Printing Labels in Microsoft Word: A Comprehensive Guide

Microsoft Word is more than just a word processor; it’s a versatile tool with functionalities extending beyond simple text editing. One such feature is the ability to create and print mailing labels, saving you time and effort compared to handwriting addresses. This guide provides a step-by-step walkthrough for printing labels in Word, whether it’s a single label for an envelope or a full page for bulk mailings.

Printing Individual Address Labels

Follow these steps to print a single address label:

1. Enter the Address: Open a blank Word document or start with an existing one. Type the recipient’s address anywhere on the page.

2. Navigate to Mailings: Select the recipient’s address. In the Word ribbon, go to the “Mailings” tab and click “Envelopes.”

3. Add Return Address: Enter your return address in the designated field. You can also choose to omit the return address. If you have electronic postage software integrated, Word can add a postage-paid barcode.

4. Configure Options: Click “Options…” to customize settings such as envelope size and font for both delivery and return addresses.

5. Finalize Settings: Select the appropriate envelope size and fonts.

6. Print: Click “Print.” Ensure your printer is loaded with an envelope and configured with the correct settings for your chosen envelope size.

Printing Multiple Labels on One Sheet

1. Access Labels Option: Select the recipient’s address and click “Labels” in the “Mailings” tab.

2. Configure Label Options: Click “Options…” to specify the label product being used. Ensure the printer and label vendor/product number are correctly selected. Clicking “Details…” allows further customization.

Using Mail Merge for Multiple Recipients

For printing labels for multiple recipients, utilize Word’s Mail Merge feature:

1. Select Recipients: Under “Mailings” > “Start Mail Merge,” click the down arrow next to “Select Recipients.” Choose either “Type a New List…” or “Use an Existing List…”

2. Create or Open a List: If creating a new list, enter recipient information in the provided table. Use “New Entry” for each recipient. If using an existing list, navigate to its location and select it.

3. Edit Recipient List (Optional): Click “Edit Recipient List” to refine the list, including selecting specific recipients.

4. Start Mail Merge: Under “Start Mail Merge,” select “Labels.”

5. Finalize and Print: Ensure the correct label and printer settings are selected.