How to print address labels from Excel

1. Prepare one recipient per row

Put column headings in row 1. Use Full Name, Address 1, City, State and ZIP, or use separate First Name and Last Name columns. Company can stand in for a recipient name. Apartment, country and a second address line are optional.

Download the CSV template. Files can be .xlsx, .xls or .csv, up to 5 MB and 1,000 address rows. Select the intended worksheet if your workbook contains several.

2. Keep leading zeros in ZIP codes

CSV imports preserve postal codes as entered. Excel imports use the cell’s displayed format: a numeric 2108 formatted as 00000 is read as 02108. If Excel has already removed a zero and no format preserves it, the tool cannot guess it. Correct the original sheet before importing.

3. Match columns and check the addresses

Recognized headings are matched automatically. Open the column controls to change a match, then select labels in the preview to inspect individual addresses. Missing fields, unsupported characters and addresses that cannot fit legibly block export rather than silently dropping recipients.

The print font supports Latin letters and accents. Locality lines use city, state / province and postal-code order; this version does not validate postal delivery or automatically apply each country’s addressing rules.

4. Choose the sheet that matches your package

Select Avery 5160 / 8160 for 30 labels on Letter, 5161 / 8161 for 20 wider labels on Letter, or L7160 for 21 labels on A4. These are different grids. Do not use printer scaling to convert one template into another.

For a partly used sheet, choose the first unused label. Earlier positions stay blank. Changing the template resets the starting position to label 1, so check it again before downloading.

5. Download and print at actual size

Download the PDF and choose the paper size shown in the tool. Select Actual size / 100%, turn off Fit to page and double-sided printing, and test on plain paper. Hold the test behind your label sheet to check alignment. Small uniform shifts can be corrected with the horizontal and vertical alignment controls.

If the top row lines up but later rows drift, recheck the template, paper size and scaling before changing the offset. An offset moves every label equally; it does not fix a mismatched grid.

Free downloads and larger lists

Up to 30 addresses per PDF are free, with no watermark and repeat exports allowed. A 30-address list can span two sheets on 5161 or L7160 without becoming paid. The $5 one-time Batch Pass covers up to 1,000 addresses per PDF for 30 days. Your spreadsheet is parsed locally; mapped addresses are sent only when a PDF is requested and are not saved in an address database.