Printing Labels from your Wedding Guest List Spreadsheet

In this tutorial, I will show you how to print labels from your wedding guest list spreadsheet for:

• Invitation address labels


• Wedding events invitation labels (i.e. bridal shower, bachelor party, bachelorette party)


• Placecards


• Thank you address labels

This is the type of label I used for my invitations and placecards: Avery Mailing Labels for Ink Jet Printers, 1 x 2-5/8 Inches, Clear, Pack of 300 (18660).  I chose the clear mailing labels because you can place them on almost any color paper (but black) and give your materials a high quality, elegant look. I used them for:  wedding invites, bridal shower thank you cards, placecards, and wedding thank you cards!



In my last wedding planning tutorial post, Organizing your Wedding Guest List Spreadsheet, I went over the benefits of having a shared spreadsheet and how to use it.  If you haven't read it already, you will need to read that article first to get a better understanding of this process.

Exporting Names

Some basic spreadsheet skills are usually required to export to your labels, but I will attempt to break it down step by step.  For this example, I will show you how to export invitation labels.

One of the biggest challenges I was faced with when working with Kathy Poe's Wedding Guest List, was exporting information (i.e. addresses) from the four worksheets into one.  Instead of making a spreadsheet formula, I copy and pasted the columns manually into a new sheet.  For this tutorial I figured out a formula to combine everything (if you're an Excel expert, please let me know if you know a better way).

1.  Open your spreadsheet and create a new worksheet by clicking on the "+" on the bottom left.

2.  Copy and paste this formula into your newly created worksheet's first cell (A1):

=unique({'BRIDE FAM'!G:K;BRIDE!G:K;GROOM!G:K;'GROOM FAM'!G:K})

This will combine the Formal Address Name, Street Add, City, State, and Zip columns from all four worksheets into one (you cannot edit this).

3.  Export to a CSV file by clicking on File, Download As, then CSV.  You will use this file to create your labels in Mail Merge.

Mail Merge & Printing

You can create labels using different methods.  If you are more comfortable with Microsoft Word, you can find out how to do it here.  In this section I will show you how to import your data into Avery Design and Print using Mail Merge.

1.  Download and install the Avery Design and Print Software here.

2.  Open the Program and search for the label 18660 and click GO:

[caption id="" align="aligncenter" width="400"] Avery Design and Print Search[/caption]

3.  Select a template for your label and click Next:

[caption id="" align="aligncenter" width="400"] Avery Design and Print Design Selection[/caption]

4.  Click anywhere on the address text box and click Start Mail Merge:

[caption id="" align="aligncenter" width="400"] Avery Design and Print Mail Merge[/caption]

5.  Uncheck any unwanted data, address, or invites:

[caption id="" align="aligncenter" width="400"] Avery Design and Print Uncheck[/caption]

6.  Drag and drop your selected fields to the proper address format

[caption id="" align="aligncenter" width="640"] Avery Design and Print Arrange Your Fields[/caption]

7.  On the right hand side of the program you will find the Edit One and Edit All tabs.  Edit One will edit a specific label, while Edit All will edit the placement and format of ALL LABELS.

[caption id="" align="aligncenter" width="235"] Avery Design and Print Edit One or Edit All[/caption]

8.  Choose your font, spacing, format and click on Preview and Print to print!

Label Tips

• Always print on regular paper first to test your formatting


• Make sure you place the paper in the correct position specified by markings on your printer


• These labels are for inkjet printers only


• You can get creative using advanced excel formulas to export specific lists for specific wedding events.  (i.e.  IF INVITE is listed in ENGAGEMENT PARTY list in a similar formula above => =unique({'BRIDE FAM'!G:K;BRIDE!G:K;GROOM!G:K;'GROOM FAM'!G:K})) [Don't ask me how to do it, I have no clue] Then again you can always easily cut and paste those invited into a spreadsheet and then export it.

Hope this guide helps!  Let me know what you think, tweet me @plan4two Thanks!