How to Create and Print Labels in Microsoft Word: A Step-by-Step Guide

Creating and printing labels in Microsoft Word is a straightforward task that involves opening the Mailings tab, selecting Labels, entering the necessary information, and then printing them out. It’s a valuable skill for anyone involved in organizing, mailing, or office management.

After completing this action, you will have a sheet of labels customized to your specifications, ready to be attached to mail, folders, or any other items that need labeling.


Labels are a small, but mighty tool in the world of organization and communication. Whether you’re a small business owner, a busy parent, or an office administrator, the ability to create and print your own labels can save time and enhance the professionalism of your mailings and documents. In today’s digital age, Microsoft Word has become a go-to solution for creating various types of documents, including labels. Not only is it accessible to most computer users, but it also offers a wide range of templates and customization options to fit any labeling need.

So why is it important to understand this process? Well, imagine the ease of sending out holiday cards without the painstaking task of handwriting each address. Or the satisfaction of a well-organized filing system with clearly marked folders. That’s the power of mastering label creation in Microsoft Word. It’s relevant to anyone who seeks efficiency and a polished presentation in their work or personal life.

Step by Step Tutorial: How to Create and Print Labels in Microsoft Word

Before we dive into the steps, let’s understand what we will achieve. By following these steps, you’ll be able to design and print a variety of labels, which can be used for addresses, name tags, or organizational purposes.

Step 1: Open Microsoft Word

Open Microsoft Word on your computer.

Starting with the basics, you’ll need Microsoft Word installed on your computer. If you have it, great! Open it up and we can get started. If not, you’ll need to install it first.

Step 2: Click on the Mailings Tab

Click on the Mailings tab at the top of the screen.

The Mailings tab is where all the magic happens for label creation. Once you click on it, you’ll see a bunch of options, but don’t worry, we’ll go through them together.

Step 3: Select Labels

Select Labels towards the left of the ribbon under the Mailings tab.

When you click on Labels, a new window will pop up. This is where you’ll input all the information for your labels.

Step 4: Enter Your Information

Enter the address or information you want on the labels.

In the address box, type in whatever you want your labels to say. This could be an address for mailing labels or a name for name tag labels.

Step 5: Choose Your Label Options

Click on Options to choose the label type and configuration.

Here, you can select the type of labels you want to use. Microsoft Word has a bunch of pre-set options, or you can customize your own.

Step 6: Print

Load your label sheets into your printer and click Print.

Make sure your printer is loaded with the correct label sheets. Then, all you have to do is click Print, and watch your labels come to life!


ConvenienceOnce you know how to create and print labels in Microsoft Word, it’s incredibly convenient. You can quickly make labels whenever you need them without having to handwrite or order pre-printed labels.
CustomizationMicrosoft Word offers a wide range of templates and options, so you can customize your labels to match the look and feel you desire. Whether it’s for a business or personal use, you can add logos, images, and unique fonts.
Cost-EffectivePrinting your own labels can save money in the long run, especially for businesses that require a large number of labels. You only print what you need, reducing waste and saving on costs associated with professional printing services.


Printer IssuesSometimes printers can be finicky, especially with label sheets. If the sheets aren’t loaded correctly, you could end up with misaligned text or wasted labels.
Learning CurveFor those who are not familiar with Microsoft Word, there might be a learning curve. It could take some time to get used to the interface and find all the right settings.
Limited TemplatesWhile there are a variety of templates available, sometimes the exact size or style of the label you need might not be there. This can be frustrating if you’re using a specific brand or type of label sheet that isn’t supported.

Additional Information

When creating and printing labels in Microsoft Word, there are a few additional tips that can make the process even smoother. Firstly, always make sure to select the correct label template that matches the label sheets you have. This will ensure that the text aligns properly when printed. Secondly, consider doing a test print on a regular sheet of paper before printing on your label sheets. This way, you can check for any alignment issues or errors without wasting label material.

Another tip is to save the label document once you’ve created it. This is especially helpful if you’ll be printing the same labels again in the future. You can simply open the saved document and print, skipping the setup process. Lastly, if you’re planning to print a large batch of labels, it’s worth checking your printer’s ink levels beforehand. Running out of ink halfway through can be a nuisance, so it’s best to be prepared.


  1. Open Microsoft Word.
  2. Click on the Mailings Tab.
  3. Select Labels.
  4. Enter Your Information.
  5. Choose Your Label Options.
  6. Print.

Frequently Asked Questions

Can I use any type of label sheet with Microsoft Word?

Yes, you can use various types of label sheets. Just make sure to select the corresponding template or customize the measurements to fit your label sheet.

What if I need to create a label with a logo or image?

You can insert logos or images by clicking on the Insert tab, then selecting Pictures or Shapes, depending on your needs.

Is it possible to save my label setup for future use?

Absolutely. Just save the document as you would any other Word document, and you’ll be able to open and print it again later.

How do I know if my labels are aligned correctly before printing?

Consider doing a test print on a plain sheet of paper. Place it over your label sheet in front of a light source to see if the text aligns with the labels.

Can I print a full sheet of the same label, or do they have to be different?

You can print a full sheet of the same label by selecting the ‘Full page of the same label’ option in the Envelopes and Labels window.


Creating and printing labels in Microsoft Word is a useful skill that can make your life easier, whether for personal or professional use. With a little practice and the right approach, you can produce a variety of labels with ease. Remember to do a test print, save your work for future printing, and ensure your printer has enough ink.

For further reading, you might want to explore more advanced Microsoft Word functions or perhaps delve into graphic design for more complex label creation. Happy labeling!