Printing address labels from a personal computer and printer is a much faster process than addressing envelopes by hand. Address labels can then be used for business communications and even personal mailings such as a holiday letter. Most word processing programs include a mail merge feature for printing multiple address labels from a database of addresses. There are specific steps to take when using Microsoft Word and Excel, although the general process also applies to other word processing programs.
- Skill level:
Things you need
- Blank address label sheets
Set up a spreadsheet with the fields you will want to include on your address labels. These typically consist of name, title or department, address line 1, address line 2, city, state, zip code and country. The fields should be typed across the top of the spreadsheet, and each line of the spreadsheet should contain the information for one mailing label. Save the spreadsheet to your hard drive. Skip this step if you already have a data file with your mailing list information.
Initiate a mail merge in your word processing program. In Microsoft Word 2007 or 2010, do this by clicking the "Mailings" tab and clicking "Step by Step Mail Merge Wizard" within the "Start Mail Merge" group. In earlier versions of Microsoft Word or other word processing programs, this may be called the data merge manager.
Select the option that indicates you would like to create labels. Create a new document and choose your document type by selecting the code that applies to your size of labels. The label code can be found on the sheet of labels you will insert into your printer.
Under the feature to select recipients, choose the option to use an existing list. Use the browse feature to navigate to the location of the list on your hard drive.
Select the specific recipients on your list who you would like to include on your address labels. Either select recipients individually or select all and deselect any people you do not want to include.
Arrange the content of your labels by specifying what fields of information from the data spreadsheet should be included on the label. Also include punctuation marks, such as a comma between the city and state fields.
Save the document containing the mail merge using the "Save As" feature in the "File" menu.
Preview the labels before printing to ensure that the formatting appears correctly. If needed, edit the labels or the recipients to correct any errors.
Load your blank sheets of address labels into your printer and select "Print" from the "File" menu to print your sheets of multiple address labels.
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