How to print address labels from Word, Excel, Google Sheets

Written by: Kelly Chen

August 19, 2024

Time to read 8 min

Printing address labels isn't just a mundane task; it's an opportunity to professionalize your mail and save invaluable time. For small business owners and home office warriors, the crisp appearance of a properly printed label not only streamlines your mailing process but also casts a polished, reputable image for your brand. From crafting that perfect first impression to expediting bulk mailings, mastering the art of label printing is essential. Using accessible tools like Microsoft Word and Excel, or Google Sheets, this guide is tailored to facilitate a straightforward process for creating and printing your address labels, ensuring your mailings are as efficient as they are impressive.

Table of Content

A. 6 Steps to Print Address Labels from Microsoft Excel

For this guide, we are assuming you're using Microsoft Excel and Word to print on pre-cut Avery compatibe address labels (such as Avery 5160, 5161, or 5167).

Step 1.Preparing Your Excel Spreadsheet

Open your Excel spreadsheet that contains the addresses.
Ensure the addresses are well-organized and each piece of information (like name, street address, city, etc.) is in a separate column.
Save your Excel document if you've made any changes.

Add or Upload Printable Image to Your Canvas

Step 2.Setting Up MS Word for the Mail Merge

Open Microsoft Word.
Go to the "Mailings" tab on the ribbon.
Click "Start Mail Merge" and then choose the "Labels" option.
In the "Label Options" dialog, find the Avery code that matches your labels. For example, select "Avery US Letter" from the list and choose "5160" if you're using that type.
If your label dimensions are not listed, click "New Label" and input your label's specs.

Step 3.Linking Excel Data to Word

In the "Start Mail Merge" group, click on "Select Labels."

2. Choose "Use an Existing List…" and then locate and open your Excel file. You might be prompted to select the specific worksheet containing your addresses; do so if needed.

3. Your Excel spreadsheet is now connected to your Word document.

Step 4.Inserting Address Fields on Your Labels

In Word, on the first label template, click "Insert Merge Field.
"Select the fields from your Excel spreadsheet in the order you want them to appear on your labels.

3. Adjust the formatting as needed (font size, bold, etc.) since this template will apply to all your labels.

Step 5.Previewing and Printing Your Labels

To see how your labels will look, click "Preview Results" in the Mailings tab.
Make any necessary adjustments if things don't look quite right.
Once you're satisfied with your preview, click "Finish & Merge" and select "Print Documents…" to proceed.
In the Print dialog box, choose your printer. Make sure it's set to print on labels and the proper settings for your inkjet or laser printer are selected.
Select the range of addresses to print—whether you're printing the entire batch or only a certain page.
Load your sheets of Avery labels into the printer as directed by the printer manufacturer. It's usually recommended to use the manual feed tray for label sheets.
Click "Print" to start printing your labels.

Step 6.Final Steps

Once printed, carefully remove the labels from the sheet.
Affix them to your envelopes or packages, ensuring they are straight and firmly attached.

By following these steps, you can quickly and effectively produce high-quality address labels using Avery standard templates from your Excel data on a Windows 10 system.

B. Hack for How to Print Address Labels from Microsoft Excel

What You Will Need:

Microsoft Word (the presented steps are generally applicable to recent versions).
Printer with sufficient ink/toner.
Blank label sheets compatible with your printer.
Sender’s name and return address.
Recipient’s name and address.
Company logo file (optional).

Open Microsoft Word: Start by launching Microsoft Word on your computer
Access Mailings Tab: Once you have Word open, locate the `Mailings` tab on the ribbon menu at the top of the screen

3. Start the Mail Merge: Click on `Start Mail Merge` and from the dropdown menu select `Labels`. This action will bring up the `Label Options` dialogue box.

4. Set Label Options: In the `Label Options` dialog, choose the brand and type of the label sheets you are using. Make sure you select the product number that matches the number on your box of label sheets. Confirm that the printer information is correct, typically either a page printer or continuous feed.

5. Create New Document: Once you have selected the correct label layout, click on `New Document`. Word will create a new document that displays a table that mimics the layout of your labels.

6. Insert Label Content: In the first cell of the new document's table, input the sender's name and return address at the top. If you want to include a company logo, you can insert it above or beside the sender’s details.

7. Insert Recipient’s Details: Below the sender's information, type out the recipient's name and full address.

8. Complete the Mail Merge: Head back to the `Mailings` tab and select `Finish & Merge`.

9. Print Documents: Choose `Print Documents` from the dropdown menu. A dialogue box will appear, allowing you to select which records to print—if you're printing multiple labels, ensure you've set up your document accordingly. For a single label, you can choose ‘Current record.

10. Review and Print: Before sending your labels to the printer, it's advisable to check the print preview to confirm that everything looks good and is properly aligned.

11. Load Labels and Print: Prepare your printer by loading your sheets of labels according to the manufacturer's instructions, often face down in the paper tray. Once loaded, proceed to print your labels by clicking on the `Print` button.

Tips for Success:

For a sheet of identical labels, set up the first label and then use the 'Update Labels' button in the Mailings tab to replicate the design across the entire sheet.
Always run a test print on a regular piece of paper to ensure proper alignment before printing on label sheets.If alignment issues occur, make adjustments in Word or with your printer settings (such as choosing a different paper type or adjusting the tray).
Save your label file for future use, especially if you'll be sending to the same recipients or using the same return address.

Remember, different versions of Microsoft Word might have a slightly different interface but should follow a similar process.

C. Step-by-step Guide to Print Address Labels in Google Sheets

Step 1: Prepare Your Data

Before you begin printing, ensure that your mailing list data is organized correctly in Google Sheets. This typically includes fields such as:
Name

Address Line 1
Address Line 2
City
State/Province
Postal Code
Country

Each entry should be placed in its own cell, under the appropriate column heading.

Step 2: Install a Google Sheets Add-on for Printing Labels

To print labels directly from Google Sheets, you will need to use an add-on that's designed for creating and printing labels. Here are the steps to install an add-on:

Go to the 'Add-ons' menu in your Google Sheets.
Select 'Get add-ons'.
Search for 'labels' and browse through the options available.
Choose an add-on that suits your needs, click on it, and then click the '+ Free' button to install.
Follow the prompts to grant the necessary permissions for the add-on.

Step 3: Configure Your Labels in the Add-on

Step 4: Preview Your Labels

Before printing, most add-ons provide a way to preview your labels. Use this feature to make sure everything appears correct and is formatting properly.

Preview each label to confirm the alignment and layout.
Ensure all text is within the confines of the label edges and is readable.
If any adjustments are required, go back and tweak your settings accordingly.

Step 5: Print Your Labels

Once you are satisfied with the preview:
Insert the blank label sheets into your printer according to the printer's specifications.
Navigate to the print function within the add-on.
Select your printer and adjust any print settings if necessary.
Print a test page (if possible) to ensure that the labels print correctly on the sheet.
If the test page comes out well, begin printing your complete set of address labels.
Remember to save your workspace within the add-on if you plan to print more labels in the future or need to reprint certain labels.

Conclusion

As our guide comes to a close, it's clear that the tools at our disposal for printing address labels – Microsoft Excel, Word, and Google Sheets – stand to greatly simplify and enhance our labeling tasks.
These platforms are not just powerful and efficient; they are crafted with the user in mind, ensuring that anyone can take on their labeling projects with confidence.

If you want to buy thermal labels or sticker paper, you can check out more on our store

Visit our store

Products Featured In This Blog

Learn More Faqs about How to Print Address Labels

What is the most cost effective way to print labels?

The most cost-effective way to print labels, considering that durability against water, heat, or chemicals is not required, is to use a direct thermal printer. Direct thermal printing does not require ink, toner, or ribbons, which lowers the ongoing supply costs. It's ideal for applications where labels are used for short durations such as shipping labels, receipts, or name tags.

Can I use my regular printer to print shipping labels?

Yes, a normal home or office printer, whether it's an inkjet or laser printer, can print on sticker paper.

Is there an address label template in Word?

Yes, there is an address label template in Word for Avery 5160 address labels.
1. Open Microsoft Word on your computer.

2. Click on the 'Mailings' tab on the ribbon.

3. Choose 'Labels' from the toolbar.

4. In the Envelopes and Labels window, click on 'Options'.

5. Under the Label Vendors dropdown, select 'Avery US Letter'.

6. Scroll through the Product Number list and select '5160'.

Can you print address labels directly from Excel?

Yes, you can print address labels directly from Excel. Here's how:
1. Open your Excel document containing the addresses.

2.Select the data you want for labels, including headers.

3. Go to "Mailings" tab, click "Start Mail Merge" > "Labels".

4. Choose your label type in "Label Options" and click "OK".

5. Use "Insert Merge Field" to place Excel data on labels.

6. Preview your labels to ensure correct layout.

7. For printing, click "Finish & Merge" > "Print Documents".

8. In the "Merge to Printer" box, adjust settings and click "OK" to print.

Remember to have your label sheets correctly loaded into your printer!