Avery Labels in Word: How to Create and Print Them

To create Avery labels in Microsoft Word, open the Mailings tab, choose Labels, select the Avery product number that matches your label package, and enter or merge your content. Word can make a sheet of identical labels or a sheet with different addresses. Before printing, check the label code, use a plain-paper test, and set the printer to print at actual size so the text lines up with the adhesive labels.

You will need the Avery label package or its product number, a computer with the desktop version of Word, and a printer that supports the label sheet size. If each label needs a different name or address, prepare a recipient list as well. The steps below are for Microsoft 365 on Windows; current Word for Mac has similar Mailings tools, though dialog layouts can differ.

What You’ll Need

Avery labels: Find the product number on the package, usually on the front or near the barcode. Match the number exactly; labels that look similar can have different dimensions or margins.
Microsoft Word desktop app: Word for Windows or Mac can create label documents. Word for the web may not offer the full label setup and mail-merge controls, so open the file in the desktop app if a command is missing.
A printer and plain paper: A test print lets you check positioning before using a label sheet.
Recipient data, if needed: For a sheet of different labels, have names and addresses in a spreadsheet or another supported recipient list, with a heading for each column.

Step-by-Step

Identify the exact Avery product. Check the package for its product number and confirm the sheet size and number of labels per sheet. If you have loose sheets without packaging, measure one label and compare it with Avery’s product information. Do not choose a template just because its label dimensions seem close: the spaces between labels and the margins around the page also determine alignment.
Open the label setup in Word. Start a blank document, then select Mailings > Labels. In the Envelopes and Labels window, make sure you are on the Labels tab. On current Word for Mac, look for the same Labels command on the Mailings tab; the dialog may be arranged differently. If you are using Word for the web and cannot find the full label options, open the document in the desktop app.
Choose the Avery label size. Select Options in the Labels tab. In Label vendors, choose the Avery US Letter option for standard letter-size sheets sold in the United States, or the appropriate Avery size or vendor option for your package. Select the package’s product number from the list, then confirm with OK. If the product is not listed, see the troubleshooting section before selecting a near match.
Choose whether labels are identical or different. For a sheet where every label has the same text, type that text in the Address box, then choose Full page of the same label. For one label at a particular position, choose Single label and set its row and column. For different names or addresses, do not use Full page of the same label; set up a label mail merge instead, as described below.
Create the label document. Click New Document to put the labels into a Word document. Word lays out the page using the product dimensions you selected. The label outlines may appear as table gridlines rather than printed borders; gridlines are editing guides and normally do not print. Save the document with a clear name before making extensive edits, so you can reuse the layout without starting over.
Format the text carefully. Click inside the first label and adjust the font, size, paragraph spacing, and alignment as needed. Keep text within the label’s printable area and leave a little clearance around the edges. For identical labels, the content should populate the selected full page. If you are editing a generated label table, avoid changing its column widths or row heights, because that can shift every label out of alignment.
For different recipients, start a label mail merge. In a new document, choose Mailings > Start Mail Merge > Labels, select the matching vendor and product number, and confirm. Then choose Select Recipients > Use an Existing List and select your data file. The first row should contain useful column headings, such as First Name, Last Name, Street, City, State, and ZIP Code; keep one recipient per row and remove blank rows that could create empty labels.
Insert and check the recipient fields. Click in the first label and use Mailings > Address Block for a standard address, or Insert Merge Field to place individual fields in the layout. Add spaces, commas, and line breaks between fields as needed. Select Update Labels so Word copies the layout and merge fields to the rest of the sheet. Choose Preview Results and move through several records to catch missing names, awkward spacing, or fields that do not match your column headings.
Print a test before using label stock. For an ordinary label document, use File > Print; for a merge, choose Mailings > Finish & Merge and select Edit Individual Documents to inspect the merged pages, or Print Documents to print them. First print on plain paper. Hold the test behind a label sheet against a light to compare the text with the label edges. If the alignment is good, load the label sheets in the printer’s recommended orientation and print one sheet before running a larger batch.
Check print settings and print the final sheet. In the print dialog, select the correct printer and paper size, and set scaling to 100% or Actual size. Avoid options such as Fit to Page or Scale to Paper Size, which can change the label dimensions. Check the printer manual for which side of the sheet faces up, and choose a media type such as labels or heavy paper if that setting is available. Windows print uses Ctrl+P; on Mac, use Command+P.

Common Mistakes

Choosing a similar but incorrect product number: A small difference in margins or pitch (the distance between labels) can cause a sheet to drift out of alignment. Use the code printed on the package, not just the number of labels on a page.

Printing at a reduced or enlarged scale: Printer settings can resize the whole page without making the change obvious. Turn off Fit to Page and confirm actual-size printing before using label stock.

Editing the table dimensions: Changing a label table’s row height, column width, or page margins can invalidate the Avery layout. Change font and paragraph formatting instead, unless you intend to create a custom label size.

Forgetting Update Labels in a merge: Word may put fields in the first label only if you do not copy the layout to the rest of the sheet. Select Update Labels, then preview multiple records.

Testing on an adhesive sheet: A misaligned first attempt can waste a sheet. Test on plain paper, and check that the paper is loaded in the correct direction before printing labels.

Tips

Keep the package or note its product number in the document filename, such as Avery-5160-addresses. That makes it easier to choose the same layout next time.
For mailing lists, clean the data before merging: remove accidental spaces, check postal codes, and use separate columns for information you may need to rearrange.
Preview more than the first recipient. Long names, apartment details, and international addresses can wrap differently from short examples.
Print one test page at the start of a print run, especially after changing printers, paper trays, or label products.
If the sheet is not full, use the Single label row and column settings for the next available position only when the remaining labels are still firmly attached to the backing sheet. Do not feed loose or partially peeled labels through a printer.

Troubleshooting

The product number is not in the list: Check that you selected the correct Avery vendor and paper size in Label Options. Some products are discontinued or may not be included in a Word installation. Use Avery’s official template or Design & Print resource for the exact product, or create a custom label definition only if you have accurate measurements for label width, height, page margins, and spacing. Do not guess from a similar template.

The text is shifted on the label: First confirm the product number, page size, printer tray, and print scaling. Compare a plain-paper test with the sheet held to the light. If every row is shifted by about the same amount, check the top margin and printer feed. If the shift increases farther down the page, the label pitch or scaling may be wrong. Re-select the correct product and print another test rather than compensating by dragging text around the page.

Only the first label appears, or labels repeat incorrectly: For identical labels, return to the Labels dialog and choose Full page of the same label. For different recipients, make sure the document was started as a label mail merge, select Update Labels, and preview the next records. If a merge field is blank, check that the source list’s column heading and the inserted field refer to the same data.

The grid or borders print unexpectedly: Word table gridlines are usually only on-screen guides, but manually applied table borders can print. Check the document’s table borders and remove visible borders if you do not want them. Conversely, adding borders is not a reliable way to diagnose alignment; use the label edges on a plain-paper test.

The printer jams or smears ink: Stop the job and follow the printer manufacturer’s instructions for label media. Confirm that the label stock is suitable for the printer type, is flat and undamaged, and is loaded in the correct tray. Some printers require a specific paper type or single-sheet feeding for labels.

Frequently Asked Questions

Can Word make a full page of the same Avery label?
Yes. Open Mailings > Labels, enter the text, choose the matching product under Options, select Full page of the same label, and click New Document.

How do I print different addresses on one Avery sheet?
Use a label mail merge: start with Mailings > Start Mail Merge > Labels, connect a recipient list, insert address fields, select Update Labels, and preview the results before printing.

Can I make Avery labels without a product number?
Possibly, if you can obtain precise measurements for the label, spacing, and page margins. Otherwise, identify the package or use Avery’s product lookup; choosing a close-looking label can cause poor alignment.

Will Word for the web create Avery labels?
Some basic editing may be possible in a browser, but full label setup and mail-merge controls can be limited. Use Word for Windows or Mac if you cannot find the required Labels or merge commands.

Why do the labels look right on screen but print in the wrong place?
Screen layout does not account for printer feed differences or scaling. Confirm the exact Avery code, use the correct paper size, print at actual size, and compare a plain-paper test with the label sheet.

Can I reuse the label document?
Yes. Save the Word document as a template or keep a copy of the completed layout. For mail merges, retain the recipient list as well, and check the printer and label product settings again before the next print run.

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