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How to Easily Create Address Labels: A DIY Guide

When sending birthday or wedding invitations, it's important to make a good first impression, starting with a neat envelope. While you can have cards professionally printed via popular card websites, creating your own address labels is a cost-effective alternative.

By printing your own address labels, you save on printing costs and gain the flexibility to make last-minute changes. There are two main methods: using Excel and Word (more complex) or employing Mailbook (quicker). Both methods are outlined step-by-step below.

Which Address Labels Should You Buy?

There are numerous address label formats available, each with slightly different dimensions. We recommend purchasing US Letter-sized (8 1/2" x 11") label sheets with 30 labels per sheet, each measuring 1" x 2-5/8". This common US size is large enough for both domestic and international addresses and is available widely, either as store brands or from manufacturers like Avery. Be sure to check whether your printer is an inkjet or laser model before buying.

Creating Labels with Excel

Creating address labels from an Excel spreadsheet involves a process known as Mail Merge. While entirely feasible, it demands time and some technical savvy. You'll need a printer, labels, and Microsoft Word and Excel. For guidance, watch our instruction video or follow these steps:

1. Begin with your address list in Mailbook in Excel. Double-check the names and details.
2. Open Word, where you will set up your labels in the appropriate boxes.
3. Select the Mailings tab in the menu bar and choose Start Mail Merge.
4. In the Label Options, click Options. Choose your label vendor (e.g., Avery US Letter) and select the template format (e.g., Avery 5160).
5. You should now see a label layout with the first box empty and «Next Record» in the others.
6. To link your Excel data, click Select Recipients, then Use an Existing List....
7. You may encounter a warning; select "Yes." Leave the following options regarding workbook and cell range as default.
8. Click inside the first box and use Insert Merge Field to add the following fields:

   «First Name» «Last Name»
   «Address»
   «City», «State» «Postal Code»

9. Choose Update Labels from the menu.
10. Finally, go to Finish & Merge and select Print Documents.
11. Insert your label paper into the printer and press print.

And there you have it—your labels are ready!

Mail Merge with Excel supports only one address format at a time, which can be a drawback for international addresses requiring different templates. Luckily, Mailbook generates beautifully formatted labels with ease. Find out how below...

Creating Labels with Mailbook

Mailbook's new feature lets you download a Word file with all your addresses formatted as labels. You can quickly make adjustments in Word without following the above complex steps. Watch our instruction video or refer to these steps:

1. Log in to Mailbook and click Export.
2. Select Print addresses on labels.
3. Choose your label product, with the default being 30 addresses, like Avery 5160.
4. Click Download to save the file, then open it.
5. Load your printer with label paper and print.

No Word? No problem. You can open, edit, and print the file using Google Docs for free.

If you're still facing issues, Mailbook offers the option to have your labels shipped to your home.