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How to Print Labels from Excel: Ultimate Guide

There are times where you will want to print from any number of applications on your computer. This includes Microsoft Excel. The software allows you to not only create spreadsheets but also labels. If you have several labels you need to produce, whether for mailing or for personal identification, you will want to generate the labels in Excel and then go about printing the information. Here is what you need to know regarding how to print labels from Excel. 

Prepare the Worksheet and Enter the Data

Before you can begin with looking at how to print labels from Excel, you need to properly create your worksheet, format it and then set up the data to be used within Microsoft Excel. This example will focus on producing mailing labels for print (which you can print on sticky paper, so it is easy to remove the label and slap it onto an envelope or mailing box), although you can use the steps for generating any kind of labels for printing.

Creating the Labels In Excel

Open up Microsoft Excel. You don’t need to adjust the number of columns or rows you’re working in, so just dive right into the entering of information. You will want to type in the first cell of each column the basic information you will need for the label.

In the case of a mailing label, the first column should be the person’s “Title” (as in Mr, Ms., Dr., and so on). The second column should be their first name, the third column should be their last. The fourth column should be street address, followed by city, state, and ZIP code.

If you’re making something other than a mailing label, you need to break down the information into individual columns. Perhaps you’re printing off ID labels for use by individuals at a conference. You can still use the first and last name columns, only now add in their business title, company they work for, and so on.

Type In the Data

Now that you have the columns created you can go about entering in the data. Fill out all the information you have, making sure not to leave blank rows or columns. Once you have completed the process of entering all the information into your file, make sure to save it.

Formatting the File

You will need to connect to an Excel worksheet from Word to print your data. As this is likely the first time you have done this, you will need to enable a conversion format between the two Microsoft programs.

To do this, click the “File” button in the top left corner of the program window. From here, select “Options.” A new “Word Options” window will open up. In the display window, click “Advanced” along the left side of the screen, then choose “General.” This will bring up a new series of information. From the new listed material, check “Confirm File Format Conversion on Open,” then click “OK” to confirm everything. This will allow you to create the labels as you import the data.

Opening Word

Now that you are all set and ready to use Word to help aid you with the printing process, you’ll want to launch Microsoft Word and open a blank Word document (this should open automatically). Click on the “Mailings” tab, then select “Start Mail Merge” and follow up by clicking “Labels.”

Scroll through and select the brand you’d like in the “Label Vendors” box and select a product number. This will be displayed on the label package. You can also choose “New Label” if you’d like to enter in any custom label dimensions (if not, go by the size of the label you are interested in, which should be listed, unless you are specially crafting the label yourself and are not using a pre-made label size).

Connecting Labels to Word

Microsoft Word is now all set up to receive your information from Excel. The next step for how to print labels from Excel is to click on the “Mailings” tab and choose “Select Recipients” from the Mail Merge group. In the new pull-down menu select “Use an Existing List.”

Now, choose the Excel worksheet you created earlier and click “Open.” Now, select “OK” in order to confirm that you want to use this particular list. Click “OK” a second time when asked to select the table. In a moment, the Microsoft Word screen will generate new labels and say “Next Record.”

Connecting Mail Merge Fields

With everything connecting as it should, your next step for how to print labels from Excel is to connect mail merge fields. This way, the labels will appear correctly within Microsoft Word, allowing you to print the data.

In order to do this, you will need to select the first label listed on your Microsoft Word document and then click on “Mailings” from the top of the screen. Now choose “Write & Insert Fields” from the pull-down menu and finally click on “Address Block.”

A new set of options will appear on the screen. Choose “Insert Address Block” from the window and then click on “Match Fields.”

The window will now display what the labels will look like should you accept the input information. Look over the displayed information to make sure it is entered in properly (it should be, as long as you typed everything into Excel correctly). Scroll through the display window and, if any changes need to be made, click on the drop-down arrow next to the display and make the necessary edits.

Now, click “OK.” Click “OK” a second time to exit out of the dialog box and then click back on the “Mailing” tab, followed by “Write & Insert Fields,” and finally “Update Labels.”

Merge

With everything set, now all you need to do is merge the information from Excel into the document. Choose the “Mailing” tab, click “Finish” and then choose “Finish & Merge” from the list of options. From there, choose “Edit Individual Documents” to look over how all the printed labels will eventually appear in the document. If it looks as it should, choose “All” and then “OK.”

From here a brand new document will load on your screen. This imports all the labels from your Microsoft Excel worksheet. You can now make any necessary edits or adjustments to the information if need be.

Previewing and How to Print Labels From Excel

Everything has now been imported and your labels are ready to go. You are now at the final stages of the how to print labels from Excel instructions. You need to make sure everything looks good to print.

Click on the “File” tab in the program, then choose “Print Preview.” This will load a window and display exactly how the document will look after you print it. Go over everything to make sure it looks correct. When you are satisfied with how the information is presented choose “OK.”

If you are printing on sticky labels, you need to make sure the paper is inserted correctly. If you are using a standard desktop printer and the paper is inserted in a tray on the bottom of the printer, you will typically want to insert the labels facing down (the paper is spun up, so when it rotates the ink will be applied to the correct side of the document). If, on the other hand, you use a printer that is rear fed, with the paper positioned vertically behind the printer, the label side will face outward, toward you.

Once the paper is in and you’re ready to print, click on the “File” tab again and then choose “Print.” A printer window prompt will appear on the screen. As long as you don’t need to make any paper size adjustments you should be good to go. Click “Print” again and the software will send out the information to the printer. Momentarily, the printer will begin.

Make sure you monitor the first sheet that is printed. This way, if there is an error in paper alignment, you have the wrong size stickers inserted, or there is another issue, you can cancel the print job. Sticky label paper is not cheap, so it’s best to stop the printing process as early as possible to avoid destroying any other paper you might need.

Conclusion

The beauty of Microsoft Excel is that it is more than just a standard spreadsheet program designed to help organize information. It can also be used to print information, such as labels. If you have a large mailing list and you need to send out information, typing in the mailing list and creating the labels directly in Microsoft Word is time-consuming and often difficult to format. Additionally, you may already have the information typed in Excel anyway. By following these how to print labels from Excel instructions, you’ll be able to quickly and easily print any label from Excel, regardless of the information or how many labels you need.

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