How to Create and Print Labels in Word

Understanding Label Types

Word enables creating various label types: mailing labels for envelopes, address labels for packages, name tags, product labels, and more. Each type has specific formatting requirements and purposes.

Creating labels in Word is straightforward and more efficient than purchasing pre-printed labels.

Creating Basic Mailing Labels

Starting Label Creation

Go to Mailings > Start Mail Merge > Labels to create mailing labels.

The Mailings ribbon provides label-specific merge options.

Selecting Label Format

The Label Options dialog appears. Choose:

• Label vendor (Avery, Shipping, custom, etc.)
• Label product number (if using branded labels)
• Dimensions if creating custom label sizes

Word displays available label formats for your chosen vendor.

Verifying Label Size

Ensure the selected label size matches your physical label sheets. Incorrect selection causes misalignment when printing.

Most common labels are Avery 5160 (standard mailing labels) or 5161 (shipping labels).

Adding Content to Labels

Inserting Address Information

For mailing labels, you typically insert name and address. Click “New Document” to create a new label document.

Position your cursor in the first label position and type the address:

John Smith
123 Main Street
Anytown, ST 12345

Formatting Label Text

Format labels for readability:

• Use 10-12pt font for standard mailing labels
• Apply consistent margins and spacing
• Center text or align left depending on preference
• Bold names if desired

Professional formatting improves appearance.

Creating Labels from a Data Source

For multiple personalized labels:

1. Go to Mailings > Start Mail Merge > Labels
2. Select label format
3. Click “Select Recipients” to choose your data source
4. Insert merge fields (names, addresses)
5. Complete merge to create individual labels

This creates unique labels for each recipient.

Copying Labels Within a Sheet

Replicating Content Across Labels

After creating the first label:

1. Select the content in the first label
2. Go to Mailings > Update Labels (in label documents)

This copies the content to all label positions on the sheet.

Use this when all labels have identical content.

Partial Sheet Labels

To print only some labels on a sheet:

1. Create your label document normally
2. Delete unwanted labels
3. Print the sheet with only needed labels

This prevents wasting label sheets.

Printing Labels

Preview Before Printing

Before printing on expensive label sheets:

1. Print to regular paper first
2. Place paper over actual label sheets
3. Verify alignment
4. Adjust margins if needed
5. Print on actual label sheets

This prevents wasting label stock.

Printer Setup

For label printing:

• Use the printer tray with label sheets loaded
• Select “Labels” in the print quality settings if available
• Check printer settings for label-specific options
• Use appropriate print quality (not draft mode)

Proper printer settings ensure quality results.

Print Settings

When printing:

1. Go to File > Print
2. Select the printer and tray
3. Choose your label document range
4. Set to print all pages or specific pages
5. Click Print

Label printing uses standard print settings.

Creating Custom Labels

Building Non-Standard Labels

For custom label sizes or content not available in presets:

1. Create a new blank document
2. Go to Mailings > Labels > Labels (or Labels Options)
3. Click “New Label”
4. Specify custom dimensions and margins
5. Click OK

Word creates a template for your custom label size.

Setting Up Custom Dimensions

When creating custom labels:

• Height and Width: Measure your label sheets precisely
• Top margin: Distance from sheet top to label start
• Left margin: Distance from sheet left edge
• Number across: How many labels fit horizontally
• Number down: How many labels fit vertically
• Horizontal/Vertical pitch: Space between labels

Precise measurements ensure correct label alignment.

Saving Custom Label Formats

After creating a custom format, save it as a new label type. This allows using the same custom format repeatedly without resetting dimensions.

Specialized Label Creation

Creating Name Tags

For name tags:

1. Create larger labels (3” x 4” typical size)
2. Include name, title, and organization
3. Use larger font (18-20pt) for readability
4. Add logo or background color
5. Print on cardstock or label-friendly material

Name tags benefit from larger text and design elements.

Product Labels

For product/item labels:

1. Create appropriately sized labels
2. Include product name, code, and details
3. Add barcodes if needed (insert as image)
4. Use colors and graphics
5. Print on label material suitable for your product

Product labels can include graphics and branding.

Shipping Labels

For shipping/postage labels:

1. Use larger sizes (4” x 6” typical for shipping)
2. Include sender and recipient addresses
3. Add tracking numbers or barcodes
4. Include handling instructions if needed
5. Print on weather-resistant labels

Shipping labels require durable, weather-resistant material.

Working with Mail Merge Labels

Setting Up Label Mail Merge

For personalized labels from a mailing list:

1. Prepare your data source (Excel, contacts, etc.)
2. Go to Mailings > Start Mail Merge > Labels
3. Select label format
4. Click Select Recipients
5. Choose your data source
6. Insert merge fields
7. Complete merge

This creates individual labels for each contact.

Filtering Recipients

Before completing label merge:

1. Click Edit Recipient List
2. Uncheck recipients to exclude
3. Sort recipients as desired
4. Filter by criteria if needed

This allows printing only labels for specific recipients.

Previewing Merged Labels

Use Mailings > Preview Results to see how actual data appears in labels. Use arrow buttons to review different recipients.

This catches problems before printing.

Label Document Management

Saving Label Documents

Save completed label documents for reuse:

1. Go to File > Save As
2. Name descriptively (like “Holiday_Mailing_2026”)
3. Save as Word document (.docx)

Reuse label documents for similar future mailings.

Updating Label Information

To update a saved label document:

1. Open the saved label file
2. Edit content or update merge fields
3. Complete merge again
4. Save with a new date or version

This allows quickly creating similar labels with updated information.

Troubleshooting Label Issues

Alignment Problems

If labels don’t align correctly when printed:

1. Reduce margins slightly
2. Adjust pitch (spacing) values
3. Test on regular paper first
4. Check printer settings
5. Try different label brand or size

Alignment issues usually resolve with dimension adjustments.

Text Overflow

If text doesn’t fit in labels:

1. Reduce font size
2. Abbreviate text
3. Use smaller margins
4. Consider larger labels

Text fitting issues resolve by using smaller font or larger labels.

Merge Field Problems

If merge fields don’t populate correctly:

1. Verify data source is selected
2. Check field names match data source
3. Preview results to see actual data
4. Recreate merge fields if needed

Problems usually indicate incorrect data source selection.

Design Tips for Professional Labels

Font Selection

• Use simple, readable fonts
• Avoid decorative fonts for addresses
• Use 10-12pt minimum for readability
• Bold important information

Clear fonts ensure labels are readable and professional.

Layout and Spacing

• Leave adequate margins within labels
• Space text to avoid crowding
• Separate information blocks logically
• Use consistent spacing

Good spacing improves professional appearance.

Color and Graphics

• Use colors sparingly on labels
• Ensure sufficient contrast with white/light backgrounds
• Add logos or graphics if appropriate
• Test color printing before committing

Color adds visual interest but reduces ink usage costs.

Using GenText with Labels

GenText helps with label creation by:

• Generating sample addresses for testing label layout
• Creating varied content to test spacing and sizing
• Producing sample mailing lists for mail merge testing

Test label designs and layouts with GenText content before printing on expensive label stock.

Best Practices for Label Creation

Test First

Always print test labels on regular paper before printing on expensive label sheets. Verify alignment and content placement.

Consistent Formatting

Apply consistent formatting across all labels. Use templates or saved label documents for consistency.

Quality Materials

Use label sheets designed for your printer type. Specialty labels print better on specific printer types (inkjet vs. laser).

Storage

Store label sheets in original packaging away from moisture and heat. Proper storage prevents label degradation.

Conclusion

Word’s label creation features enable professional-quality labels without specialized software. Whether creating simple mailing labels or complex personalized designs, Word provides the tools and flexibility needed. By following best practices and testing before large-scale printing, you achieve professional results efficiently.