How do I make an address list in Excel?

Download the workbook and use the empty My list sheet. It contains 50 prepared rows and nine columns, with the postal-code column formatted as text. Enter one household per row. If you choose the CSV, import it with text columns before loading. Follow the steps above on this page.

How do I print address labels from a spreadsheet?

Use Word mail merge with the locally saved workbook. Select your label stock, the My list sheet, and only completed recipient rows. Map the address fields and check the preview. Print on plain paper first to check alignment. The template provides address data, rather than preformatted labels or guaranteed print alignment.

How do I ask people for their current address without it being awkward?

Lead with the occasion and keep it direct: "We're sending holiday cards this year — are you still at 482 Alder Street?" A confirmation question is easier to answer than an open request for a full address, and it shows you had it once. For many addresses at once, a short personal message per household beats an anonymous form.

Is it legal to keep a list of people's home addresses?

For private purposes — birthday mail, invitations, holiday cards — yes, that's ordinary and fine; data-protection rules like the GDPR explicitly exempt purely personal and household activity. Care is still warranted: no public sharing, no passing the list to third parties, and delete what you no longer need. The moment the list serves a business purpose, stricter rules apply.

Free template

Address list template

For invitations, holiday cards or moving announcements, keep one postal address per household in separate columns. The Excel workbook has 50 empty rows, a postal-code column formatted as text, and a separate sheet with fictional examples and Word mail-merge instructions. You set up the label stock and printing in Word. A CSV alternative is also available; import its columns as text first.

Record when you last confirmed each address. Check older entries before your next mailing and keep the file private.

App file import is planned for v1. Approval of file import would not establish that every column in this website template transfers directly. That mapping has not been verified.

Ready-to-use address list workbook

50 empty rows and nine columns. The postal-code column is already formatted as text to keep leading zeros when you type. Examples and instructions are on a separate sheet.

Download workbook (.xlsx)

See an excerpt from the example sheet

Label line	ZIP / postal code	City	Country
The Calloway Family	02139	Cambridge, MA	blank (domestic)

Fictional entries from Example. My list starts empty. Only some columns are shown here.

For Word mail merge, select My list as the data source and include only completed rows. Example contains fictional data. Set up the label stock, field mapping and printing in Word.

Microsoft guidance: Keep leading zeros and mail-merge address labels.

No sign-up, macros or automated messages. The file sends no notifications. Opening it in Google Sheets uploads it to Google. The CSV alternative below contains no formulas.

Download CSV

A CSV file with no sign-up. Import the columns as text using the instructions below. Downloading alone does not import anything.

UTF-8 with BOM · comma delimiter · header, fictional example row and one empty row. This CSV contains no formulas or automatic reminders.

See all templates →

What the CSV columns mean

Column	How to use it	Example
Name	The primary person you're addressing in the household — one row per household, not per person.	Ruth Calloway
Household members	Who else lives there — partner, kids, housemates. Matters so nobody is missing from the card, or wrongly included.	Husband Pete, kids Owen and June
Street address	Street, house number, and unit or apartment if needed — everything that belongs on the first address line.	482 Alder Street, Apt 3
ZIP / postal code	The workbook already uses text format. Import the CSV as text before loading so 02139 keeps its leading zero. Formatting afterwards does not restore zeros that were already lost.	02139
City	Keep the city and, where required, state or region here, separate from the postal code. This example uses Cambridge, MA.	Cambridge, MA
Country	Leave blank for domestic mail. For international mail, use the appropriate country name in capitals and check the destination country’s address format. The example is a domestic US mailing address.
Label line	The intended first line for the envelope or label, such as “The Calloway Family”. Map it to the corresponding merge field and check the preview.	The Calloway Family
Last verified	When you last confirmed the address (YYYY-MM-DD) — because mail arrived or you visited. Addresses go stale faster than you'd think.	2026-04-18
Notes	Postal quirks: unlabeled buzzer, PO box preferred, "moving in the fall". No personal secrets — this is a mailing list.	Moving to Denver in October — confirm before the holidays

Import the CSV as text

Excel: Data → From Text/CSV. Choose UTF-8 and comma, then Transform Data. Disable automatic type detection or remove the Changed Type step. Select every column and set its data type to Text before loading.
Google Sheets: File → Import → Upload. Choose comma and turn off “Convert text to numbers, dates, and formulas” before importing. If that option is missing, use an importer with text-column controls. This uploads the file to Google; you can use Excel for a local file.

How to use this template

Choose the workbook or import the CSV as text
The workbook’s postal-code column is already prepared as text. Enter your addresses in the empty My list sheet. If you use the CSV, follow the text-import steps above before loading data. Check the example ZIP code 02139: if it reads 2139, the zero has already been removed.
Keep every address part in its own column
Use separate columns for street, postal code, city and country so you can map each part to the intended mail-merge field. Check whether an international destination requires additional details.
Verify the stalest entries before each mailing
Before any mailing, sort by the last-verified column and send the five to ten stalest entries a quick message: "Are you still on Alder Street?" It takes ten minutes and beats getting a card back stamped "return to sender" weeks after the occasion.
Print labels with mail merge, not by hand
Save the completed workbook locally. In Word choose Mailings → Start Mail Merge → Labels, your label stock, and My list as the data source. Include only completed recipient rows. Map label line, street, postal code, city and country where needed, review the preview, and print a test sheet first. The workbook does not contain preformatted labels.

Mistakes to avoid

One row per person instead of per household
If Ruth and Pete each get their own row, the household gets two cards — or you're deduplicating by hand at send time. For a mailing list the rule is one row per mailbox, with everyone living there in the household-members column. Per-person lists are a different tool for a different job.
Only touching the list every few years
Addresses can change between occasions. Update an entry when you hear about a move and use Last verified for a confirmed address. A note such as “moving in October” helps you remember to check again before mailing.
The same person under three spellings
"R. Calloway", "Ruth Calloway", and "Calloway, Ruth" are three different people as far as the sheet is concerned — and merging several old lists produces exactly this. Settle on one name format, sort alphabetically once, and clean up duplicates before printing labels, not after.
Sharing the address list around
It's tempting to share the file "briefly" with family so everyone can contribute addresses. But a collection of private home addresses with kids' names attached is sensitive — once shared via "anyone with the link", it can't be un-shared. Collect addresses by message instead and keep the file under one pair of hands.

Frequently asked questions

How do I make an address list in Excel?: Download the workbook and use the empty My list sheet. It contains 50 prepared rows and nine columns, with the postal-code column formatted as text. Enter one household per row. If you choose the CSV, import it with text columns before loading. Follow the steps above on this page.
How do I print address labels from a spreadsheet?: Use Word mail merge with the locally saved workbook. Select your label stock, the My list sheet, and only completed recipient rows. Map the address fields and check the preview. Print on plain paper first to check alignment. The template provides address data, rather than preformatted labels or guaranteed print alignment.
How do I ask people for their current address without it being awkward?: Lead with the occasion and keep it direct: "We're sending holiday cards this year — are you still at 482 Alder Street?" A confirmation question is easier to answer than an open request for a full address, and it shows you had it once. For many addresses at once, a short personal message per household beats an anonymous form.
Is it legal to keep a list of people's home addresses?: For private purposes — birthday mail, invitations, holiday cards — yes, that's ordinary and fine; data-protection rules like the GDPR explicitly exempt purely personal and household activity. Care is still warranted: no public sharing, no passing the list to third parties, and delete what you no longer need. The moment the list serves a business purpose, stricter rules apply.

Last updated: 2026-10-13

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