Printing Problems

How to Mail Merge Excel Columns into Word Labels and Fix Alignment

Maira Mehtab Oct 8, 2026 869 views

Question details

The user needs to correctly merge data from multiple Excel columns into Word label templates (such as Avery 5167 or 8257) and resolve physical printing alignment issues where rows shift or clip.

How to Mail Merge Excel Columns into Word Labels and Fix Alignment

Product: Word and Excel
Device & OS: not provided
Scenario: Printing hundreds of labels using serial numbers and data merged from a spreadsheet.
Observed behavior: The physical labels do not align properly when printed; the middle rows align, but rows above have extra space at the top, and rows below cut off the top of the merged data.

Before you start

Before printing your entire batch of labels, always print a single test page on standard plain paper and hold it up against your label sheet against a light source to verify alignment without wasting label stock.

Solution 1Recommended

Set Up the Mail Merge with Avery Templates

Properly formatting your Excel data and selecting the exact template in Word ensures your data merges into the correct label layout.

A successful mail merge requires a perfectly clean Excel spreadsheet. Blank rows, merged cells, or missing headers can disrupt the Word merge wizard.

Prepare the Excel Data Source

Open your spreadsheet and ensure the first row contains clear, unique column headers (e.g., 'Serial Number 1', 'Serial Number 2'). Ensure each subsequent row contains all the data required for exactly one label.

Start the Mail Merge in Word

Open Word, go to the 'Mailings' tab, click 'Start Mail Merge', and select 'Labels...' from the dropdown menu.

Select the Label Template

In the Label Options dialog box, select your label vendor (such as 'Avery US Letter') and scroll to find your specific product number (e.g., 5167 or 8257), then click 'OK'.

Link the Excel Data

Click 'Select Recipients' > 'Use an Existing List' and browse your computer to open the formatted Excel spreadsheet you prepared in step one.

Insert Merge Fields and Update Labels

Click 'Insert Merge Field' to place your Excel data columns into the first label. Once formatted, click 'Update Labels' to automatically copy the layout to all other labels on the sheet.

Set Up the Mail Merge with Avery Templates

Preview Results: Always click the 'Preview Results' button on the Mailings tab to verify that your data fits within the label boundaries before you proceed to print.

Solution 2

Troubleshoot Progressive Label Misalignment

If your labels start shifting out of alignment as they go further down the page, it is typically caused by printer scaling settings rather than the Word template.

Create and Print Labels Easily with WPS Office

WPS Office provides a highly intuitive, built-in Mail Merge feature that is perfectly compatible with Microsoft Word and Excel files. You can effortlessly import data from spreadsheets, map them to standard label dimensions, and accurately print hundreds of records.

1. Open Document: Launch WPS Writer and open a blank document to serve as your label template.
2. Access Mail Merge: Navigate to the 'References' tab on the top ribbon and click on the 'Mail Merge' button to reveal the merge toolbar.
3. Import Excel Data: Click 'Open Data Source', select your formatted Excel spreadsheet, and choose the specific sheet containing your serial numbers.
4. Design and Print: Use 'Insert Merge Field' to design your first label, apply the layout to the rest of the document, and click 'Merge to Printer' to print accurately.

Seamless format compatibility with Microsoft Office (.docx and .xlsx)Intuitive Mail Merge wizard tailored for labels, letters, and envelopesPrecise page setup and margin controls to prevent printing misalignmentFree, lightweight, and fast office suite software

microsoft office alternative - wps office

Frequently Asked Questions

Why is my mail merge skipping labels or data records?

This usually occurs if the 'Next Record' rule is missing from your template layout. Ensure that every label container on the sheet (except the very first one) contains the '<<Next Record>>' rule before the actual merge fields.

How should I format multiple Excel columns if I want them all on one label?

Arrange your spreadsheet data so that all the information needed for a single physical label is contained in one horizontal row, split across multiple distinct columns with unique headers (for example, Column A for Serial 1, Column B for Serial 2).

Can I manually create a custom label size if my Avery product number isn't listed?

Yes. In the Labels options menu, you can select 'New Label' or 'Custom Details' to manually input the exact top margin, side margin, label height, and label width by measuring your physical sticker sheet with a ruler.

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