How to Print Shipping Labels from a Spreadsheet for Small Businesses

Running a small business often means juggling multiple tasks, and creating professional shipping labels shouldn’t slow you down. Whether you’re selling handmade crafts on Etsy, shipping products through Amazon, or fulfilling orders from your own website, spreadsheets like Microsoft Excel or Google Sheets can streamline the process. In this guide, we’ll walk you through how to use a spreadsheet to organize customer data and print shipping labels efficiently. No fancy software required—just a few simple steps to get your packages out the door with professional-looking labels.

Why Use Spreadsheets for Shipping Labels?

Spreadsheets are a small business owner’s best friend for managing data. They’re free (or low-cost), easy to use, and perfect for organizing customer information like names, addresses, and order details. By pairing spreadsheets with label templates, you can create bulk shipping labels in minutes, saving time and ensuring accuracy. Plus, platforms like USPS, FedEx, or e-commerce marketplaces often support data imports from spreadsheets, making this a versatile solution.

Step 1: Set Up Your Spreadsheet

Start by organizing your customer data in a spreadsheet. Whether you use Excel, Google Sheets, or another tool, the key is to structure your data clearly. Here’s how:

1. Create Column Headers: Open a new spreadsheet and add headers like First Name, Last Name, Street Address, City, State, ZIP Code, Country, and Order Number. These fields cover most shipping label needs.
2. Enter Customer Data: Input your customer information under each header. For example, one row might look like:
   • First Name: Jane
   • Last Name: Doe
   • Street Address: 123 Main St
   • City: Austin
   • State: TX
   • ZIP Code: 78701
   • Country: USA
   • Order Number: 1001
3. Double-Check Accuracy: Ensure there are no typos, especially in ZIP codes or addresses, to avoid delivery issues.
4. Save Your File: Save your spreadsheet in a format like .xlsx (Excel) or .csv for compatibility with label-making tools.

Tip: If you’re pulling data from an e-commerce platform like Shopify or eBay, export your orders as a CSV file and import them into your spreadsheet to save time.

Step 2: Choose a Label Template

To turn your spreadsheet data into printable labels, you’ll need a label template compatible with your printer and label sheets. Popular options include:

• Avery Labels: Avery 5160 (30 labels per 8.5x11” sheet) is a common choice for shipping labels. Download free templates from Avery.com.
• SheetLabels.com: Offers free templates for various label sizes, including shipping labels compatible with Excel and Google Sheets.
• Worldlabel.com: Provides downloadable PDF or Word templates for standard label sheets.

Select a template that matches your label sheets (check the product number on your label package). Most templates are designed to work with Microsoft Word or Google Docs for easy integration with your spreadsheet.

Step 3: Use Mail Merge to Create Labels

Mail Merge is a powerful feature in Microsoft Word (or similar tools for Google Sheets) that pulls data from your spreadsheet to populate label templates. Here’s how to do it:

1. Open Your Template in Word: Download your chosen label template and open it in Microsoft Word.
2. Start Mail Merge:
   • Go to the Mailings tab in Word.
   • Select Start Mail Merge > Labels and choose your label type (e.g., Avery 5160).
   • Click Select Recipients > Use an Existing List and choose your spreadsheet file.
3. Map Your Fields:
   • Insert merge fields (e.g., <<First_Name>> <<Last_Name>>) to match your spreadsheet columns.
   • Format the fields to fit the label layout (e.g., add line breaks for address lines).
4. Preview and Complete:
   • Click Preview Results to check how your labels look.
   • Select Finish & Merge > Print Documents to generate your labels.

Google Sheets Alternative: Use an add-on like Labelmaker for Google Sheets. Install it from the Google Workspace Marketplace, select your label template, map your spreadsheet columns, and generate labels directly in Google Docs or as a PDF.

Step 4: Print Your Shipping Labels

Before printing, test your setup to avoid wasting label sheets:

1. Test on Plain Paper: Print your labels on regular paper first to check alignment and formatting.
2. Adjust Printer Settings: Ensure your printer is set to the correct paper size (usually 8.5x11”) and scale (100% or “Actual Size”).
3. Load Label Sheets: Place your label sheets (e.g., Avery 5160) in the printer tray, following the manufacturer’s instructions.
4. Print: Print your labels and double-check for clarity and alignment.

Tip: If alignment is off, check your template’s margins or consult the troubleshooting guide on your label supplier’s website (e.g., SheetLabels.com).

Step 5: Integrate with Shipping Platforms (Optional)

For businesses using USPS, FedEx, or e-commerce platforms, you can streamline further:

• USPS Click-N-Ship: Export your spreadsheet as a CSV and upload it to USPS Click-N-Ship to generate labels with postage.
• E-commerce Platforms: Platforms like Amazon or Etsy allow you to import CSV files from your spreadsheet to create shipping labels directly.
• Shipping Software: Tools like ShipStation or Stamps.com integrate with spreadsheets, letting you batch-print labels and track shipments.

Tips for Success

• Keep It Organized: Regularly update your spreadsheet to reflect new orders and remove outdated entries.
• Use Conditional Formatting: In Excel or Google Sheets, highlight missing or incomplete fields (e.g., blank ZIP codes) to catch errors.
• Buy in Bulk: Purchase label sheets from sites like PremiumLabelSupply.com for cost savings on large orders.
• Go Digital: If you prefer digital labels, some platforms generate QR code labels from spreadsheets for modern shipping needs.

Conclusion

Printing shipping labels from a spreadsheet is a game-changer for small businesses. With tools you already have—like Excel, Google Sheets, and free label templates—you can create professional labels quickly and affordably. Follow these steps to organize your data, choose the right template, and print with confidence. Ready to get started? Download a free label template from Avery.com or try the Labelmaker add-on for Google Sheets, and watch your shipping process become smoother than ever.