert Merge Field to add fields manually).
  3. Select OK.
  4. Choose Update Labels to copy the layout to all labels on the page.

This ensures every label pulls a different address from Excel [Insert mai…rge fields], [Print labe…iling list]

Step 5: Preview and print

  1. Select Preview Results to review the addresses.
  2. Make any spacing or formatting adjustments if needed.
  3. Select Finish & Merge → Print Documents.

Your labels are now ready to print [Print labe…iling list]

Tip

Always print one test page on plain paper before loading label sheets to confirm alignment [Create and…int labels]

If you want, tell me:

  • Which version you’re using (Word for Windows, Mac, or Web), or
  • What label brand and number you have (for example, Avery 5160)

I can tailor the steps exactly to your setup.