How to create labels in Word from Excel spreadsheets

If you’re looking to create and print labels of any kind, look no further than Microsoft Word and Excel. You can store your label data in Excel and then fetch it in Word to save or print your labels.

In this tutorial, you’ll learn how to create a Word-compatible Excel spreadsheet of labels, configure your labels, and save or print them.

1. Enter data for your labels in an Excel spreadsheet

The first step is to create an Excel spreadsheet with your label data. You will assign an appropriate title to each data field so that you can retrieve the headings in Word.

For the following example, we will create a spreadsheet with the following fields:

  • Surname
  • Surname
  • Street address
  • City
  • State
  • Postal code

To start creating your Excel spreadsheet:

  1. Launch Microsoft Excel on your Windows or Mac computer and create a new spreadsheet.
  2. On the Excel spreadsheet screen, select the first cell in the first row and type Surname.
  1. Select the first cell in REMOVE column and type Surname. Similarly, add Street address, City, Stateand Postal code arrive OLD, EASY, Eand F the first rows of the column, respectively.
  2. Now add data below each header you just created. Your spreadsheet should look like this:
  1. When you’re done adding data, save your spreadsheet by selecting File at top.
  2. Option Save in the left sidebar.
  3. Option Browse in the right pane.
  1. Choose a folder to save your workbook, enter a name for your workbook in Filename field and choose Save at the bottom of the window.
  1. Close the Excel window.

Your Excel spreadsheet is now ready.

2. Configure Labels in Word

The second step is configure the dimensions your labels in Word. There are several predefined label layouts you can choose from. You can even create your own labels with custom sizes, if you want.

  1. Launch Microsoft Word on your Windows or Mac computer and start a new blank document.
  2. On the document editing screen, select Correspondence from the top toolbar.
  3. inside Correspondence tab, select Start mail merge and then select Labels from the menu.
  1. In the window that opens, select a label supplier from Label supplier drop-down menu. Then choose a type of label from Product number list, Finally, select ALRIGHT.
  1. If you want to create a custom label, select New label and specify your label size on the following window.
  1. Your label layout is now configured and keeps this document open in Word.

3. Insert Excel data into Word documents

Now that your labels are configured, enter the data you have saved in your Excel spreadsheet into your Word document. You don’t need to open Excel to do this.

To begin:

  1. While your Word document is still open, select Correspondence at top.
  2. inside Correspondence tab, select Choose a recipient and choose Use an existing list. You are telling Word that you want to use a predefined list for your labels.
  1. inside Data management program window opens, navigate to the folder containing the Excel spreadsheet you created above. Double-click the spreadsheet to import it into your Word document.
  1. Word will open a Select table Windows. Here, select the sheet that contains the label data.
  2. Tick ‚Äč‚Äčtick The first row of data contains column headers options and choose ALRIGHT.

4. Add labels from Excel to Word documents

You will now specify the fields you want to use in your labels.

To do that:

  1. Make sure you stay on the label document in Word.
  2. Choose Correspondence at the top, and then from Write & Insert Field choose part Address block right to buy.
  1. Above Insert address block window opens, select Suitable field button.
  1. Word opens a Suitable field Windows. Here, make sure that each field in Required for Address Blocks match the appropriate field in your spreadsheet. For example, address 1 should be set to use Street address from your spreadsheet, etc
  1. Option ALRIGHT to close the window.
  2. Come back Insert address block window, you can see a preview of your label. Make sure this preview represents the actual labels you want to create. Then choose ALRIGHT at the bottom of the window.
  1. In your Word document, you’ll notice the first label now has content <>.
  2. Choose Correspondence at the top and then select Update label.
  1. All labels in your document will now say <>.

5. Create labels from Excel in Word documents

Word now has all the data needed to create your label. You will now finish the process and Word will display the actual data for each label:

  1. inside Correspondence of Word, select End & Merge options and choose Edit individual documents from the menu.
  1. In the window that opens, select All of and choose ALRIGHT.
  1. Your Word document should now display all your labels with their individual data.

You can now save this label document, create a PDF from it, or physically print the document (label).

6. Save Word labels created from Excel as PDF

You don’t have to use a third-party tool to save your Word label document as a PDF:

  1. Choose File at the top of the Word window.
  2. From the left sidebar, select Save as.
  3. Choose Browse on the right pane.
  1. Choose a folder to save your PDF file, enter a name for your PDF file in Filename field, select PDF are from Save styles, templates drop-down menu and select Save.

7. Print Word labels created from Excel

You can print your labels directly from Word. Make sure your printer is connected to your computer when you print:

  1. Choose File at the top of the Word window.
  2. Option Print in the left sidebar.
  1. Choose a printer from Printer menu on the right pane, then select Print at top.

And you are ready.

As you can see above, Word and Excel help you create nearly all types of labels on your Windows and Mac computers. If this helped you create the type of labels in Excel you want, let us know in the comments below.

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