How to Make Labels in Word: Print Them Correctly

To make labels in Microsoft Word, open Mailings > Labels, choose the label brand and product number, enter your text, then print a test page before loading label stock. You will need the package details for your labels and a printer that can handle them. These steps are for Word for Microsoft 365 on Windows; the Mac commands are similar, with minor differences noted below.

What You’ll Need

Microsoft Word and a printer connected to your computer.
Label sheets, with the manufacturer and product number visible on the package.
Plain paper for a test print, plus the label sheets for the final print.
For a sheet of different names or addresses, a recipient list in a spreadsheet or other data file. You can also type a few labels manually.

Step-by-Step

Check the label packaging. Find the brand and product number, such as an Avery code, and note whether the labels are intended for inkjet or laser printers. Confirm that the sheet size matches your printer. The product number matters: labels with the same outside dimensions can have different margins, gaps, or label counts, and the wrong template can shift the printing.
Open the Labels tool. In Word for Windows, open a blank document and select Mailings > Labels. In the Envelopes and Labels dialog, make sure the Labels tab is selected. In current Word for Mac, use Mailings > Labels; depending on your layout or version, the command may be under Tools > Labels. If the Mailings tab is not visible, check the ribbon tabs or the app’s command search.
Choose what to print. To make a whole sheet with identical labels, enter the text in the Address box and select Full page of the same label. To print just one label from a sheet, choose Single label and enter its row and column. For a sheet of different addresses, leave the address box for now and plan to use a mail merge, described in step 7.
Select the exact label template. Click Options. Choose the label manufacturer in the Label vendors list, then choose the package’s product number under Product number. Check that the preview and label count correspond to your sheet. Click OK to return to the Labels tab. Do not choose a product simply because its dimensions look close; small spacing differences can cause misalignment.
Enter or format the label text. For a repeated label, type the full text in the Address box, using line breaks for separate lines. You can enter a return address, product name, or other short text as well as a mailing address. If the text is too long, shorten it or use a smaller, readable font after creating the document. Avoid adding spaces to push text into position, because spacing may change when printed.
Create the label page. Click New Document to create a page laid out as a table of labels. This lets you inspect the layout before printing. For identical labels, Word fills the sheet with the same content. If you chose a single label, the text should appear in the selected position. Save the document with a useful name so you can reuse or correct it later.
Make a sheet of different labels with mail merge. In Word, choose Mailings > Start Mail Merge > Labels, select the label vendor and product number, and confirm. Choose Select Recipients to connect a list, such as an Excel workbook with one person per row and clear column headings like First Name, Last Name, and Street. Use Address Block or Insert Merge Field to place the fields in the first label. Then select Update Labels so Word copies the layout to the other cells. Preview the results before choosing Finish & Merge.
Print a test on plain paper. In the label document, choose File > Print and print one page on ordinary paper. Hold it against a label sheet, preferably in front of a light, to check that the text sits inside each label and lines up with the gaps. If you are printing just one label, verify that it is in the intended row and column. Correct any layout or printer settings before using label stock.
Print on the label sheets. Load the labels according to the printer’s instructions, checking which side prints and the correct feed direction. In File > Print, confirm the printer, paper size, orientation, and page range. Set scaling to actual size or 100% if that option is available; do not use a setting such as Fit to page, which can change the label dimensions. Print one sheet first, then check the result before printing more.

Common Mistakes

Choosing a similar but incorrect product number: A template for a different number of labels or a slightly different gap can move the text off center. Match the code on the box exactly, including any letter suffix.

Printing labels before testing: A printer’s feed direction, paper-size setting, or scaling can affect alignment. Test on plain paper first and compare the print against an unused label sheet.

Using the address box for a list of unique recipients: That box is for repeated content or a single label. For different names on one page, use a mail merge or edit the label table deliberately.

Resizing the label table by dragging its borders: Word uses the table cells to match the physical sheet. Changing row heights, column widths, or page margins can break the template. Adjust the text within the cells instead.

Putting labels in the wrong way around: Printers vary in how they take paper from the tray. Check the printer manual or a plain-paper test rather than assuming the printable side faces up or down.

Tips

Keep the label package or a photo of its product number with the saved Word file. It makes it easier to select the same template next time.
For repeated labels, use Full page of the same label instead of copying and pasting text into every cell. Word handles the repetition consistently.
For mailing lists, keep one recipient per row in the source file, use one field per column, and avoid blank rows inside the list. Preview several records, including long names and addresses, before merging.
Use a plain, legible font and leave a little room around the edges of each label. Text that reaches the edge is more likely to look clipped if the feed shifts slightly.
Save a clean copy of the label document before making changes. For future jobs, update the wording or recipient list without altering the template’s table dimensions.
If you need labels for products or storage, consider printing a small batch first. Check that the wording is readable at the actual label size and that any required information fits.

Troubleshooting

The text is shifted on every label. First confirm the exact product number and paper size. Then check that printing is at actual size rather than scaled to fit. Run another plain-paper test. If the shift is consistent, verify that you selected the correct printer driver and tray, and that the printer is not applying a custom page-size setting.

The first row lines up, but later rows drift. This often points to a mismatch between the template and the physical sheet, or to paper feeding unevenly. Recheck the label code and inspect whether the sheet is loaded straight. Use fresh, flat label stock and the printer’s recommended feed path. Avoid changing individual cell sizes to compensate until you have ruled out the template and feed settings.

The label product number is not listed. Look for a matching template from the label manufacturer or use Word’s New Label option in the label Options dialog to enter the sheet dimensions. You will need accurate measurements for the page size, top and side margins, label width and height, number across and down, and horizontal and vertical pitch (the distance from one label’s starting point to the next). Measure carefully; a custom template is only as accurate as those values. Save it with a recognizable name for later use.

The address or merge fields do not fit. Reduce the font slightly, remove unnecessary blank lines, or use a shorter address format while keeping it readable. In a merge, check that the source column headings are clear and that Word’s preview shows the expected values. If a field is blank, inspect that recipient’s row in the source list and confirm that the correct list or worksheet was selected.

Word prints a blank page or only one label. Check the page range and print settings, then confirm whether the document was created for one label or a full sheet. If you used a mail merge, preview the records and use Finish & Merge to generate the merged output before printing. In a shared or older document, confirm that the label table and text are still present before sending it to the printer.

Frequently Asked Questions

Can I make labels in Word without an Avery product?
Yes. Choose the matching vendor and product number for your label brand. If there is no preset, use New Label in the Options dialog and enter the sheet measurements. Test the custom layout on plain paper before printing labels.

How do I print only one label from a sheet?
Open Mailings > Labels, choose Single label, and set the row and column where the unused label is located. Print a plain-paper test to confirm the position and feed direction first.

How do I print different addresses on one page?
Use Word’s label mail merge: choose the label layout, connect a recipient list, insert the address fields in the first label, and select Update Labels. Preview the records, then finish the merge and print the resulting document.

Can I edit the labels after Word creates the page?
Yes. The page is usually arranged as a table, so you can edit text in individual cells. For a mail merge, make changes to the source list or merge fields and regenerate the merged document when possible. Avoid resizing the table or changing its margins, since that can spoil alignment.

Why are my labels misaligned even though I chose the right template?
Check that the printer is not scaling the page, that the correct paper size is selected, and that the sheet is loaded in the right direction. A plain-paper test can reveal whether the problem is the Word layout or the printer feed. Also check for a damaged or curled label sheet.

Can I save a label layout to use again?
Yes. Save the Word document after creating it, and keep the product number with it. For regular mailings, save the recipient list separately and reconnect or update it when you make the next batch.

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

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