How to Create and Print Labels in Microsoft Word

This article was co-authored by Caitlin Jaymes. Caitlin Jaymes is a Closet Organizer and Fashion Stylist based in Los Angeles, California. With a background in Fashion PR and Fashion Design, she specializes in creating wardrobes for her clients with pieces they already own. She has experience working with celebrities, editorial shoots, and men and women of all ages. Caitlin uses fashion and organization to help instill and influence confidence, ambition, and stress-free lifestyles for all her clients. She runs her business by two guiding principles: “fashion has no rules, only guidance on how to look and feel your best” and “life has too many stressors, don’t let clutter be one of them.” Caitlin’s work has been featured on HGTV, The Rachael Ray Show, VoyageLA, Liverpool Los Angeles, and the Brother Snapchat Channel.

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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.

• 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.

Printing a Single Label or a Sheet of the Same Label

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 and needs.

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.

• If prompted, click OK to grant Word access to your contacts.

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.

Click Font… . This dialog box allows you to customize the look of the labels by selecting a font, text size, text color, and style.

• 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.

• 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.

Insert the blank label sheet into your printer. Make sure you have them aligned correctly for your printer.

• Make sure the print preview of the labels looks the way you want it to.

• Click File in the menu bar and Save if you want to save this label template for future use.

Printing Labels from an Address List

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 and needs.

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.

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.

• If prompted, click OK to grant Word access to your contacts.

• 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.

• 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.

• 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.

Select the elements you want to include on the labels. These include name format, business, name, etc.

Insert the blank label sheets into your printer. Make sure you have them aligned correctly for your printer.

• Click File in the menu bar and Save if you want to save this label template for future use.

Community Q&A

When I type a sheet of labels, sometimes a second blank page appears. How do I remove the second page?

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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.

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