Create Labels in Microsoft Word: Setup and Printing Guide

To create labels in Microsoft Word, open the desktop app and choose Mailings > Labels. Select the label brand and product number that match your label sheets, enter the text, and choose New Document to check the layout before printing. You will need the label package or its measurements, the right paper, and a printer that can handle it. The steps below cover both repeating one label and printing different names or addresses.

What You’ll Need

Microsoft Word for Windows or Mac, installed on your computer. The built-in label setup is not available in Word for the web. You can open and edit a label document there, but use the desktop app to create the layout.
Label sheets and their packaging. Note the brand, product number, sheet size, and label dimensions. If you do not have the packaging, measure the labels and gaps carefully.
A printer that supports the label stock and the correct paper tray or feed path. Check the printer instructions if you are unsure how to load the sheets.
Your label text or recipient list. A list for a mail merge can be in an Excel workbook or another supported data source; check that its column headings and records are organized before connecting it.

Step-by-Step

Identify the exact label format. Check the product number on the box or sheet, not just the label size. Different products can have similar-looking labels but different spacing or page layouts. Also check whether your sheets are US Letter, A4, or another paper size. Word uses the selected label format to position text, so a near match can still print out of alignment.
Open the Labels command. In Word for Microsoft 365 on Windows, open a blank document and select Mailings > Labels in the ribbon. On Word for Mac, open the Mailings tab and choose Labels; the dialog may look a little different. If the tab is hidden, widen the Word window or check the ribbon tabs. These directions use the desktop version, not Word in a browser.
Choose a label product. In the Envelopes and Labels dialog, open the Labels tab if it is not already selected, then choose Options. Pick the label vendor and product number that match your pack, then confirm with OK. If your exact product is missing, do not select a random close match; use the custom-label option described in the next step.
Set up a custom size only if necessary. In the Label Options window, choose New Label and enter a name and the measurements requested by Word. These can include label height and width, top and side margins, the number of labels across and down, and horizontal and vertical pitch. Pitch is the distance from the start of one label to the start of the next, so it includes any gap between them. Compare every value with the package or careful measurements. Save the custom format, select it, and confirm.
Choose whether to repeat one label or use one position. In the Labels tab, type the content in the Address box. This can be a postal address, a product name, or any short text you need. Select Full page of the same label to fill the sheet with copies. To use just one position on a partly used sheet, choose Single label and set the row and column where that label should print. Check that the chosen position is still blank before feeding the sheet.
Create a document to inspect the layout. Select New Document rather than printing immediately. Word opens a new page laid out as a table, with a cell for each label. Review the text in the first label and look at the whole page. If you chose a single label, the other positions may be blank; that is expected. Save the document with a useful name so you can reuse or adjust it later.
Format and edit the label content. You can select text in one cell and use the Home tab to change the font, size, alignment, or bolding. Keep the text comfortably inside the label edges, and use line breaks rather than repeated spaces to arrange address lines. For a sheet of identical labels, Word normally repeats the same content throughout the layout. If a change does not appear in every cell, select and update the other cells, or recreate the sheet from the Labels dialog after correcting the original text.
For different addresses, use a mail merge instead. A sheet created with Mailings > Labels repeats one entry; it does not automatically fill each label with a different contact. For individual recipients, choose Mailings > Start Mail Merge > Labels, select the matching label vendor and product, and connect your list with Select Recipients. Insert the fields you want, such as name and street address, in the first label. Choose Update Labels to copy the field layout to the remaining positions, then use Preview Results to check several records before printing. Finish with Finish & Merge and choose the appropriate print or edit option.
Test the alignment before using label stock. Print the document on ordinary paper at actual size or 100% scale. Hold the test page behind a label sheet against a light, or lay it over a sheet, and check that each outline lines up with the labels. If it does, load one label sheet according to the printer’s directions and print a final copy. In the print dialog, confirm the correct printer and paper size; avoid options such as Fit to Page that resize the layout.

Common Mistakes

Picking a similar product number instead of the exact one. A small difference in margins or pitch can shift every label. Verify the full product number and sheet size before selecting a template.

Printing straight onto the label sheet. This wastes stock if the printer scales the page or the selected layout is wrong. Always make a plain-paper test first, especially when using a new printer or custom format.

Using a repeated-label document for unique recipients. The Labels dialog is convenient for printing the same text many times. For a different name or address in each position, use the mail-merge route and update the labels before previewing.

Changing the page size or scaling during printing. A layout made for Letter paper will not necessarily fit A4, and printer settings such as Fit to Page can move the content. Match Word’s page size to the stock and print at 100% when available.

Forgetting the label sheet’s orientation or feed direction. Loading a sheet upside down or into the wrong tray can put the print on the backing or the wrong side. Check the printer’s paper-loading diagram rather than assuming all printers feed the same way.

Tips

Keep the label packaging until you have confirmed the print. The product number is often more reliable than measuring by eye, and the package may also specify compatible printers, paper settings, and feed direction. If you plan to reuse a layout, save both the original Word file and a clean copy of the final document.

Use a readable type size and leave a little space around the edges. Text that appears to fit on screen can clip when the printer has a non-printable margin or when labels are slightly misaligned. Long addresses may need a smaller font or fewer optional lines, but avoid shrinking the text until it is hard to read.

For custom labels, measure several positions across the sheet. Sheets can have small manufacturing variations, and measuring only one label may miss the gap or margin that affects the rows below it. Enter pitch as the distance between corresponding points on neighboring labels, not just the visible gap between their edges.

For mail merges, keep the recipient list tidy. Use one row per recipient, a clear heading for each field, and separate columns for details such as first name, last name, street, city, and postal code. Preview multiple records, including one with a long name or address, because the first recipient may not reveal every fit issue.

When printing a partly used sheet, track which rows and columns remain blank and select that position in Word. Feed the sheet in the direction specified by the printer. If the stock is curled, damaged, or has labels peeling away, use a fresh sheet to reduce the chance of a jam.

Troubleshooting

The print is shifted consistently in one direction: Confirm that the selected product number and page size match the physical sheet. Check that printing is at 100% and that no scaling, borderless expansion, or fit-to-page option is enabled. Run another plain-paper test. If the format is custom, recheck top and side margins as well as horizontal and vertical pitch; a wrong margin shifts the whole sheet, while a wrong pitch can make the error grow across rows or columns.

The first row lines up but lower rows drift: The vertical pitch or label height may be wrong, or the sheet may not be feeding straight. Verify the measurements and use the printer’s recommended tray and guides. If the error increases steadily from top to bottom, focus on the vertical measurements rather than only changing the top margin.

The correct product number is not listed: Check the vendor list and product number again, including any suffix. If it is genuinely unsupported, choose New Label in Label Options and enter the dimensions from the product specifications. If you cannot confirm the measurements, contact the label manufacturer or use a supported product format rather than guessing.

Text is missing, clipped, or too small: Open the generated document and inspect the affected cells. Reduce unnecessary lines, adjust paragraph spacing, or choose a slightly smaller readable font. For merged labels, preview records with the longest content and make sure the fields have not been placed outside the label cell.

Word will not show the Labels command: Make sure you are using the installed desktop app and have opened the Mailings tab. Word for the web does not provide the same built-in label setup. You can create or adjust the label document in desktop Word, save it to OneDrive, and then use the web app for basic editing if needed.

The printer jams or prints on the wrong side: Stop the job and follow the printer manufacturer’s guidance for label stock. Do not force a sheet through the printer. Confirm that the stock is supported, loaded in the correct orientation, and not bent or peeling. Some printers require a particular tray or media setting for thicker sheets.

Frequently Asked Questions

Can I print different addresses on one sheet?
Yes. Use Mailings > Start Mail Merge > Labels, connect a recipient list, insert the address fields, choose Update Labels, and preview the results before printing. The basic Labels dialog is for repeating the same label.

Can I create labels without a product number?
Yes, if you know the sheet measurements. In Label Options, choose New Label and enter the label dimensions, margins, and pitches. Test on plain paper and compare the print with the sheet before using label stock.

Can I make only one label on a sheet?
Yes. In the Labels dialog, select Single label and specify its row and column. This is useful for a partly used sheet, but confirm that the selected position is blank and that the printer can feed the sheet safely.

Why does Word’s label template not line up with my sheets?
The selected product, page size, or printer scaling may not match the physical stock. Verify the product number and paper size, turn off page fitting, and test at actual size. A custom layout may be needed if the product is not listed.

Can I create labels in Word for the web?
Word for the web does not include the desktop app’s full label-creation command. Create the layout in Word for Windows or Mac, then save the file online if you want to open or edit it in a browser.

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

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