🏷️ Swift Label Generator

Use your own Word template and Excel/CSV data file to generate printable labels instantly.
No data is sent. Everything stays private and runs locally in your browser.

Drop your Excel/CSV data AND Word template here

or click to select both files at once

A free online tool to automate label creation in Word without complex Mail Merge setup.
You can instantly generate labels from a simple data list and your own customizable Word template.
Perfect for schools, museums, and anyone who needs to create large numbers of labels.

✏️ How to prepare your files

You need two files: an Excel or CSV file with your data and a Word file that decides how each label looks. Drop both into the box above.

New here? Try the sample files: Sample - Excel data (.xlsx) Sample - Word template (.docx) Sample 2 - Multi-column label sheet Word template (.docx)
Excel / CSV

The data file (.xlsx or .csv)

  1. Set column names in the first row, which are used as Word template tags. Each row represents one label item.
  2. The first column is used for the number of copies. Other columns can be in any order.
  3. Leave the first column blank (or set it to 1) for a single label, or enter a number to duplicate the label.
Example sheet
Copies RegNo Label_sp Genus Species Date Locality Collector
A-1024 Galah Eolophus roseicapilla 24 Jul 1935 Sydney M. Kamioki
3 A-1025 Koala Phascolarctos cinereus 19 Nov 1981 Cairns J. Cook
A-1026 Banksia Banksia serrata 27 Feb 2003 Darwin P. Hill
2 A-1027 Platypus Ornithorhynchus anatinus 6 Aug 2021 Brisbane L. Shaw

Your data file can include columns that are not used in the labels, such as comment columns.

💡 Tips
  • If your Excel file has several sheets, put your data on the first sheet, only that sheet is used.
  • Separated column data (e.g. Genus | Species) can be combined in Word file like {Genus} {Species}, which will appear as “Eolophus roseicapilla”.
Word

The label template (.docx)

  1. Design just one label exactly how you want it to look and repeat (font, size, layout).
  2. Where a value should appear, type the column name inside curly braces, such as {RegNo} or {Date}. Column names must match your Excel/CSV headers, but case does not matter.
  3. Wrap the entire label with {#repeat} at the beginning and {/repeat} at the end. If you want labels side by side, use {#repeat3col} … {/repeat3col} instead (See the multi-column template sample). Labels fill across 3 columns, then wrap to the next row. Change the number for more columns, e.g. {#repeat4col} or {#repeat10col}.
Template → printed label
{#repeat}
{RegNo} {Label_sp} {Date}
{Genus} {Species}
Locality {Locality}
Collector {Collector}
{/repeat}
→
A-1024 Galah 24 Jul 1935
Eolophus roseicapilla
Locality Sydney
Collector M. Kamioki
💡 Tips
  • To leave a gap between labels, add a blank line or a page break inside the {#repeat} … {/repeat} block.
  • The label can be a table cell or just plain paragraphs, both work. It can also include text boxes, icons, and other elements.

🧩 Grouping several items on one label (optional)

Sometimes, you may want to create a single common label for specimens that share the same species, locality, or jar/shelf. In such cases, you can use the grouping tag.

Grouping sample files: Sample - Group Excel data (.xlsx) Sample - Group Word template (.docx)
Excel / CSV

Add a swift_group column

  1. Add a swift_group column to your data sheet. Rows sharing the same value will be merged onto a single label. Leave this column blank for a standard single-row label.
  2. For fields that are common across the group (such as Year or Locality), please ensure they hold the same value in every row within that group.
Example sheet (grouped)
Copies swift_group Year Locality RegNo Sex
G1 1935 Sydney A-1024 M
G1 1935 Sydney A-1025 F
G1 1935 Sydney A-1026 M
💡 Tips
  • The swift_group ID can be numbers or letters, and the column can go anywhere in your data sheet.
  • The "Copies" column still works — it takes the value from the first row of each group.
Word

Wrap the grouping block

  1. Common fields for the entire group (such as {Year} or {Locality}) should be placed normally — they will appear just once.
  2. Wrap the data items you want to list together with {#swift_group} … {/swift_group}. All data items within this block (such as {RegNo} and {Sex}) will be displayed for each row in the group.
Template → printed label
{#repeat}
Year {Year}
Locality {Locality}
{#swift_group}
{RegNo} {Sex}
{/swift_group}
{/repeat}
→
Year 1935
Locality Sydney
A-1024 M
A-1025 F
A-1026 M
💡 Tips
  • Common fields should be identical across every row in a group. If any differences are found, the tool will proceed using the value from the first row and will include a warning at the end of the generated label file.

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