How to Print Sequential Labels Using Excel and Word
Written by: BernauLena
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Time to read 3 min
Warehouse management, production numbering, product labeling, asset tracking, and laboratory samples—these are just a few of the many scenarios where sequential labels are essential. But how do you print sequence labels efficiently? Printing them one by one would be incredibly time-consuming.
Some companies have developed specialized barcode software, such as BarTender, to handle batch printing of serial labels. While these tools are powerful, many require a paid license.
So, is there a free way to do it? Yes! Today, we’ll show you a completely free method using just Microsoft Word and Excel. It’s incredibly easy—just follow our step-by-step guide.
In the first column, enter your sequential numbers (e.g., A001, A002, A003, etc.).
l If needed, add a second column for additional information (like location or SKU).
l Save the Excel file in a well-organized folder for easy access later.
Tip: Use column headers like Label1, Label2 to make merge fields easier to manage in Word.
Step 2: Set Up Your Labels in Word
Open a new Word document.
Navigate to the Mailings tab on the toolbar.
Click Start Mail Merge > Labels.
Step 3: Edit Label Information
In the Label Options dialog:
Under Printer Information, select Continuous-feed printer if you’re using roll labels. Choose Page Printers if using sheet labels.
Under Label vendor, select the appropriate supplier or choose Custom.
Click Details to enter your label size information manually:
l Label Name: Give your custom label a clear, memorable name.
l Margins: Set top, side, vertical and horizontal pitch according to your actual label layout.
l Label Width & Height: Enter exact dimensions of each label.
Once complete, click OK.
Step 4: Connect the Excel File to Word
Click Select Recipients > Use an Existing List.
Locate and open the Excel file you saved earlier.
Choose the worksheet containing your label data.
Step 5: Insert Merge Fields
Click Insert Merge Field on the toolbar.
Choose the fields (e.g., Label1, Label2) you want to print on the label.
Position the fields and format the label:
l Change font style, size, and color to match your warehouse’s needs.
l Add line breaks or spacing if required.
Step 6: Apply Formatting to All Labels
Click Update Labels to copy your layout to all labels on the page.
Review the first page to ensure everything is aligned and styled correctly.
Step 7: Complete the Merge
Click Finish & Merge > Edit Individual Documents.
In the dialog box, select All records and click OK.
A new document with all merged labels will open.
Step 8: Print the Labels
Click File > Print.
Connect your computer to the label printer and make sure settings match your label type.
If this is your first time or you're printing in bulk, do a test print on plain paper to confirm alignment.
Reminder: Always double-check alignment and formatting to avoid wasted labels.
Conclusion
Using Microsoft Excel and Word together gives warehouse managers and logistics teams a low-cost, flexible solution for printing custom serialized labels. Whether you're labeling racks, bins, or pallets, this method ensures accuracy and consistency—without needing specialized software.
If you frequently generate similar labels, consider saving your Word template for future use. You’ll only need to update the Excel sheet for new sequences.
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