How to Create Printable Address Labels Using Excel or Google Sheets

Creating printable address labels doesn’t have to be complicated—or expensive. With just Excel or Google Sheets, plus a printer and standard label paper (like Avery® sheets), you can make professional-looking labels for mail, events, and more. This guide walks you through everything you need to know.

What You’ll Need

Microsoft Excel (or Google Sheets)
Label paper (e.g., Avery 5160 or 8160)
A printer
Microsoft Word (for Excel users) or Google Docs (for Sheets users)

Step 1: Set Up Your Address List in a Spreadsheet

Start by organizing your addresses in a spreadsheet. Create a clean, consistent format:

First Name	Last Name	Street Address	City	State	ZIP Code
John	Smith	123 Oak Street	Denver	CO	80201
Jane	Doe	456 Maple Avenue	Chicago	IL	60614

Make sure each piece of information has its own column, and the first row includes headers. This is important for merging the data into a label template later.

Step 2: Use Mail Merge to Create Labels (Excel + Word)

If you're using Microsoft Excel, you’ll complete the labels in Microsoft Word using the Mail Merge feature.

In Microsoft Word:

Open a new document.
Go to Mailings > Start Mail Merge > Labels.
Choose your label brand and product number (e.g., Avery 5160).
Click Select Recipients > Use an Existing List, and open your Excel file.

Insert merge fields like this:

«First Name» «Last Name»
«Street Address»
«City», «State» «ZIP Code»

Click Update Labels to apply the layout to all label positions.
Preview using Preview Results, then click Finish & Merge > Print Documents.

That’s it! You’ll have a full sheet of address labels ready to print.

Step 2 (Alternative): Use Google Sheets with Google Docs

If you're using Google Sheets, you can use the free Google Docs add-on called “Labelmaker”.

In Google Sheets:

Install the Labelmaker add-on:
Go to Extensions > Add-ons > Get Add-ons, and search for “Labelmaker.”
Open the add-on: Extensions > Labelmaker > Create Labels.
Select your label format (e.g., Avery 5160).
Create a Google Docs label template with merge tags (like {{First Name}}).
Run the add-on to generate your labels in Google Docs.
Print your labels directly from Google Docs.

Labelmaker is free for basic use and supports a wide range of label types.

Step 3: Test Print on Plain Paper

Before using your label sheets, do a test run on regular paper to check:

Alignment
Spacing
Margins

Hold the test printout behind a label sheet against the light to make sure everything lines up correctly.

Tips for Better Results

Use high-quality label sheets to avoid printer jams or peeling issues.
Double-check font size so it fits comfortably within the label area (10–12 pt is ideal).
Keep your spreadsheet tidy—empty rows or inconsistent formatting can mess up the merge.
Avoid using too many fonts; simplicity improves readability and print clarity.

Where to Get Label Templates

You can download blank or pre-designed templates from:

Reuse It Next Time

Once your spreadsheet and template are set up, you can reuse them for holiday cards, invitations, or customer shipments—just update your spreadsheet and rerun the merge.

Final Thoughts

You don’t need special software to make great-looking address labels. With Excel or Google Sheets and a little know-how, you can easily create and print labels at home or the office.

Spreadsheet Templates