How to Make Labels from Excel

To make labels from Excel, organize your data into columns (one row per label), then use Word’s Mail Merge feature to connect that Excel list to a label template and print. Excel holds the data while Word’s Mailings tab handles the label layout, merge fields, and printing.

If you are looking for an efficient way to create labels, Microsoft Excel may be your answer. This powerful software allows you to easily organize your data and generate labels quickly and accurately. With a few simple steps, you can create custom labels that can save you time and effort in a variety of tasks. Whether you need labels for mailing, organizing files, or labeling products, Excel can simplify the process and help you achieve professional-looking results.

What You Will Need:

The first step in creating labels from Excel is to gather all the materials you will need. Here are the items you will need before you get started:

A computer with Microsoft Excel software installed
A printer with label paper
The list of data you want to print on the label

How to Create Labels in Excel:

Step 1: Set Up the Worksheet

Open Microsoft Excel and create a new worksheet. Enter the data you want to print on the label in the first row of the worksheet. Make sure each column represents a different piece of information that you want to include on the label. For example, if you are creating mailing labels, the columns may include name, address, city, state, and zip code.

Step 2: Set Up the Label

Next, you need to set up the label. Because Excel itself does not lay out label sheets, this step happens in Microsoft Word using its mail merge feature. Navigate to the “Mailings” tab and click “Labels”. Choose the type of label you want to use from the dropdown list. Then, click “Options” to specify the label size, font, and other settings. Check the product number of the label you’re using to make sure you have the right size and stock selected.

Step 3: Link the Data to the Label

On the “Labels” tab, click on the “Label” section and select “New Document” to start a new page. If you are using more than one kind of label on the same sheet, first select “Options,” click on “Set up a new label,” then enter the label dimensions and spacing dimensions and save the new label. Once a blank document is opened with labels formatted, click on “Mailings” then “Insert Merge Field”. Select the columns from the Excel sheet that you want to include on the label. Preview your labels (click the Mail Merge Preview button). Check to make sure all the data appears in the correct places on the label and adjust as necessary.

Step 4: Print the Labels

Once the labels are set up, it’s time to print. For more detail on this final stage, see our guide on how to print mailing labels from Excel. Load the label paper into your printer and check your printer’s orientation for the labels. On the “Mailings” tab, click “Finish & Merge” and select “Print Documents”. Choose how many copies you want and which pages to print (all or selected) and verify that your printer is set up to print to the correct type of paper and in the correct orientation. Hit Print, and voila, your labels are ready to use!

Tips for Success:

Getting your labels just right can take a bit of practice. Here are some tips to keep in mind:

Make sure your data is accurate and complete before merging it to the labels
Preview your labels before printing to check for formatting errors
Make sure your printer is loaded with the correct size and type of label paper and is correctly aligned with the printer’s paper path
Save your Excel worksheet and data source file so that you can use it again in the future. This can save you time if you need to create labels again later on.

For the most common use case, our step-by-step walkthrough on how to create labels in Word from an Excel list covers the full mail merge process, and you can also learn the broader workflow in our mail merge from Excel guide. If you specifically need return addresses or recipient labels, see how to make mailing labels from Excel and how to make address labels in Excel.

Other Label Making Techniques in Excel:

In addition to the basic steps we’ve outlined above, there are many other techniques you can use to create even more complex or customized labels in Excel. Here are some of the most popular:

Adding images, shapes or other graphic elements to your labels
Formatting your text to improve readability and visual appeal
Creating barcodes or QR codes to scan to add information to the label when scanned
Printing your labels using a thermal label printer (which can be more efficient for producing large quantities of labels)

Label Making Add-ins for Excel:

If you frequently need to create labels from Excel, you might want to consider using an add-in that can streamline the process. There are several great add-ins available for Excel that can help you create professional-looking labels quickly and easily. Some of the most popular add-ins include:

Avery Label Merge – an add-in from the label-making company Avery that includes templates for many of their label products
ExcelBytes – an add-in for Excel that includes label templates, a barcode generator, and other helpful tools
Simple Labels – an add-in for Excel that allows you to create customized labels without leaving your workbook

Final Thoughts:

Creating labels from Excel is a simple process that can save you time and effort when you need to label multiple items. Mastering the steps outlined above and exploring some of the more advanced label-making techniques and add-ins can help you create polished and professional-looking labels with ease.

FAQs:

Here are some commonly asked questions about creating labels from Excel:

Can I create different labels on the same sheet?

Yes, you can set up your Excel document to print different labels on the same sheet. To do this, select “Options” in the “Mailings” tab, and select “Set up a new label.” Enter the label dimensions and spacing dimensions and save the new label. Then, you can select the different label types you want on the page, and merge each set of labels from the appropriate data source using the “Merge to new document” option in the “Finish & Merge” section.

Can I add barcodes or images to my labels in Excel?

Yes, you can easily add barcodes or images to your labels in Excel. To add a barcode, you can use an Excel add-in such as BarCodeWiz, or input the barcode value into a cell and format it as a barcode using Excel’s “Format Cells” option. To add an image, click the “Insert” tab in the ribbon and select “Pictures” to insert and customize your image on the label.

What are the most common label sizes available in Microsoft Excel?

Microsoft Excel provides a wide range of label sizes. Some of the most common label sizes available are Avery 5160, Avery 5161, and Avery 5162 which are all part of the Avery 5160 Label series. There are other label sizes like Avery 5163 and 8164 that you can find based on your label product number. Additionally, you can create a custom label size under the “Options” section in the “Mailings” tab.

Can I print labels using a thermal label printer?

Yes, you can print labels using a thermal label printer. Thermal printers can be more efficient for producing large quantities of labels and have a lower cost per label, but you may need to purchase extra software or modify your Excel files to ensure they are compatible with the printer’s format. Check your thermal label printer’s user guide to find out what format it uses before trying to print labels from Excel.

Can I save my Excel worksheet as a data source file?

Yes, when you create a list of data for labels in Excel, you can save it as a data source file for future use. To do this, click the “Browse” button when choosing the data source in the “Mailings” tab, select “Excel Files”, and save your Excel sheet with all the data listed in .xls, .xlsx, or .xlsm format. This way, you can easily access the data and template, and reproduce the labels as needed.

Frequently Asked Questions

Do you make labels in Excel or in Word?

The data lives in Excel, but the labels themselves are built in Microsoft Word. Excel stores your list (one row per label, one column per field), and Word’s Mailings tab uses Mail Merge to connect to that list, lay out the label sheet, and print. Our guide on how to create labels in Word from an Excel list walks through the full handoff.

How should I set up my Excel sheet for a label mail merge?

Put a clear header in the first row (for example Name, Address, City, State, Zip) and place each record on its own row directly beneath, with no blank rows or merged cells in the data range. Word reads the header row as your merge field names, so consistent, single-cell column headings make inserting fields straightforward. You can review the connection steps in our mail merge from Excel to Word guide.

How do I update labels after editing my Excel list?

Because the Word document stays linked to the Excel file, you simply reopen the merge document and Word will prompt you to refresh the data from the source. After confirming, click “Update Labels” on the Mailings tab so every label reflects the new rows, then preview and merge again. For a focused recipient-label workflow, see how to mail merge labels from Excel.

Why are all my labels showing the same record?

This usually means the “Update Labels” step was skipped, so only the first label has the «Next Record» rule and the rest repeat. On the Mailings tab, click “Update Labels” to copy the field layout (including the Next Record field) to every label on the sheet, then preview again.

Can I make labels directly in Excel without Word?

You can fake simple labels by formatting cells and adjusting column widths to your label dimensions, but Excel has no built-in label template engine, so alignment and printing across a label sheet is difficult. For anything beyond a one-off, using Word’s Mail Merge with your Excel list is the reliable method. See our overview of how to print labels in Excel for the practical options.

What label sizes work with an Excel data source?

Any label stock supported by Word’s label list works, since Excel only supplies the data. Common choices include Avery 5160, 5161, and 5162, and you can also define a custom label under “Options” on the Mailings tab if your product number is not listed. Match the product number printed on your label box to guarantee correct margins and spacing.