If your addresses are in a spreadsheet, you do not need to type them again. Set up the columns once, and you can print the whole list on labels in a couple of minutes, every year.
Set up the spreadsheet
Put one address per row and the column names in the first row. These names are recognized by the label maker and are easy to use in Word too:
| Column | Example | Notes |
|---|---|---|
| Name, or First name and Last name | Priya Patel | A household name such as "The Rivera Family" also works in Name. |
| Company | Greenleaf Design Studio | Optional. |
| Address (or Street) | 77 Harbor View Drive | The street line. |
| Address 2 (or Apt) | Apt 4B | Optional. |
| City | Seattle | |
| State | WA | The two-letter abbreviation. |
| ZIP | 98121 | See the note on leading zeros below. |
| Country | Canada | Optional; left out for US addresses. |
Leading zeros: Excel treats ZIP codes as numbers and drops the zero at the start, so 02116 becomes 2116. Select the ZIP column, choose Format Cells, then Special, then Zip Code, or type the codes in a column formatted as Text. The label maker also adds the missing zero to four-digit US ZIP codes automatically.
Method 1: paste into the label maker (no Word needed)
- In Excel, Google Sheets or Numbers, select the cells with your addresses, including the header row, and copy them.
- Open the address label maker and paste into the Addresses box. The rows turn into addresses you can read and correct.
- Choose your label sheet, for example 5160, and the font and size.
- Download the PDF, print the first page on plain paper at 100% to check the alignment, then print on the labels.
You can also save the sheet as CSV (File, Save As, CSV) and import the file. Everything happens in your browser, so the list is not uploaded anywhere.
Method 2: Mail Merge in Microsoft Word
- Save and close the Excel file.
- In Word, open a blank document and go to Mailings, Start Mail Merge, Labels.
- Choose the label vendor (for example Avery US Letter) and the product number on your pack, such as 5160, and click OK.
- Click Select Recipients, Use an Existing List, and open your Excel file and the sheet with the addresses.
- Click Address Block (or insert the fields one by one), then Update Labels to copy the layout to every label.
- Click Preview Results to check, then Finish & Merge and print.
Mail Merge is worth it for letters and forms; for labels alone, pasting into a label maker is quicker and works on any computer, including Chromebooks and Macs without Office.
Fixing common problems
- The labels drift further down the page: the PDF was scaled. Print at Actual size or 100%, with Fit to page off.
- Blank labels in the middle: the spreadsheet has empty rows. Delete them, or remove the empty blocks in the Addresses box.
- Names in the wrong order: use separate First name and Last name columns, or one Name column written the way you want it on the label.
- Accents look wrong in a CSV file: save it as "CSV UTF-8" in Excel, or copy and paste the cells instead.