You can print labels from excel in different ways. Many people use Microsoft Word’s mail merge. This tool connects an excel spreadsheet to label templates. It makes printing labels easy. People usually set up their excel sheet with columns like Name, Address, and Zip Code. This helps them get the best results. Some people print labels by changing cell sizes in excel. This way is not used as much. Popular label formats like Avery 8160 help make labels look nice and professional.
Key Takeaways
You can use Microsoft Word’s mail merge to print labels from Excel. This way is easy and correct, especially for many labels at once.
If you only need a few labels, you can format them by hand in Excel. But if you are not careful, the labels may not line up or the data may be wrong.
VBA and macros can help print labels in Excel without much work. They save time, but you must test them on Windows and Mac to make sure they work.
Get your Excel data ready by cleaning it and using the right formats. This helps stop mistakes when you use mail merge.
Always look at a preview and print a test page first. This makes sure your labels line up and print the right way before you use real label sheets.
Print Labels from Excel Methods
Printing labels from an excel spreadsheet gives users more choices. Some people do not want to use Microsoft Word. There are two main ways to print labels: manual formatting and using VBA or macros. Both ways work on Windows and Mac. Each way has its own good and bad points.
Manual Formatting
Manual formatting lets users make and print labels right in excel. You change cell sizes, move data, and set up the page for printing. Many people like this way because it is simple. It also gives you control over how the labels look.
Tip: Manual formatting is best for small groups of labels or when you want a special design.
Here are some good and bad things about manual formatting:
Aspect | Advantages | Disadvantages |
|---|---|---|
Organization | You can split sheets by what is on them. This makes it easy to find and work with information. | Different people may format things in different ways. This can cause problems if you do not follow the same rules. |
Data Layout | You can add rows and columns to organize lots of data. This helps you manage big lists. | You have to fix things by hand if you make changes. You cannot update things like a table of contents automatically. |
Printing | N/A | Printing is hard because you have to format everything yourself. |
People often run into problems when they print labels from excel by hand. Some common problems are:
Labels overlap if they are too close together.
Labels do not match the right data if the range is wrong.
Labels look different if you edit or import data.
Axis labels get cut off if the page is too small.
Labels are turned the wrong way and are hard to read.
Some labels are missing if data is not complete or formatted wrong.
These problems can make manual formatting hard, especially for big jobs.
VBA and Macros
VBA and macros help you print labels from excel in an automatic way. You can write scripts to format cells and set up the label layout. This saves time and helps you avoid mistakes, especially with lots of data.
Here is how you use VBA or macros:
Make a new excel sheet and type in your label data.
Open the VBA editor and add a new module.
Paste a macro that sets up the cells for labels. It changes row height, column width, and alignment.
Type in how many columns you want for the labels.
Run the macro to set up the worksheet.
Print the labels from Excel.
VBA and macros work on Windows and Mac, but there are some differences. Form Controls work on both systems, so most macros run fine. But ActiveX Controls do not work on Mac. Macros that use these controls may not work right on Mac computers. Sometimes, new Excel updates can make macros act differently or cause errors. This happens with row height or when the script does not finish.
Note: You should test your macros on both Windows and Mac to make sure they work the same.
Printing labels from excel with VBA or macros gives you more options. But you need to check for problems and test your scripts often.
Print Labels Using Word Mail Merge
The mail merge tool in Microsoft Word helps people print labels from Excel fast and correctly. Many people like this way because it is easy. It works for both small and big groups of labels. The mail merge tool links an Excel sheet to Word. This makes it simple to make product labels, mailing labels, or other labels. This way uses popular templates like Avery. It works on both Windows and Mac computers.
Prepare Excel Data
Before you start mail merge, you need to get your Excel sheet ready. Clean and neat data helps everything go well. Here are the main steps:
Put each contact or product in its own row in Excel.
Use clear column names like Name, Address, City, State, and ZIP Code.
Set ZIP code columns as Text. This keeps zeros at the start and stops data loss.
For numbers like money or percent, use the right number format in the Home tab.
Save your Excel file with a new name after you finish.
If you bring in data from a .txt or .csv file, use Excel’s Text Import Wizard. Go to Data > From Text, pick your file, and follow the steps to set up the columns.
Tip: Always check your data for missing parts or mistakes before you start mail merge.
Many people have problems when Word does not show data the right way. For example, Word might drop zeros at the start of postal codes or show percents as decimals. The table below shows some common mistakes:
Data Format | Excel Display | Word Mail Merge Display |
|---|---|---|
Percentage | 50% | 0.5 |
Currency | $12.50 | 12.5 |
Postal Code | 07865 | 7865 |
To stop these problems, make sure all columns are set up right in Excel before you link to Word.
Mail Merge Steps
The mail merge tool walks you through each step to print labels. Here is an easy way to do it:
Open a new Word file and go to the Mailings tab.
Pick ‘Labels’ as the type of document.
Click ‘Label Options’ and choose the label brand and number that matches your label sheets, like Avery.
Link your Excel sheet by picking ‘Select Recipients’ > ‘Use an Existing List.’ Make sure the first row has column names.
Add merge fields by clicking in the first label and picking ‘Insert Merge Field.’ Choose fields like Name, Address, or ZIP Code.
Add the ‘Next Record‘ rule to the first label if you want more than one label per page.
Click ‘Update Labels’ to copy the setup to all labels on the page.
Check your labels with ‘Preview Results.’ Look for mistakes or missing data.
Finish by picking ‘Finish & Merge.’ You can print, edit, or save your labels.
Put blank label sheets in the printer and change printer settings for labels or thick paper.
Note: If labels repeat or do not show different records, check if the ‘Next Record’ rule is there. Use ‘Finish & Merge’ and ‘Edit Individual Documents’ to see all different labels before you print.
The mail merge tool helps you skip mistakes and saves time. It also lets you check and change labels before you print them.
Avery Templates
Avery templates are used a lot for printing labels. The mail merge tool in Word works with Avery and other brands. You can pick the right template by choosing the label brand and number in the Label Options window. This makes sure your printed labels fit the label sheets.
Tip: Always look at the product number on your label pack and match it in Word. This helps your printout line up with the label sheet.
Avery templates work on both Windows and Mac. You can also find templates for other brands in the same menu. The mail merge tool makes it easy to make product labels, address labels, or special labels for any use.
Many people think the mail merge tool is easier and works better than printing straight from Excel. It lets you set up your data in Excel, bring it into Word, and print labels with less work. Features like checking results and changing the design make it better and help you get good labels.
Print Mailing Labels on Mac
Mail Merge Manager
Mac users can use Mail Merge Manager in Microsoft Word to print mailing labels. This tool links Excel data to label templates. The steps are simple and let you change the label design. Here are the main steps:
Start a new Word document. Go to the Tools menu and find Mail Merge Manager.
Click ‘Create New’ and pick ‘Labels’ as the type.
Choose the label format that matches your label sheets, like Avery.
Connect to your Excel file by clicking ‘Get List’ and then ‘Open Data Source.’ Pick the right worksheet.
Add merge fields from the Excel headers into the label layout with ‘Insert Merge Field.’
Change fonts, sizes, and colors so they fit inside the label.
Use ‘Preview Results’ to see the labels with real data. Look for mistakes or missing info.
Fix the layout or data fields if you need to.
Print the labels. Make sure the label sheets are in the printer and the settings match the label type.
Save the label document as a template. This makes it easy to update with new Excel files later.
You can add pictures like logos or try new colors and fonts for a special look.
Tip: Always preview your labels before printing. This helps you save label sheets and makes sure all your data shows up right.
Template Selection
Mac users can pick from many label templates. Microsoft Word has lots of ready-made templates from brands like Avery. You can find these templates in the Mailings tab or change the label size to fit what you need. Avery Design & Print Online is another great choice for Mac users. It is free, easy to use, and lets you do mail merge by saving Numbers spreadsheets as Excel files. Many people like this tool because it is simple and has lots of templates.
The table below shows how popular label design software for Mac compares:
Software | Template Availability | Mail Merge | Barcode Generation | Cost |
|---|---|---|---|---|
Microsoft Word | Preloaded | Yes | No | Included |
Avery Design & Print Online | Extensive | Yes | Yes | Free |
Canva | Hundreds | No | No | Free/Paid |
Maestro Label Designer | Many | Yes | Yes | Paid |
Adobe Creative Suite | Custom | No | Yes | Paid |
Microsoft Word is popular because it comes with many Mac computers and has easy templates. Avery Design & Print Online is also a favorite because it is flexible and works with mail merge. These tools help Mac users print mailing labels fast and get good results.
Printer and Template Compatibility
Supported Printers
A lot of people use thermal label printers with Excel. These printers are fast and print clearly. They are good for businesses that need many labels. Thermal label printers need special drivers and editing software. This software can bring in Excel data. This setup helps print many labels at once. Inkjet and laser printers also print labels on label sheets. But thermal printers work better with Excel and special software.
The table below lists some top printer brands and models for labels:
Brand | Model(s) | Key Features |
|---|---|---|
Zebra Technologies | ZD620, ZT610 | High print resolution (300 DPI+), USB, Wi-Fi, Ethernet, durable industrial and desktop models |
DYMO | LabelWriter 450 Turbo, MobileLabeler | User-friendly, fast printing, Bluetooth, good for home and business use |
Brother International | QL-820NWB, TJ-4420TN | USB, Bluetooth, affordable, durable, fast speeds |
Other popular models are the Zebra ZSB wireless label printer. It has Wi-Fi, a mobile app, and compostable cartridges. The Rollo label printer has Wi-Fi and USB. It prints fast and fits many label sizes. These printers help people print barcode labels and address labels with high accuracy.
Tip: Pick a printer with high resolution and many ways to connect. This gives you the best results.
Label Sheet Sizes
Label sheet size is important for printing labels well. Excel and Word support many standard label sizes and templates. The table below shows some common label sheet sizes:
Template Code | Label Type | Label Size (inches) | Labels per Sheet |
|---|---|---|---|
WL-5051 | Balm Labels | 1.9 x 2.5 | 16 |
WL-8250 | Laser – Inkjet | 2 x 5 | 8 |
WL-6950 | Rectangular labels | 2.25 x 0.75 | 30 |
WL-160 | Permanent ID Labels | 2.375 x 1.25 | 18 |
WL-775 | 3.5 Diskette Labels | 2.675 x 2 | 15 |
WL-173 | Permanent I.D. Labels | 3 x 0.625 | 32 |
WL-5030 | Name Badge | 3.375 x 2.3125 | 8 |
WL-157 | Filing labels | 3.4375 x 0.9375 | 18 |
WL-161 | Mailing Labels | 3.75 x 1.25 | 12 |
WL-2530 | N/A | 1.25 x 10.125 | 6 |
WL-5125 | Ink Jet, Laser | 2 x 1 | 40 |
WL-136 | Library Label | 2.7953 x 0.8268 | 36 |
WL-1075 | Multipurpose Label | 1.42 x 1 | 66 |
WL-1100 | Return Address | 1.5 x 0.5 | 100 |
WL-975 | Multipurpose Label | 1.5 x 1 | 50 |
WL-900 | Multipurpose Folder | 2.83 x 1 | 33 |
WL-750 | Multipurpose Label | 2.83 x 2.2 | 15 |
WL-675 | Multipurpose Label | 2.83 x 2.75 | 12 |
WL-700 | Multipurpose Label | 4 x 1.75 | 12 |
WL-550 | Multipurpose Label | 4.25 x 2.75 | 8 |
To line up labels right, match the Excel page layout and printer settings to the label sheet. Labels may not line up if the page size or margins are wrong. To fix this, pick the right template and print a test page on plain paper. Change printer settings for the label type to stop smudges and mistakes.
Printing barcode labels or address labels works best when the label sheet size matches the template in Excel or Word.
Printing labels from Excel is easier if you follow some steps. Pick the way that works best for your job. Word’s mail merge has more choices and templates. Printing straight from Excel is good for fast jobs. To stop mistakes, you can:
Look at your labels on the screen before you print.
Change printer settings for the right paper, margins, and direction.
If you set up and test everything, your labels will print clear and fit the sheets every time.
FAQ
Can Excel print labels without using Word?
You can print labels in Excel by changing cell sizes. You also need to format the sheet to fit your labels. This way is best for small groups of labels. You must set up the layout so it matches the label sheets.
What should users do if labels do not align correctly?
Check your printer settings and margins first. Make sure you picked the right template. Print a test page on plain paper. This helps you see if the labels line up before using real label sheets.
Which label templates work with Excel and Word?
Brand | Template Example | Supported In |
|---|---|---|
Avery | 8160, 5160 | Excel, Word |
DYMO | 30252 | Excel, Word |
Store | Store Brand | Excel, Word |
Can Mac users print labels from Excel?
Mac users can use Word’s Mail Merge Manager to print labels. They can also use Avery Design & Print Online. Both ways work with Excel files. These tools have many templates for different kinds of labels.