How to Create Address Labels Using Word 2019 and Excel 2019

Edited 4 months ago by ExtremeHow Editorial Team

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Creating address labels using Word 2019 and Excel 2019 is a practical skill that can save time and ensure accuracy when preparing for events, mailings or personal organization. This comprehensive guide will cover every step of the process, providing clear instructions on how to make the most of the software available to you. We'll make sure everything is very straightforward and easy to follow.

Understanding the basics

Before getting into the detailed procedures, it's important to understand the basic concept behind merging Excel spreadsheets into Word for label creation. Essentially, you'll need two software programs: Excel 2019 to manage your address data and Word 2019 to merge that data into a specific printable format for labels.

The method used here is called mail merge. Mail merge allows you to automatically integrate data from Excel into a Word document, thus populating your labels with the necessary information without having to type each one manually. You prepare your address data in Excel and use Word's mail merge feature to dynamically create labels according to your predefined layout.

Step 1: Preparing your Excel spreadsheet

Before you begin a mail merge, you must have an Excel spreadsheet containing all the addresses you want to use.

• Open Excel: Start by opening Excel 2019.
• Enter the data: Enter your data into the worksheet. Each type of information should be in its own column. For example, you might have columns for first name, last name, street address, city, state, and zip code.
• Use headers: Make sure the first row of your Excel worksheet includes unique headers for each column. These labels (such as "First Name" or "City") will be used by Word to identify the data.
• Check the format: Make sure your data is formatted consistently. For example, zip codes should be all numeric, street addresses should include all necessary information, etc.
• Save your workbook: Save your Excel file with a recognizable name and in a location that you can easily find.

Step 2: Setting up your Word document

Once your Excel document is all set up, the next step is to configure your Word 2019 document to accommodate mailing labels.

• Open Word: Start Microsoft Word 2019.
• Create a new document: Create a new blank document or open a document template if you have one for the labels.
• Accessing Mail Merge: Go to the "Mailings" tab in the ribbon at the top.
• Select "Start Mail Merge": Click "Start Mail Merge" and select "Labels" from the dropdown menu.
• Choose your label options: A dialog box will appear where you can select the brand and product number of your label. If you don't know your label number, it is often found on the label packaging. This step will ensure that the label format is the one you need.

Step 3: Connecting Word and Excel

After preparing both Excel and Word documents, you need to link the Excel data to Word.

• Select "Select Recipients": In the Word document, choose "Select Recipients" from the Mailings tab and select "Use Existing List."
• Locate your Excel file: Navigate through your system and locate and select the previously saved Excel file.
• Choose the correct sheet: If your Excel file has more than one sheet, you'll be asked to choose which sheet will hold your address list. Choose the correct sheet.

Step 4: Designing your labels

Once you're connected, it's time to place the address fields on your labels in Word. This is where you design how each label will look.

• Insert a merge field: After choosing the label format and connecting the Excel file, click "Insert Merge Field" in the "Mailings" tab.
• Place fields on the label: Select the fields you need and click to place them on your label. You can add "First Name", then "Last Name", then "Street Address", "City", "State" and "Zip Code".
• Format and Space: Format the label as required. Make sure all fields are spaced correctly. Add necessary punctuation marks, such as commas, if needed. For example, <First Name> <Last Name><br><Street Address><br><City>, <State> <ZIP Code>
• Update labels: Use the "Update Labels" button to apply your design to all labels.

Step 5: Preview the label

Before you print your labels, it's always wise to preview them to make sure they look right.

• Click "Preview Results": In the Mailings tab, click "Preview Results." This allows you to see each label with the actual data from your Excel sheet.
• Navigational checks: Use the navigation arrows to browse your labels and make sure each entry is displayed correctly.

Step 6: Completing the mail merge

Once you're satisfied with your labels, the final step is to complete the mail merge and print them.

• Finish and Merge: Click "Finish and Merge" in the Mailings tab.
• Choose Print Documents: Choose “Print Documents” if you want to print directly. Choose “Edit Individual Documents” if you want to save them as a new file before printing.
• Print or Save: If you need to print, follow the standard print options. If saved, make optional edits and print from the saved file as you would with any other document.

Step 7: Dealing with common problems

Sometimes, during the mail merge process, you may encounter problems or want to make some changes. Here are some common problems and how to troubleshoot them:

• Mismatched labels: Make sure you have selected the correct label type when setting the "Label Options".
• Incorrect data placement: Double-check that the merge fields are placed correctly within the label template in Word.
• Data irregularities: Check the consistency and correctness of your Excel spreadsheet, making sure there are no blank rows or incorrect entries.
• Formatting issues: Use the normal Word formatting tools to change the font style, size, and layout attributes to achieve the look you want.

Final thoughts

Address labels can be used for a variety of purposes, from personal to professional. Knowing how to use Excel 2019 and Word 2019 together allows you to take advantage of these powerful tools to increase productivity and accuracy. Make sure you save your documents and back up your Excel data periodically to avoid data loss. As technology advances, staying up-to-date with any software updates will help further increase your label-making efficiency.

Once you feel comfortable with the process, it will be easy to create labels for any occasion. Use various design elements in Word to creatively tailor the appearance of your labels to suit different occasions, ensuring both functionality and beauty.

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