Create Labels in Word for Microsoft 365: Step by Step

To create labels in Word for Microsoft 365, open the desktop app, choose Mailings > Start Mail Merge > Labels, select your label vendor and product number, then connect a recipient list and print a test sheet. You can also make a page of identical labels without a list. Before printing, check the label package for its product code and load the sheets according to your printer’s instructions.

What You’ll Need

The desktop version of Word for Microsoft 365. Word for the web does not provide the full desktop label and mail merge workflow, so open the file in the desktop app.
Label sheets, or their manufacturer and product number if you are preparing the layout before buying or loading them.
For different names or addresses on each label, a recipient list in Excel, a CSV file, or another supported data source. A spreadsheet should have column headings in its first row and one recipient per row.
A printer that can handle your label stock, plus a plain sheet of paper for checking alignment before you use labels.

Step-by-Step

Decide whether the labels are identical or personalized. If every label will show the same text, you can use Word’s Labels dialog to repeat one entry across a sheet. If each label needs a different name or address, use the mail merge steps below. Preparing a list first makes it easier to correct spelling and keep addresses in separate fields, such as First Name, Last Name, Street, City, State, and ZIP Code.
Open the label setup. In Word for Microsoft 365 on Windows, open a blank document and select Mailings > Start Mail Merge > Labels. If the ribbon is simplified, open the Mailings tab and look for Start Mail Merge. In the Label Options dialog, choose the type of printer you will use: page printers for a typical desktop or office printer, or continuous-feed printers if your printer uses that type of label stock. On Word for Mac, go to Mailings > Labels to open label setup; the dialog layout and available controls can differ slightly.
Choose the exact label product. Under Label information, select the label vendor shown on the package, then select the matching product number. Check the dimensions and layout on the packaging rather than choosing a product just because its name looks similar. The number of labels across and down, margins, and spacing need to match the sheet. Select OK to create the label layout. Word will usually show a table with one cell for each label.
Create a custom size if the product is not listed. In the Label Options dialog, choose New Label, then enter the label name and the measurements requested, including page size, label height and width, top and side margins, and horizontal and vertical pitch. Pitch means the distance from the start of one label to the start of the next, so it includes the gap between labels. Measure the sheet carefully and save the custom entry. If the measurements are uncertain, check the manufacturer’s specifications instead of estimating; a small error can cause the whole sheet to drift out of alignment.
Connect the recipient list for personalized labels. With the label document open, select Mailings > Select Recipients > Use an Existing List, browse to your Excel or CSV file, and choose it. If Word asks which worksheet or table to use, select the one containing the addresses and confirm that the first row contains column headings. You can instead choose Type a New List to enter recipients in Word, or select the recipient source offered by your version. Review the entries before continuing; blank rows, inconsistent columns, or extra heading rows can create empty or incomplete labels.
Design the first label. Click inside the first cell of the label table. To insert a ready-made mailing layout, choose Mailings > Address Block, review the preview, and use Match Fields if Word has not matched a list heading to the correct address part. You can also build the address yourself with Insert Merge Field, adding fields such as First Name, Last Name, Address, City, State, and ZIP Code. Type spaces, commas, and line breaks between fields where needed. Format this first label using the Home tab, but keep text within the cell margins and avoid very large type.
Copy the design to the other label cells. For a mail merge, choose Mailings > Update Labels. Word copies the first cell’s layout to the rest of the sheet and adds the necessary next-record instructions so each label receives a different recipient. If you do not update the labels, the first design may appear only in the first cell. For identical labels, use the Labels dialog’s option for a full page of the same label and enter the shared text there; if you are already working in a table, copy the content to the other cells you intend to use.
Preview and check the records. Select Mailings > Preview Results to view actual recipient details in place of the merge fields. Use the navigation arrows in the Mailings tab to check the first few records and later entries, not just the first label. Look for missing fields, unexpected blank lines, names that wrap awkwardly, and addresses that are cut off. If something is wrong, turn off Preview Results, edit the first label or source list, and update the labels again if you changed the layout.
Finish the merge and print a test. Choose Mailings > Finish & Merge. Select Edit Individual Documents to create a separate document containing the merged labels, which you can inspect and adjust, or select Print Documents to send the merge to the printer. First print on plain paper using the same paper size and print settings you plan to use for the labels. Hold the test page behind a label sheet against a light and check that the text falls inside each label. When it lines up, load one label sheet in the correct direction and print a single test sheet before printing the full batch.

Common Mistakes

Choosing a near-match label number: Two products can look alike but have different margins or pitch. Use the exact code on the package and verify the sheet dimensions.
Skipping Update Labels: A merge can show a correct first label while leaving the remaining cells empty or repeating the first record. Update the label layout before previewing.
Using a poorly structured list: A title above the column headings, merged cells, blank rows, or multiple addresses in one column can confuse the merge. Keep a single header row and consistent records.
Printing directly onto label stock too soon: A wrong paper size, scaling option, or feed direction may waste a sheet. Test on ordinary paper first and compare it with the label sheet.
Assuming table lines print: Word may display table gridlines to help you edit, but those guides are not necessarily printed borders. If you need visible outlines on the labels, apply actual table borders and check the print preview.

Tips

Keep your recipient list in a separate file and save a clean copy before making bulk edits. This makes it easier to fix an address once and rerun the merge.
Use separate spreadsheet columns for details you might need to rearrange, such as first name, last name, street, city, region, and postal code. Consistent headings make it easier to match Word’s merge fields.
Use Word’s merge preview and the final merged document as two different checks: preview helps spot record problems, while the merged document shows how the completed pages will flow.
Check the printer’s paper size and scaling options. Choose the actual sheet size and avoid options such as Fit to Page if they resize the label layout.
Store unused label sheets flat, and follow the printer manufacturer’s instructions for the correct feed direction. If the printer allows a manual feed, it may help the sheets travel more consistently.

Troubleshooting

My label product is not in the list. Check that you selected the right printer type and label vendor. Search the product package or manufacturer’s website for a compatible Word template or exact dimensions. If you have accurate measurements, create a New Label entry. Do not choose a different product number simply because its label count is similar.

The text is shifted or does not fit the labels. Confirm that the label number, paper size, page orientation, and printer feed direction all match the physical sheet. In the print dialog, check that the page is not being scaled. Print another plain-paper test and compare it with an unused label sheet. If the same offset appears on every label, check the template’s margins; if the offset grows across the page, the label pitch or sheet measurements may be wrong.

Every label has the same recipient, or only the first label is filled. Return to the label document and select Mailings > Update Labels, then use Preview Results to check several labels. If the labels still repeat, confirm that the document is set up as a label mail merge and that Word is connected to the intended recipient list. A page of identical labels is a separate setup from a personalized merge.

Some address details are missing or appear in the wrong place. Review the source list’s column headings and sample records. In Word, use Mailings > Match Fields within the Address Block options to map headings such as Postal Code or Last Name to the correct fields. Remove extra spaces and blank rows in the data, then preview again. If an address field is optional, adjust the layout so missing information does not leave an unwanted blank line.

I cannot find the label or merge commands. Make sure you opened the document in the Word desktop app rather than Word for the web, and check that the Mailings tab is visible. On Mac, the labels command may be directly on the Mailings tab rather than nested under the Windows Start Mail Merge menu. If the ribbon is collapsed, expand it or use the app’s command search to locate Labels.

Frequently Asked Questions

Can I make a full sheet of the same label?
Yes. Open Mailings > Labels, enter the text in the address box, and choose the option for a full page of the same label before creating or printing the sheet. Confirm the product number first.

Can Word make different labels from an Excel list?
Yes. Set up labels, choose Mailings > Select Recipients > Use an Existing List, select the workbook and worksheet, insert the address fields, and choose Update Labels. Preview the merged records before printing.

Can I print just one label from a sheet?
Yes, but check your label manufacturer’s guidance about reusing partially used sheets. In the print settings, you can select the page range for a merged document, but targeting a particular position on a partly used sheet may require a matching layout and careful testing on plain paper.

Can I create labels in Word for the web?
Word for the web does not support the full desktop label and mail merge setup. Use Word for Microsoft 365 on Windows or Mac to create the layout and run the merge, then print from the desktop app.

Why do I see lines around labels that do not print?
Those may be table gridlines, which are editing guides rather than borders. If you want outlines printed, select the relevant table cells and apply borders from the table design controls, then check Print Preview.

Should I print the labels directly or edit the merged document first?
For an important or large batch, choose Edit Individual Documents so you can inspect the completed label pages before printing. For a small, verified batch, printing directly from Finish & Merge is quicker.

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