How do I import data from a spreadsheet using Microsoft Word for Windows?

You can easily import data from a spreadsheet to create address labels, name badges, inventory labels and more.

First, make sure your data is arranged in columns on your spreadsheet (one column for names, one for addresses, etc). Be sure this information is on Sheet 1 of your spreadsheet.

Import data Mail Merge

In Microsoft® Word click on the Mailings tab at the top of the screen. Click Start Mail Merge, then Step by Step Mail Merge Wizard.

Click on Labels and then click on Next:Starting document.

In the Label Options window, make sure that:

  • Printer Information is set to Page Printers
  • Tray is set to the Default Tray
  • Label Vendor is set to Avery US Letter
Then click on your product number and click on OK. Then click on Next:Select Recipients.

Choose the option to use an existing list and click on Browse. Once you find and open your database file a window will appear asking to select a table. Leave Sheet 1 and click on OK.

Now you should be able to view your Mail Merge Recipients. Scroll through the options to make sure the data is correct and click on OK. Then at the bottom click on Next:Arrange your labels.

Click on More Items and it should open a new window for Insert Merge Field. This is where you will choose which of your columns are merged and in what order. Click on each field and then click on Insert one at a time. For example, here we will need to click on First Name and then click Insert, then click on Last Name and then Insert, and so on. Once every field is added, click on Close.

In the first label, you can click between each field to add spaces, line breaks, or any other characters. For example, we've added spaces between each field, moved the addresses to another line, and a comma between the City and State. Then click on Update All Labels to apply these changes to the entire sheet. You can then click on Next: Preview Your Labels to move to the next step.

On this step you can preview the first sheet. If there are any other spaces, line breaks, or characters you need to add you can click on Previous: Arrange Your Labels to go back to the previous step and make adjustments. If everything looks correct then you can click on Next: Complete The Merge.

Click on Edit Individual Labels to open the Merge to New Document window. Then make sure that All is selected and click on OK. This should then create the fully merged document.

Please contact our Customer Care Center at (800)462-8379 for more help, or call Microsoft® for further assistance at (800)642-7676

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