How to Create Mail Merged Labels

Microsoft Office 2016

What is Mail Merge?

Mail Merge is the automatic addition of names and addresses from a database to letters and envelopes in order to facilitate sending mail, especially advertising, to many addresses.

Step 1: Create/Organize your Spreadsheet in Microsoft Excel

You will want to create a spreadsheet with all the information you want/need on your labels.

This information can include:

  1. First Name
  2. Last Name
  3. Address
  4. City
  5. State
  6. Zipcode
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Step 2: Open a Blank Document in Microsoft Word

Step 3: Open the Mailings Tab

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Step 4: Click on Start Mail Merge

When you click on Start Mail Merge, you will then click on Labels.

Step 5: Change Label Options and Click Ok

Here you will select which size labels you would like to print. Most labels will have the Vendor and Product number listed on the box the labels came in or the back of the label sheet.

Change the label options to the correct Vendor and Product number listed.

If you are printing to a page of 30 mailing labels, you may also choose the following universal label information if you cannot find the Vendor or Product number of your labels:

Label Vendors: Microsoft

Product Number: 30 Per Page (Height: 1", Width: 2.63")

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Step 6: Select Recipients and Open Excel Document

When you click on Select Recipients, you will then click on Use an Existing List...
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Your Word document should now be set up to your label preferences and ready to input your information from your Excel spreadsheet.
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Step 9: Click on Address Block in the Write & Insert Fields Section

Most of the time, if your Excel spreadsheet is set up correctly, your preview in the Insert Address Block page will be exactly what you want your labels to look like.

Sometimes we need to correct the problems (the example below is missing the city) manually by changing some items in the Match Fields settings that is located at the bottom right.

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When filling this information out, select the drop-down arrow next to the field item and match it with what you have in your Excel spreadsheet.

Go through each item to see if you would like to add more field items to your Address Block.

Check Remember this matching for this set of data sources on this computer and click OK.

Below shows our corrected Address Block after manually fixing the problem. (City is now inserted.) Click OK to close Insert Address Block settings.

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Your Word document should now be set up with your Address Block on the first label and Next Record on the rest of your labels.
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Step 10: Update Labels

In the Write & Insert Fields section in the ribbon, click on Update Labels.

When creating labels, clicking the Update labels updates all the labels in the document to use the information form the recipient list (Excel spreadsheet).

Your document should now look like this.
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Step 13: Finish and Merge Labels

Click Finish and Merge if you are ready to print or export your labels to another Word document.

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Vanessa Y. Arredondo