You have an Excel or CSV file with hundreds of products, addresses, or inventory data. Are you going to design a label for each one separately? No. Design the label template once, bind the data, and print them all with one click.
What Is Label Printing from Excel Used For?
Usage Scenarios
| Scenario | Excel Data | Label Output |
|---|---|---|
| Product labels | Product name, price, barcode no | Separate label for each product (with barcode) |
| Shelf labels | Product, shelf code, price | Label for each shelf in store |
| Address labels | Name, surname, address, postal code | Envelope or box label |
| Inventory labels | Asset no, department, date | Tracking label for each equipment |
| Cargo labels | Recipient name, address, order no | Label for each shipment |
| Event badges | Participant name, company, role | Badge for each participant |
Traditional Method: Word Mail Merge
Most people use Word's "Mail Merge" feature. But this method has serious limitations:
- ❌ Cannot create barcodes – only text and simple images
- ❌ Cannot add QR codes
- ❌ No thermal printer support – only A4 paper
- ❌ Complex setup – data source selection, field mapping, format settings
- ❌ Limited label sizes – cannot go beyond predefined Avery templates
- ❌ Works differently on macOS – not as seamless as Windows
You cannot create barcodes with Mail Merge. You can install barcode fonts but they are not professional and cargo/retail barcode scanners often cannot read them. You need specialized software for real barcodes.
Bulk Label Printing from Excel with LabelInn
Step 1: Prepare Your Excel File
First row must be column headers. Each row will be one label.
| Product Name | Barcode | Price | Category | Shelf |
|---|---|---|---|---|
| Organic Olive Oil 500ml | 8690123456789 | $24.99 | Food | A-3 |
| Natural Flower Honey 450g | 8690123456790 | $18.99 | Food | A-4 |
| Lavender Soap 100g | 8690123456791 | $3.99 | Cosmetics | B-1 |
| Handmade Candle Set | 8690123456792 | $12.99 | Home | C-2 |
• First row must be column headers (Product Name, Barcode, Price)
• Enter barcode numbers in text format (so leading zeros don't disappear)
• Don't leave empty rows
• CSV format is also supported – export from Google Sheets as CSV
Step 2: Design Label Template
Open LabelInn → "New Label" → Select label size (e.g.: 60×40mm)
Add text box → Write {Product Name} inside (with curly braces)
Add barcode element → Select {Barcode} as data field
Add price field → Bind {Price} variable
Add as many fields as you want – logo, QR code, border, colored background...
Or let AI do it: "Create a 60×40mm product label. Product name at top, EAN-13 barcode in center, price in large font at bottom. With border."
Step 3: Connect Excel
Click the "Data Source" button
Select your Excel or CSV file
LabelInn automatically recognizes column headers and matches them with label variables
Verify the mapping – make manual corrections if needed
Step 4: Preview and Print
See the labels filled with data on the Preview screen
Use forward/back arrow keys to check labels for different rows
Click the "Print All" button
4 rows = 4 labels. 500 rows = 500 labels. All at once. ✅
Word Mail Merge vs LabelInn
| Word Mail Merge | LabelInn | |
|---|---|---|
| Barcode creation | ❌ No (font trick) | ✅ 20+ barcode formats |
| QR code | ❌ No | ✅ Yes |
| Thermal printer support | ❌ No | ✅ Direct with ZPL |
| Custom label size | ⚠️ Limited (Avery templates) | ✅ Any size (mm) |
| AI label design | ❌ No | ✅ Yes |
| macOS support | ⚠️ Partial | ✅ Native |
| Data binding ease | Complex (7-8 steps) | Simple (3 steps) |
| Image/logo adding | ⚠️ Difficult | Drag-and-drop |
Advanced: Conditional Printing
Print different labels based on Excel data:
- Filter: Print labels only for products in "Food" category
- Quantity: If Excel has "Quantity" column, print that many labels for each product
- Template switching: Different label designs for different categories
Common Mistakes (and Solutions)
| Error | Cause | Solution |
|---|---|---|
| Leading 0 in barcode disappeared | Excel number format | Convert column to text format |
| Turkish characters corrupted | CSV encoding issue | Save with UTF-8 encoding |
| Some rows not creating labels | Empty row or cell | Delete empty rows in Excel |
| Price cut after comma | Number format | Enter prices as text: "$24.99" |
Printing Labels from Excel Has Never Been This Easy
Print 1 label or 10,000 labels. 14 days free.
Try LabelInn Free →Frequently Asked Questions
I'm using Google Sheets, is it supported?
Yes. Export from Google Sheets as "File → Download → CSV", then upload to LabelInn as CSV. Direct Google Sheets connection is also supported in the latest update.
What's the maximum number of rows supported?
There is no software limit. Tested with Excel files with 10,000+ rows. Print time depends on your printer speed.
Can I print different quantities of labels for each row?
Yes. Add a "Quantity" column in Excel. LabelInn will print the specified number of labels for each row.
Can I print multiple labels on one A4 page?
Yes. You can print in a grid layout on A4 paper (e.g.: 3×7 = 21 labels/page). Also compatible with Avery label sheets.