How to Create Avery Labels from an Excel or Word List
Question details
The user wants to print mailing labels for multiple vendors by linking a list in Excel or Word to an Avery label format without having to manually copy and paste data into a template.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Printing bulk mailing labels for hundreds of vendors or contacts efficiently using existing spreadsheet data.
- Observed behavior
- Automatically populating an Avery label template using a connected data source and the Mail Merge tool.
Ensure your vendor or contact list is properly formatted as a single-column table or spreadsheet with a clear header row (e.g., 'Company Name' or 'Address') and save the file to a known location before starting.
Use Word's Mail Merge to Generate Avery Labels
Use Microsoft Word's built-in Mail Merge tool to automatically generate Avery labels from your prepared Excel or Word list.
Microsoft Word includes built-in label definitions for most current Avery products, meaning you rarely need to download a separate third-party template. By formatting your list correctly and connecting it as a data source, Word will automatically duplicate and populate each label on the page for you.
If using Word, convert your list to a one-column table and add a header (like 'Company Name'). If using Excel, ensure your data is in columns with clear headers. Save and close the data file.
Open a blank Microsoft Word document. Navigate to the 'Mailings' tab on the ribbon, click 'Start Mail Merge', and select 'Labels' from the drop-down menu.
In the Label Options dialog box, select 'Avery US Letter' (or your regional Avery option) in the Label vendors list. Find and select your specific Avery product number in the Product number list, then click 'OK'.
Under the 'Mailings' tab, click 'Select Recipients' and choose 'Use an Existing List'. Browse your computer to find and open the Word or Excel file you saved in the first step.
Click into the first label on your document. Under the 'Mailings' tab, click 'Insert Merge Field' and select your column header (e.g., 'Company Name') to place the placeholder text into the label.
Once your first label is formatted exactly how you want it, click the 'Update Labels' button on the 'Mailings' tab. This applies the same merge fields to every label on the page.
Click 'Finish & Merge' and select 'Edit Individual Documents'. Choose 'All' and click 'OK'. A new document will open containing all your fully populated labels ready for printing.
Create and Print Labels Easily with WPS Writer
WPS Office provides a fully featured Mail Merge tool that allows you to seamlessly generate Avery labels using data from WPS Spreadsheet or Excel files, saving you time and effort.
- 1. Prepare Data in WPS Spreadsheet: Open WPS Spreadsheet, organize your contact list with distinct column headers, and save the file.
- 2. Access Mail Merge in WPS Writer: Open a new document in WPS Writer, navigate to the 'References' tab, and click on 'Mail Merge'.
- 3. Import Your Data Source: Click 'Open Data Source', locate your saved spreadsheet, and import the list of vendors or contacts.
- 4. Insert Fields and Merge: Use 'Insert Merge Field' to place your data into the document layout, then click 'Merge to New Document' or 'Merge to Printer' to produce your labels.
Frequently Asked Questions
Can I use a custom Avery template downloaded from the Avery website instead?
Yes. You can download a blank template document directly from Avery. Once opened in Word, you can still navigate to the 'Mailings' tab and use the 'Select Recipients' and 'Insert Merge Field' tools to execute a Mail Merge directly into that specific template layout.
Why is the 'Update Labels' button grayed out in Mail Merge?
The 'Update Labels' button only becomes active when you specifically select 'Labels' from the 'Start Mail Merge' drop-down menu. If you initiated the merge as a 'Letter' or 'Normal Word Document', this option will remain inactive.
How do I ensure my Excel zip codes don't lose their leading zeros in Word?
Before saving your Excel file, select your zip code column and format the cells as 'Text' rather than 'General' or 'Number'. This ensures Word reads the exact text, preserving any leading zeros during the mail merge process.
Can I add multiple fields, like Name and Address, to a single Avery label?
Yes. When setting up your first label, you can insert multiple merge fields (such as First Name, Last Name, and Address). You can add spaces, press Enter for new lines, and apply formatting just like normal text before clicking 'Update Labels'.
