How to Print Labels from Excel

The fast way: copy the rows from Excel or Google Sheets and paste them below (or open the file saved as CSV). Columns are matched for you, and you get a PDF for Avery 5160 or any standard sheet.

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Step 1

Your addresses

Open a CSV file

One address per block, with a blank line between them. Pasting straight from Excel or Google Sheets works too, with or without a header row (Name, Address, City, State, ZIP…).

Step 2

The labels

Design
Printer lines up a little off?

Print the alignment test on plain paper first. If everything sits a little to one side, move it here in 1/32-inch steps, then print the test again.

Right Down

Step 3

When you print, choose Actual size (or Scale 100%), not “Fit to page”. That is the one setting that decides whether labels line up.

Your addresses never leave this device. The PDF is made right here in your browser.

The fast way: paste or open a CSV

  1. Check the columns. Headers like Name (or First Name + Last Name), Address, Address 2, City, State, ZIP and Country are recognised, including the ones in a Google Contacts or Outlook export.
  2. Copy the rows (header included) and paste them into the box above, or save the sheet as CSV and use Open a CSV file.
  3. Check the summary line. It says how many addresses it found, how many rows had no address, and how many ZIP codes it repaired.
  4. Pick the sheet and print the PDF at Actual size. Sort by last name or ZIP code if you like.

The Word way: mail merge

If you'd rather do it in Microsoft Word on Windows:

  1. In Word, open Mailings › Start Mail Merge › Labels, set Label vendors to Avery US Letter, choose your product number (for example 5160) and click OK.
  2. Select Recipients › Use an Existing List and pick your Excel file and the sheet with the addresses.
  3. Click in the first label, then Address Block (check the preview), then Update Labels to copy it to every label.
  4. Finish & Merge › Edit Individual Documents, check the result, and print at 100%.

Mail merge is the right tool for letters with personal fields in the body. For a stack of envelopes, pasting the rows above is quicker.

Questions

Which columns does it need?

A name (one Name column, or First Name and Last Name), a street address, and city, state and ZIP. Address 2, Apt or Suite, Company and Country columns are used when they are there. A header row helps but is not required.

Why did my ZIP codes lose their first zero?

Excel treats 02134 as a number and stores 2134. The label maker puts the zero back on any four-digit US ZIP code and adds the dash to nine-digit ZIP+4 codes, and tells you how many it fixed.

Can I open an .xlsx file directly?

Not yet: save it as CSV first (Excel: File, Save As, CSV; Google Sheets: File, Download, Comma-separated values; Numbers: File, Export To, CSV). Or just select the rows, copy, and paste them into the box.

Is my spreadsheet uploaded anywhere?

No. The file is read by your browser and the PDF is made on your device. Nothing is sent to our server.

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