Creating labels starts with opening your document editor's label feature and choosing a template or blank design

Most document editors — Google Docs, Microsoft Word, LibreOffice, and others — have a built-in way to create labels without starting from scratch. The exact steps depend on which editor you use, but the basic path is the same: open the program, find the label or template section, pick a size that matches your physical label sheets, and start typing. You do not need design experience or special software.

Labels are useful for organizing files, marking storage boxes, creating name tags, or printing address stickers. Once you understand where the label feature lives in your editor, you can create a sheet of identical labels in minutes or customize each one differently on the same page.

Key Takeaways

  • Google Docs uses the "Template Gallery" to find label templates; Microsoft Word has a "Labels" button under the Mailings tab; LibreOffice uses File > New > Labels.
  • You must choose the correct label sheet size before you start typing, because the layout is locked to that size once you begin.
  • Most label templates create multiple copies of the same label on one page, so you can print and cut them apart.
  • You can edit a single label and have the change repeat across all copies, or customize each label individually depending on your editor.

Creating labels in Google Docs

Open Google Docs and click the "Template Gallery" button in the top left, or go to File > New > From Template. Search for "labels" and you will see options for address labels, name tags, folder labels, and others. Click the template that matches what you need.

The template opens as a new document. Look at the top of the page — it usually shows which label sheet size the template is built for (Avery 5160 is the most common for address labels). If you use a different brand or size of physical label sheets, you may need to adjust the template. For now, assume the template matches what you have.

Click into the first label box and start typing. In most Google Docs templates, when you finish typing in the first label and move to the next box, the text you entered will automatically copy to all the other labels on the page. If you want each label to be different, you can edit them one at a time after the template fills in the copies.

Creating labels in Microsoft Word

Open Microsoft Word and go to the Mailings tab at the top. Click "Labels" on the left side of the ribbon. A dialog box opens asking for your label size and what you want to print.

In the dialog, click "Options" to choose your label sheet brand and size — Avery is the most common, but you can also select other brands or enter custom dimensions. Once you pick the size, click OK. Word creates a new document with the label layout already set up.

Type your label text in the first label box. If you want the same text on every label, click "New Document" in the Labels dialog and Word will fill all the labels at once. If you want different text on each label, type in the first one, press Tab to move to the next label box, and type again. Repeat until all labels have text.

Creating labels in LibreOffice

Open LibreOffice Writer and go to File > New > Labels. A dialog opens with options for label brand, size, and layout. Choose your label sheet type — Avery, Herma, and other common brands are listed. If you do not see your brand, you can enter the measurements manually.

Once you pick the size, you can choose whether to print the same label on every sheet or different labels on each one. If you want identical labels, type your text in the preview box and click "New Document" — LibreOffice will create a page with your label repeated. If you want different labels, create the document first and then edit each box individually.

Choosing the right label sheet size

Before you start typing, check the physical label sheets you have. The package usually shows a size code like "Avery 5160" or "8.5 x 11 with 30 labels per sheet." This code tells you which template to use in your editor.

If you do not have label sheets yet, common sizes are Avery 5160 (30 address labels per sheet), Avery 5161 (30 larger address labels), and Avery 8160 (10 shipping labels). Most office supply stores carry these, and they cost a few dollars per pack. Using the wrong size will result in labels that do not line up with the printed boxes on your sheets.

If your editor does not have your exact label size, you can usually create a custom size by entering the width, height, and number of labels per sheet. This information is printed on the label sheet package.

Making all labels the same or different

Most label templates start by creating one label and copying it to all the boxes on the page. This is useful if you are printing address labels or name tags where every label is identical. You type once and the template repeats it automatically.

If you want different text on each label, you have two options. First, you can let the template fill all the labels with your first entry, then go back and edit each one individually — this is slower but works in any editor. Second, some editors (particularly Microsoft Word) let you create a "different labels" document where each box is independent from the start. Check your editor's label dialog for this option.

You can also mix the two approaches: use the auto-fill feature to get most of the text in place, then edit a few labels that need to be different.

Printing and cutting your labels

Once your labels are typed and formatted, print the document on your label sheets. Load the label sheet into your printer the same way you would load regular paper — check the sheet package for which side should face up.

After printing, let the ink dry for a few seconds, then cut the labels apart along the lines printed on the sheet. Most label sheets have perforated edges or printed guidelines to make cutting easier. Use a ruler and a sharp knife or scissors for straight cuts, or a paper cutter if you have one.

If you are printing multiple pages of labels, print one test page first on regular paper to make sure the text lines up with the label boxes. This saves wasting a sheet of expensive label paper if something is misaligned.

Frequently Asked Questions

What if my label sheets are a different size than the templates available?

Most editors let you create a custom label size. Look for an "Options" or "Custom Size" button in the label dialog. You will need to enter the width and height of each label, the margins around the page, and how many labels fit across and down. This information is printed on your label sheet package.

Can I add images or colors to my labels?

Yes. In Google Docs and Word, you can insert images, change text color, and add background colors just as you would in a regular document. Click inside a label box and use the Insert menu to add an image, or use the formatting toolbar to change colors. LibreOffice works the same way. Keep in mind that colored backgrounds use more ink and may not print clearly on all printers.

How do I print the same label on multiple sheets?

Create your label document once, then print it multiple times. Go to File > Print and change the number of copies. Each copy will print the full page of labels, so if you have 30 labels per sheet and print 5 copies, you will get 150 labels total.

What if the labels do not line up with the printed boxes on my sheet?

This usually means the template size does not match your label sheet size. Double-check the code on your label package and make sure you selected the same size in your editor. If the misalignment is small (less than a quarter inch), you can adjust the margins in the label dialog. If it is large, delete the document and start over with the correct size.

Can I save my label design and use it again later?

Yes. Save the document like any other file — File > Save. The next time you need the same labels, open the saved document, delete the old text, and type new text in its place. This is much faster than creating the label layout from scratch again.