Is There A Way To Convert An Excel Spreadsheet Into A Label Template On A Word Document

Create and Impress Labels in Microsoft Word Using Mail Merge and an Excel List (Generate Bulk Address or Mailing Labels)

by Avantix Learning Team | Updated Jan 9, 2021

Applies to: Microsoft^® Give-and-take^® 2013, 2016, 2019 and 365 (Windows)

You tin create labels in Microsoft Word by running a mail merge and using data in Excel. This is typically used to generate and impress bulk mailing labels for names and addresses of clients or other contacts. Y'all'll demand to create a principal document for the labels in Word and then connect to a data set or listing in an Excel worksheet (although you tin can use other data sources). When you lot run the mail merge, you can create a new merged file with a label for each contact or merge directly to a printer.

Typically, labels are purchased in sheets that you identify in the tray or document feeder of your printer and a product code is printed on the label packaging. Accost labels are often called mailing labels or shipping labels.

Recommended commodity: How to Apply Mail Merge in Word for Form Letters

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Understanding the label mail merge process in Word

There are 8 steps in the Word mail merge process for mailing or address labels:

1. In Give-and-take, start the merge and specify the primary document for labels. Yous'll exist prompted to specify the blazon and / or size of labels you want to generate.
2. Select the Excel source workbook containing the data set with names and addresses. Microsoft refers to a information set up or database as a list. You would create the Excel source file before you begin the mail merge process.
3. In Word, insert fields into the first prison cell of the table (which would exist the first label). This table is created automatically by Word.
4. Update or propagate the other labels on the sheet.
5. Format the main label document (such as changing font and size).
6. Select specific recipients or filter the recipient list (optional).
7. Preview the merged labels (optional).
8. Run the postal service merge.

During the mail merge process, fields are inserted into the main document and appear in carets (such every bit <<Firstname>>). By default, when you click in a field, it is displayed with grey shading. When y'all run the merge, the fields are replaced by data from the source Excel file.

In this commodity, we'll be using the Mailings tab in the Ribbon to set up and run a mail merge (not the Mail Merge Wizard).

Pace 1: Start the merge and specify the main document every bit labels

The first stride is to start the merge using Get-go Mail Merge on the Mailings tab in the Ribbon:

To start the merge and specify the main document for labels:

1. Create a new blank Word document.
2. Click the Mailings tab in the Ribbon and then click Start Postal service Merge in the Kickoff Mail Merge group.
3. From the drop-downwards menu, select Labels. A dialog box appears.
4. Select the product type and then the label code (which is printed on the label packaging). Y'all may likewise select New Characterization and then enter a custom proper noun and size.
5. Click OK. Word creates a tabular array in the main document. Next Record appears in each characterization prison cell to prompt Give-and-take to move to the next record in the information source.
6. If table gridlines are not displayed, click in the table and click the Tabular array Tools Layout tab or Tabular array Layout tab (on the right side of the Ribbon) and click View Gridlines in the Table Group.

In the following example, Avery US letter of the alphabet was selected as the Label vendor with Avery 5163 address or shipping labels:

Step 2: Select the source Excel file containing the information set

The next step is to connect to an Excel source file containing a list of names and addresses using Select Recipients. In the Excel worksheet, the first row must contain field names such as FirstName, LastName, Visitor, Address and and then on. At that place should be no bare rows in the information set up.

Select Recipients appears on the Mailings tab in the Ribbon in the Kickoff Mail Merge group as follows:

In the post-obit Excel worksheet, note that the field names are in the start row of the sheet being used a source:

To select a Microsoft Excel source file containing a worksheet with names and addresses for the labels:

1. In the main Word document, click the Mailings tab in the Ribbon and and so click Select Recipients in the Starting time Post Merge grouping. A dialog box appears.
2. Click Utilize an Existing List from the drop-downwardly menu. A dialog box appears.
3. Navigate to the Excel file containing the names and addresses you want to use every bit the source.
4. Double-click the Excel file. A dialog box appears.
5. Ensure Get-go row of data contains column headers is checked.
6. Click the Excel worksheet containing the data you wish to use.
7. Click OK.

The following dialog box appears when yous select an Excel file as the source for a merge:

Stride 3: Insert fields from the source file in the chief certificate in Word

In one case yous have connected to a source file, yous can insert fields into the principal document (which contains a tabular array for the labels). You have the selection of using a special Word field called Accost Block or inserting individual fields.

Address Block appears every bit follows in the Ribbon:

To insert the Address Block field:

1. Click in the starting time cell of the table in the main certificate where you lot want to insert the recipient name and address.
2. Click the Mailings tab in the Ribbon and select Accost Cake in the Write & Insert Fields grouping. A dialog box appears. Word volition display an address based on the source data.
3. In the samples on the left, select the address sample you adopt.
4. Cheque or uncheck other options if necessary.
5. Click OK. Word inserts an Address Block field into the main document.

In the Address Cake dialog box, select a sample address in the area on the left:

To insert fields individually:

1. Click in the first jail cell of the tabular array in the main document where you want to insert the recipient name and address.
2. Click the Mailings tab in the Ribbon and select Insert Merge Field in the Write & Insert Fields grouping.
3. From the drib-downwards bill of fare, select the field you want to insert.
4. Printing the spacebar, type text or press Enter if necessary.
5. Repeat for other fields you want to insert.

Pace iv: Update the labels

To populate all of the labels in the table:

1. Click in the tabular array in the main document.
2. Click the Mailings tab in the Ribbon and and so select Update Labels or Propogate Labels in the Write & Insert group. Word volition insert the fields in all characterization cells and include <<Next Record>> to go to the next record in the source data.

Pace five: Format the labels

You may need to apply formatting to the labels such as changing the font and size, changing alignment, and adjusting paragraph spacing.

Below is a sample main document for accost labels (Avery US Letter 5163 shipping labels):

Step 6: Select specific recipients or filter the recipient list (optional)

You have the option of choosing specific recipients or filtering the recipient list if you don't desire to create labels for all contacts in the data source.

To choose specific contacts:

1. In the the master document in Word, click the Mailings tab in the Ribbon and so click Edit Recipient List in the Start Mail Merge group. A dialog box appears.
2. Uncheck the bank check boxes beside the recipients y'all do not wish to include in the postal service merge.
3. Click OK.

To filter the source list:

1. In the the main document in Discussion, click the Mailings tab in the Ribbon so click Edit Recipient List in the Kickoff Mail Merge group. A dialog box appears.
2. Click Filter. A dialog box appears.
3. Select / enter the desired filtering options.
4. Click OK.

For case, beneath is a filter to display records from Toronto:

To remove the filter, repeat the process, but click Articulate All in the Filter and Sort dialog box.

Stride 7: Preview the results (optional)

Before y'all run the mail merge, to preview the results:

1. In the the primary document in Discussion, click the Mailings tab in the Ribbon and then click Preview Results in the Preview Results grouping.
2. Click the arrows in the Preview Results group to go to the next or previous page.
3. Click Preview Results to view the fields again.

Step eight: Run the mail merge to create a new file or print the labels

The concluding footstep is to run the merge. You tin can either create a new merged document or merge directly to a printer.

To run the mail merge and create a new merged label document:

1. In the the master certificate in Give-and-take, click the Mailings tab in the Ribbon and then click Finish & Merge in the Finish group. A drop-down menu appears.
2. Click Edit Individual Documents. A dialog box appears.
3. Click Current Record or enter a selected range if necessary.
4. Click OK. Discussion creates a new merged certificate that you lot can edit, impress and relieve.

The following dialog box appears when you select Edit individual documents:

To run the postal service merge and impress the merged file:

1. In the the main document in Give-and-take, click the Mailings tab in the Ribbon and so click Terminate & Merge in the Stop grouping. A drop-down bill of fare appears.
2. Select Print Documents. A dialog box appears.
3. Click Current Tape or enter a selected range if necessary.
4. Click OK. A dialog box appears.
5. Select the desired printer and other printer options.
6. Click OK.

The following dialog box appears when you select Print Documents:

Yous will typically desire to save the primary certificate and the source file. If you salvage the merged file, you will have a tape of the labels that were created.

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Is There A Way To Convert An Excel Spreadsheet Into A Label Template On A Word Document,

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