Blank Labels in Word: Create, Format, and Print Them

To create a blank label sheet in Microsoft Word, open the desktop app, go to Mailings > Labels, choose the label brand and product number that match your sheets, then select New Document. Word opens a page laid out as empty label cells. You will need the label package details and, if you plan to print, a sheet of the matching label stock.

What You’ll Need

Microsoft Word for Microsoft 365 desktop: The full label-making controls are available in the Windows app. Word for the web may not show the Labels command; create the template in the desktop app, then open or print the saved document as needed.
Label sheets, or their packaging: Note the manufacturer, product number, labels per sheet, and paper size. Choosing the exact product is more reliable than estimating label dimensions.
A printer and matching label stock, if printing: Check that the printer can handle the stock and that the sheets are loaded in the direction shown by the printer instructions. You can still create and save the blank template without a printer.
A ruler and label measurements, for a custom sheet: If the product is not listed in Word, measure the label width and height, page margins, and spacing between labels.

Step-by-Step

Check the label sheet before opening Word. Find the product number on the package or backing sheet and confirm the paper size, such as Letter or A4. If you are using loose or custom-cut labels, measure the sheet and each label. Also note the number of columns and rows. Keep one real sheet nearby for checking the layout later.
Open a new document in the desktop version of Word. Start Word and choose Blank document. On Windows, select the Mailings tab on the ribbon. In Word for Mac, the Mailings tab also contains the label tools, though the dialog layout can differ slightly. If you do not see the tab, maximize the window or check whether the ribbon is collapsed.
Open the label settings. On Windows, select Mailings > Labels. In the Envelopes and Labels window, make sure the Labels tab is selected. On Mac, choose Mailings > Labels and use the label settings dialog. If your version presents a different arrangement, look for the label product or Options control in that dialog.
Choose the exact label product. Select Options on Windows to open Label Options. Choose the printer type that matches your printer: typically Page printers for a standard inkjet or laser printer, or Continuous-feed printers for compatible continuous stock. Pick the sheet manufacturer from Label vendors, then select the product number printed on your package. On Mac, choose the vendor and product in the corresponding label options. Confirm that the preview and description agree with the physical sheet.
Make a custom label definition if the product is missing. In Label Options, select New Label on Windows. Enter a recognizable name, then fill in the label width and height, top and side margins, horizontal and vertical pitch, and the number of labels across and down. Pitch is the distance from the start of one label to the start of the next, including the gap. Set the page size to match the stock. On Mac, use the custom or new label option if your Word version provides it. Measure carefully; a small pitch error can shift labels progressively down or across the page.
Tell Word to create an empty page of labels. Return to the Labels tab. Leave the Address box empty; do not type a space or placeholder if the labels should be blank. Choose Full page of the same label, then select New Document. Word creates a separate document containing the label layout. If your dialog offers a print option as well, choose New Document when you want a reusable blank template rather than printing immediately.
Check the blank grid and save it. The new document should show a grid of empty cells matching the sheet. Word may display faint table gridlines to help you see the label boundaries. Those gridlines are editing guides and normally do not print unless you apply actual borders. Save the file with a useful name, such as “Avery 5160 blank template,” using File > Save As. Keep the original blank version unchanged so you can reuse it.
Test alignment before using label stock. Put plain paper in the printer and print one page. Place that page behind a label sheet and hold both up to a light, or compare the printed grid with the label edges. Check the first and last rows and columns, not just the top-left label. If the pattern does not line up, adjust the product choice, page size, or custom measurements before printing on adhesive stock.
Print on the actual labels only after the test looks right. Load one label sheet in the printer’s recommended orientation. In Word, select File > Print and check the paper size, orientation, scaling, and selected printer. Use the printer’s normal size setting, such as 100% or Actual size; avoid options such as Fit to page if they resize the layout. Print a single sheet first, then inspect it before printing a larger batch.

Common Mistakes

Choosing a similar-looking product number: Two products can have the same number of labels but different margins, gaps, or label sizes. Use the number on the package rather than relying on the preview alone.
Mixing up size and pitch: Label width and height describe one label. Horizontal and vertical pitch describe the repeat distance between labels. Entering label size as pitch can create overlapping or increasingly misaligned rows.
Printing with scaling enabled: A print setting that shrinks or enlarges the page can move every label away from its intended position. Check the print preview and select the actual paper size and unscaled output.
Expecting editing gridlines to print: The faint cell guides in Word are usually nonprinting. If you need visible outlines on paper, apply table borders deliberately; if labels must remain plain, leave borders off.
Testing directly on adhesive sheets: A wrong size or orientation can waste a sheet. Test with plain paper first, even if the product number seems familiar.

Tips

Keep a master template. Save a clean copy before making changes. Use Save As to create a working copy for a particular project, so deleting a cell or changing a table does not damage the reusable layout.
Use the sheet as the source of truth. Packaging and manufacturer instructions can identify which side feeds first. Printer trays differ, so do not assume the label side faces up or down; check the printer’s feed diagram.
Inspect the entire page during a test. If the top labels align but lower rows drift, the vertical pitch or page scaling may be wrong. If every row has the same offset, check the top margin and printer feed position.
Distinguish blank labels from blank templates. A saved grid with empty cells is a blank template. If you intend to print unused labels, print that grid only if the stock itself needs a mark or outline; otherwise, blank label sheets can simply remain unprinted.
Use Word’s table tools cautiously. The label layout is commonly represented as a table. Avoid deleting rows, columns, or cells, which changes the page structure. If you need visible cut lines, select the table and use the table border controls rather than relying on screen gridlines.

Troubleshooting

The Labels command is missing. Confirm that you are using the desktop version of Word, not Word in a browser, and that the ribbon is expanded. On Windows, look under Mailings. If the tab is not visible, check the ribbon display settings or Word’s tab customization options. On Mac, make sure the desktop app is active and look for Mailings in its ribbon.

The label product is not listed. Check the package number again and verify the selected vendor. If it is still unavailable, create a custom definition with the sheet’s page size, margins, label dimensions, pitches, and row and column counts. Manufacturer websites may provide measurements for a product. Avoid guessing when you can measure the sheet directly.

The document has the wrong number of cells or an unexpected page size. Return to Label Options and confirm the product number and page size. For a custom setup, check labels across and down, then compare the page margins and pitches with your measurements. Create a fresh label document after correcting the definition; changing table dimensions manually can introduce extra inconsistencies.

Printed labels are shifted or drift down the page. First confirm that the test sheet and label stock are loaded in the same orientation. In the print dialog, verify the printer, paper size, orientation, and 100% or Actual size setting. A constant shift often points to a margin or feed issue; increasing drift usually points to incorrect pitch or scaling. Change one setting at a time and repeat the plain-paper test.

Gridlines appear on screen but not in print, or borders print unexpectedly. Screen gridlines are usually just guides. If you want printable outlines, apply table borders. If outlines appear when you want a completely blank sheet, select the table and remove its borders, then check Print Preview. Do not mistake a screen-only guide for a printed border.

Frequently Asked Questions

Can I create a blank label template without printing it?
Yes. Choose the label product, leave the Address box empty, select Full page of the same label, and click New Document. Save the resulting file. You do not need to connect a printer to create the template.

How do I make every label on the page blank?
Leave the Address field empty and choose Full page of the same label before creating the document. If text appears in the cells, close the document without saving changes and repeat the steps with the Address box cleared.

Can I make blank labels in Word for the web?
Word for the web may not include the desktop Labels command needed to generate a new label grid. Create the layout in Word for Microsoft 365 on Windows or Mac, save it as a Word document, and then use the web app for supported viewing or editing.

Do Word’s label gridlines print?
Normally, no. They are table guides shown while editing. Use actual table borders if you want outlines printed, and use Print Preview or a plain-paper test to confirm the result.

What should I do if my label brand is not in Word?
Create a custom label definition using the measurements for your sheet. Enter the page margins, label width and height, horizontal and vertical pitch, and counts across and down. Test on ordinary paper before loading label stock.

Can I reuse a blank label document?
Yes. Save the newly created document as a template or keep it as a clean .docx master. Make a copy before editing, and verify the printer settings each time because the selected printer or paper size can change the output.

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