Troubleshoot printing labels on a desktop printer in Publisher

This topic addresses some of the common issues that people encounter when when working with labels in Publisher. If you are looking for how-to information about setting up labels in Publisher, see the links that appear under See Also.

ShowI want to print different labels on one sheet.

In Publisher, the pre-designed publication wizards for labels are set up to print a whole sheet of identical labels. If you want to print a sheet of labels where each label is different, you have to use mail merge to merge information into the sheet of labels from a data source (data source: A file that contains information that can be merged into a publication. For example, a list of names and addresses, or paths to pictures you want to use in a mail or catalog merge. You must connect to a data source to perform a merge.). For more information about how this works, as well as step-by-step instructions for printing different labels on one sheet, see the links that appear under See Also.

ShowI want to print only one or a few labels, not an entire sheet of labels.

In Publisher, the pre-designed label publications are set up to print a whole sheet of identical labels. If you want to print only one or two labels at a time, it's best to use mail merge to merge the information for the few items that you want to print. For example, if you want to print three labels, you can merge the information for these three labels, and mail merge will print the first three labels on your sheet. Note that, in Microsoft Office Publisher 2003, it is not possible to specify where you want to start or stop printing on a sheet of labels.

ShowWhen I create a new publication from my merged labels or add them to an existing publication, the same name and address appear on every publication on each sheet of labels when I print.

When you use mail merge to create labels, it's best to just print the merged labels rather than create a new publication that contains them or add them to an existing publication. If you create a new publication or add the labels to an existing publication, you get a whole sheet of labels for each recipient rather than just one label for each. Before you print, be sure to preview the merged publications carefully by using the Mail and Catalog Merge task pane.

ShowWhen I preview my merged labels, they look fine but when I look at them in print preview, the same address appears on every publication on the page.

Print preview does not display your actual merge results. If your publication is set up to print multiple copies per page and you click Print Preview on the File menu to preview how your merged publications will print, the last entry you selected to preview in the Mail and Catalog Merge task pane is displayed on each of the publications. Although it appears that the same address will print on each label or postcard, it won't. When you actually print, there will be a different address on each publication, just as you expect.

ShowI cannot find the Avery label number that I need.

The quickest way to locate and view all of the Avery label sizes that are available in Publisher is to use the Page Setup dialog box.

  1. On the File menu, click Page Setup, and then click the Layout tab.
  2. Under Publication type, select Label.
  3. Under Page size, click the scroll arrows at the top or bottom of the list box to locate the Avery product number that you want.

 Notes 

  • If you drag the scroll box, you may scroll through the list too quickly to see all of the available selections.
  • The products are listed in ascending numerical order, and then in alphanumeric order. Product numbers that begin with the letter "J" are designed for ink-jet printers. Product numbers that begin with the letter "L" are designed for laser printers.
  • If you do not see the number that you want in the list, check the information that came with your Avery product. There may be other Avery product numbers that are available in Publisher that are equivalent in size and layout to your product. For example, to print to Avery 8763, you can select either Avery 5163 or 8163 in Publisher.
  1. Click the Avery product type that you want, and then click OK.

ShowMy labels aren't correctly aligned with my label sheet.

The size of your label publication may not exactly match the size of the labels on your label printer sheet.

  • You can adjust the size of your publication so it matches the size of the labels on the sheets.

ShowHow?

  1. Measure the labels on your label printer sheet so you know the exact dimensions of the labels and the gaps between them. Also, measure the margins and count the number of labels per page.
  2. If it is not already open, open your label publication.
  3. On the File menu, click Page Setup.
  4. On the Layout tab, under Page Size, the pre-designed label publication that you based your label on is selected. You can see the label dimensions.
  5. If the label dimensions differ significantly from the dimensions of the labels on your printer sheet, choose a different label publication from the drop-down list under Page Size. If the dimensions differ only slightly, go to the next step.
  6. Under Printing Options, you can see a description of the label printer sheet that is best suited for printing the label publication selected under Page Size. If the specifications of that label printer sheet don't match the specifications of your label printer sheet, click Adjust Label Printing.
  7. In the Label Printing Options dialog box, using the picture as a guide, adjust the side and top margins and vertical and horizontal gaps to match the dimensions on your label printer sheet.
  8. Click OK, and then click OK again.
 
 
Applies to:
Publisher 2003