How to Create and Print Labels in Microsoft Word

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Learn how to create label sheets in Microsoft Word for printing
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This wikiHow teaches you how to set up and print a template for a single label or multiple labels in Microsoft Word. We’ll also talk you through how to make a sheet of identical labels or print several different labels on the same page.

Making and Printing Labels in Word: The Basics

  • You can print a single label or an entire sheet of labels.
  • Microsoft Word has premade label templates for most brands and styles of labels.
  • You can use a pre-made mailing list to create labels for printing.
Method 1
Method 1 of 3:

Printing a Single Label or a Sheet of the Same Label

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  1. Labels come in different sizes and for different purposes, for everything from regular, no. 10 envelopes to legal-sized mailings and CD covers. Get the labels that are best suited for your project and needs.
    • You can buy self-adhesive, pre-cut label printing paper online or at an office supply store.
    • According to Professional Organizer Caitlin Jaymes, printed labels are an excellent organizational aid if you have a lot of paper documents to keep track of. Using typed and printed labels instead of handwritten ones helps ensure that your labels are clear and easy to read.
  2. Launch Word and create a new, blank document .
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  3. It's at the top of the document window.
  4. It's at the far-left of the toolbar.
    • Depending on which version of Word you’re using, you might see this in the Create section of the toolbar.
    • If prompted, click OK to grant Word access to your contacts.
  5. You’ll see this button in the window that pops up when you click Labels . [1]
  6. In the Options menu, select your printer type, the brand of the label (using the Label Products or Label Vendors dropdown), and the specific type of label you’re planning to print on (in the Product Number menu).
    • The information you’ll need to select the right “product number” should be marked on the packaging of the labels you’re using.
    • You can also click New Label… to create a custom label to your own exact specifications instead of selecting from one of the product presets.
    • Click OK once you’re done making your selections.
  7. Do so by typing a recipient's address, name badge text, CD label, etc., in the Delivery Address field or by clicking the address book icon to the right of the field, selecting a recipient, and clicking Insert .
    • You can also check the Use my address or Use Return Address box to automatically fill in any address information linked to your Microsoft account.
  8. This dialog box allows you to customize the look of the labels by selecting a font, text size, text color, and style.
    • When you’re done adjusting the text, click OK .
    • Click Full page of the same label to print a full sheet of the label.
    • To print just one label, click Single label and then identify the row and the column on the label sheet where you'd like the label to be printed.
  10. Make sure you have them aligned correctly for your printer.
    • Use the Customize… button to select the printer option that best matches how you load the label sheets into your printer.
  11. Make sure the print preview of the labels looks the way you want it to, check that your printer settings are correct, then click Print again to confirm.
    • Click File in the menu bar and Save if you want to save this label template for future use.
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Method 2
Method 2 of 3:

Printing a Sheet of Different Labels

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  1. You can order them online or get them from an office supply store.
  2. Launch Word and create a new, blank document.
  3. Click Mailings at the top of the document window and select Labels . [2]
  4. You’ll see this button in the window that opens up.
  5. In the Options window, select the type of printer you have, then use the dropdowns to choose your brand of label and specific product. Click OK when you’re done to close the Options window.
    • You can also click New Label to create a label using your exact specifications instead of the presets.
  6. Or, if you’re on a Mac, click OK . This will create a document displaying a table that matches the sheet of labels you configured.
    • If you can’t see the outlines of the labels, go to Table > View Gridlines in the menu at the top of the screen.
  7. You can enter whatever text or other elements you want into each label on the grid.
  8. Make sure the print preview matches with the orientation of your label sheet in the printer. When you’re ready, click Print to confirm.
    • Make sure you save the file if you want to print your labels again in the future.
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Method 3
Method 3 of 3:

Printing Labels from an Address List

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  1. Labels come in different sizes and for different purposes, for everything from regular, no. 10 envelopes to legal-sized mailings. Get the labels that are best suited for your project and needs from an office supply store.
  2. Word can pull names and addresses from an Excel spreadsheet, an Access database, your Outlook contacts, or on Mac, your Apple contacts, or a FileMaker Pro database. You can also type a new mailing list during the merge if you prefer.
  3. Open Word and create a blank document.
  4. It's at the top of the document window.
  5. It's at the far-left of the toolbar.
    • If prompted, click OK to grant Word access to your contacts.
  6. If you’re using the Mac version of Word, you can skip this step—the Label Options menu will open as soon as you click Labels .
  8. This menu might also be called “Label vendors.”
    • If your manufacturer isn't listed, examine the label packaging for the label dimensions and the number per sheet. With this information, you can select an equivalent product.
  9. Click the product number for your label. It should be clearly marked on the packaging.
    • You can also click New Label… to create a custom label instead of using the presets.
  10. You should now see a table with the outline of your labels. If you don’t, go to Table > View Gridlines .
  11. Click the Select Recipients button next to the Start Mail Merge button in the toolbar.
  12. On a Windows computer, click Browse to select a source for your mailing list. On a Mac, you’ll see a dropdown menu with a list of options. Click on the source of the addresses you want to put on the labels.
    • If you want to create a new list at this point, click Create a new List… .
    • If you don't want to create labels for your entire mailing list, click Edit Recipient List and select the recipients you want to include.
    • Click OK once you’ve made your selection.
  13. This works a little differently on a Mac. Instead, select a label on the grid, click Insert Merge Field in the menu bar, and select any fields you want to include.
  14. These include name format, business, name, etc. Click OK when you’re done.
    • On a Mac, simply select each field from the Insert Merge Field dropdown. You don’t have to click OK .
  15. It's an icon in the toolbar with a green "refresh" symbol.
  16. Make sure the labels look the way you want them to.
  17. Make sure you have them aligned correctly for your printer.
  18. It's at the far right of the toolbar.
  19. Your label(s) will print.
    • Click File in the menu bar and Save if you want to save this label template for future use.
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Community Q&A

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  • Question
    When I type a sheet of labels, sometimes a second blank page appears. How do I remove the second page?
    Community Answer
    Go to the bottom of the first page, and hit the 'delete' key - it should go away.
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    Not Helpful 0 Helpful 1
  • Question
    How do I print labels that are all different addresses?
    Community Answer
    Use a mail merge. Add all of the different addresses, then print each one.
    Thanks! We're glad this was helpful.
    Thank you for your feedback.
    If wikiHow has helped you, please consider a small contribution to support us in helping more readers like you. We’re committed to providing the world with free how-to resources, and even $1 helps us in our mission. Support wikiHow
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    Not Helpful 11 Helpful 9
  • Question
    How do I make a full page of address labels?
    Community Answer
    There should be an option called "mail merge." You need a mailing list and your document; the list can be a spreadsheet, an Outlook directory etc.
    Thanks! We're glad this was helpful.
    Thank you for your feedback.
    If wikiHow has helped you, please consider a small contribution to support us in helping more readers like you. We’re committed to providing the world with free how-to resources, and even $1 helps us in our mission. Support wikiHow
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      References

      1. ↑ https://support.microsoft.com/en-us/office/create-and-print-labels-82086c07-2afa-4982-9d7d-9c9141d5035b#ID0EDDD=Windows
      2. ↑ https://support.microsoft.com/en-us/office/create-a-sheet-of-nametags-or-address-labels-e53acd6f-8f40-45fc-890c-a38b92c1349f#ID0EDDD=Windows

      About This Article

      Article Summary X

      1. Create a new Word document.
      2. Click Mailings .
      3. Click Labels .
      4. Add the label text.
      5. Customize the printing layout.
      6. Choose your label manufacturer.
      7. Click OK .
      8. Click Print .

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