How to Create a Sheet of Labels in Word

To create a sheet of labels in Microsoft Word, open the Mailings tab, choose Labels, select the label brand and product number that match your label sheets, then choose New Document. Word builds a page-sized grid you can fill in and print. If each label needs different information, use Mail Merge instead. Before printing, check the label dimensions and print a test on plain paper.

What You’ll Need

Microsoft Word for Microsoft 365 on a Windows computer. The Mac version has similar label and mail merge tools, though some dialog names or layouts may differ.
A label sheet, or its packaging, with the manufacturer and product number. The number identifies the label dimensions and sheet layout Word needs.
A printer that supports the sheet size and label stock. Check the label packaging and your printer manual for compatible paper types and loading instructions.
The text or contact list you want to print. For a sheet of identical labels, one address is enough; for different labels, prepare a list with a separate row for each label.

Step-by-Step

Check the label stock before opening Word. Find the label brand and product number on the package, backing sheet, or invoice. Note the paper size, such as Letter or A4, and how the labels feed into your printer. If the label product number is not listed in Word, you may be able to enter its measurements manually, but confirm the dimensions first. A similar-looking sheet is not necessarily compatible: small differences in label height, width, or margins can cause text to land between labels.
Open the Labels tool. In Word for Microsoft 365 on Windows, open a blank document and select Mailings > Labels. In the Envelopes and Labels dialog, the Labels tab contains an Address box and the options for choosing a label layout. On Mac, use the Mailings tab and choose Labels; depending on the Word version, the dialog may be arranged differently, but look for its label product and printing options.
Choose the label layout. Select Options in the Labels dialog. Choose the correct printer type if Word asks, then select the label vendor and product number from the lists. The product number should match the stock exactly. Check that the displayed label dimensions and page size agree with the package. Select OK to return to the Labels dialog. If you cannot find the code, see the troubleshooting section before choosing a substitute.
Decide whether every label will have the same text. To print the same address on every label, enter it in the Address box. You can type the text directly or paste it from another document. Use line breaks to separate the recipient name, street address, and city or postal code; avoid adding blank lines unless you want extra vertical spacing. To print different names or addresses on the sheet, do not fill this box as if it were a repeated label. Instead, use the mail merge method in steps 7 through 10.
Choose a full sheet or one label. For matching labels across the page, select Full page of the same label. To use one label on a partly used sheet, choose Single label, then enter the row and column for the first unused label. Count from the top-left corner: the first label is row 1, column 1. The wording and controls can vary slightly between Word versions. Do not select a single label if you intend to print a whole new sheet.
Create the label document and format the text. Select New Document rather than printing immediately. Word opens a new document with a table whose cells correspond to the labels. If the gridlines are not visible, click in the label area and use Table Layout > View Gridlines where available; gridlines help you edit but do not print. Select the text in a cell to choose a font, size, alignment, or bold style. Keep the text comfortably inside the label edges, and avoid resizing the table or dragging cell borders because that can break the alignment.
Set up a source list for different labels. Create a list in Excel or another suitable data source, with one person or destination per row and clear column headings such as FirstName, LastName, Street, City, and PostalCode. Keep each complete address in the same row, and remove empty rows within the list. Save the workbook, then return to Word and choose Mailings > Start Mail Merge > Labels. Select the label vendor and product number, then confirm. On Mac, choose the equivalent label mail-merge command from the Mailings tab; the exact dialog may vary.
Connect the list to Word. Choose Mailings > Select Recipients, then select Use an Existing List to connect an Excel workbook, or choose Type a New List to create the addresses in Word. If using Excel, locate and open the saved workbook, select the worksheet containing your list, and confirm that the first row contains column headings if Word asks. Use Edit Recipient List if you need to exclude a recipient or check which records Word will use.
Insert the fields in the first label. Click in the first label cell. Choose Mailings > Insert Merge Field and insert the fields in the order you want, adding spaces and line breaks between them. For example, place FirstName and LastName on the first line, Street on the next, and City, State, and PostalCode on the final line. Type punctuation and spaces between fields as needed; Word does not automatically add commas or spaces. Use the preview to verify that names and addresses appear in the right order.
Fill the rest of the sheet and preview it. Select Update Labels on the Mailings tab. Word copies the first label’s layout and inserts a Next Record rule for the following entries. This is essential: copying the first label manually can make every cell show the same person. Select Preview Results and use the record navigation arrows to inspect several labels, including the first and last records. Check for missing fields, unwanted blank lines, long names, and addresses that wrap too far.
Finish the merge and print a test. Choose Mailings > Finish & Merge > Edit Individual Documents to create a separate merged document you can review, or use Print Documents if you are ready to print. In the print settings, verify the correct printer, paper size, orientation, and scaling. Choose actual-size printing, often shown as 100% or No Scaling; options such as Fit to Page can shift the layout. Print a test on plain paper first. Hold it behind a label sheet against a light to compare the text with the label boundaries. If it lines up, load the label stock as the printer instructions specify and print the labels.

Common Mistakes

Choosing a product that is merely similar. A different number of labels per sheet or a slightly different margin can misalign every row. Match the product code, not just the brand or general label size.

Printing without checking scaling. A printer’s Fit to Page or shrink-to-fit option can change the dimensions of Word’s grid. Use the intended paper size and actual-size printing unless the label manufacturer explicitly instructs otherwise.

Editing the table structure. Changing column widths, row heights, page margins, or cell spacing can move the text away from the label stock. Format the text inside the cells, but preserve the template’s measurements.

Forgetting Update Labels in a merge. If you insert merge fields only in the first cell and do not update the labels, the rest of the page may be blank or repeat the same record. Update Labels, then preview multiple records.

Assuming the screen view predicts print alignment. Display zoom and table gridlines do not determine the printer’s physical output. Use a plain-paper test and check the printer’s paper and scaling settings before using label stock.

Tips

Save the label document as a reusable template or ordinary Word file before printing. For repeated identical labels, keep a copy with the address already entered. For mail merges, save both the Word document and the source list, and keep the column headings stable so the fields remain easy to reconnect.

Use a readable type size and leave a little breathing room around the text. If an address is long, reduce the font slightly or shorten optional wording rather than stretching the label cell. Check postal codes and other details in the source list; Word prints what is there and may not flag a mistyped address.

When a sheet has already been partly used, confirm the feed direction and the first unused position before selecting Single label. Run a plain-paper test for that position if you are unsure. Follow the label maker’s storage and printer guidance, and avoid sending sheets through a printer that the manufacturer says is unsuitable for adhesive stock.

Troubleshooting

The label product number is missing. Select Options in the Labels dialog and check other vendors or product lists. If the exact stock still is not available, look for the manufacturer’s Word template or dimensions. In Word, a custom label can be defined through Options > New Label on Windows; enter the label height and width, page size, top and side margins, and the number of rows and columns using the package specifications. Check the measurements carefully before printing. On Mac, custom-label controls may be in a differently arranged Options dialog.

The text prints too high, low, or sideways. First confirm that the selected product code, sheet size, and orientation match the physical stock. In the printer dialog, turn off page scaling and check the feed direction. Test again on plain paper. If the entire page is shifted by a consistent amount, check that the printer uses the correct paper size and that the sheet is loaded squarely. Do not compensate by changing cell sizes until you have ruled out a wrong template or printer setting.

Only the first label prints, or every label repeats one record. For a standard sheet, check that Full page of the same label was selected. In a mail merge, confirm that the recipient list is connected, select Update Labels after setting up the first cell, and preview the results. If the page still shows repeated records, recreate or update the labels so Word inserts the Next Record rule between entries.

Addresses are missing or fields show strange names. Check that the correct worksheet was selected and that its first row contains the expected headings. Reconnect the recipient list if the workbook was moved or renamed, then use Insert Merge Field to match the fields to the actual column headings. Preview the first and a later record before printing. If the wrong printer tray or paper size is selected, open the printer’s properties and choose the setting recommended for the label stock.

Frequently Asked Questions

Can I make a full sheet of the same address?
Yes. Open Mailings > Labels, enter the address, choose the matching product number, select Full page of the same label, and choose New Document. Review the page and test on plain paper before printing the label sheet.

How do I put a different address on each label?
Use a mail merge. Connect a recipient list, insert its fields in the first label, select Update Labels, and preview the records. Finish the merge to a new document or send it to the printer. Each row in the source list becomes a separate label.

Can I print on a partly used sheet?
Usually, if the remaining labels are in a regular layout and your printer can feed the sheet safely. Choose Single label and enter the row and column of the first available label. Confirm the direction the sheet enters the printer, and test on plain paper to avoid wasting stock.

Why are my labels misaligned even though I chose the right brand?
The brand alone is not enough: different products from one maker can have different dimensions. Verify the exact product number, page size, printer scaling, and feed orientation. A plain-paper test held behind the label sheet helps show whether the error is from the template or the printer.

Can I create labels without a product number?
Yes, if you know the exact label and page measurements. Use Word’s custom-label option to enter the label dimensions, page margins, and number of rows and columns. Compare the resulting layout to the manufacturer’s specifications and test it before loading label stock.

Can I save labels to print again later?
Yes. Save the Word document containing the repeated text, or save the mail-merge document along with its source list. For a merge, keep the workbook available at the same location or reconnect it when Word asks. Review the recipient list and print settings each time, especially if you have changed the label stock or printer.

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

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

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