To print address labels for mailing, keep your contacts in a spreadsheet, merge them into a label template that matches your sheets, test the alignment on plain paper and then print on the real labels. A merge saves retyping each address.
Build a Clean Contact List
Open a spreadsheet and give each piece of information its own column. Use a header row so the merge tool can read it.
- Name
- Street line
- City
- Region or state
- Postal code
- Country, if mailing abroad
Check spelling, remove duplicates and make sure postal codes keep their leading zeros by formatting that column as text.
Run the Merge
- Open your word processor and find the labels or mailings tool.
- Choose the label sheet product number printed on your package, or enter its measurements if it is not listed.
- Choose your spreadsheet as the recipient list.
- Insert the merge fields in the first cell and arrange them as you want them to look on the label.
- Update all labels, then scroll through the results page by page on screen.
Test Before You Print
Print one page on ordinary paper. Hold it over a blank label sheet against a window. If lines sit too high or low, adjust the top and side margins or the scale setting in the print dialog. Make sure scaling options like “fit to page” are off, since they shift the text.
Printing and Applying
- Load the sheet in the direction the manual shows.
- Print and let the ink dry.
- Peel one label at a time and press from the centre outward on a clean, dry envelope or parcel.
- Do not reuse partly peeled sheets in the printer, as stray labels can jam inside.
For holiday cards or event invitations, add a column in the spreadsheet for greeting names, such as a first name or a family name, and a note column for anything you want to remember. Sort the list by postal code if you want to bundle the mail, and keep the file saved so next year’s run takes minutes.
Choose a plain, clear font and a size that fits comfortably in the label without crowding the edges. Left-aligned text is usually easiest to read. If an address runs long, shorten the line breaks or lower the font size by a point rather than letting the text run off the edge.
FAQ
Why do my labels drift down the page?
Usually the scaling is not at 100 percent. Reset it and use the exact template for your sheet.
Can I add a small logo?
Yes. Place a small image in the template before merging, keeping it clear of the address block.
The Short Version
Prepare a tidy list, merge into the right template, check alignment on plain paper and print with scaling off. These steps give neat, even labels.