Creating Sequenced Labels for Your DuraLabel PRO Series

Last Modified: 08/10/2021
Article Contents



Learn how to merge information and create sequenced labels using Microsoft® Word and Excel. Variations may occur among different versions of Word, but basic principles are the same. The DuraLabel PRO/PRO 300 is designed to work with any currently supported Windows software and should work with the software installed on your computer. Microsoft Word 2003 and 2010 were used to describe many procedures in below.

The following information assumes your printer has been properly installed and is connected in the online mode.

Like visuals? You can view the instructional tutorial here: DuraLabel Lab Pro User Guide 

Creating an Excel Spreadsheet

Successful labeling projects often involve merging Microsoft Word and Excel documents to merge information and produce well-coordinated, sequentially organized groupings of labels.

Start by opening an Excel document, placing column headers in the first row. For this example, we use Part Numbers and Descriptions.

  1. Enter your first two sequential numbers in cells A2 and A3s. Select cells A2 and A3 and place your cursor over the little box in the lower-right corner of the selection. Your cursor becomes a “+.” Now click and drag the selection down the number of cells equal to the number of labels in the sequence.
  2. All the column’s numbers will sequence the same as the sequence used in the first two rows. This example reflects 10 labels, with a sequence of 1.
  3. Now enter the data for Column B, e.g., Descriptions, that relates to the data in corresponding rows of Column A.
  4. When all your data has been entered in the Excel spreadsheet, name and save your document in a location where you can easily find it. Consider placing it in a folder with other project documents. Close your Excel document after naming and saving it. You’ll come back to it shortly.
  5. Now open the Word template you want to import your Excel data into. In the static text “Part Number:” and “Description:” are already typed in. Now place your cursor where you want to insert your data.
  6. Select the Mailings tab from the Word menu bar, then click on Select Recipients and Use Existing List from the drop-down menu. A Select Data Source window appears.
  7. Locate and click the Excel spreadsheet you just saved using the Select Data Source A Select Table dialog box appears.
  8. Highlight and click on the Excel Spreadsheet page where your data is located, e.g., Sheet 1, on the Select Table dialog box. The Select Table dialog box closes after making your selection.
  9. Now click on the bottom half of the Insert Merge Field button on your Word toolbar. The names of your column headers will be displayed.
  10. Select Column A header. A Column A space-holder (<<Part_Numbers>>) appears next to the Column A header.
  11. Select Column B header. A Column B space-holder (<<Descriptions>>) appears next to the Column B header.
  12. Select Preview Results from the Word toolbar. A View Merged Data window should appear.
  13. With the Go to Record set at 1, the first label in a sequence should now appear on the Word template.
  14. Click on the Next Record arrow to display the next label in the sequence.
  15. Click the Finish & Merge button, then click Print Documents from the drop-down menu that appears.
  16. A Merge to Printer selection box appears, offering the option of printing all labels, the current record, or specifying a range. Check the appropriate button.
  17. Now select a DuraLabel Printer from the Print dialog box that appears.
  18. If you want to save a separate completed merged document containing every page in a single file, select the Auto Check for Errors button under the “Mailings” tab.
  19. A Checking and Reporting Errors window now appears. Leave the second option selected and click OK. Your labels are then displayed on a single document for your review.
  20. View your labels in sequence on the Word display that appears. If they are ready to print, go to File, then click Print. Your labels print as they appeared.

More Support Options

If you have any questions about using your DuraLabel PRO Series printer, get help from Graphic Products’ world-class support team by calling 800-788-5572 or visiting We’re here to help with all your labeling needs!

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