How to Use Mail Merge with Label Templates (Excel + Word)

If you’re tired of manually typing addresses or names onto label sheets, Mail Merge is the time-saving solution you need. With just Microsoft Excel and Word, you can turn a spreadsheet of names, addresses, or product info into perfectly formatted, printable labels in minutes.

In this step-by-step guide, you’ll learn how to use Mail Merge with Excel and Word to create address labels (or any type of label), using built-in templates like Avery 5160.

What You’ll Need

Microsoft Excel with your data (names, addresses, etc.)
Microsoft Word
A printer
Label paper (e.g., Avery 5160 = 30 labels per sheet)

Step 1: Create or Prepare Your Excel Spreadsheet

The first step is to make sure your Excel spreadsheet is clean and well-structured. Each row should represent one label, and each column should be a field (like First Name, Last Name, etc.).

Example:

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

Tips:

Keep field names in the first row.
Avoid empty rows or columns.
Save your Excel file and close it before moving to Word.

Step 2: Set Up Your Label Layout in Word

Now let’s switch to Word and set up your label sheet.

In Microsoft Word:

Go to Mailings > Start Mail Merge > Labels.
In the Label Options window:
- Choose your Label vendor (e.g., Avery US Letter).
- Select the correct Product number (e.g., 5160 = 30 labels/sheet).
- Click OK.

This will format the page with the correct label grid.

Step 3: Connect to Your Excel Spreadsheet

Go to Mailings > Select Recipients > Use an Existing List.
Browse to your saved Excel file and select it.
Choose the correct sheet (usually “Sheet1$”) and confirm.

Now your Word document is linked to your Excel data.

Step 4: Insert Merge Fields

You’ll now place the data fields into your label design.

Click into the first label cell.

Go to Mailings > Insert Merge Field, and add fields like:

«First_Name» «Last_Name»
«Address»
«City», «State» «ZIP_Code»

Format the text:
- Use Enter for line breaks.
- Adjust font size, alignment, and style as needed.
- A common label font size is 10–12 pt for readability.

Once your first label looks right:

Click Update Labels to copy the format to all labels on the page.

Step 5: Preview Your Labels

Click Mailings > Preview Results to see your data in action.
Use the arrows to scroll through and spot-check different records.

If something looks off:

Go back and adjust the merge fields or Excel data.
Preview again before printing.

Step 6: Finish and Print

When satisfied, click Mailings > Finish & Merge > Print Documents.
Choose All or a specific range of records.
Load your label paper into the printer (check orientation!).
Click Print.

Your labels are done—automatically filled, aligned, and ready to use.

Bonus: Test on Plain Paper First

To avoid wasting label sheets:

Do a test print on regular paper.
Hold it behind a blank label sheet to check alignment.
Make small adjustments as needed.

Troubleshooting Tips

Issue	Fix
Labels misaligned	Check printer scaling: Use “Actual Size” or 100%
Blank or partial labels	Ensure there are no blank rows in Excel
Data not appearing	Double-check merge fields and spreadsheet connection
Printer jams or label issues	Use high-quality label paper, and load it properly

Advanced Customization (Optional)

Want to add more style? You can:

Include your logo in the label template.
Add borders or background colors.
Use IF formulas in Excel for conditional labels (e.g., VIP tags).
Include barcodes with fonts or barcode generator tools.

Label Template Compatibility

Microsoft Word’s mail merge supports a wide variety of label types:

Avery 5160, 8160, 3422
SheetLabels, OnlineLabels, and more

If you're unsure which product number to use, check the label sheet packaging or visit the Avery Label Finder to match your layout.

Final Thoughts

Using Mail Merge with Excel and Word is one of the fastest, most reliable ways to create professional labels—without needing design software or advanced skills. Once set up, you can reuse the same format again and again for mailings, name tags, product labels, or anything else.

Spreadsheet Templates