How to Create Labels in Word

To create labels in Word, open Mailings > Labels, choose the label brand and product number that match your sheets, then select New Document to build an editable page. You can enter the same text on every label or make a blank label grid for different names and addresses. Before printing, check the layout on plain paper so you do not waste label stock.

What You’ll Need

Microsoft Word for Microsoft 365 on Windows, or Word for Mac. The steps below use the Windows ribbon; Mac labels are available from the Mailings tab in current versions, though dialog details can vary slightly.
A sheet of printable labels, or the package information for the labels you plan to buy. Note the brand and product number, usually printed on the packaging.
A printer that supports the label sheet size and type. Check the printer manual if you are unsure whether it accepts adhesive label stock.
The text you want to print. For different mailing labels, prepare a recipient list in Excel or another source that Word can use for mail merge.

Step-by-Step

Check your label sheet and decide what you are making. Confirm the sheet size, number of labels, and product number on the package. The brand and product number matter because label sheets that look similar can have slightly different margins or spacing. Decide whether every label will contain the same text, whether you need only one label in a particular position, or whether each label will have a different name or address. This choice determines whether you can type in the Labels dialog or should create a document or mail merge.
Open the Labels tool. In Word for Microsoft 365 on Windows, open a blank document and select Mailings > Create > Labels. The Envelopes and Labels dialog opens. In current Word for Mac versions, use Mailings > Labels; some builds place the command differently, so look on the Mailings tab if the ribbon layout is customized. If the ribbon is hidden, show it from Word’s ribbon controls before looking for the command.
Choose the correct label product. In the dialog, select Options. Choose the label vendor from the Label vendors list, then select the product number printed on the package. Review the label description or dimensions before confirming with OK. Do not choose a product simply because its name sounds close: a small difference in label height or horizontal pitch can cause the text to drift across the sheet. If you are using a brand not listed, or a nonstandard sheet, use New Label in the Label Options dialog and enter the measurements specified by the manufacturer. Check the page size as well; many common sheets use Letter, while others use A4.
Select whether to print one label or a full sheet. Back in Envelopes and Labels, choose Full page of the same label if you want Word to repeat the text you enter across the sheet. Choose Single label if you need one label in a specific position. For a single label, enter its row and column in the dialog and confirm that the position matches how you are holding the sheet. If you need a whole page of different labels, do not enter one address expecting Word to invent the others; create a label document or use mail merge instead.
Enter text or make an editable label page. To print identical labels directly, type the wording in the Address box, choose the label settings, and select Print. To adjust the layout or create different labels, select New Document. Word opens a new document containing a table whose cells correspond to the labels. For a blank page of labels, leave the Address box empty before choosing New Document. The grid is useful for editing, but the table lines normally act as guides and are not printed as label borders.
Format the labels without changing the grid. Click inside a label cell and type or paste your text. For a full sheet of identical text, you can enter it in the first cell and copy it to the other cells, or return to the Labels dialog and use the full-page option. Select the text to change its font, size, bolding, or alignment using the Home tab. Keep the text within the printable area of each label and leave a little space around the edges. Avoid dragging the table borders to resize cells unless you are deliberately setting up a custom label; changing the grid can misalign every label on the sheet.
For different recipients, use mail merge. If you have a list of names and addresses, start a label merge from Mailings > Start Mail Merge > Labels, then choose the vendor and product number. Select Mailings > Select Recipients to connect an existing list, such as an Excel worksheet. In the first label cell, insert the required fields using Insert Merge Field, arranging fields on separate lines as needed. Select Update Labels to copy the layout to the other cells, then use Preview Results to check several records. When the addresses look right, choose Finish & Merge and print the merged documents. Menu wording can vary a little by Word version, but these commands are on the Mailings tab in current Windows Word.
Preview and test before loading label stock. Choose File > Print to inspect the page preview. Check that the correct number of columns and rows appear, that text is not clipped, and that the page orientation and paper size match the label sheet. Print one test page on ordinary paper first. Place it behind a label sheet and hold both up to a light, or compare their edges on a flat surface. If the text does not line up, correct the product selection or print scaling before using adhesive stock.
Print the labels. Load the label sheet according to the printer’s feed diagram and the label manufacturer’s instructions. In Word’s print settings, use the matching paper size and print at actual size or 100 percent. Turn off options such as Fit to Page or Scale to Fit if they alter the page dimensions. Print one label sheet first and check it before printing a larger batch. In Windows, open printing with Ctrl+P; on Mac, use Command+P. Review the printer dialog too, because printer settings can override Word’s page setup.

Common Mistakes

Picking a near-match product number. A similar-looking sheet may use different spacing. Use the exact product code when available, or enter the manufacturer’s measurements as a custom label.
Printing at a scaled size. Fit-to-page settings can shrink or enlarge the grid just enough to move text off the labels. Set scaling to 100 percent or actual size.
Confusing identical labels with different labels. Full page of the same label repeats one entry. A page with unique recipients requires a blank editable grid or a mail merge.
Changing the table dimensions by accident. Dragging a cell boundary or changing page margins can alter the alignment. Start with the correct template and adjust only when you understand the label measurements.
Skipping the plain-paper test. Label sheets are costly and mistakes may be difficult to remove. Test the alignment before loading adhesive stock.
Assuming the visible grid lines will print. Word uses the table to position content; its gridlines are usually only editing guides. If you need printed borders, add them deliberately, and test that they fall within the label edges.

Tips

Keep the label package nearby until the job is finished. The product number and feed instructions are useful if you need to reprint or troubleshoot.
Save the label document with a clear filename, such as Mailing Labels – November. Next time, open it and update the text rather than rebuilding the layout.
Use a readable font and avoid filling every millimeter of the label. A slightly smaller type size with comfortable margins is usually easier to read than crowded text.
For address lists, check spelling, postal codes, and blank fields in the source file before merging. A preview of the first record alone may not reveal a long company name or a missing address in later rows.
Feed label sheets in the direction recommended by the printer maker. If your printer has a manual-feed slot or a label/paper setting, follow its instructions rather than guessing.
Store unused sheets flat, dry, and in their original packaging. Curled or damp stock may feed poorly, and old adhesive can affect print quality.
On Word for Mac, check the print dialog separately from Word’s page settings. The printer’s scaling, paper size, or orientation selection can still affect alignment even when the document itself looks correct.

Troubleshooting

The print is shifted from the label edges. First confirm the vendor and product number, page size, and orientation. Then check both Word and the printer dialog for scaling; select actual size or 100 percent and disable fit-to-page options. Print another plain-paper test. If the grid is still consistently shifted, verify the label dimensions against the package and recreate the template with the correct measurements rather than nudging individual cells.

The text prints on the wrong label or is cut off. Confirm that you selected Full page of the same label or Single label as intended, and check the row and column if printing a single position. Reduce the font slightly, remove extra blank paragraphs, or adjust paragraph spacing inside the cell. Make sure the text itself fits within the label’s printable area, not just the cell boundary.

The label product number is not listed. Check that the correct vendor is selected and look for the product number again on the package. If it is genuinely unavailable, use New Label in Label Options and enter the dimensions, margins, and spacing from the manufacturer’s template. Measure carefully: label width and height alone are not enough if the gaps between labels or sheet margins differ.

The labels appear in Word but the grid does not print. That is usually expected because table gridlines are editing aids. If you need visible borders, apply table borders intentionally, but do not use borders to disguise a misaligned template. Test on plain paper before printing the label sheet.

The printer jams or feeds the sheet crooked. Stop the job and remove the sheet according to the printer’s instructions. Check that the stock is flat, loaded in the correct tray and orientation, and within the printer’s supported media limits. Do not send a sheet with peeling or loose labels through the printer; adhesive can damage the feed path. Try one fresh sheet using the recommended feed method.

Frequently Asked Questions

Can I make labels in Word without a label template?
Yes. In Mailings > Labels > Options, choose New Label and enter the sheet and label measurements supplied by the manufacturer. Accurate margins, label dimensions, and spacing are essential for alignment.

How do I print one label instead of a full sheet?
Open Mailings > Labels, choose the correct product, select Single label, and set the row and column for the empty label position. Test on plain paper first, especially if the sheet has already been used.

How can I make every label different?
Create labels through a mail merge. Connect a recipient list with Select Recipients, add merge fields to the first label, select Update Labels, preview the records, and then choose Finish & Merge.

Why do my labels print out of alignment?
The most common causes are a mismatched product number, the wrong paper size or orientation, or printer scaling. Verify each setting and print a plain-paper test at 100 percent before using label stock.

Can I use Word for Mac to make labels?
Yes. Current Word for Mac versions include label tools on the Mailings tab. The dialogs and print controls may look different from Windows, so confirm the label product and check the Mac print dialog for paper size and scaling.

Can I save a label layout and reuse it?
Yes. Save the completed Word document as a regular document. Keep the product number with the file name or in a note so you can confirm that the same label stock is being used later.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.