How to Create Labels in Word With an Image and Print Them

To create labels in Word with an image, choose the matching label-sheet layout, open it as a document, insert your picture in a label cell, then copy the finished design into the other cells and print a test page. Before starting, check the label package for its brand and product number, and have your image file ready. These details help Word place the artwork on the sheet instead of guessing at the label dimensions.

What You’ll Need

Microsoft Word for Microsoft 365 on Windows or Mac, with the Mailings tab available.
A sheet of printable labels. Note its manufacturer and product number, usually printed on the package or backing sheet.
An image saved on your computer, such as a logo or small illustration. A clear PNG or JPEG is usually suitable; a transparent PNG can work well for a logo.
A printer that supports the label-sheet size and type, plus plain paper for a test print.

If you do not have a matching preset in Word, you can enter the label dimensions yourself. Measure the label and the spaces between labels before creating a custom layout.

Step-by-Step

Check the label sheet and image. Write down the label manufacturer and exact product number. Different products from the same brand can have different label sizes, margins, or spacing, so do not choose a template just because the labels look similar. Check that your image is large and sharp enough for its printed size. A tiny image enlarged to fill a label may look blurry. If the image has a background, decide whether you want it to cover the whole label or sit beside text.
Open the label layout in Word. In Word for Microsoft 365 on Windows, open a blank document and select Mailings > Labels. In the Envelopes and Labels dialog, open Options, choose the label vendor, select the product number shown on your package, and select OK. Back in the dialog, choose New Document. Word creates a document with a table whose cells correspond to the labels. On Mac, open Mailings > Labels and choose the matching label product in the label options. Names and dialog layout can vary slightly by Word version. If the sheet has more than one label across or down, use the full-sheet document rather than printing one label through the single-label position controls.
Create a custom layout only if no preset matches. In the label options, look for New Label and enter the measurements requested, such as label width and height, number across and down, side margin, and horizontal and vertical pitch. Pitch is the distance from the start of one label to the start of the next, so it includes the label plus the gap. Measure the actual sheet carefully with a ruler and compare the values with the manufacturer’s specifications. A small measurement error can accumulate across a row and make the last column miss its labels. Save the custom label definition, select it, and create a new document.
Insert the image in the first label. Click inside the top-left cell of the label table. In Windows, choose Insert > Pictures > This Device, select the image, and choose Insert. On Mac, use Insert > Pictures and select the option for an image from your computer. If Word places the image as a floating object, select it and use the picture layout options to set In Line with Text. An inline picture behaves like a character in the cell, making it easier to copy and less likely to drift into a neighboring label. Drag a corner handle to resize it proportionally, or use the Picture Format size controls for a more exact width and height. Avoid dragging a side handle, which can distort the image.
Add any text and fit the design to the label. Type the wording in the same cell, before or after the image, and use the Home tab to adjust font, alignment, and paragraph spacing. Keep essential text and the image inside the label’s printable area; leave a little room near the edges because many printers cannot print to the very edge of a sheet. If you want the image centered above text, keep it inline and use paragraph alignment and line breaks to arrange the elements. For a logo beside text, a small two-column table inside the label cell can help keep the pieces aligned, but check that the inner table does not exceed the label width.
Copy the finished label to the rest of the sheet. Click in the first label cell and select its contents, including the picture and any text, without selecting the whole outer label table. Press Ctrl+C on Windows or Command+C on Mac. Click in the next label cell and paste with Ctrl+V or Command+V. Repeat for each cell you want to use. If the labels are identical, paste the same design into every cell. If you need different names or addresses, enter the individual wording in each cell instead of copying identical text. Zoom in to confirm that each image remains inside its own cell.
Check the page and print a test. Choose File > Print and inspect the preview. Confirm that the page size matches the label stock, the sheet orientation is correct, and the design is not cut off or spilling into adjacent cells. In the printer settings, choose the correct paper size and a suitable media type if your printer offers one. Print the page on plain paper first. Hold it behind a label sheet up to a light and compare the outlines. If the alignment is good, load the label stock according to the printer’s instructions and print one sheet. Use the printer’s normal or actual-size setting rather than a fit-to-page option that could resize the layout.

Common Mistakes

Choosing a near-match template. Label sheets can look alike while using different gaps or margins. A template that is even slightly wrong may align near the top but drift by the bottom row. Match the product number, not just the label’s approximate dimensions.

Stretching the artwork. Resizing by a side handle can make a logo appear wider or taller than intended. Drag a corner handle or enter dimensions while keeping the picture’s proportions locked. Also check the printed image size in the preview; a picture that looks small on screen can be quite small on the sheet.

Using floating images without checking their anchors. A picture set to wrap around text may move when you edit a cell or copy the design. In-line placement is usually more reliable for repeated label artwork. If you need text to wrap beside an image, check the result in every cell rather than assuming the first one will repeat perfectly.

Printing directly onto expensive label stock first. A wrong paper setting, reversed sheet, or layout shift can waste a page. Print on plain paper and compare it with the label sheet before loading labels. Follow the printer maker’s instructions for which side faces up and whether labels can pass through that printer.

Tips

Keep a copy of the Word document as a reusable template. Give it a clear name that includes the label product number so you can identify the correct layout later.
Use a high-resolution source image and size it to the label rather than enlarging a small web thumbnail. For a logo, a transparent PNG can avoid a rectangular background showing around the design.
Leave a safe margin around both text and artwork. The exact printable area depends on the printer, so do not place important details right against the label edge.
Use Word’s zoom control to inspect the page, then return to Print Preview for a view of the full sheet. Screen zoom changes how large the page appears on screen; it does not change the printed label size.
Store the unused label sheets flat and keep the document’s paper-size and printer settings with your project notes. If you change printers, make another plain-paper test because printer feed and alignment can differ.

Troubleshooting

The printed labels are consistently shifted. First compare the plain-paper test with the label sheet to see whether the shift is horizontal, vertical, or both. Confirm that Word and the printer use the label sheet’s actual page size and orientation, and turn off any print option that scales the page to fit. Check that you selected the right product number. If the shift is uniform and the template is correct, check the printer’s paper guides and feed direction. Do not compensate by changing several measurements at once; change one setting, print another test, and compare.

Alignment drifts more on each row or column. This often points to the wrong label pitch, gap, or sheet template rather than a simple page offset. Recheck the product number and, for a custom layout, measure the distance between the same point on neighboring labels. Confirm that the custom values were entered in the correct units. A printer that feeds the sheet unevenly can also cause drift, so inspect the paper path and follow the printer’s label-loading guidance.

The picture moves, is cropped, or will not stay in the cell. Select the picture and change its layout to In Line with Text, then resize it within the cell. If the picture is still clipped, reduce its size and check the cell margins and paragraph spacing. Make sure the label cell has not been made narrower by an accidental table edit. Undo the last change if possible, or reopen a clean copy of the document and insert the image again.

The image prints blurry or with an unexpected background. Replace it with a higher-resolution original rather than enlarging the version already in the document. Check that the image file itself has transparency if you expect a transparent background; changing Word’s layout settings will not remove a background baked into the image.

Frequently Asked Questions

Can I put a different image on every label?

Yes. Insert the appropriate image in each label cell and size it separately. Keep the pictures in line with text where practical, and inspect every cell in Print Preview. For a sheet with many unique labels, a mail merge with image paths may be possible, but it requires preparing the source data and image references carefully; manually placing images is simpler for a small number.

How do I print only a few labels from a partly used sheet?

Use the single-label position controls in the Labels dialog if your Word version offers them, and identify the first unused label position on the sheet. Alternatively, create the full-sheet layout and leave already-used positions blank. Check the printer’s feed direction and test the position on plain paper before reusing a partial sheet, since loose or previously fed labels may not travel reliably.

Can I use a picture as the whole label background?

Yes, if the image is sized to the label and your printer can print within the required area. Insert it in the cell and size it to the label dimensions, while allowing for the printer’s unprintable edges. A full-bleed design may leave a white border on printers that cannot print to the edge, so check the printer specifications and test on plain paper.

Why does my label template not appear in Word?

Check the manufacturer and product number again, and look through the label vendor list in the label options. If the exact preset is unavailable, create a custom label using measurements from the package or manufacturer. Avoid substituting a template based only on a similar label size, because spacing and margins also determine alignment.

Does this work in Word for the web?

The web version may not provide the same label setup controls as the desktop application, and editing a layout can affect its spacing. For the most dependable results, create and check the label document in Word for Microsoft 365 on Windows or Mac, then use Print Preview and the printer’s settings to confirm the final sheet.

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