When doing a mail merge, empty rows may mislead Word, so it will merge only part of the entries believing it has already reached the end of your address list. Make sure your Excel sheet does not contain any blank rows or columns.Format the Zip code column as text to retain leading zeros during a mail merge.For example, instead of a single Name column, you'd better create separate columns for salutation, first name and last name. Split the recipient information into very small pieces.Giving identical names to your Excel column will help Mail Merge to automatically match the fields and save you the trouble of mapping the columns manually. The screenshot below shows a list of the Address block fields used by Word.

For address fields, use the full words such as Address, City, State, Postal or Zip code, Country or Region.

Give clear and unambiguous names to your Excel columns such as First Name, Middle Name, Last name, etc.

Here are a few important things to check: This will make it easier for you to arrange, review and print your mailing labels in Word and save more time in the long run. Microsoft Word will be pulling out the information from your Excel columns and placing it into the corresponding merge fields in this way:īefore starting a mail merge, invest some time in setting up your Excel spreadsheet to ensure it is properly structured. Or, it can combine several entries, for example the «AddressBlock» field. A merge field can correspond to one entry such as first name, last name, city, zip code, etc. In essence, when you mail merge labels or envelopes from Excel to Word, the column headers of your Excel sheet are transformed into mail merge fields in a Word document. The steps are essentially the same in Excel 365, Excel 2021, Excel 2019, Excel 2016, Excel 2010, and very similar in Excel 2007. Whatever intricate and intimidating the task may sound, it boils down to 7 basic steps.īelow, we'll take a closer look at each step using Microsoft 365 for Excel. If you've had a chance to read our Mail Merge tutorial, a larger part of the process will be familiar to you because making labels or envelopes from Excel is yet another variation of the Word Mail Merge feature. How to mail merge address labels from Excel

Prepare Excel spreadsheet for mail merge.

Today let's see how you can leverage this feature to make and print labels from an Excel spreadsheet.

Last week we started to look into the capabilities of Word Mail Merge.

You will learn how to prepare your Excel address list, set up a Word document, make custom labels, print them and save for later use.

The tutorial explains how to do a mail merge from an Excel spreadsheet for labels.

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