How to Print Address Labels from Excel

If you’re like us, you use Excel for a lot of things. Even if you have another contacts list, such as Google Contacts, you might find yourself exporting to Excel so you can easily view, sort, and filter. Excel also helps you prepare your list of names and addresses in a structured way so you can easily print them on address labels. Assuming you already have that Excel document with your list of friends, customers, leads, or other contacts, you are ready to go.

As with all things Microsoft, there is more than one way to accomplish what you need. For instance, there are many ways to start the Mail Merge process. We’ll describe just one of the easy ways to create labels with Mail Merge.

Note: In addition to labels, you can import your address list into Google Maps to create a map of sales leads, customers, friends, or other contacts.

How to Start

The first thing to know about creating a successful Mail Merge is what you are going to be creating, and to whom will you be sending it. Collect this data in your Excel spreadsheet, or create a list within Word. Let’s pretend we want to send out query letters to a few publishers for your great American novel. We’re going to make labels for envelopes with the following information:

  • Company Name
  • Contact Name
  • Title
  • Address Line 1
  • Address Line 2
  • City
  • State
  • Zip

The Mailing Tab

We’ll start from Word and the following instructions should work for Word 2010 on up. Open your Word program and click on the Mailings Tab.

Take this chance to save your document. If you can, turn on Autosave. It’s up in the upper left corner if you save your documents on OneDrive or a SharePoint server.

Gather Your Data

Double check that you have an Excel document ready with addresses, or add these examples we will be using:

Company Name Contact Name Title Address Line 1 Address Line 2 City State Zip
Simon & Schuster Burt Reynolds Publisher – 37 Ink, Atria Publishing Group 1230 Avenue of the Americas   New York NY 10019
Random House – Penguin Donna Cortez Senior Editor 1745 Broadway Harmony New York NY 10019
Harper Collins Becca Seacrest Executive Editor 195 Broadway 22nd Floor New York NY 10007
Abrams Zoë Kavinsky Editor 195 Broadway 9th Floor New York NY 10007
Hatchette Book Group Jamie Lynn   1290 Avenue of the Americas Little, Brown New York NY 10104

Now we can begin using the Mail Merge wizard.

Begin the Wizard

The wizard is the place to begin. When it starts, a new pane will open on the right of your Word screen. It looks like this:

  1. Choose the type of document you want to create. In this instance, we’ve selected “Labels.”
  2. Click Next: Starting document

After you click Next, you have three choices.

If you already had something you wanted to use, select either of the second or third options. Since we’re starting from scratch, we chose, “Use the current document.”

Click Next: Select recipients

Enter Your Data

This is the important part of Mail Merge. You have several choices for data. If you’re using an existing list (usually one from an Excel file, but there are many other data types from which Word can extract data), you would choose “Browse” under Use an existing list. You can also use Outlook contacts if you have it. If you had already opened a list, you could also edit it from here.

You can also start from scratch when you click on “Type a new list” in the Select recipients group.

Click Next: Write your letter

When you click Next, a new window will pop up where you enter your data.

If you look at the field labels at the top, you may notice that it has labels for things the data did not include. You need to remove those fields before adding your own. To do this, click the “Customize Columns” button on the bottom left of the pop-up window.

Customize Columns

A new window will pop-up.

Enter in your data, pressing the tab button between every entry to continue to the next field. Once you’ve entered your data, click OK.

You will be asked to save your list. Word automatically saves your data as an Access Database file, and it automatically puts it into the default folder for Word’s data. Name it as something you will remember. Mailing Labels for Submissions, perhaps.

Click Save. Click OK.

You’ll notice on the wizard pane, that “choose an existing list” is now highlighted.

Click Next: Write your letter

Once you have successfully input your data and explored the wizard, close the wizard by clicking the X at the top right corner. Now you’ll work on our labels using the ribbon.

Use the Ribbon to Finish Your Labels

If you have a certain type of label you are using–such as: Avery Easy Peel Address Labels (5160)–then click on the “Start Mail Merge” button and choose “Labels.” Do not choose labels from the Create group as it just allows you to quickly print labels.

You will use this pop-up window to choose your type of label. Check the packaging for the labels’ number, so Word knows what you are talking about.

Sometimes, it is hard to find your label type, but most of the time you can. For ours, we had to look under, “Avery US Letter,” as they are in order by size of paper. Then we had to scroll all the way down to find 5160 Easy Peel Labels. When you find your label, Click OK.

Word will tell you it has to delete everything from the document. Go ahead and click OK since we have a blank document anyway.

As you can see, Word automatically propagates all the labels with <<Next Record>>

However, your “Address Block” has not yet been added, so no records would appear if you tried to finish it now. So, in the Write and Insert Fields group on the ribbon, click “Address Block.” Since your cursor is already at the right cell in the table, it will put <<AddressBlock>> in that cell. Now you’re ready to merge!

Merge Your Labels

When you click Address Block, a pop-up window will open, asking you to choose the way you want your addresses to look. We went with the default settings and hit OK.

You will now see <<AddressBlock>> in the first cell.

Click Update Labels in the Write and Insert Fields group on the ribbon.

Now your document should look something like this. Notice how <<AddressBlock>> Was thrown into every empty cell.

When you click “Preview Results,” it will propagate all fields. You may also notice that it looks terrible — Word added spaces between every line. Don’t worry, we’ll fix that quickly.

If you renamed a field, you may notice it is not showing up. To fix this, click the “Match Fields” button in the Write & Insert Fields group on the Mailings ribbon. We had to do this because we renamed “First Name” to “Contact Name.” By clicking on “Match Fields” we were able to choose what fields in our data match the fields that Word uses.

Edit and Make Pretty

To make your Mail Merge look more aesthetically pleasing, click on the little Plus sign on the table to choose the entire table OR click CTRL+A to select all. You can also click on the Select button in the Editing group on the Home tab and choose Select All. Word likes options.

Now go the Home tab on your ribbon. With your document text still selected, click on the little arrow on the bottom right of the Paragraph group on the Home tab.

A new window will pop-up.

Check the box that says, “Don’t add space between paragraphs of the same style.”

Click OK.

Now, go back to the Mailings Tab.

Click, “Finish & Merge” in the Finish group on the Mailings tab.

Choose which records you want to use (we are using all records).

A new document will open containing your labels—ready to save and print!

Keep in mind you don’t have to use labels just for mailing. You can make gift tags, labels for products you sell or give away…the mind boggles with all the choices. Your imagination is the only thing stopping you from using Excel and Word to label your entire life.

Bring Your Excel Data Into the Real World

You’ve printed your addresses on labels, so that’s one way to add them to the real world. Every day thousands of BatchGeo users turn their spreadsheets into maps for research, community, and sales purposes. You can simply copy-paste to create a map, then share it with colleagues or friends.

View Santa Monica Mechanics (With Images) in a full screen map

Or, heck, maybe you’re just curious where all your friends live? Make a map of your holiday card list.

The Hometowns of Prime Ministers

It’s been more than 40 years since Margaret Thatcher became the first female Prime Minister of the United Kingdom. To celebrate Thatcher’s achievements, we mapped all 54 of the United Kingdom’s Prime Ministers, their hometowns, and more.

But first, let’s talk about why Margaret Thatcher is so special. Did you know that if Thatcher were a Duchess, she would have a completely different title from every other Prime Minister to date? Also special about Thatcher is her hometown. She didn’t grow up in a place that produced many Prime Ministers. Plus, she is one of the top five Prime Ministers with the longest term length. However, Thatcher also has a few commonalities with the Prime Ministers of the past. For example, she aligns herself with the most-elected Prime Minister political party of all time.

Now that you know all about Thatcher, it’s time you get to know the titles, hometowns, term lengths, and political parties of the rest of the U.K.’s Prime Ministers.

View Prime Ministers by Hometown in a full screen map

Click around the map above to learn facts about each of the United Kingdom’s 54 Prime Ministers. Then, read on for the trends we pulled from the data.

Prime Minister’s Ever-Changing Roles, Titles, & Parties

The role of the U.K. Prime Minister is quite simple: be the head of government for the entire country. The Prime Minister is in charge of the executive branch of government and holds a house majority within the legislature. The PM may also add “enacting the monarch’s will” and “advisor to the King or Queen of the United Kingdom” to their resumè.

Alternating Titles of the Prime Minister

If, after taking a look at the map, you’re wondering, what is up with all these names, you’re not alone. We were also curious about what The Right Most Graceful could signify. As it turns out, there are three different titles a newly-minted Prime Minister may be dubbed:

  • His Grace
    • Dukes or Duchesses
  • The Most Honourable
    • Marquesses
  • The Right Honourable
    • Everyone else

Forty-seven Prime Ministers our of 54 hold the title of “The Right Honourable,” spelled in the way only the British would. If you yourself manage to score the position of PM, you too will likely be referred to as “The Right Honourable.” This is the automatic title for the Prime Minister, but some may be called “The Most Honourable” instead of “The Right Honourable.” This title is reserved for PMs who already are Marquesses, of which there have been two in history. These folks are Marquesses and Prime Ministers, making the distinction necessary. If a Prime Minister turns out to be a step above a Marquess, called a Duke, they get a title fit for a king: His Grace. Five Prime Ministers earned this title. We want to know if Margaret Thatcher was also a Duke — or Duchess in this case — would we call her Her Grace? Or would we see the creation of an all-new title?

Prime Minister Party Time

By our count, the most popular Prime Minister political party have been the Conservatives. Seventeen of the 54 PMs were of the Conservative party. The second most common party of PMs are the Whigs, of which there were 13. There have also been nine Tory-affiliated Prime Ministers and five Liberal PMs. There have also been five Labour candidates who won the highest elected office in the U.K. Finally, there has been one Peelite Prime Minister, along with others who transitioned from one political party to another. You can see who jumped their party’s ship on the map above by sorting by Party.

Where Do Most Prime Ministers Grow Up?

It may not come as much of a surprise to find out that the majority of the United Kingdom’s Prime Ministers hail from London, England. After all, London is the capital and the largest city in both England and the United Kingdom. Not only that, but there are the Prime Ministers who were born in the city of London and those who were born in Middlesex, an ancient county in England that is now entirely within the area of London. In total, fifteen Londoners and Middlesexers went on to become Prime Minister, indicating that if being PM is your goal, you may want to be born in London. Send a letter to your parents from the womb, Prime Minister hopefuls.

In addition to London, those from Yorkshire can also find hometown representation in Prime Ministers. There have been four PMs who call Yorkshire home. Edinburgh, Scotland, and Lancashire, England each churned out three PMs as well. Finally, Buckinghamshire, Kent, Surrey, and Sussex, England along with Dublin, Ireland produced two Prime Ministers each.

Non-Native PMs

While today the United Kingdom is made up of England, Northern Ireland, and Scotland, this hasn’t always been the case. At one point, Scotland and Ireland were separate from England. However, this history didn’t stop the following men from becoming Prime Ministers.

The Right Honourable William Petty, Prime Minister beginning in 1782 and Field Marshal His Grace Arthur Wellesley (1828) may have been in charge many years apart, but they are both from Dublin, Ireland. They are the only two Irish-born Prime Ministers in history. The Right Honourable John Stuart (1762), The Right Honourable George Hamilton-Gordon (1852), and The Right Honourable Tony Blair (1997) were all born and raised in the capital of Scotland: Edinburgh.

Other notable Scots who held the title include The Right Honourable Arthur Balfour, from East Lothian who became Prime Minister in 1902, The Right Honourable Sir Henry Campbell-Bannerman from Glasgow, who was PM in 1905, The Right Honourable Ramsay MacDonald hailing from Moray and Prime Minister in 1924, and more recently, The Right Honourable Gordon Brown from Renfrewshire, Scotland who was Prime Minister from 2007 to 2010. As for the single North American Prime Minister in the United Kingdom? The Right Honourable Bonar Law was from Kingston, Colony of New Brunswick, which is now apart of Canada. He became Prime Minister in 1922.

Double Dipping Prime Ministers

Photo by Arthur Osipyan on Unsplash

Unlike in the United States, as long as a PM win elections, he or she may continue to serve as Prime Minister until their passing.

These PMs each has been elected into the position two times:

  • His Grace Thomas Pelham-Holles
  • The Most Honourable Charles Watson-Wentworth
  • The Right Honourable William Pitt the Younger
  • His Grace William Cavendish-Bentinck
  • Field Marshal His Grace Arthur Wellesley
  • The Right Honourable William Lamb
  • The Right Honourable Sir Robert Peel
  • The Right Honourable John Russell
  • The Right Honourable Henry John Temple
  • The Right Honourable Benjamin Disraeli
  • The Right Honourable Ramsay MacDonald
  • The Right Honourable Sir Winston Churchill
  • The Right Honourable Harold Wilson

More unbelievable are the Prime Ministers who went on to serve a third term:

  • The Right Honourable Edward Smith-Stanley
  • The Most Honourable Robert Gascoyne-Cecil
  • The Right Honourable Stanley Baldwin

And finally, just one PM served four terms: The Right Honourable William Ewart Gladstone

The Longest Terms

The Right Honourable Sir Robert Walpole’s time as Prime Minister lasted for 7,615 days or nearly 21 years. This is the longest of any Prime Minister ever. The next longest term belongs to The Right Honourable William Pitt the Younger. He served for 6,291 days (just over 17 years) during his first term. He then went on to serve a second term of one year and 259 days, for a total of 6,915 days in office. Finally, The Right Honourable Robert Jenkinson served the third longest term of 5,416 days or 59 days short of 15 years.

Now that you’ve become an expert on all things Prime Minister, it’s time to do the same with analyzing data in Excel. And if we’ve piqued your interest enough in the U.K., note that with BatchGeo you can easily geocode international addresses, including places where you’ve been (and where you want to go) in the U.K. or elsewhere.

Endangered Animals on a Map

What do the Black Rhino, Amur Leopard, and Sumatran Orangutan all have in common? Though they live on different continents, they’re all considered to be “Critically Endangered.” Along with 14 other species, these three animals have a conservation status that is closest to extinction according to the World Wildlife Fund. Explore the map below to see 90 endangered animals and where you can find them. Then, read on to see what each status means and the most common types of animals on the list.

View Endangered Animals Mapped in a full screen map

You can sort the map by the color-coded conservation statuses. Red refers to animals that are “Critically Endangered,” orange is for “Endangered” animals and yellow signifies animals that are “Vulnerable.” Species that are “Near Threatened” are shown in green whereas animals that can be classified as “Least Concern” appear blue on our map.

Conservation Status: What Does Endangered Really Mean?

According to the World Wildlife Fund (WWF) where we got the data for our map, there are five different conservation statuses that are cause for concern. The table below explains the types of conservation statuses ordered from least concerning to the status with the greatest cause for concern.

Conservation Status Meaning
Least Concern Doesn’t qualify for any of the other conservation statuses.
Near Threatened Will probably qualify for a more concerning conservation status soon.
Vulnerable Faces a high risk of extinction in the wild.
Endangered Faces a high risk of extinction in the wild.
Critically Endangered Faces an extremely high risk of extinction in the wild.

Critically Endangered, Endangered, and Vulnerable

All of the conservation statuses on the map are important. However, the term “endangered” specifically refers to animals that are either “Critically Endangered,” “Endangered,” or “Vulnerable.” There are 18 “Critically Endangered” animals out of the 90 that we mapped. Some of these animals include the Saola, Vaquita, and the Yangtze Finless Porpoise, along with 15 others. There are also 30 “Endangered” animals on the map, such as the African Wild Dog, the Black-footed Ferret, and the Poison Dart Frog. Finally, there are 20 animals that maintain a “Vulnerable” conservation status, like hippos, the Black Spider Monkey, the Marine Iguana, and 17 more.

Near Threatened, Least Concern, and Others

Our map also contains ten “Near Threatened” animals and 11 “Least Concern” animals. Some of the animals that are “Near Threatened” are Jaguars, Monarch Butterflies, and the Plains Bison. The “Least Concern” animals on our map include Arctic Wolves and Tree Kangaroos.

There are three additional statuses the WWF sometimes uses to categorize animals that are not on the map. Two of these statuses indicate very few remaining animals or that they have disappeared from the face of the Earth entirely. “Functionally Extinct” or “Extinct in the Wild” animals exist only in captivity; they can no longer be found in the wild. With “Extinct” animals, the name speaks for itself. Scientists and classify an animal as “Extinct” when they’re sure the last known animal of the species has died. The third additional conservation status is “Data Deficient.” These animals don’t have enough data for us to know how many still exist. Orca Whales are “Data Deficient,” perhaps because scientists aren’t too excited about the dangers of tagging a Killer Whale.

Animals with Multiple Sub-Species on the Decline

The following animals are facing the decline of multiple sub-species:

  • Elephants
  • Tigers
  • Whales & Dolphins
  • Rhinos
  • Turtles & Tunas
  • Gorillas & Orangutans
  • Leopards
  • Sloths
  • Penguins
  • Pandas & Bears
  • Sharks
  • Foxs

That’s 16 animal types with two or more sub-species needing a conservation classification! Here’s a breakdown of these animals and their sub-species. “Critically Endangered” animal subspecies — animals currently facing an extremely high risk of extinction in the wild — include the Amur Leopard and three different sub-species of rhinos. The Black Rhino, Javan Rhino, and the Sumatran Rhino are all “Critically Endangered.” Two types of orangutans are also “Critically Endangered:” the Bornean Orangutan and the Sumatran Orangutan. Further “Critically Endangered” animals include three types of gorillas: the Cross River Gorilla, the Eastern Lowland Gorilla, and the Western Lowland Gorilla. The Hawksbill Turtle is also “Critically Endangered,” as is the Pygmy Three-toed Sloth and the Sumatran Elephant. Two species of tigers are also “Critically Endangered:” the Malayan Tiger and the Sumatran Tiger.

Photo by Blaque X on Unsplash

“Endangered” animals facing high risks of extinction in the wild include four species of elephants: Asian, Borneo Pygmy, Indian, and Sri Lankan. There are four types of “Endangered” whales: Blue, Fin, North Atlantic Right, and Sei. Many sub-species of dolphins are also “Endangered,” including Ganges River, Hector’s, Indus River, and Irrawaddy Dolphins. Plus, Amur, Bengal, and Indochinese Tigers all face endangerment.

As for “Vulnerable” animal sub-species, we count three elephants, three turtles, and one dolphin. African, Forest, and Savanna Elephants all have “Vulnerable-status.” They face high risks of extinction in the wild, as do Leatherback, Loggerhead, and Olive Ridley Turtles and Amazon River Dolphins. Bigeye Tuna, Giant Pandas, Greater One-Horned Rhinos, Polar Bears, Maned Sloths, and Snow Leopards are also “Vulnerable.”

This Endangered Animals Map was made with BatchGeo, and you can make similar maps using your own data!

BatchGeo offers a map grouping feature, which is a great way to pinpoint trends within your data you may have missed otherwise. For example, once we grouped our map by Conservation status, we noticed that many Critically Endangered animals are located in Sumatra. The ability to sort any map by type or group will almost always provide new insights, as is the option to change the color of your grouping markers. Plus, you can customize your map’s markers to one of three shapes as we utilized in our map.