Start with a blank document or Word's built-in label templates

The fastest way to create labels in Word is to use the built-in label templates. Open Word, select File, then New. In the search box, type "labels" and you'll see templates for common label sizes from manufacturers like Avery. Pick the one that matches your label sheets — the template name usually includes the product number (like "Avery 5160" for address labels). Click it, and Word opens a document already formatted for that exact label size and layout.

If you can't find your specific label brand or size, or you want to build something custom, start with a blank document instead. You'll set up the page yourself using Word's table feature, which is the most reliable way to keep labels aligned and evenly spaced.

Key Takeaways

  • Word's label templates match specific Avery and other brand label sheets, so you only need to find your product number and search for it.
  • Custom labels use a table with invisible borders — one cell per label — so you can type, format, and print without alignment problems.
  • Page setup matters: set margins to 0.5 inches and measure your label dimensions (width and height) before you create the table.
  • Test print on regular paper first, hold it against your actual label sheet, and adjust column widths or row heights if labels don't line up.

Set up page margins and measure your label size

Before you build a table, you need to know how much space you're working with. Go to Layout (or Page Layout in older Word versions), then Margins. Set all four margins to 0.5 inches — this is the standard for most label sheets and gives you room to work without the text running off the edge of each label.

Next, measure your actual label sheet. If you have the box or packaging, the dimensions are printed there. If not, measure one label with a ruler — note the width and height in inches. For example, a standard address label is 1 inch tall and 2.625 inches wide. Write these numbers down; you'll use them in the next step.

If you're using a label sheet you already own, place it on your desk and count how many labels fit across and down the page. This tells you how many columns and rows your table needs. A standard Avery 5160 sheet, for instance, has 3 columns and 10 rows.

Create a table with the right number of columns and rows

Go to Insert, then Table. Select Insert Table (not a quick grid). A dialog box opens. Enter the number of columns (how many labels across) and the number of rows (how many labels down). If you're using a standard sheet with 30 labels, that's 3 columns and 10 rows. Click OK.

Word creates a table that fills the page. Now you need to resize it so each cell matches your label size. Right-click anywhere in the table and select Table Properties. Go to the Table tab and set the table width to fill the page (usually around 7.5 inches for a standard 8.5-inch-wide page with 0.5-inch margins). Click OK.

Next, set the height of each row. Right-click the table again, select Table Properties, go to the Row tab, and check Specify height. Enter your label height (for example, 1 inch). Do the same for column width: go to the Column tab, check Specify width, and enter your label width (for example, 2.625 inches). Click OK.

Remove table borders so labels look clean

Right now your table has visible black lines around every cell. You need to hide these so only your label content shows when you print. Select the entire table by clicking anywhere inside it, then going to Table Design (the tab that appears when a table is selected) and clicking Borders. Select No Border.

The lines disappear, but the table structure stays — you can still see the cell boundaries on screen as faint gray lines (these won't print). This is exactly what you want. If you need to see the table structure more clearly while you work, go to Table Design, click Borders again, and select View Gridlines to toggle the gray lines on and off.

Add content to each label cell

Click inside the first cell (top left) and start typing. Add your label text — a name and address, a product name, a barcode, or whatever you need. Use Ctrl+Tab to move to the next cell instead of pressing Tab, which would normally move you to the next cell anyway but can sometimes behave unexpectedly in tables.

Format the text as you go: change the font, size, and alignment using the toolbar. If you want all labels to look identical, type and format the first one completely, then copy it. Select the cell, press Ctrl+C, then select all the other cells in the table (click the first cell, hold Shift, and click the last cell), and press Ctrl+V. Word pastes the content into every cell. You can then edit individual cells if some labels need different information.

If you're adding an image (like a logo or barcode), click in the cell where you want it, go to Insert, select Pictures, and choose your file. The image will resize to fit the cell. Right-click the image and select Wrap Text > Square if you want text to flow around it, or In Line with Text to keep it anchored to a specific spot.

Test print before using your label sheets

Print one page on regular paper first. Don't use your actual label sheets yet. Once the page prints, hold it up to your real label sheet and compare. Do the labels line up with the actual label positions? If they're off by more than a quarter inch, you need to adjust.

If labels are too far to the right or left, adjust the left margin: go to Layout, Margins, and increase or decrease the left margin by a small amount (try 0.25 inches). If labels are too high or low, adjust the top margin the same way. Print again and check. Make small changes each time until alignment is perfect.

If a single label is too wide or tall, adjust the column width or row height in Table Properties (right-click the table, select Table Properties, then the Column or Row tab). Once everything lines up, print on your actual label sheets. Most label sheets are designed to run through a standard printer without special settings, but check the package to see if your printer needs any adjustments (some require you to turn off automatic paper detection).

Save your template for future use

Once your label template is working, save it so you can reuse it. Go to File, then Save As. In the Save as type dropdown, select Word Template (.dotx) instead of the default Word Document (.docx). Give it a clear name like "Address Labels 5160" and click Save. Word stores it in your Templates folder.

Next time you need to create the same labels, go to File, New, and search for your template by name. It appears in the results. Click it to open a fresh copy. You can then edit the content without changing the original template, so the layout and formatting stay exactly the same every time you use it.

Frequently Asked Questions

Can I use a Word template if I don't know my label product number?

Yes. Measure one label (width and height in inches) and count how many fit on the sheet. Search Word's templates for those dimensions — for example, "1 inch by 2.625 inch labels" — and you'll usually find a match. If not, build a custom table using the steps above.

What if my labels print slightly off-center every time?

Printer margins vary. Print a test page, measure how far off the labels are, then adjust your document margins by that amount. For example, if labels are 0.25 inches too far right, decrease the left margin by 0.25 inches. Print and check again. Small adjustments usually fix the problem in one or two tries.

Can I add a barcode or QR code to my labels?

Yes. Click in the label cell where you want the barcode, go to Insert > Pictures, and select your barcode image file. Resize it to fit the label. If you need to generate a barcode, free barcode generators online can create an image you read and insert into Word.

Do I need to change any printer settings before printing labels?

Usually not, but check your label sheet packaging. Some sheets require you to disable automatic paper detection or use a specific paper tray. Most standard label sheets work with default printer settings. Do a test print on regular paper first to be sure.

Can I print different content on each label without copying and pasting?

Yes, but it requires Mail Merge, which is more complex. For a small number of labels with different content, it's faster to type directly into each cell. For hundreds of labels with different names or addresses, Mail Merge pulls data from a spreadsheet or contact list and fills each label automatically — search Word's help for "Mail Merge labels" for step-by-step instructions.