How to Mail Merge Labels from Excel (No Word Needed)

A mail merge turns every row of a spreadsheet into one label. In a word processor this takes a wizard, a data source and a lot of clicking. In LabelSheet it takes three steps: paste, insert fields, download.

1. Prepare your spreadsheet

Put one piece of information per column and give every column a short name in the first row:

name	street	street2	city
Jane Doe	123 Main Street		Springfield, IL 62704
Carlos Rivera	88 Pine Avenue	Apt 4B	Denver, CO 80203

Tips:

• One row = one label. Remove empty rows and totals at the bottom.
• Keep the header row short and without spaces at the ends — the names become your fields ({{name}}, {{city}}).
• If some addresses have a second line and others don’t, give it its own column (street2). Empty lines are removed automatically.
• Postcodes with leading zeros (e.g. 02134) should be formatted as Text in Excel so the zero isn’t dropped.

2. Paste or upload the data

1. Open the label maker and choose your sheet — for example Avery® 5160 (30 per sheet) or a 21-per-sheet A4 sheet.
2. Open the Data & copies tab and choose Mail merge from a spreadsheet.
3. In Excel, select the cells including the header row, press Ctrl+C (⌘C on Mac), click into the box and paste.

You can also click Upload CSV / XLSX and pick the file. The first worksheet is used. Older .xls files need to be saved as .xlsx or .csv first.

LabelSheet shows how many rows it found and which fields are available.

3. Put the fields into your design

Click the text on the label. Under the text box you’ll see buttons for every field — click them to insert {{name}}, {{street}} and so on, or type them yourself:

{{name}}
{{street}}
{{street2}}
{{city}}

The preview immediately shows the first row. Leave Shrink to fit on so long names don’t overflow. Fields also work in QR codes and barcodes — for example https://example.com/track/{{order}}.

4. Check the sheet and download

The sheet preview at the bottom shows exactly which labels will be printed. Using a sheet that’s partly used? In the Print tab, set Start at label # or click the first free label in the preview.

Click Download PDF and print it at 100% / Actual size — see how to print a PDF at actual size.

Common problems

• Everything is in one field. Your file may use semicolons or tabs — LabelSheet detects comma, semicolon and tab automatically, but check that the first row really contains the column names.
• Dates look like numbers. Format the column as text in Excel, or upload the .xlsx file (dates are converted).
• Labels print slightly shifted. Follow labels not lining up to calibrate once.
• More than 30 rows. The free plan merges 30 rows per PDF; split the list into several PDFs or use Pro for unlimited rows.

Your spreadsheet is processed only in your browser — it’s never uploaded.