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With Microsoft Excel you can create and print labels. Here we show you an example of how to prepare address labels for printing
Printing labels: Feeding Excel with label data
Before you start creating your labels, you first need a spreadsheet that has all the information you want to print on it.
- Open Microsoft Excel and create a new document.
- In the first row of the table, enter the headings for the individual columns. In the example, we name the fields First Name, Last Name, Street, House Number, and so on.
- Now enter the information of each record into your table line by line.
- Save the table and close Excel.
Prepare labels for Excel in Word
Now to create labels from the records in your Excel spreadsheet, use the mail merge function in Word.
- Open Word and select the “Mailings” tab.
- Click on “Labels” on the far left and then on the “Options” button in the subsequent “Envelopes and Labels” dialogue box.
- Select the manufacturer of your label sheets from the drop-down menu under “Label supplier” and the corresponding label number from the list below. You will find this information on the packaging of the blank labels and usually also on the back of the individual sheets. Confirm your selection by clicking on “OK”.
- Back in the “Envelopes and labels” dialogue box, now click on the “New document” button to create a document template with the selected label dimensions.
- In your new document, select the “Shipments” tab again, click on “Select Recipients” and in the drop-down menu on “Select Existing List” to open your Excel spreadsheet with the records.
- Then select the spreadsheet containing the relevant records from the list. Make sure that “First data row contains column headers” is checked and click “OK”.
- Click on the field “Insert merge field” and Word opens a list in which you can find your column headings from the table again. Add all the information you need with a double click and click on “Close”.
- Now arrange the inserted fields on the first label. In our example, we put a space between the first and last name and a paragraph before the postcode.
- Once you are satisfied with the result, click on the small icon for “Update labels” in the “Write and insert fields” area. Word will now apply the data fields to all labels on the page.
- You can check the individual labels again before printing by clicking on the “Preview results” button.
- Click on the “Finish and Merge” button and in the drop-down menu on “Print Documents”.
- Confirm in the dialogue by clicking on “OK” that you want to print all records.
- Insert the blank label sheets into your printer and click on “OK”.
