What address labels are and why you'd make them

An address label is a printed sticker or piece of paper with a mailing address on it. You stick it on an envelope, package, or letter so the postal service knows where to send it. You create them yourself instead of writing addresses by hand when you need to mail the same thing to many people, or when you want a neater, faster way to address a single package.

Most people create address labels using word processing software (like Microsoft Word or Google Docs) or a spreadsheet (like Excel or Google Sheets), then print them onto label sheets you can buy at any office supply store. The label sheets have adhesive on the back, so they peel off and stick to your mail.

You might create address labels for a holiday card mailing list, a small business shipping orders, a nonprofit sending newsletters, or just because you prefer not to write addresses by hand.

Key Takeaways

  • Address labels are printed stickers with mailing addresses that you stick onto envelopes or packages instead of writing addresses by hand.
  • You create them in Word, Google Docs, or Excel by typing addresses into a template, then print them onto adhesive label sheets from an office supply store.
  • Label sheets come in standard sizes (like Avery 5160 for regular mail) and cost between $5 and $15 per pack of 100 sheets.
  • If you mail frequently, mail merge (a feature in Word and Google Docs) lets you print different addresses on many labels from a single list without retyping each one.

Setting up labels in Microsoft Word

Open Microsoft Word and go to the Mailings tab at the top. Click Labels on the left side. A dialog box will open asking you to choose a label format. The most common format for standard address labels is Avery 5160 — this is the size you'll find in most office supply stores. Select it and click OK.

Word will create a blank template with boxes for each label on the page. Click in the first box and type the address you want. If you're only making one or two labels, you're done — just print and stick them on. If you have many addresses to label, use mail merge instead (see the section below).

Before you print, put a sheet of adhesive labels into your printer. Print a test label on regular paper first to make sure the address lines up correctly with the label boxes. Then load the label sheet and print for real.

Using Google Docs for address labels

Google Docs doesn't have a built-in label template the way Word does, but you can still create labels. Open a new Google Doc and go to File > Page Setup. Change the margins to 0.5 inches on all sides. Then create a table with the same number of rows and columns as your label sheet (Avery 5160 has 10 columns and 33 rows, for example).

Type one address into the first cell, then copy and paste it into the other cells and edit each address. This method works fine for a small number of labels, but it's slower than Word if you have dozens of addresses. Once you're done, print on your label sheet the same way you would from Word.

If you prefer not to use a table, you can also type addresses directly into the document with line breaks and spacing to match your label sheet size, then print and cut them out. This is the least precise method but requires no special setup.

Mail merge: printing different addresses on many labels at once

Mail merge is a feature in Word and Google Docs that pulls addresses from a list and prints a different one on each label automatically. You need two things: a label template (which you set up the same way as above) and a list of addresses in a spreadsheet or table.

In Microsoft Word, go to Mailings > Start Mail Merge > Labels. Choose your label size (Avery 5160 again). Then click Select Recipients and choose whether your address list is in an Excel file, a Word table, or Outlook contacts. Word will pull each address and print it on a separate label. You can preview how it looks before printing.

In Google Docs, mail merge is less built-in, but you can use a free add-on called Mail Merge for Docs. Install it from the add-ons menu, upload your address list as a Google Sheet, and it will create a separate label document for each address. You then print all of them at once.

Mail merge saves time when you have 20 or more addresses. For fewer than that, typing them in by hand is usually faster than setting up the merge.

Buying and loading label sheets

Label sheets come in many sizes and finishes. The standard size for mailing addresses is Avery 5160 (1 inch by 2.625 inches), which fits 30 labels per sheet. You can buy them at any office supply store, online retailers, or sometimes at grocery stores with office sections. A pack of 100 sheets (3,000 labels) costs between $8 and $15 depending on the brand and whether they're white or clear.

When you load them into your printer, check your printer's manual for which tray to use. Most inkjet printers have a tray for regular paper and a separate one for thicker or specialty paper — label sheets usually go in the specialty tray. Laser printers typically have a single tray, but label sheets can jam them, so check the manual first. If your printer can't handle labels, you can print on regular paper and use a glue stick or tape to attach them.

Store unused label sheets flat in a cool, dry place. Don't leave them in a hot car or humid basement — the adhesive can dry out or become too sticky.

Common mistakes and how to avoid them

The most common mistake is printing on the wrong side of the label sheet. Label sheets have a backing (usually white or clear plastic) and a label side (usually white or clear with adhesive). Always print on the label side, not the backing. If you're not sure which side is which, peel up a corner of one label — the adhesive side is the one you print on.

Another mistake is not adjusting margins and spacing to match your label sheet size. If your template doesn't line up with the actual labels, your addresses will print in the wrong spots. Always do a test print on regular paper first, hold it up to a label sheet, and check that the text lines up with the label boxes.

A third mistake is using a font that's too small. Address labels need to be readable by postal machines and by hand, so use at least 10-point font, and 12-point is better. Avoid decorative fonts — stick with Arial, Calibri, or Times New Roman.

Alternatives if you don't want to print labels yourself

If you have a large mailing (more than 500 pieces), you can send your address list to a professional printing company. They'll print and explore the labels for you. This costs more per label but saves you time and usually looks more polished. Companies like Vistaprint, PsPrint, and local print shops offer this service.

If you're shipping packages through a carrier like UPS, FedEx, or USPS, you can print shipping labels directly from their websites or apps. These are different from mailing address labels — they include tracking numbers and barcodes — but they work the same way: you print them and stick them on the package.

For very small mailings (one or two pieces), writing the address by hand is still the simplest option. Labels are worth the setup time only if you're doing it more than once or twice.

Frequently Asked Questions

Can I print address labels on regular paper instead of buying label sheets?

Yes. Print on regular paper, cut out each address with scissors, and use a glue stick or double-sided tape to attach it to the envelope or package. This works fine for small mailings, though it's slower and less neat than using adhesive label sheets. The postal service will still deliver it.

What if my printer jams when I load label sheets?

Label sheets can jam laser printers because the adhesive can stick to the rollers. Check your printer manual first — some printers aren't designed for labels. If you have a laser printer and labels keep jamming, switch to printing on regular paper and gluing the labels on by hand, or use an inkjet printer instead.

Do I need special software to create address labels?

No. Word and Google Docs are free or included with most computers. If you don't have either, you can use any word processor or even a spreadsheet. The label template is just a document with boxes in the right places — you don't need anything fancy.

How do I make sure the address lines up with the label when I print?

Always print a test copy on regular paper first. Hold the test page up to a real label sheet and check that the text lines up with the label boxes. If it doesn't, adjust the margins or spacing in your template and try again. Once it lines up, print on the label sheet.

Can I reuse label sheets if I print on them by mistake?

No. Once you peel a label off, the adhesive is used up and won't stick again. If you print on the wrong side or make a mistake, that label sheet is wasted. This is why a test print on regular paper is important.