How to Print Labels from Excel (with Word mail merge)

Excel holds the addresses; Word prints the labels. The link between them is called mail merge. Ten minutes the first time, two minutes after.

Step 1: the Excel sheet

• Row 1 = headings: Name, Address, City, PIN.
• One person per row, no blank rows, no merged cells.
• PIN codes formatted as Text so leading zeros stay.
• Save and close the file.

Step 2: start the labels in Word

1. Open Word. Mailings › Start Mail Merge › Labels.
2. Choose the label vendor and product number printed on your label box (e.g. Avery 5160, or A4 21-per-sheet). OK.

Step 3: connect the Excel file

1. Mailings › Select Recipients › Use an Existing List › pick your Excel file › choose the sheet › OK.

Step 4: lay out one label

1. Click in the first label. Mailings › Insert Merge Field › Name. Press Enter. Insert Address, Enter, City, space, PIN.
2. Mailings › Update Labels. Every label copies the layout.

Step 5: preview and print

1. Mailings › Preview Results. Use the arrows to check a few.
2. Finish & Merge › Print Documents › All › OK.

Check it worked

Print page 1 on plain paper first. Hold it over a label sheet against the light — text must sit inside each label.

Common mistakes

PIN lost its zero — format the column as Text in Excel, save, reconnect.

Only the first label filled — you skipped Update Labels.

Wrong people — Mailings › Edit Recipient List to untick rows.