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.

Things You Should Know

  • 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 2:

Printing a Single Label or a Sheet of the Same Label

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  1. Step 1 Obtain the labels you need.
    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.
  2. Step 2 Create a new Microsoft Word document.
    Double-click the blue app that contains or is shaped like a "W", then double-click Blank Document" in the upper-left part of the opening window.
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  3. Step 3 Click the Mailings tab.
    It's at the top of the window.
  4. Step 4 Click Labels under the "Create" menu.
    It's at the far-left of the toolbar.
    • If prompted, click OK to grant Word access to your contacts.
  5. Step 5 Add text to the label.
    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.
  6. Step 6 Click Font….
    This dialog box allows you to customize the look of the labels by selecting a font, text size, text color, and style.
  7. Step 7 Customize the label text and click OK.
  8. Step 8 Click Options….
    It's a button in the Label section of the dialog box.
  9. Step 9 Click the radio button next to your printer type.
  10. Step 10 Click the "Label products" drop-down menu.
  11. Step 11 Select your label manufacturer.
    • 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.
  12. Step 12 Click the "Product number" drop down.
  13. Step 13 Click the product number for your label.
    It should be clearly marked on the packaging.
  14. Step 14 Click OK.
  15. Step 15 Select the number of labels you're printing.
    • Click Full page of the same label to print a full sheet of the 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.
  16. Step 16 Insert the blank label sheet into your printer.
    Make sure you have them aligned correctly for your printer.
  17. Step 17 Click Print….
    • Make sure the print preview of the labels looks the way you want it to.
  18. Step 18 Click Print.
    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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Method 2
Method 2 of 2:

Printing Labels from an Address List

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  1. Step 1 Obtain the labels you need.
    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.
  2. Step 2 Prepare your mailing list.
    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. Step 3 Create a new Microsoft Word document.
    Double-click the blue app that contains or is shaped like a "W", then double-click Blank Document" in the upper-left part of the opening window.
  4. Step 4 Click the Mailings tab.
    It's at the top of the window.
  5. Step 5 Click Start Mail Merge and Labels….
    It's at the far-left of the toolbar.
    • If prompted, click OK to grant Word access to your contacts.
  6. Step 6 Click the radio button next to your printer type.
  7. Step 7 Click the "Label products" drop-down menu.
  8. Step 8 Select your label manufacturer.
    • 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. Step 9 Click the "Product number" drop down.
  10. Step 10 Click the product number for your label.
    It should be clearly marked on the packaging.
  11. Step 11 Click OK.
  12. Step 12 Click Select Recipients….
    It's at the left of the toolbar.
  13. Step 13 Select your mailing list.
    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.
  14. Step 14 Click Address Block.
    • On Mac, click a line near the top of the first label, and click Insert Merge Field, then select a field you want to include, such as "First_Name." Repeat this process for each field you want to include, adding the appropriate spacing and address formatting.
  15. Step 15 Select the elements you want to include on the labels.
    These include name format, business, name, etc.
  16. Step 16 Click OK.
  17. Step 17 Click Update Labels.
    It's an icon in the toolbar with a green "refresh" symbol.
  18. Step 18 Click Preview Results in the toolbar.
    Make sure the labels look the way you want them to.
  19. Step 19 Insert the blank label sheets into your printer.
    Make sure you have them aligned correctly for your printer.
  20. Step 20 Click Finish & Merge and Print Documents….
    It's at the far right of the toolbar.
  21. Step 21 Click Print.
    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
    Community Answer
    Go to the bottom of the first page, and hit the 'delete' key - it should go away.
    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
    Yes No
    Not Helpful 0 Helpful 1
  • Question
    How do I print labels that are all different addresses?
    Community Answer
    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
    Yes No
    Not Helpful 11 Helpful 7
  • Question
    How do I make a full page of address labels?
    Community Answer
    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
    Yes No
    Not Helpful 4 Helpful 1
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wikiHow Staff
Co-authored by:
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This article was co-authored by wikiHow Staff. Our trained team of editors and researchers validate articles for accuracy and comprehensiveness. wikiHow's Content Management Team carefully monitors the work from our editorial staff to ensure that each article is backed by trusted research and meets our high quality standards. This article has been viewed 717,982 times.
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Co-authors: 27
Updated: June 20, 2023
Views: 717,982
Categories: Microsoft Word
Article SummaryX

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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