Type a sheet of different labels

This information applies to creating sheet of labels that are not identical. For example, you can create a sheet of nametags where each tag is personalized with an individual's name.

If you want to create and print labels that incorporate information from a data source, such as an address list or an Excel workbook, see Make labels for a mass mailing.

In this article


Create the label sheet and type the labels

  1. Start Word.

A blank document opens by default. Leave it open. If you close it, the commands in the next step are not available.

  1. On the Mailings tab, in the Create group, click Labels.

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  1. Leave the Address box blank.
  2. To select the label type and other options, click Options.
  3. In the Label Options dialog box, make your choices, and then click OK.

Label Options dialgo box

Callout 1 Click the type of printer that you are using to print labels
Callout 2 Click the arrow next to the Label vendors list, and then select the supplier that produced your label sheets
Callout 3 Select the number in the list that corresponds to the product number listed on your package of label sheets

If you can't find the product number for your label sheets in the list under Product number, see I can't find the product number in the list.

  1. Under Print, click Full page of the same label.
  2. Click New Document.

Word creates a document that contains the sheet of labels. Word uses a table to lay out the labels. If you don't see lines separating the labels, click the Layout tab under Table Tools, and then in the Table group, click View Gridlines.

  1. Type the text that you want in each label, and make any changes that you want to the formatting and color scheme, by using the options on the Home and Page Layout tabs. When you are finished, save or print the labels the same way that you save or print any document in Word.

I can't find the product number in the list

You can still print your labels. You just have to do some customizing.

  1. Measure the labels on the sheet that you have, and note the measurements and how many labels fit on a single sheet.

 Important   Measure the labels carefully. The actual label size might be smaller than the size that is indicated by the label manufacturer. For example, a 1-by-2-inch label might actually be 15/16-inch high and 1 15/16-inches wide.

  1. In the Product number list, click a label type that is similar in size to your labels.

If you don't see the label type that you want in the Product number list, you may be able to use another of the listed labels, or you can create a new label size.

  1. Click Details, and then compare the label dimensions and the number of labels per sheet (for labels printed on laser and ink-jet printers) or the number of columns on the label form (for labels printed on dot-matrix printers).
  2. Do one of the following:
    • If the dimensions and label layout match those of your labels, use the selected label.
    • If the dimensions and layout do not match yours, click Cancel, and continue to step 5.
  3. In the Label Options dialog box, under Printer information, click the printer type (either Continuous-feed printers or Page printers), and then click New Label.
  4. Type a name in the Label name box, select the height, width, margins, and other options for your label, and then click OK.

The new label appears in the Other/Custom category in the Label vendors list.

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Format the label text

  1. Select the label text. If all the text on your labels will be formatted the same way, press CTRL+A to select all of the text.
  2. On the Home tab, in the Font group, apply the formatting that you want. Or click the Font Dialog Box Launcher for more options.

 Important   To minimize the extra space between lines in the addresses on your labels, you must select the lines, click the Paragraph Dialog Box Launcher on the Home tab, and then type 0 in the before and after spacing boxes.

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Add a graphic to labels

If you want to add a graphic to labels that you are printing on a page printer (rather than a continuous-feed printer), you must add it to each label:

  1. Position the cursor where you want to place the graphic.
  2. On the Insert tab, in the Illustrations group, click Picture or Clip Art.

  1. Locate the graphic and then double-click it.
  2. If you need to resize the graphic, select it and then drag a corner sizing handle to the size that you want. Dragging a corner handle maintains the height-to-width ratio.
  3. If the graphic does not align with the label text, right-click the graphic and do the following:
    1. Point to Wrap Text, and then click More Layout Options.
    2. Click the Text Wrapping tab, and under Wrapping style, click Square.
    3. Click the Position tab, and under Horizontal, click Alignment, and then click the alignment that you want: Left, Centered, or Right.
    4. Click OK.

 Tip   If you want to use the same picture for each label, you can adjust the size and placement in the first label, and then copy the picture and paste it into your other labels.

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Applies to:
Word 2010