Create Labels in Word 365: A Step-by-Step Guide

To create labels in Word 365, open the Mailings tab, choose Start Mail Merge > Labels, select the label vendor and product number, then enter label text or connect a recipient list. You will need the label package details and a printer that can handle the label sheets. Word can make one full page of identical labels or a sheet of different labels from a mail merge.

What You’ll Need

Word for Microsoft 365 desktop. The full label and mail-merge tools are available in the desktop app for Windows. Word for the web has limited support for this workflow, so open the document in the desktop app if you do not see the Mailings options.
Label sheets or their packaging. Note the manufacturer, product number, and sheet size. The product number is important: two sheets that look similar can have different label dimensions or spacing.
A compatible printer. Check whether your printer accepts your label stock and whether it uses a manual feed tray or a particular loading direction. Follow the printer manufacturer’s instructions.
Recipient information, if needed. For different names and addresses on each label, prepare a list in Excel or another supported data source. Include clear column headings such as FirstName, LastName, and Address.
Plain paper for a test print. Printing a draft on ordinary paper helps you check alignment before using an actual label sheet.

Step-by-Step

Decide which kind of label sheet you need. If every label will carry the same address or message, use the single-label workflow below. If each label needs different information, use mail merge. Have your label packaging nearby either way; selecting a matching product number is more reliable than guessing dimensions.
Open the label setup window. In Word for Microsoft 365 on Windows, open a blank document and select Mailings > Start Mail Merge > Labels. In the Labels tab of the Envelopes and Labels window, select Options. If you already have a document open, save it first so you can return to it if needed.
Select the label stock. In Label Options, choose the correct printer type if Word offers the choice, then select the label vendor from the list. Pick the product number printed on the package and check the preview and label description. Click OK to return to the previous window. If the exact product is not listed, see the troubleshooting section before choosing a close-looking size.
Choose how to create the page. For identical labels, use the Labels tab in the Envelopes and Labels window. Type the text in the Address box. Select Full page of the same label to repeat it across the sheet. To print just one label, select Single label and enter the row and column where the unused label is located. Click New Document to make an editable page, or use Print if you are ready to print directly.
Format a sheet of identical labels. If you chose New Document, Word creates a page arranged as a table that follows the selected label layout. Click in a label cell and adjust the text as needed. To change the typeface, size, or alignment, select the text and use the Home tab. Avoid resizing the table cells or changing page margins unless you are deliberately creating a custom layout; those changes can move the text away from the label stock.
Start a mail merge for different labels. For distinct recipients, create a new document and choose Mailings > Start Mail Merge > Labels. Select the vendor and product number, then click OK. Word lays out the label page. Choose Mailings > Select Recipients and select Use an Existing List to connect an Excel file, or choose another available recipient source. Browse to the file and select the worksheet or table that contains the records.
Insert fields in the first label. Click in the first label cell. Use Mailings > Insert Merge Field to add the appropriate data fields, with spaces and line breaks between them. For an address label, you might put a name on the first line, street address on the second, and city, region, and postal code on the third. Use the names of the columns in your list; typing a field name as ordinary text will not make it merge.
Copy the layout to the other labels. After formatting the first label, select Mailings > Update Labels. Word copies the field layout to the remaining cells and adds the required next-record instructions for the merge. Do not copy and paste the first cell across the sheet by hand: that can make every label show the same recipient rather than moving to the next record.
Check the recipients and preview. Use Mailings > Edit Recipient List to review the records and clear the check box beside anyone you do not want included. Then select Mailings > Preview Results and use the navigation arrows to inspect several labels, including the first and last records. Check spelling, line breaks, missing fields, and whether long addresses fit.
Finish the merge and print a draft. Select Mailings > Finish & Merge. Choose Edit Individual Documents to create a separate merged document that you can inspect, or choose Print Documents to send the labels to the printer. For a first run, use plain paper and the printer’s normal paper settings. Hold the draft against a label sheet toward a light to see whether the text lines up with the label boundaries.
Load the label stock and print the final page. Once the draft alignment looks right, load the label sheets according to the printer instructions, check the feed direction, and print the final document. Use the appropriate paper or media setting in the printer dialog if available. Feed label sheets only as recommended by the printer maker, and do not send a sheet through the printer repeatedly if its labels are peeling or damaged.
Save the useful files. Save the original mail-merge document if you may need to print another batch; it retains the connection and field layout. Save the merged output separately if you want a fixed copy of the labels for this particular batch. Keep the recipient source file as well, and avoid overwriting it with a version that has accidental edits.

On a Mac: Word for Microsoft 365 for Mac also has label tools on the Mailings tab, though window layout and some button placement can differ from Windows. Look for Labels and the label options in the Mailings controls. Printer settings are handled through the macOS print dialog, so check its paper size and feed options before printing. If you cannot find the same control, use Word’s search box to look up the command name, or consult the current Word for Mac help for your build.

Common Mistakes

Choosing a similar but incorrect product number. Matching only the number of labels per sheet is not enough. Different products may vary in label width, height, margins, or gaps, which shifts the print. Use the exact package number where possible.
Skipping Update Labels in a mail merge. Without this step, only the first label may have the merge fields, or the other cells may not be set up to advance to the next record. Update the layout before previewing.
Typing field names instead of inserting merge fields. Text such as FirstName remains literal text. Insert the fields from the Mailings ribbon so Word can replace them with recipient data.
Printing on label stock before checking alignment. A layout can look correct on screen but shift because of printer feed settings or a wrong stock choice. Make a plain-paper test first.
Changing page setup after choosing a label template. Altering margins, paper size, or table dimensions can undermine the precise layout Word created. If you need a custom design, adjust it carefully and test it again.
Forgetting to inspect longer records. A short name may fit while a long company name or address wraps into another line or gets clipped. Preview several records, not only the first one.

Tips

Keep the data list tidy. Give each type of information its own column, use one recipient per row, and avoid blank rows in the middle of the list. Consistent headings make it easier to insert the correct fields.
Use a saved merged document for quality control. Choosing Edit Individual Documents lets you review the actual merged output before printing. It is especially useful when the label run is large or the list has varied address lengths.
Use single-label printing for leftovers. In the Labels tab, choose Single label and specify the row and column of an unused label. Confirm that the remaining sheet is flat and safe to feed through your printer.
Keep a record of the stock settings. Note the vendor, product number, printer, and any feed direction that worked. That makes a repeat job quicker and reduces the chance of wasting a new pack.
Choose readable formatting over decorative styling. A clear font at a size that fits the label is usually more useful than elaborate effects. Keep text away from label edges, where small alignment differences can cause clipping.

Troubleshooting

The product number is not in Word’s list: Check that the selected label vendor is correct and review the package for an alternate product code. If the manufacturer provides a Word template, use its instructions. Word also offers a way to define a custom label through Label Options > New Label in supported desktop versions. Enter the label dimensions and page margins from the manufacturer’s specifications, not estimates. Save the custom definition and test it on plain paper before using label stock.
The print is shifted or does not line up: Confirm the selected product number, paper size, orientation, and printer feed direction. Check that scaling such as Fit to Page is not changing the document size in the print dialog; print at actual size when that option is available. Test again on plain paper. If the shift remains, compare the sheet dimensions and printer specifications with the stock packaging.
Every label shows the same recipient: In the merge document, click the first label and select Update Labels after adding the merge fields. Preview Results and move to the next labels. If the repeated label layout still does not advance, recreate the label merge from Start Mail Merge > Labels rather than duplicating the first cell manually.
Merge fields appear as names or codes: Turn on Mailings > Preview Results to see recipient values. If the field names remain literal, remove the typed text and insert the fields with Insert Merge Field. Also confirm that the correct worksheet or table was selected when connecting the recipient list.
Some addresses are missing or appear in the wrong order: Open Edit Recipient List and check which records are selected. Verify that the source file has the expected headings and that Word connected to the correct sheet. Close the source file before reconnecting if Word is showing stale data, then select the list again and preview the merge.
Text is cut off or wraps awkwardly: Reduce the font slightly, shorten optional content, or adjust line breaks within the label. Check the longest records in Preview Results. Do not solve clipping by changing the page margins unless you are prepared to recheck the entire sheet alignment.
The printer jams or labels peel: Stop printing and follow the printer manufacturer’s guidance. Confirm that the stock is suitable for that printer type, that sheets are not curled or damaged, and that the correct tray and media setting are being used. Do not reuse a partly peeled sheet if loose labels could enter the printer.

Frequently Asked Questions

Can I print only one label in Word 365?
Yes. In the Labels tab of the Envelopes and Labels window, select Single label, enter the row and column of an unused label, and print. Check the feed direction and try a plain-paper draft first.

Can I make different labels on the same page?
Yes. Start a label mail merge, connect a recipient list, insert merge fields into the first label, and choose Update Labels. Preview the results before printing to check that each cell advances to a new record.

Can I create labels without an Excel list?
Yes. For a full sheet of identical labels, enter the text in the Labels tab and select Full page of the same label. For different labels, use another recipient source supported by Word or prepare a simple list in Excel first.

Can I use Word for the web to make labels?
Word for the web may not offer the full label and mail-merge workflow available in the desktop app. If the Mailings label controls are missing, open the file in Word for Microsoft 365 on Windows or Mac.

How do I make a custom label size?
In the desktop label options, choose New Label if it is available, then enter measurements from the label manufacturer’s specifications. Save the definition and test the layout on plain paper. A small measurement error can affect every row and column.

Should I print directly or create a document first?
For a simple repeated label, either option may work. For a mail merge or an important batch, create or inspect the merged document first so you can catch missing recipients and formatting problems before using label stock.

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