How to Make Labels in Word

Microsoft Word has intuitive ways to create labels for personal and professional use. You can create address labels, name tags, and product labels. In this guide, I’ll explain two ways you can make labels using Microsoft Office 2019, although the steps are the same for other versions of Word.

Creating a Single Label or a Page of the Same Labels

  1. Open a new blank document and click on Mailings from the top ribbon bar.

    Mailings tab in Word
    Open a new document and click on the Mailings tab.
  2. In the “Create” group, select Labels.

    Select Labels from the Create category
    Select Labels from the Create group
  3. The Envelopes and Labels dialog box displays. Use the Address box to type the text you want to be printed on the label. Then, in the Print section, select Full Page of the Same Label to print a page of the same address labels or select Single Label to print only one label.

    Full page of the same label
    Type in the text you want in your address box and select the Full page of the same label.
  4. Select Options to open Label Options.

    Label options
    Click on Options to open Label Options.
  5. Choose the vendor in the Label Vendors list, then select the Product number matching the labels you want to print on. Click OK

    Select Label vendor and Product number
    Select Label vendor and product number from the drop-down menus, then click OK.
  6. Finally, click New Document.

    Click on new document
    Click on New Document.
  7. That’s it! Word creates a new document with a page of labels formatted to the brand and label size you specified. You can edit them further if you like.

    New document with labels
    Word creates a new document with labels.

Using Mail Merge Wizard to Create Different Labels on One Page

By combining data you already have from an Excel spreadsheet, you can rapidly create personalized messages, emails, or labels in Word. Two elements are required for a mail merge:

  • Excel source file with information about the recipients such as names, addresses, emails, etc.
  • Your main document that will contain your label layout.

Creating Your Excel Spreadsheet (data source)

Before executing a Mail Merge in Word, make sure your Excel file contains all the necessary data, including:

  • One row for each recipient.
  • Column names that correspond to the Field names you wish to include in your mail merge. For example, if you want to address recipients by their first name, divide the first and last names into distinct columns. If you want to arrange contacts by state or city, ensure each has its own column.

Here’s an example of an Excel sheet ready for a mail merge:

Excel data source
Excel data source

Creating a Mail Merge Document on Word

  1. Open a new Word document.
  2. Navigate to the Mailings tab and select Start Mail Merge.

    Mailings-Start Mail Merge
    Click on Mailings, then choose Start Mail Merge.
  3. From the drop-down menu that appears, click Step-by-step Mail Merge Wizard.

    Step by step mail merge Wizard
    Select Step-by-step Mail Merge Wizard from the drop-down menu.
  4. Select Labels from the document type you are working on, then click Next.

    Select Labels from the document type section
    Select Labels from the document type section, then click Next.
  5. Click on Label options to select the Label vendor and the size or number of labels you want on one page.

    Label Options window
    Click on Label options to select the Label vendor and the number of labels you want on one page.
  6. Click Next to Select recipients.

    Select recipients
    Click on select recipients.
  7. Click on Browse to select your Excel recipient list file (data source)

    Select recipient list file
    Click on Browse to choose your recipient list file.
  8. Select your recipient list file, then click Open.

    Select your data source then click Open
    Select your data source, then click Open
  9. Make sure the First row of data contains column headers check box is selected, then click OK.

    First row of data contains column headers
    The first row of data contains column headers.
  10. Use the checkboxes to add or remove recipients from the merge, then click OK when your list is ready.

    Add or remove recipients
    Use the checkboxes to add or remove recipients from the merge, then click OK.
  11. Once you’ve checked your address list, the Next Record rule will display in all ] the blank labels in your template (apart from the first one)

    Next Record rule
    The Next record rule appears in your label templates
  12. Place the cursor on the blank label template to add your design.
  13. Now click on Insert Merge Field and select the fields from the drop-down menu where you want them to appear.

    Insert Merge Field
    Click on Insert Merge Field.
  14. Once you are done, you’ll have the merge fields on your first label template, as shown below.

    Merge fields in a label template
    Merge fields are inserted in the first label template.
  15. Click on Update all Labels to apply the format to all label templates.

    Update Labels.
    Click on Update Labels to apply the format to all label templates.
  16. Click on Preview Results to see how the info in your recipient’s list will appear in the final document.

    Preview results
    Click on Preview results to see how your labels will appear in the final document.
  17. Use the navigation arrows to preview all labels individually as they get inserted into the label template.

    Navigation arrows for labels in Word
    Use the navigation arrows to preview all labels individually as they get inserted into the template.
  18. That’s it! You can now Complete the merge and save your label template by pressing Ctrl + S to print it later.

    Complete the merge
    Complete the merge.

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