How To Create Mailing Labels In Word (With Tips To Create)

Indeed Editorial Team

Updated 15 November 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Using Word's ‘Mailings' tool, you can create mailing labels for shipping and organisation purposes. You can create mailing labels in bulk and customise them to meet the requirement and branding style of a company. Learning how to create mailing labels in Word can allow you to produce personalised and professional-looking labels. In this article, we discuss when to use mailing labels in Word, discover the steps to create labels in Word without using Excel and using Excel and explore some tips to create mailing labels.

When To Use Mailing Labels In Word

A mailing label is a piece of paper affixed to letters, envelopes and packages that primarily help identify the addressee's name and complete address. You can use mailing labels in Word to print postages for your letters and envelopes error-free. Focus on using the mailing labels in Word when sending different packages to the same person or different people. You can use Word for creating your mailing labels because it lets you create any number of labels, customise each label and print them instantly.

How To Create Mailing Labels In Word

To understand how to create mailing labels in Word, use these steps:

1. Open a new document and click on the ‘Mailing' option

The first step for creating a custom mailing label in Word is opening a new Word document. The toolbar is the blue panel that runs at the top of the screen, where you can choose from different document management options. From the toolbar, select the ‘Mailings' option. From the ‘Mailings' tab, select the ‘Labels' option. This opens the ‘Envelopes and Labels' window.

2. Select the options based on the requirement

Choose ‘Options ‘from the menu after the ‘Envelopes and Labels' window opens. This opens a new dialogue box called ‘Label Options'. In this dialogue box, choose the appropriate ‘Product Number' and select ‘New Label' to open the ‘Label Details' dialogue box. Based on your requirement, you can change the mailing labels dimensions.

3. Enter the mailing label measurement

In the ‘Label Details' box, carefully fill out every piece of information. This step can help you create customised labels based on your requirement. The ‘Preview' part of this dialogue box automatically adjusts the dimensions when you change the existing dimensions. It helps you understand how each dimension change can affect the size of your mailing label. This provides an overview of the final label template. In the ‘Label Details' dialogue box, you can change these dimensions:

  • Top and side margin

  • Label name

  • Label width and label height

  • Page height and width

  • Vertical and horizontal pitch

  • Page size

  • Number across

  • Number down

Click on ‘OK' on the ‘Label Details' and ‘Label Options' dialogue box. Click on ‘New Document' in the ‘Envelopes and Labels' window. Word opens a new document displaying your template. If you create a mailing label for a single address, mention the address in the ‘Envelopes and Labels' window under the ‘Address' section. If the mailing addresses are different, you can add them directly to the template you created.

4. Insert the image

If you want to insert an image in the mailing label, select the label and click on the ‘Insert' tab. Choose the ‘Picture' option and select the picture to add from your device. You can insert pictures into one or all labels you created. Focus on designing the label such that it meets your requirement. You can even change the mailing address or other text any number of times.

5. Save the label template

Before making any design changes to the label template, save the label on your device. Saving a copy of the base template allows you to use it anytime. After saving the file, you can make any number of formatting and design changes. You can choose left or centre-aligned text formatting based on your design preference. Change colours, fonts and font size to make the mailing label attractive.

Related: What Is MS Office? (Plus Other Helpful FAQs To Review)

How To Create Mailing Labels In Word Using Excel

When you have over one address, typing the individual address in each label can be time-consuming. So, you can use the mail merge feature of Word to create labels. To understand the steps to create mailing labels in Word using excel, follow these steps:

1. Create your mailing list

The first step is preparing your mailing list in Excel. In an Excel worksheet, create six headers, namely:

  • First name

  • Last name

  • Address

  • City

  • State

  • Zip code

Input the required data in the headers. Save your mailing list in Excel and open a new Word document.

Related: 20 Advanced Excel Skills For The Workplace (With Examples)

2. Create labels in Word

Select the 'Mailings' option from the toolbar in Word and choose the 'Labels' option. This opens the 'Envelopes and Labels' window. Choose 'Options 'from the 'Envelopes and Labels' menu. This opens a new dialogue box called 'Label Options'. Choose the appropriate 'Product Number' from this dialogue box and select 'New Label' to open the 'Label Details' dialogue box.

Based on your requirement, you can change the mailing labels measurements. Click on ‘OK' on the ‘Label Details' and ‘Label Options' dialogue box. Next, click on ‘New Document' in the ‘Envelopes and Labels' window to open a new Word document displaying your template.

Related: How To Learn Excel For Office Work: A Complete Guide

3. Connect your worksheet to Word's labels

Before transferring data from the worksheet to Word, focus on connecting the two. From the toolbar in Word, select the ‘Mailings' option. Choose the ‘Select Recipients' option. From the drop-down menu that appears, select the ‘Use an Existing List' option. This opens a Windows file explorer.

Use the explorer to select the Excel file you saved in step one. After opening the Excel file, the ‘Select Table' dialogue box appears. In this box, enable the option ‘First row of data contains column header' and click on ‘Ok.' By following these steps, you successfully connect your labels with the worksheet.

4. Add Mail Merge Fields to the label

The next step is selecting the first label and choosing the ‘Mailings' option from Word's toolbar. Click on ‘Address Block'. In the ‘Insert Address Block' dialogue box that opens, click on the ‘Match Fields' button. The ‘Match Fields' window appears. In the ‘Required for Address Block', ensure that each set matches the column in your worksheet. Once you set everything, click on the ‘OK' button.

You are back at the ‘Insert Address Block' dialogue box. Check the address preview and click on the ‘OK' button. The ‘«AddressBlock»' appears on the first label. Now go back to the ‘Mailing' tab and select ‘Update Labels' and the ‘«AddressBlock»' appears on all the labels.

5. Perform the mail merge

The last step is performing the mail merge. From the ‘Mailing' option in Word's toolbar, click on the ‘Finish & Merge' option. From the drop-down menu that appears, select ‘Edit Individual Documents'. The ‘Merge to New Document' dialogue box appears. Select ‘All' and click on the ‘OK' button. The excel mailing list merges with the labels in Word.

Tips For Creating A Mailing Label In Word

Use these tips to create a mailing label in Word:

Use appropriate formatting

Creating customised labels can help you print labels that meet the organisational requirement. So, when creating a label template, enter the measurement carefully in the ‘Label Details' section. Using the schematic portrayed in this dialogue box, you can visualise how your label would look upon completion. Also, with the right formatting, you can create maximum labels on a single page.

Use design principles

By applying good design principles, you can create a mailing label that is attractive, neat and looks organised. To improve the aesthetic appeal of your labels, give preference to symmetry, contrast and colour coordination. Using the right size, font and colour can make the label look professional.

Check for errors

Before printing a label, cross-check the label template for any formatting error. Also, check for grammatical and spelling errors and make revisions as required. To check the formatting errors, click on the ‘File' tab and select ‘Print' to preview how your document looks before printing. The print preview ensures the label gets printed as per expected formatting.

Browse the existing templates

Word comes with many in-built labels designs. You can choose from a variety of label templates based on your preference. Click on the ‘File' tab and select ‘New' to access the existing templates. The ‘New' page opens a dialogue box that displays different templates. Type ‘Labels' in the search bar to limit your search query.

Please note that none of the companies, institutions or organisations mentioned in this article are associated with Indeed.


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