The basic steps to print labels in Word

Open Microsoft Word and go to the Mailings tab at the top of the window. Click Labels on the left side. A dialog box will open asking you to choose a label size — most common mailing labels are Avery 5160 or 5161, which you can find by typing the number into the search field. Once you select your label size, click OK.

Word will create a new document with a table matching your label layout. You can now type directly into the first label cell. Type the address you want to print, then press Tab to move to the next label. Repeat this for each address you need. When you're done, go to File > Print and select your printer.

If you have many addresses to print, you can use Word's mail merge feature instead of typing each one manually. This pulls addresses from a spreadsheet or contact list and fills in each label automatically — a faster method if you're printing dozens of labels at once.

Key Takeaways

  • The Mailings tab in Word contains the Labels tool, which formats your document to match standard label sheets like Avery 5160.
  • You can type addresses directly into the label template, pressing Tab to move between labels on the same page.
  • Mail merge pulls addresses from an external file (spreadsheet or contact list) and prints them automatically across multiple labels.
  • Before printing, load your label sheets into the printer and do a test print on regular paper to check alignment.

Using mail merge for bulk address labels

Mail merge is faster than typing each address by hand if you have more than a few labels to print. Start by preparing your address data in a spreadsheet — Excel works well for this. Create columns for first name, last name, street address, city, state, and zip code. Each row should be one person's information.

In Word, go to Mailings > Start Mail Merge > Labels. Choose your label size as before. Then click Select Recipients > Use an Existing List and navigate to your spreadsheet file. Word will ask you to confirm which row contains your column headers — click OK.

Now click Insert Merge Field and select the fields you want to appear on each label (usually first name, last name, street address, city, state, and zip). Arrange them in the first label cell the way you want them to appear. When you click Finish & Merge > Print Documents, Word will create a label for each row in your spreadsheet.

Checking alignment before you print

Label sheets are expensive, so always test your layout first. Print one page of labels onto regular white paper and hold it up to a blank label sheet. The text should line up with the label boundaries. If it's off, you may have selected the wrong label size or your printer may need adjustment.

Some printers have a margin setting that affects where they start printing. If your labels are consistently off to one side, check your printer settings in File > Print > Printer Properties (or Preferences on Mac). Look for options like "borderless printing" or "full bleed" — these may help or hurt depending on your printer model.

If alignment is still wrong after adjusting printer settings, you can manually shift your labels in Word by adding space at the top or left of the first label. This is tedious but works when nothing else does.

Privacy considerations when storing addresses in Word

If you're storing a list of addresses in a Word document, remember that Word files can be recovered even after deletion — they sit in your computer's temporary files and recent documents folder. If you're printing labels for a sensitive purpose (a support group, a domestic violence shelter, a medical practice), consider storing the address list in a separate spreadsheet instead and deleting it after you print.

Word also tracks document metadata — information about who created the file, when it was last edited, and sometimes comments or tracked changes you thought you deleted. Before sharing a label document with anyone, go to File > Info > Inspect Document to see what metadata is attached. You can remove it by clicking Remove All next to any category you want to clean.

If you're using mail merge with a spreadsheet, that spreadsheet file is separate from your Word document. Deleting the Word file does not delete the spreadsheet. If the address list contains sensitive information, delete the spreadsheet file separately and empty your recycle bin or trash folder.

Troubleshooting common label printing problems

If your labels print but the text is cut off at the edges, you likely selected the wrong label size. Go back to Mailings > Labels and double-check the product number on your label sheet. Avery 5160 and 5161 are the most common, but there are dozens of variations. If you can't find your exact size, measure one label (width and height) and search for that dimension on Avery's website or your label manufacturer's site.

If mail merge is not working, the most common cause is that Word cannot find your spreadsheet file. Make sure the file is saved and closed before you start the merge. Word needs to read it as a separate file, not as something open in another window. Also check that your spreadsheet has a header row (the first row with column names like "First Name" and "Address") — mail merge requires this.

If your printer is not printing at all, check that you have selected the correct printer in File > Print. Some computers have multiple printers listed. Also make sure your label sheets are loaded into the correct tray — many printers default to a different tray than the one you loaded.

Alternatives to Word for printing labels

If you find Word's label feature confusing, other tools may feel simpler. Google Docs has a label template you can search for in the template gallery — it works the same way as Word but with a slightly different interface. LibreOffice (free, open-source software) also has a labels feature under Tools > Mail Merge.

Avery, the label manufacturer, offers a free online tool called Avery Design & Print. You upload your address list as a spreadsheet, choose your label size, and it generates a PDF you can print. This approach keeps your address data on Avery's servers rather than on your computer, which is a privacy trade-off worth considering if your addresses are sensitive.

For very small jobs (under 10 labels), handwriting addresses is often faster than setting up mail merge. For large jobs (over 100 labels), a dedicated mail merge tool or Avery's online service may save you time and frustration compared to doing it all in Word.

Frequently Asked Questions

Can I print different addresses on each label without using mail merge?

Yes. Open the label template in Word, type the first address in the first label cell, then press Tab to move to the next cell. Type the second address, press Tab again, and repeat for each label. This works fine for small batches but becomes tedious beyond 10 or 15 labels.

What label size should I use if I don't know my label brand?

Check the box or sheet your labels came in — the product number is usually printed on the packaging. If you've lost the packaging, measure one label's width and height in inches and search for that size on Avery's website or your label manufacturer's site. You can also try Avery 5160, which is the most common size for standard mailing labels.

How do I fix labels that print off-center?

Print a test page on regular paper first and hold it up to a blank label sheet to check alignment. If it's off, try adjusting your printer's margin settings in File > Print > Printer Properties. If that doesn't work, you can add blank space at the top or left of your first label in Word to shift everything into place.

Is it safe to store addresses in a Word document?

Word files can be recovered after deletion and contain metadata about who created them and when. If your addresses are sensitive, store them in a separate spreadsheet instead and delete both files after printing. You can also use Word's Inspect Document feature to remove metadata before sharing a file with anyone.

Can I use mail merge with a contact list from my phone or email?

You'll need to export your contacts as a spreadsheet first. Most email providers and phone systems let you export contacts as a CSV file, which you can then open in Excel or Google Sheets. Once it's in spreadsheet form, you can use it for mail merge in Word.