Microsoft Mail Merge: Automate Labels with Next Record

Ann Jul 09, 2026

Ever found yourself in a situation where you need to print multiple labels, each with slightly different information, for a large number of recipients? Microsoft Word's Mail Merge feature, combined with label printing, can streamline this process significantly. One of the key aspects of this feature is the "Next Record" function, which allows you to automate the printing of multiple labels with varying data. Let's delve into how you can use Microsoft Mail Merge with labels and the "Next Record" function effectively.

Use Mail Merge to Create Mailing Labels in Word from an Excel Data Set
Use Mail Merge to Create Mailing Labels in Word from an Excel Data Set

Before we dive into the specifics, let's ensure you have the right tools. You'll need Microsoft Word, a label template that matches your printer's label size, and a data source (like an Excel spreadsheet) containing the recipient information.

the mail merge button in microsoft's office 365 email address box is highlighted on the left side of the document
the mail merge button in microsoft's office 365 email address box is highlighted on the left side of the document

Setting Up Your Mail Merge

To begin, open Microsoft Word and click on "Mailings" in the ribbon. Then, click on "Start Mail Merge" and select "Labels". Choose the label vendor and product number that matches your printer's label size. Word will open a new document with the selected label template.

Mail Merge Facility in MS Word
Mail Merge Facility in MS Word

Next, click on "Select Recipients" in the "Start Mail Merge" group, then choose "Use an Existing List". Browse to and select your data source (e.g., an Excel file), then click "Open". Ensure the data fields in Word match those in your data source, then click "OK".

Placing Your Data Fields

How to Print Labels with Mail Merge in Microsoft Word and Excel
How to Print Labels with Mail Merge in Microsoft Word and Excel

Now, you're ready to place your data fields in the label template. Click on "Insert Merge Field" in the "Write & Insert Fields" group, then select the field you want to insert (e.g., "First Name", "Last Name", "Address", etc.). Repeat this process to insert all necessary fields into your label template.

Remember to place the cursor in the correct position for each field. For instance, place the "First Name" field where you want the recipient's first name to appear on the label. Do the same for the "Last Name" field, ensuring it's positioned correctly relative to the "First Name" field.

Using the "Next Record" Function

How to Make Address Address Labels with Mail Merge using Excel and Word
How to Make Address Address Labels with Mail Merge using Excel and Word

The "Next Record" function is what allows you to print multiple labels with different data. It's essentially a command that tells Word to move to the next record in your data source after printing a label. To use it, simply click on "Next Record" in the "Write & Insert Fields" group after you've placed all your data fields in the label template.

Word will then print the next label with the data from the next record in your data source. Repeat this process until you've printed labels for all your recipients. The "Next Record" function ensures that each label is printed with the correct data, saving you time and reducing errors.

Printing Your Labels

Print your Outlook contacts as mailing labels
Print your Outlook contacts as mailing labels

Once you've placed all your data fields and used the "Next Record" function to print labels for all your recipients, you're ready to print. Click on "Finish & Merge" in the "Finish" group, then select "Print Documents". Ensure your printer is set to the correct label size, then click "OK". Word will print your labels, one for each record in your data source.

Remember to check your labels as they print to ensure they're printing correctly. If you need to make any adjustments, you can do so in the label template before printing the entire batch.

Mail Merge: Create and send personalized bulk emails - Robert 365
Mail Merge: Create and send personalized bulk emails - Robert 365
How to mail merge and print labels from Excel to Word
How to mail merge and print labels from Excel to Word
How to Mail Merge Address Labels - Office 365
How to Mail Merge Address Labels - Office 365
How to Create Address Mailing Labels in Microsoft Word 2007 Using Excel Data
How to Create Address Mailing Labels in Microsoft Word 2007 Using Excel Data
How to Create LABELS in Microsoft Word Using Mail Merge | Use Data From Microsoft Excel
How to Create LABELS in Microsoft Word Using Mail Merge | Use Data From Microsoft Excel
How to Create Address Labels in Microsoft Word from an Excel File (PC & Mac)
How to Create Address Labels in Microsoft Word from an Excel File (PC & Mac)
Use mail merge for bulk email, letters, labels, and envelopes
Use mail merge for bulk email, letters, labels, and envelopes
How to do a mail merge using Microsoft Word and Excel to quickly create personalized templates for imported data
How to do a mail merge using Microsoft Word and Excel to quickly create personalized templates for imported data
How to Print Labels with Mail Merge in Microsoft Word and Excel
How to Print Labels with Mail Merge in Microsoft Word and Excel
How to do a mail merge using Microsoft Word and Excel to quickly create personalized templates for imported data
How to do a mail merge using Microsoft Word and Excel to quickly create personalized templates for imported data
Mail merge with envelopes
Mail merge with envelopes
How to Create Address Mailing Labels in Microsoft Word 2007 Using Excel Data
How to Create Address Mailing Labels in Microsoft Word 2007 Using Excel Data
Start Mastering Mail Merge in Microsoft Word Today!
Start Mastering Mail Merge in Microsoft Word Today!
a screenshot of a computer screen with the text editor highlighted
a screenshot of a computer screen with the text editor highlighted
How to customize the subject line in Mail Merge Toolkit for Outlook
How to customize the subject line in Mail Merge Toolkit for Outlook
How to use Microsoft Word's mail merge feature to merge into individual files.
How to use Microsoft Word's mail merge feature to merge into individual files.
a laptop computer with the words how to create address labels with images in microsoft word
a laptop computer with the words how to create address labels with images in microsoft word
How to remove mail merge data source from Word document
How to remove mail merge data source from Word document
Use mail merge in Word to send bulk email messages
Use mail merge in Word to send bulk email messages
How to Address Letters in Microsoft Word with Mail Merge from an Excel File (PC & Mac)
How to Address Letters in Microsoft Word with Mail Merge from an Excel File (PC & Mac)

Saving Your Mail Merge for Future Use

If you think you might need to print more labels in the future, it's a good idea to save your mail merge. Click on "File" and select "Save As". Choose a location to save your file, give it a name, then click "Save". Your mail merge is now saved and can be used again in the future.

To use a saved mail merge, open Microsoft Word and click on "File", then "Open". Navigate to the location where you saved your mail merge, select the file, then click "Open". Word will open the mail merge, and you can use the "Next Record" function to print more labels as needed.

Mastering Microsoft Mail Merge with labels and the "Next Record" function can significantly streamline your labeling tasks. Whether you're printing address labels for a marketing campaign, shipping labels for an e-commerce business, or name tags for an event, this feature can save you time and reduce errors. So, the next time you have a large number of labels to print, give Microsoft Mail Merge a try. You might just find it's the perfect solution for your labeling needs.