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Labels for Kansas Educational Agencies

These lables are created using up to date information selected from our databases. You have a choice of formats including Excel,1-Column .pdf, or 3-Column .pdf. You can also sort the labels in a variety of ways.

Downloading and Printing Labels

The 1-Column and 3-Column label files available from this Web site are Word files which are designed to be displayed on your screen using a browser such as Netscape or Internet Explorer. In addition, they can be printed directly from the browser, but it may difficult to get the addresses to line up correctly on a sheet of labels.

We recommend that you choose “Excel” for the type of label and then use word processing or database software (such as Microsoft Word) to print the labels. If you want to download the files, do the following:

  1. Click on the appropriate link to generate the desired label file (i.e., School Board President Labels, Organization Labels, Building Labels, or Certified Personnel Labels).
  2. Select the appropriate information from the drop-down boxes and click on the "Create Labels" button.
  3. You will then see a window that asks you if you want to open or save the file. If you choose “Save”, you will be prompted to select a directory and enter a file name.
  4. If you choose “Open”, the downloaded data will appear on your screen. You can still save the file at this point by clicking on the “File” menu and selecting “Save As.”

NOTE: Once you have the data saved in a file, you can use most word processing or database software to create the labels. Examples of software that have the ability to create labels include Microsoft Word, Microsoft Access, and Microsoft Works. Check the Help menu of your word processing or database software to see if it has the option to create labels using a merge function and for step-by-step instructions.

Printing Labels Using Microsoft Word 2010 Mail Merge: The following instructions are for Microsoft Word 2010, so other versions of Word will be slightly different.

  1. Save the Excel data file on your computer if you have not yet saved the data.
  2. Open Microsoft Word.
  3. Select the “Mailings” ribbon
  4. Click the arrow on the "Start Mail Merge" menu.
  5. Choose "Step by Step Mail Merge Wizard". This displays the "Mail Merge" window on the right side of the screen.
  6. Click on the "Labels" radio button under “Select Document Type” and click on the “Next: Starting document" link at the bottom of the window.
  7. Make sure the “Change document layout” button is selected under the “Select starting document” heading.
  8. Select “Label options” link under the “Change document layout” heading.
  9. Indicate the appropriate printer type in the “Printer Information” section.
  10. Choose the appropriate label vendor in the Label Information section (we recommend “Avery US Letter”), and then choose the appropriate type of label in the “Product Number” list box (we recommend “5160 Easy Peel Address Labels”).
  11. Click on the “OK” button to close this window.
  12. NOTE: You may receive the message “In order to apply the selected label options, Word must delete the current contents of {document name}. Any unsaved changes to the document will be lost.” Click on the “OK” button.
  13. Select the “Next: Select recipients” link at the bottom of the window.
  14. Click on the “Use existing list” radio button under the “Select recipients” heading, and then the “Browse” link under the “Use an existing list” heading.
  15. Browse to the location of the Excel label file that you generated, select it, and select the “Open” button.
  16. The “Select Table” window will appear. At the bottom of this window, make sure the checkbox next to “First row of data contains column headers” is selected, and then click on the “OK” button.
  17. In the “Mail Merge Recipients” window, select the address rows that you want to merge and click on the “OK” button.

NOTE: There are additional options under the “Refine recipient list” section in this window that allow you to do things such as sorting the list in a different order, filtering, and finding duplicate records.

  1. After you click on the “OK” button, your document should contain the words “«Next Record»” throughout the document (once for each label that will be generated per page).
  2. Click on the “Next: Arrange your labels” link at the bottom of the window.

You are now ready to select and arrange the name/address fields that you want to appear on each label.

  1. Move the cursor to the first line of the first label and click on the “More items…” link under the “Arrange your labels” heading.
  2. The “Insert Merge field” window will appear. Click on the “Database Fields” radio button.
  3.  In the “Fields” section, you should then see the column headings of the Excel label file that you generated. Click on the first field that you want to see on line one of the label, click on the “Insert” button, and then click on the “Close” button.
  4. Move the cursor to the appropriate spot on the first label where you want the next field to appear, click on the “More items…” link, select the next field, click on the “Insert button, and click on the “Close” button.
  5. Continue doing this for each field that you want to see on the label. When you are finished, click on the “Update all labels” button under the “Replicate labels” heading.
  6. Click on the “Next: Preview your labels” link at the bottom of the window to see what your labels will look like.

NOTE: Some of the names and addresses may be too long to fit on one line using Word’s default font and font size. Change the document to use a smaller font. Select all text (press the “Ctrl” and “A” keys simultaneously). Click on the “Home” ribbon and choose a smaller font (Calibri 9-point should work). While all of the text is selected, click on the “No spacing” box in the Styles section. This will remove blank space between each line that Word adds by default.

  1. If you are happy with the appearance of the labels, click on the “Next: Complete the merge” link at the bottom of the window to generate your labels.
  2. Print one page of labels on plain paper to test the layout.
  3. Select "Print" under the "Merge" heading.
  4. The “Merge to Printer” window will appear. Click on the “All” radio button and then "OK.”
  5. The “Print” dialog window should appear. Enter “1” for the page to print and “OK.”
  6.  Compare this printed page to a label sheet to verify that the information is fitting on the labels.

NOTE: The printed labels may not line up with the columns on the sheet of labels, but you can easily change the column locations in the Word document. Move your cursor near the left edge of the appropriate column. The cursor should then change to a double-vertical line with a left and right arrow on either side. When you click your mouse, a vertical line should then appear from the top to the bottom of the page. Hold the mouse button down and move the line to the appropriate spot in the document.

  1. If it fits correctly, put labels into the printer and select "Print" under the "Merge" heading.
  2. Select “All” in the “Merge to Printer” window, all pages in the “Print” dialog window, and then click on the "OK" button.

You can save this document and print the labels as often as needed by opening the file and choosing the "Print" option from the "File" menu.

NOTE: KSDE's address databases are updated regularly. To avoid returned mail, download the needed databases each time you need the information.

Questions about this page contact:
KSDE Help Desk
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