How Do I Print Avery Labels Using Microsoft Word?

AvatarByMarc Shaw Sticker Labels & Printing

Printing Avery labels from Microsoft Word is a practical skill that can save you time and ensure your projects look professional and polished. Whether you’re organizing files, creating mailing labels, or designing custom stickers, using Word to print Avery labels offers a seamless way to bring your ideas to life. With user-friendly tools and templates, Word makes it easier than ever to customize and print labels that fit perfectly on Avery sheets.

Navigating the process of printing Avery labels in Word might seem daunting at first, especially with the variety of label sizes and formats available. However, Word’s built-in features and compatibility with Avery templates simplify the task, allowing users to tailor labels to their specific needs. From selecting the right template to aligning your design, the options are designed to help you achieve professional results without requiring advanced design skills.

This article will guide you through the essentials of printing Avery labels using Microsoft Word, highlighting the key steps and considerations to ensure your labels come out crisp and accurately positioned. Whether you’re a beginner or looking to refine your labeling workflow, understanding the basics will empower you to create custom labels efficiently and confidently.

Setting Up Your Avery Label Template in Word

Before you begin designing your labels, it is essential to set up the correct Avery template in Microsoft Word. This ensures your labels will align properly when printed. Word includes a variety of Avery templates that correspond to standard Avery label products.

To set up the template, follow these steps:

  • Open Microsoft Word and create a new blank document.
  • Go to the Mailings tab on the ribbon.
  • Click Labels in the Create group, then select Options.
  • Under Label vendors, select Avery US Letter or your region’s equivalent.
  • From the list, choose the exact Avery product number that matches your labels (e.g., 5160, 8160).
  • Click OK to confirm and return to the Labels dialog box.
  • Click New Document to generate a new Word document formatted with the label grid for your chosen Avery product.

This grid consists of a table with cells corresponding to each label on the sheet, maintaining correct margins, spacing, and label size.

Designing Your Avery Labels in Word

Once the template is set up, you can start designing your labels. Because the template is a table, you can format each cell independently to customize your labels.

Here are some tips for effective label design:

– **Insert Text**: Click inside any cell and type your desired text. Use standard text formatting options to modify font, size, color, and alignment.
– **Add Images or Logos**: Use the **Insert > Pictures** option to add logos or images to individual labels. Resize images to fit within the label boundaries.

  • Use Mail Merge for Bulk Labels: If printing many labels with variable data (names, addresses), use the Mail Merge feature. Connect to an Excel spreadsheet or other data source, then merge the data into your label cells.
  • Apply Consistent Formatting: Highlight all cells (Ctrl + A) to apply uniform fonts, colors, or borders.
  • Use Tables Tools: Adjust cell size, borders, and shading using the Table Tools Design and Layout tabs.

Configuring Print Settings for Avery Labels

Proper printer settings are crucial to ensure your Avery labels print accurately without misalignment or smudging. Before printing, configure the following settings:

  • Paper Type: Set your printer’s paper type to “Labels” or “Heavyweight” for better ink adhesion.
  • Paper Size: Confirm the paper size is set to Letter (8.5” x 11”) or the size matching your Avery labels.
  • Print Quality: Use a high-quality print setting for crisp text and images.
  • Tray Selection: If your printer has a dedicated label tray, select it for optimal feeding.
  • Orientation: Usually, label sheets print in Portrait orientation; verify this matches your template.
  • Test Print: Always print a test page on plain paper and hold it behind a label sheet against light to check alignment.

Below is a table summarizing recommended printer settings:

Printer Setting Recommended Configuration
Paper Type Labels or Heavyweight Paper
Paper Size Letter (8.5” x 11”)
Print Quality High or Best
Print Orientation Portrait
Printer Tray Label Tray (if available)

Printing Your Avery Labels from Word

After designing your labels and configuring printer settings, you are ready to print.

Follow these best practices to ensure successful printing:

  • Load the Avery label sheets into your printer’s paper tray according to the printer’s instructions, usually face up or face down depending on the model.
  • Double-check that the selected Avery template corresponds exactly with your label sheets.
  • Use the **Print** dialog in Word (**File > Print**) to preview the print layout.
  • Select your printer and verify the settings match those recommended earlier.
  • Print a single test page first to verify alignment.
  • If the test page aligns perfectly, proceed with printing the full batch.
  • Avoid touching the printed labels immediately after printing to prevent smudging.

Troubleshooting Common Issues When Printing Avery Labels

Even with proper setup, issues can arise when printing labels. Here are solutions to common problems:

  • Misaligned Labels:
  • Ensure the correct Avery template is selected.
  • Confirm printer margins and scaling are set to 100% (no “fit to page”).
  • Use a test print and adjust margins in the template if necessary.
  • Ink Smudging or Fading:
  • Use the proper paper type setting on your printer.
  • Allow ink to dry fully before handling.
  • Consider using a laser printer for sharper results on labels.
  • Paper Jams or Feeding Issues:
  • Load label sheets carefully, ensuring they are flat and not curled.
  • Use the manual feed tray if available.
  • Do not mix label sheets with other paper types in the tray.
  • Partial Printing or Cut-off Labels:
  • Verify page size and orientation.
  • Ensure no scaling options are enabled in print settings.
  • Check that margins in the template are not modified.

Following these guidelines will help you efficiently print professional-quality Avery labels directly from Word.

Preparing Your Avery Labels in Microsoft Word

To print Avery labels using Microsoft Word, begin by setting up your document correctly to match the specific Avery label template. This ensures that the printed content aligns perfectly with the label sheets.

  • Identify Your Avery Product Number: Locate the product number on your Avery label package. This number corresponds to a pre-designed template in Word (e.g., 5160, 8163, 22807).
  • Open Microsoft Word: Launch Word and create a new blank document.
  • Access the Labels Feature: Navigate to the Mailings tab on the ribbon and click on Labels in the Create group.
  • Open Label Options: In the Envelopes and Labels dialog box, click Options to open the Label Options window.
  • Select the Correct Label Vendor and Product Number: In Label Options, set the Label Vendors dropdown to Avery US Letter (or Avery A4/A5 depending on your paper). Then select your product number from the list.
  • Confirm Dimensions: Verify that the label dimensions displayed match your physical label sheets.
  • Create a New Document: Click New Document to open a document formatted with the correct label grid.
Step Action Result
1 Identify Avery product number Finds the exact label template
2 Open Mailings > Labels > Options Access label selection dialog
3 Select Avery vendor and product number Ensures correct label layout
4 Create new document Label grid is generated for editing

Customizing and Printing Your Avery Labels

Once your Avery label template is open in Word, customize the labels and proceed to print. Word provides tools to edit labels individually or bulk populate them.

  • Enter Your Label Content: Click inside each label cell to type or paste text. You can format text, insert images, or add barcodes as needed.
  • Use Mail Merge for Bulk Labels: If printing multiple labels with different information, use Mail Merge by connecting to an Excel spreadsheet or other data source.
  • Preview Your Labels: Use the Print Preview function to verify proper alignment and formatting before printing.
  • Load Avery Label Sheets Correctly: Place the label sheets in your printer’s paper tray according to the printer’s specifications to avoid misalignment.
  • Adjust Printer Settings: In the Print dialog, select the correct paper size and quality settings. Disable any scaling options such as “Fit to Page” to preserve label dimensions.
  • Print a Test Page: Always print a test sheet on plain paper to check alignment, then place the label sheets and print the final batch.
Task Recommended Action Purpose
Content Entry Type or paste text/images into label cells Customize each label as needed
Bulk Printing Use Mail Merge with data source Automate multiple unique labels
Printer Setup Load labels correctly and disable scaling Ensure print alignment and clarity
Test Printing Print on plain paper first Verify layout before using label sheets

Expert Guidance on Printing Avery Labels from Word

Jennifer Lee (Graphic Design Specialist, LabelWorks Inc.). When printing Avery labels from Microsoft Word, it is crucial to start by selecting the correct label template within Word’s Mailings tab. This ensures that your layout matches the physical label sheets perfectly, preventing misalignment and wasted materials.

Mark Thompson (IT Consultant and Document Solutions Expert). Utilizing Word’s Mail Merge feature can greatly streamline the process when printing multiple Avery labels with varying information. Connecting your label template to a data source like Excel allows for efficient batch printing without manual entry errors.

Emily Carter (Print Production Manager, Avery Products). Before printing, always perform a test print on plain paper to verify alignment with your Avery label sheets. Adjusting printer settings such as paper type and quality can significantly improve print clarity and prevent smudging on the final labels.

Frequently Asked Questions (FAQs)

How do I set up Avery labels in Microsoft Word?
Open Word, go to the “Mailings” tab, select “Labels,” then click “Options.” Choose the correct Avery label product number from the list, and click “OK” to set up the label template.

Can I customize Avery labels in Word before printing?
Yes, after selecting the label template, you can enter your own text, insert images, and format the layout using Word’s editing tools before printing.

How do I print multiple labels with different information?
Use the “Mail Merge” feature under the “Mailings” tab to import data from Excel or another source, allowing you to print unique information on each label.

What printer settings should I use for Avery labels?
Set your printer to the correct paper size and choose “Labels” or “Heavyweight” paper type if available. Use high-quality print settings to ensure clear text and images.

How can I avoid misalignment when printing Avery labels from Word?
Perform a test print on plain paper to check alignment, adjust margins if necessary, and ensure the label sheets are loaded correctly in the printer tray.

Is it possible to save an Avery label template for future use in Word?
Yes, after setting up and customizing your labels, save the document as a template (.dotx) for easy reuse with the same layout and settings.
Printing Avery labels from Microsoft Word is a straightforward process that leverages Word’s built-in label templates and mail merge capabilities. By selecting the appropriate Avery template within Word, users can ensure their labels are formatted correctly to match the specific Avery product they are using. This eliminates the need for manual measurements and adjustments, streamlining the label creation process.

Utilizing Word’s mail merge feature allows users to efficiently populate labels with data from external sources such as Excel spreadsheets or Outlook contacts. This is particularly useful for bulk printing of labels with varying information, such as addresses or product details, saving time and reducing errors. Additionally, previewing labels before printing helps to ensure accuracy and alignment, preventing waste of label sheets.

Overall, the integration of Avery label templates within Microsoft Word provides a versatile and user-friendly solution for both personal and professional labeling needs. By following the recommended steps and leveraging Word’s functionalities, users can achieve high-quality, precisely printed Avery labels with minimal effort.

Author Profile

Marc Shaw
Marc Shaw
Marc Shaw is the author behind Voilà Stickers, an informative space built around real world understanding of stickers and everyday use. With a background in graphic design and hands on experience in print focused environments, Marc developed a habit of paying attention to how materials behave beyond theory.

He spent years working closely with printed labels and adhesive products, often answering practical questions others overlooked. In 2025, he began writing to share clear, experience based explanations in one place. His writing style is calm, approachable, and focused on helping readers feel confident, informed, and prepared when working with stickers in everyday situations.