Can I print address labels straight from Excel?

Not neatly on its own. The usual way is to keep the addresses in Excel and use mail merge in Microsoft Word, which reads the spreadsheet and fills one label per row.

Which columns should my address list have?

One piece of information per column with a heading in row 1: for example First name, Last name, Address 1, Address 2, Town, County, Postcode. No merged cells, no blank rows in the middle and no totals at the bottom.

What label sheet should I buy?

Any A4 sheet that Word lists by its product code. Check the code on the box (Avery L7160, 21 labels per sheet, is a common UK size for addresses) and choose the same code in Word’s label options.

Why are some of my labels blank or printing twice?

Usually blank rows in the spreadsheet, duplicate addresses, or the merge was not updated across all labels. Remove blanks and duplicates first, then use Update Labels before you finish the merge.

Can I do this for business Christmas cards too?

Yes. The same steps work for a customer list. Add a Company column and include it in the address block. Only send to people you have a genuine relationship with.

Guide · Spreadsheets

How to print Christmas card address labels from Excel

Hand-writing fifty envelopes takes an evening. If your addresses are in a spreadsheet, Word mail merge can print a full sheet of labels in a few minutes. Here is the simple way to do it, and how to stop the usual blank and duplicate labels.

Messy address list? We tidy it from £15

Step 1: set out the spreadsheet properly

Row 1 holds the headings: First name, Last name, Address 1, Address 2, Town, County, Postcode (add Company if you need it).
One person or household per row, one piece of information per cell.
No merged cells, no blank rows in the middle, no notes or totals under the list.
Delete duplicates so nobody gets two cards (our remove duplicates guide shows how).
Save and close the file before you start the merge.

Step 2: choose your labels in Word

Open a blank document in Microsoft Word.
Go to Mailings, then Start Mail Merge, then Labels.
Pick the label maker and product number printed on your box of labels (for example Avery L7160) and click OK.

Step 3: connect your address list

Click Select Recipients, then Use an Existing List, and open your Excel file.
Pick the sheet with the addresses and make sure "First row of data contains column headers" is ticked.
Use Edit Recipient List to untick anyone you are not sending to this year.

Step 4: add the address and fill every label

In the first label, click Address Block or insert each field yourself with Insert Merge Field, one line each: name, Address 1, Address 2, Town, Postcode.
Click Update Labels so the same layout copies to every label on the sheet.
Click Preview Results and scroll through a few labels to check them.

Step 5: test print, then print the lot

Click Finish & Merge, then Edit Individual Documents, so you can see every page before printing.
Print page one on plain paper first and hold it against a label sheet to check the alignment.
Then load the label sheets the right way up (check your printer’s paper icon) and print.

Mistakes to avoid

Postcodes losing their space or turning into dates: format the Postcode column as Text.
Choosing a different label code in Word from the one on the box, so everything prints off-centre.
Forgetting Update Labels, so only the first label is filled.
Leaving last year’s house moves in the list. Check it once before you print.

Frequently asked questions

Can I print address labels straight from Excel?: Not neatly on its own. The usual way is to keep the addresses in Excel and use mail merge in Microsoft Word, which reads the spreadsheet and fills one label per row.
Which columns should my address list have?: One piece of information per column with a heading in row 1: for example First name, Last name, Address 1, Address 2, Town, County, Postcode. No merged cells, no blank rows in the middle and no totals at the bottom.
What label sheet should I buy?: Any A4 sheet that Word lists by its product code. Check the code on the box (Avery L7160, 21 labels per sheet, is a common UK size for addresses) and choose the same code in Word’s label options.
Why are some of my labels blank or printing twice?: Usually blank rows in the spreadsheet, duplicate addresses, or the merge was not updated across all labels. Remove blanks and duplicates first, then use Update Labels before you finish the merge.
Can I do this for business Christmas cards too?: Yes. The same steps work for a customer list. Add a Company column and include it in the address block. Only send to people you have a genuine relationship with.

Want the list sorted for you?

Send us your address list in whatever state it is in: an old spreadsheet, a few columns jammed together, or several lists that need combining. We split it into clean name and address columns, fix postcodes, remove duplicates and blank rows, and send it back ready to mail merge. A small job (up to 500 rows) is £15, and up to 10,000 rows is £60. Back by email in 2 working days, paid by a one-off card payment.

Get your address list cleaned · from £15

Written by TCH Works, Harlow, Essex, October 2026.