Microsoft labels for word

Create and print labels

Create and print a page of identical labels

1. Go to Mailings > Labels.

2. Select Options and choose a label vendor and product to use. Select OK.

   If you don’t see your product number, select New Label and configure a custom label.

   

3. Type an address or other information in the Address box (text only).

   

   To use an address from your contacts list select Insert Address .

4. To change the formatting, select the text, right-click, and make changes with Font or Paragraph.

5. Select OK.

6. Select Full page of the same label.

7. Select Print, or New Document to edit, save and print later.

If you need just one label, select Single label from the Mailings > Labels menu and the position on the label sheet where you want it to appear. Select OK, the destination, and Save. 

Create and print a page of the same label

1. Go to Mailings > Labels.

2. In the Address box, type the text that you want.

   To use an address from your contacts list select Insert Address .

3. To change the formatting, select the text, right-click, and make changes with Home > Font or Paragraph.

4. In the Label Options dialog box, make your choices, and then select OK.

   If you don’t see your product number, select New Label and configure a custom label.

5. Select OK.

6. Select Full page of the same label.

7. Select Print, or New Document to edit, save and print later.

Set up and print a page of the same label

1. Go to Mailings > Labels.

2. Select Options.

3. Choose Printer type, Label products, and Product number.

   If you don’t see your product number, select New Label and configure a custom label.

4. Select OK.

5. Type an address or other information in the Delivery Address box.

   To use an address from your contacts list select Insert Address .

6. To change the formatting, select the text and then select Font to make changes.

7. Select Full page of the same label.

8. Select OK.

9. Select Print, or New Document to edit, save and print later.

For info about merging data with labels, see Create mailing labels in Word by using mail merge or Mail merge in Word for Mac.

If you want to make return address labels, see Create return address labels.

Word for the web doesn’t support directly creating labels. However you can create labels from a template.

1. Open Word for the web.

2. Select a label template when you create a new document. Select More templates if you don’t see what you want.

   You can also go to templates.office.com, and search for label.

3. For a sheet of identical labels, fill out one label, and then copy/paste for the rest.

Tip: Print your labels to a sheet of paper before loading labels into the printer to make sure the text aligns with the labels.

See also

To create a page of different labels, see Create a sheet of nametags or address labels

To create a page of labels with graphics, see Add graphics to labels

To print one label on a partially used sheet, see Print one label on a partially used sheet

To create labels with a mailing list, see Print labels for your mailing list

To create labels using a template, see Microsoft label templates

Keep everything in order with style when you use designer-made label templates

Labels make life easier in a lot of ways. Labels let us know what things (and sometimes people) are, where (or when) they’re from—all kinds of different data. No matter how you like to use labels, there is a designer-created, customizable label template to get you started on your next project. Labels love to help out in the office and the classroom, but they really love to party. You can find label templates for holiday gifts, birthday gifts, graduation gifts—any kind of gift you care to give for any occasion. Homemade labels are much more personal, don’t you think? Labels can also help you make the most of your hobbies by keeping you organized. Whatever your project or need, it’s easy to create your own labels when you start with a template.

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Create and Print Labels in Microsoft Word Using Mail Merge and an Excel List (Generate Bulk Address or Mailing Labels)

by Avantix Learning Team | Updated January 9, 2021

Applies to: Microsoft^® Word^® 2013, 2016, 2019 and 365 (Windows)

You can create labels in Microsoft Word by running a mail merge and using data in Excel. This is typically used to generate and print bulk mailing labels for names and addresses of clients or other contacts. You’ll need to create a main document for the labels in Word and then connect to a data set or list in an Excel worksheet (although you can use other data sources). When you run the mail merge, you can create a new merged file with a label for each contact or merge directly to a printer.

Typically, labels are purchased in sheets that you place in the tray or document feeder of your printer and a product code is printed on the label packaging. Address labels are often called mailing labels or shipping labels.

Recommended article: How to Use Mail Merge in Word for Form Letters

Do you want to learn more about Word? Check out our virtual classroom or live classroom Word courses >

Understanding the label mail merge process in Word

There are 8 steps in the Word mail merge process for mailing or address labels:

1. In Word, start the merge and specify the main document for labels. You’ll be prompted to specify the type and / or size of labels you want to generate.
2. Select the Excel source workbook containing the data set with names and addresses. Microsoft refers to a data set or database as a list. You would create the Excel source file before you begin the mail merge process.
3. In Word, insert fields into the first cell of the table (which would be the first label). This table is created automatically by Word.
4. Update or propagate the other labels on the sheet.
5. Format the main label document (such as changing font and size).
6. Select specific recipients or filter the recipient list (optional).
7. Preview the merged labels (optional).
8. Run the mail merge.

During the mail merge process, fields are inserted into the main document and appear in carets (such as <<Firstname>>). By default, when you click in a field, it is displayed with grey shading. When you run the merge, the fields are replaced by data from the source Excel file.

In this article, we’ll be using the Mailings tab in the Ribbon to set up and run a mail merge (not the Mail Merge Wizard).

Step 1: Start the merge and specify the main document as labels

The first step is to start the merge using Start Mail Merge on the Mailings tab in the Ribbon:

To start the merge and specify the main document for labels:

1. Create a new blank Word document.
2. Click the Mailings tab in the Ribbon and then click Start Mail Merge in the Start Mail Merge group.
3. From the drop-down menu, select Labels. A dialog box appears.
4. Select the product type and then the label code (which is printed on the label packaging). You may also select New Label and then enter a custom name and size.
5. Click OK. Word creates a table in the main document. Next Record appears in each label cell to prompt Word to move to the next record in the data source.
6. If table gridlines are not displayed, click in the table and click the Table Tools Layout tab or Table Layout tab (on the right side of the Ribbon) and click View Gridlines in the Table Group.

In the following example, Avery US letter was selected as the Label vendor with Avery 5163 address or shipping labels:

Step 2: Select the source Excel file containing the data set

The next step is to connect to an Excel source file containing a list of names and addresses using Select Recipients. In the Excel worksheet, the first row must contain field names such as FirstName, LastName, Company, Address and so on. There should be no blank rows in the data set.

Select Recipients appears on the Mailings tab in the Ribbon in the Start Mail Merge group as follows:

In the following Excel worksheet, note that the field names are in the first row of the sheet being used a source:

To select a Microsoft Excel source file containing a worksheet with names and addresses for the labels:

1. In the main Word document, click the Mailings tab in the Ribbon and then click Select Recipients in the Start Mail Merge group. A dialog box appears.
2. Click Use an Existing List from the drop-down menu. A dialog box appears.
3. Navigate to the Excel file containing the names and addresses you want to use as the source.
4. Double-click the Excel file. A dialog box appears.
5. Ensure First row of data contains column headers is checked.
6. Click the Excel worksheet containing the data you wish to use.
7. Click OK.

The following dialog box appears when you select an Excel file as the source for a merge:

Step 3: Insert fields from the source file in the main document in Word

Once you have connected to a source file, you can insert fields into the main document (which contains a table for the labels). You have the option of using a special Word field called Address Block or inserting individual fields.

Address Block appears as follows in the Ribbon:

To insert the Address Block field:

1. Click in the first cell of the table in the main document where you want to insert the recipient name and address.
2. Click the Mailings tab in the Ribbon and select Address Block in the Write & Insert Fields group. A dialog box appears. Word will display an address based on the source data.
3. In the samples on the left, select the address sample you prefer.
4. Check or uncheck other options if necessary.
5. Click OK. Word inserts an Address Block field into the main document.

In the Address Block dialog box, select a sample address in the area on the left:

To insert fields individually:

1. Click in the first cell of the table in the main document where you want to insert the recipient name and address.
2. Click the Mailings tab in the Ribbon and select Insert Merge Field in the Write & Insert Fields group.
3. From the drop-down menu, select the field you want to insert.
4. Press the spacebar, type text or press Enter if necessary.
5. Repeat for other fields you want to insert.

Step 4: Update the labels

To populate all of the labels in the table:

1. Click in the table in the main document.
2. Click the Mailings tab in the Ribbon and then select Update Labels or Propogate Labels in the Write & Insert group. Word will insert the fields in all label cells and include <<Next Record>> to go to the next record in the source data.

Step 5: Format the labels

You may need to apply formatting to the labels such as changing the font and size, changing alignment, and adjusting paragraph spacing.

Below is a sample main document for address labels (Avery US Letter 5163 shipping labels):

Step 6: Select specific recipients or filter the recipient list (optional)

You have the option of choosing specific recipients or filtering the recipient list if you don’t want to create labels for all contacts in the data source.

To choose specific contacts:

1. In the the main document in Word, click the Mailings tab in the Ribbon and then click Edit Recipient List in the Start Mail Merge group. A dialog box appears.
2. Uncheck the check boxes beside the recipients you do not wish to include in the mail merge.
3. Click OK.

To filter the source list:

1. In the the main document in Word, click the Mailings tab in the Ribbon and then click Edit Recipient List in the Start Mail Merge group. A dialog box appears.
2. Click Filter. A dialog box appears.
3. Select / enter the desired filtering options.
4. Click OK.

For example, below is a filter to display records from Toronto:

To remove the filter, repeat the process, but click Clear All in the Filter and Sort dialog box.

Step 7: Preview the results (optional)

Before you run the mail merge, to preview the results:

1. In the the main document in Word, click the Mailings tab in the Ribbon and then click Preview Results in the Preview Results group.
2. Click the arrows in the Preview Results group to go to the next or previous page.
3. Click Preview Results to view the fields again.

Step 8: Run the mail merge to create a new file or print the labels

The final step is to run the merge. You can either create a new merged document or merge directly to a printer.

To run the mail merge and create a new merged label document:

1. In the the main document in Word, click the Mailings tab in the Ribbon and then click Finish & Merge in the Finish group. A drop-down menu appears.
2. Click Edit Individual Documents. A dialog box appears.
3. Click Current Record or enter a selected range if necessary.
4. Click OK. Word creates a new merged document that you can edit, print and save.

The following dialog box appears when you select Edit individual documents:

To run the mail merge and print the merged file:

1. In the the main document in Word, click the Mailings tab in the Ribbon and then click Finish & Merge in the Finish group. A drop-down menu appears.
2. Select Print Documents. A dialog box appears.
3. Click Current Record or enter a selected range if necessary.
4. Click OK. A dialog box appears.
5. Select the desired printer and other printer options.
6. Click OK.

The following dialog box appears when you select Print Documents:

You will typically want to save the main document and the source file. If you save the merged file, you will have a record of the labels that were created.

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How to Print Labels from Word

Print a page of labels or design custom labels

Updated on February 12, 2021

What to Know

• In Word, go to the Mailings tab. Select Labels > Options. Choose your label brand and product number.
• Type the information for the address in the Address section.
• In the Print section, select Full Page of Same Label or Single Label (with row and column specified). Choose Print.

This article explains how to print labels from Word. It includes information for printing a single label or a page of the same labels, for printing a page of different labels, and for printing custom labels. These instructions apply to Word for Microsoft 365, Word 2019, 2016, 2013, 2010, and 2007, and Word for Mac 2019 and 2016.

Print a Single Label or a Page of the Same Labels

Microsoft Word isn’t just for documents, resumes, or letters. It’s also a powerful and versatile application for most of your mailing and labeling needs. There are multiple options for creating labels in Word, so choose the one that best fits your needs.

Here’s how to fill a sheet with return address labels or create a single, professional-looking mailing label in Word.

1. Go to the Mailings tab.

2. In the Create group, select Labels. The Envelopes and Labels dialog box opens with the Labels tab selected.

3. Select Options to open Label Options.

4. Choose the label brand in the Label Vendors or Label Products list, then select the product number matching the labels you want to print on.

5. Select OK.

6. Type an address or other information in the Address box.

   In Word for Mac 2019 and 2016, this box is called Delivery Address. In Word 2010, the Address box step comes before the Label Options selections.

7. In the Print section, select Full Page of the Same Label to print a page of the same address labels.

8. In the Print section, select Single Label to print one label. Choose the row and column corresponding with where you want the address printed on the sheet of labels.

   The Single Label option is helpful if you have a partially used sheet of printer labels.

9. Make sure the label sheet is waiting in the printer and select Print, or save to print later.

Create a Page of Different Labels

To make a sheet of labels in Word with different addresses or other information, such as nametags, create a document in which you will type the information for each label.

1. Go to the Mailings tab.

2. In the Create group, select Labels. The Envelopes and Labels dialog box opens with the Labels tab selected.

   In Word 2010, leave the Address box blank.

3. Select Options to open Label Options.

4. Choose the label brand in the Label Vendors or Label Products list, then select the product number matching the labels you want to print on.

   Word for Mac 2019 and 2016 also ask for the type of printer.

5. Select OK.

6. Select New Document. Word creates a new document displaying a page of blank labels matching the dimensions of the brand and label size you selected.

   In Word for Mac 2019 and 2016, you don’t have to select New Document. After selecting OK in the previous step, Word opens a new document that contains a table with dimensions that match that label product.

7. Go to the Layout tab under Table Tools and choose View Gridlines if the outlines of the labels do not appear.

8. Type the information you want into each label.

9. Go to the File tab, select Print, then select the Print button when you’re ready to print the labels. Save the document for future use.

Make Custom Labels

If you need to print labels that don’t match the dimensions of the label brands and products listed in the Label Options dialog box, create custom labels to match your specifications.

Before you begin, make sure you have the precise measurements of the labels you need, including the height and width of each label, the paper size, the number of labels down and across, and the margins.

1. Go to the Mailings tab.

2. In the Create group, select Labels. The Envelopes and Labels dialog box opens with the Labels tab selected.

3. Select Options to open Label Options.

4. Select New Label. The Label Details dialog box opens.

5. Enter a name for the labels.

6. Change the measurements to match the exact dimensions of the labels you need. An example of the label appears in the Preview box.

7. Select OK to create the custom labels. You can then use these for making labels in Word.

There is no Mailings tab in Word for Mac 2011. In this version, access label features from the Tools menu.

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In general, a label is a sticker with something written on it. People place such stickers with printed information such as addresses on envelopes.

Your label may have one of two addresses—the recipient’s address or the sender’s address. Microsoft Word allows you to create and print such labels.

Here, we will explain the steps necessary for creating and printing labels in Word.

Step #1: Open a Blank Document in Word.

Open Word, and click on New on the left side. The right side shows the icon of a new blank document—click on it to open a new blank document.

Step #2: Open the Envelopes and Labels Dialog

Click on Mailings in the top menu bar, and the ribbon changes to show the mailing menus. Click on Labels to open the Envelopes and Labels dialog.

Step #3: Set Up Recipient/Sender Labels

Within the Envelopes and Labels dialog, click on the Labels tab.

Under Address, you can type in either the recipient’s address or the sender’s address within the box. 

If you have created envelopes earlier, and would like to use the return address (sender’s address) already in your system, click on Use return address and ensure a tick-mark is present within the square box immediately on the left. Word will fill the return address in the Address box. If you do not have a return address in your system, type in the return address.

Step #4: Set Up Number of Prints

Once you are satisfied with the address entry, and want to print only one label on the entire page, click on Full page of the same label under the Print section.

If you want to print several labels on one page, click on Single label and select the number of rows and columns necessary.

Step #5: Set Up Paper Size

Here are some tips to customize and get maximum out of printing labels. :

1. Click on Options to open the Label Options dialog. Under Printer Information, you can select the type of printer—Continuous-feed or Page Printers—and the type of Tray for the Page printers.
2. Several vendors supply sticky papers for printing labels on, and you may select from the Label vendors list—click on the down arrow on the right of Label vendors, and click on the vendor of your choice.
3. Depending on the vendor you have selected, you can choose from their list of products under Product number.
4. Here, you are selecting the size of the paper on which you want to print the labels. For a specific product number, its related information appears on the right side under Label information.
5. For additional settings, click on the Details tab to display the various measurements for printing the label.
6. You can adjust the settings to your preference. Word also allows you to define your own measurements, for which you must click on New Label.
7. Once you are satisfied with the settings, click on OK to exit the dialog. Word will return you to the Envelopes and Labels dialog.

Step #6: Print the Label

Ensure label papers are in your printer and the printer is turned on. Click on Print to start printing your labels.

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Conclusion

A neatly printed address label looks good on an envelope and helps prevent wrong delivery. With Word, you can create and print professional-looking labels. Follow our seven-step method to make your task easier.

Are you looking for labels that you can make? Do you want to get more organized? Try using label templates for Word.

Labels are a great way to get started getting organized. Labels are also helpful when you’ve got a lot of mail to send out. If you’ve got a shipping label premade, you won’t need to write out your address on every envelope or package. When you use labels, you want them to be easy to read and professional looking.

Many business card templates can be adapted to work as Microsoft Word label templates. Just make sure that you have the right size label stock. Premium Microsoft Word templates can also save you time since they’re professionally designed. Professionally designed Microsoft Word templates can be edited as much as you need.

This article features some premium templates from Envato Elements and GraphicRiver. It also showcases some of the best free label templates for Word found online. This article also has some tips to make your label look the best it can.

Find the Best Microsoft Word Label Templates on Envato Elements in 2022

Envato Elements has the most stylish templates to use as Microsoft Word label templates. Envato Elements is a subscription service where you can download unlimited digital assets for a low monthly price. To become a member, just sign up on Envato Elements website. If you use templates a lot or if you’re a digital creator, this subscription is a great deal. As a member, you’ll get unlimited access to:

• trendy templates
• PowerPoint templates
• stock images
• fonts
• audio
• and much more

If you’re looking for the best way to start your project, premium templates from Envato Elements are the best way. Free label templates for Word aren’t as nice as professionally designed premium templates from Envato Elements. With premium Microsoft Word templates, get more customization than with free label templates for Word. Premium templates also give you a better base to start with than free templates, so you’ll save time on the amount of editing you’ll need to do.

Plus, premium professionally designed templates look more impressive than free label templates for Word. Envato Elements has hundreds of templates that are professionally designed. 

But Envato Elements is not the only premium option you have for templates. The second option is GraphicRiver. It’s a pay per download service. This service is a great option if you don’t use templates often but still want professional templates. GraphicRiver has hundreds of premium templates that you can use. 

Explore Top Microsoft Word Templates for Labels

Tip: Turn the text side of premium business cards into labels with the right size label stock.

Here are some premium label and business card templates for Microsoft Word:

1. Minimalist Business Card Vol. 1 — Use as Labels

The Minimalist Business Card Vol. 1 can be turned into a shipping label template in Word. In this template, there’s a place where you can add your logo. Adding a logo to your card can help make your brand more put together. The font of this template is easy to read, making it a nice shipping label.

2. Taxi Business Card

Taxi Business Card is another template that can be turned into a Microsoft Word address label template. The easy-to-read font makes this template a great template that can be used as a label. This template has a section that you can add your logo to. The simplicity of this card makes it easy to turn into labels.

25 Top Free Microsoft Word Label Templates to Download 2022

Before looking for a free Microsoft Word label template on the web, check Envato’s free offerings first. Try out various premium template files (not always free label templates for word) at no cost to you.

Here’s the deal:

• Every month Envato Elements offers 12 different hand-selected files, (fonts, presentations, videos, and more). Create a free account to download this month’s free premium files now.

• Or try Envato Market for free. They offer seven handpicked monthly freebies. Log in with your Envato Market account to get this month’s handpicked premium freebies. 

But if you can’t find the free Microsoft Word label templates you need above, we’ve gathered a collection of free label templates for Word:

1. Gift Labels (8 per page)

These are free printable label templates for Word with a geometric design. This label template is great labels for gifts.

2. Return Address Labels

This free mailing label template for Word is bamboo-themed. There are 30 return address label templates on one page.

3. Vine Labels

You can easily make edits to this Microsoft Word address label template. The design of a template features a vine down one side.

4. Brushstroke Labels

The Brushstroke labels are free label templates for Word that have a stylish design. In this template, you get 30 labels per page.

5. Shipping Labels

This free printable label template for Word has a simple design that you can use for any purpose.  You get ten labels per page with this template.

6. Rainbow Bears Return Address Labels

If you’re throwing a kid’s party or your business is kid-related, then these free mailing label template for Word are perfect for you.

7. Basic Return Address Labels

If you’re looking for basic free label templates for Word with no design, this template is the right choice. This template comes with 80 labels per page, making it easy to print out a lot of return address labels at the same time.

8. Green Gradient Design Shipping Labels

These free label templates for Word feature a green and blue gradient design. There are ten labels per page with this template.

9. Purple Graphic Labels

The purple graphic free mailing label template for Word have a fun, colorful design. In this label, there is space for your name and address.

10. Bold Logo Address Labels

The bold logo free printable label templates for Word have a green and white color scheme. You can add your name and address information to the labels.

11. Bold Angles Labels

This free mailing label template for Word has a bold design, but it doesn’t distract from the important information. With 80 labels per page, you can print out a lot of labels quickly.

12. Doctor Office Labels

Doctor Office Labels are free printable label templates for Word with a red medical logo on one side. These labels can be used on jars, as shipping labels, and more.

13. Exhibit Labels

Exhibit Labels are free printable label templates for Word that have a black and white simple design. There are twelve labels per page.

14. Red Design Shipping Labels

These free label templates for Word have a professional look. The design is simple, with the recipient’s name in red font and the rest in black font.

15. Holiday Shipping Labels

The Holiday Shipping free mailing label template for Word are a fun holiday label to add to mail. The colorful and cheerful labels have six on a page.

16. Elegant Labels

The Elegant free label templates for Word have a simple and nice design. You can use these labels for personal or business purposes.

17. Data Back-up CD or DVD Face Labels

This free printable label template for Word is a label you can use on backup CDs and DVDs. This template has one label per page.

18. Green Wave Design Shipping Labels

These free label templates for Word comes with a space for your logo next to your company name. This template can be used for small or big businesses.

5 Quick Tips to Make Better Labels in Word for 2022 

After you’ve chosen the label template in Word you want to use, you’ll want to customize it. Here are some tips to help you customize your template:

1. Use a Readable Font

When you’re working with a label, it’s important to have a readable font on your label. If your label is hard to read, it makes the label pointless. For example, If you’ve chosen a shipping label template with a font that’s hard to read, it could go to the wrong address. 

2. Measure 

When deciding what you want to put a label on, measure the object you want to label. You want the label to fit the object that you’re labeling. For example, if you are using a CD or DVD label template and the label you put on it is too big, the player might not take the CD or DVD.

3. Use Trendy Colors

If you’re using a label that other people will see, consider using trendy colors. Trendy colors can make your label look more professional and more impressive. Trendy colors can also make your label stand out more than just a plain black and white label.

4. Double Check the Information

Labels are meant to put information on things. So, you must double-check the information that’s on your label. If the information is wrong important items could get mixed up. If you’ve got a shipping label, the package could get lost in the mail if the information is wrong.

5. Add a Logo

Some label templates have a section where you can add your own logo. If you’re using your label in a professional setting, adding your logo on the label can further your brand and look professional. Having your logo on your label also makes your brand more recognizable. Logos tell potential or current customers who you are.

Discover More Top Microsoft Word Template Designs

After choosing your Microsoft Word label templates, you might need another Word template. Many helpful Microsoft Word templates are available for your business. Here are some articles that feature more templates:

Learn More About Making Great Word Documents in 2022

Most people aren’t experts in Microsoft Word, and that’s okay. Here’s a really helpful MS Word tutorial guide to help you learn about work. Here are some extra word tutorials you might be interested in:

Download a Premium Microsoft Word Label Template Today!

Premium templates make creating a label easy. All you need to do is add information to the template and customize it then your label is ready to use. Envato Elements has hundreds of premium templates that you can download and use. After you become a member, you’ll have access to templates, fonts, stock images, and more.

If you think you’ll only need a premium template one, then try GraphicRiver. GraphicRiver has hundreds of premium templates where you can pay for the template you want to use.

Whether you choose Envato Elements or GraphicRiver or a free template, choose the best template for you and get started today!

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Since 2019 Sarah Joy has been a freelance instructor at Envato Tuts+. She has published over 50 informative business tutorials. Sarah has a Communications degree from SNHU. She is also certified in Microsoft Word, Excel, PowerPoint, and Access through Collin College. In addition, Sarah writes about a wide variety of popular business tools and other business topics.