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How To Create Mailing Labels in Word from an Excel List



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You may be using Microsoft Excel to properly organize a mailing list. However, if you are ready to print address labels, you must use the form letters to create them in Word from your Excel list. Here's how it works:

Step 1
: Prepare the mailing list

If you have already created a mailing list in Excel, you can safely skip this test. If you have not yet created the list, even though Excel does not have the mailing label feature, we strongly recommend that you use Excel, as this is better for organizing and managing data than using a Word spreadsheet.

The first thing you need to do Create a column header for the data that goes into each column. Place these headings in the first row of each column.

Which headings you include depends on what information you want to use in the address labels. Titles are always nice, but it's important to know what title a person wears before creating the labels. If your list refers to companies rather than individuals, you can omit the headings "First Name" and "Last Name" and choose "Company Name" instead. To illustrate the steps correctly, we will use a personal mailing list in this example. Our list will include the following headers:

  • First Name
  • Last Name
  • Street
  • City
  • State
  • Postal Code

This is the default information that you will find about sending labels. You can even paste pictures into the address labels if you want, but this step would later be done in Word.

RELATED: Creating and Printing Labels in Word

When you have created the headers, enter the data. When you're done, your list should look something like this:

 Mailing List in Excel

Save your list and go to Microsoft Word.

Step two: Set up labels in Word

Open a blank Word document. Then go to the "Mailings" tab and select "Start Mail Merge".

 Start Mail Merge

Select Labels from the drop-down menu that appears.

 Select labels from the menu

The Label Options window is displayed. Here you can select your brand and product number. When you're done, click "OK."

 Label Options

Your label contours are now displayed in Word.

 Label Contours

Note: If your label outlines are not displayed, go to Design> Borders and select "Show Gridlines."

Step 3: Connect Your Worksheet to the Word Labels

Before you transfer the data from Excel to your captions in Word, you must connect the two. On the Mailings tab in the Word document, choose Select Recipient.

 Select receiver "width =" 216 "height =" 157 "src =" /pagespeed_static/1.JiBnMqyl6S.gif "onload =" pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon (this); "onerror =" this.onerror = null; pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon (this);

A drop-down menu appears. Select "Use existing list".

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Windows File Explorer appears. Use it to find and select your mailing list file. With the file selected, click Open.

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The Select Table window appears. If there are multiple worksheets in your workbook, they will appear here. Select the one containing your list. Activate the option "First data line contains column headings", if you have not already done so, and click "OK".

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Step Four: Add Series Fields to Labels

Now is the time to insert your series fields into Word's labels, select the first label, go to the Mailings tab, and click " Address Block ".

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In the publication Click on the "Match Fields" button.

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The Match Fields window appears. In the Required by Address Block group, make sure each setting matches the column in your workbook. For example, "first name" should match "first name" and so on. When you have confirmed that everything is set correctly, click "OK".

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Return to the Insert Address Block window Make sure everything looks good and click OK.

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[> will now appear in your first label.

 Address block on the first label

Go back to the "Mailings" tab, and then click "Update labels."

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After selection, <> should appear in each label.

 Address block in each label

Now you can perform the mail merge. [19659019] Step Five: Perform the Mail Merge

Now you see the magic. On the Mailings tab, click Finish & Merge.

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Select "Edit". 19659005]  Edit individual documents "width =" 204 "height =" 75 "src =" /pagespeed_static/1.JiBnMqyl6S.gif "onload =" pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon (this); "onerror =" this.onor; "= null; pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon (this);

The Merge to New Document window appears, select" All "and click" OK. "

 In embed new document "width =" 254 "height =" 170 "src =" /pagespeed_static/1.JiBnMqyl6S.gif "onload =" pagespeed.lazyLoadImages .loadIfVisibleAndMaybeBeacon (this); "onerror =" this.onerror = null; pagespeed. lazyLoadImages.loadIfVisibleAndMaybeBeacon (this);

Your list from Excel will now be linked to the labels in Word.

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Now all you have to do is print your labels and your E Send Mail!


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