Print Labels from Excel: Mail Merge Guide [2026]
500 address labels from an Excel list? Word mail merge can do it - or you can do it faster. This guide shows you both ways.
What you need
- Excel file with column headers (Name, Street, ZIP, City)
- Microsoft Word (2016 or newer recommended)
- Label sheets (Avery or similar)
Common label formats
| Number | Size | Labels/Sheet | Use |
|---|---|---|---|
| 5160 | 2.63 x 1 in | 30 | Address labels |
| 5163 | 4 x 2 in | 10 | Shipping labels |
| 5167 | 0.5 x 1.75 in | 80 | Return address |
| 8160 | 2.63 x 1 in | 30 | Address labels (inkjet) |
Prepare your Excel file
1. Column headers in row 1
The first row must contain field names: FirstName, LastName, Street, ZIP, City
2. No empty rows
Remove all empty rows between your data. Word stops at the first empty field.
3. Format ZIP as text
Important for leading zeros! Select column, right-click → Format Cells → Text
Warning: Format the ZIP column as text, otherwise leading zeros disappear (01234 becomes 1234).
Set up Mail Merge in Word
Start mail merge
Open Word → 'Mailings' tab → 'Start Mail Merge' → 'Labels'
Choose label vendor
In the dialog: Select 'Avery US Letter' or your vendor and product number
Connect Excel
'Select Recipients' → 'Use an Existing List' → Choose your Excel file
Confirm worksheet
Select the correct worksheet and enable 'First row of data contains column headers'
Insert merge fields
Click 'Insert Merge Field' and add fields: <<FirstName>> <<LastName>> etc.
Adjust formatting
Format font, size, and line breaks as needed
Update labels
Click 'Update Labels' to apply the layout to all labels
Preview results
'Preview Results' shows you the finished labels with real data
Print or save
'Finish & Merge' → 'Print Documents' or 'Edit Individual Documents'
Tip: Print a test sheet on regular paper first to check alignment.
Too complicated? With stencil, you upload a CSV and get a print-ready PDF - no Word needed.
How it worksCommon Mail Merge Problems
Which label format for which purpose?
Overview of common Avery label formats:
| Number | Size | Labels/Sheet | Use |
|---|---|---|---|
| 5160 | 2.63 x 1 in | 30 | Standard address labels |
| 5163 | 4 x 2 in | 10 | Shipping labels |
| 5167 | 0.5 x 1.75 in | 80 | Return address, file folders |
| 8160 | 2.63 x 1 in | 30 | Address labels (inkjet) |
| 5162 | 4 x 1.33 in | 14 | Large address labels |
| 5161 | 4 x 1 in | 20 | Medium address labels |
Always print test labels on regular paper before using actual label sheets.
Alternatives to Word Mail Merge
Google Docs + Avery Add-on
Avery Online Tool
Specialized software
stencil
Honestly: Word mail merge is fine for one-time tasks. For regular label batches, automation pays off.
Frequently Asked Questions
Printing labels from Excel regularly?
stencil turns your CSV directly into a print-ready PDF. No Word hassle, no mail merge setup.
Author
stencil Team
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