How Do You Print Avery Labels Using Microsoft Word?

AvatarByMarc Shaw Sticker Labels & Printing

Printing Avery labels in Word is a practical skill that can save you time and ensure your projects look professional and polished. Whether you’re organizing files, creating personalized gifts, or preparing mailing labels, Microsoft Word offers a straightforward way to customize and print Avery labels with precision. Understanding how to navigate this process can transform a potentially tedious task into a seamless and enjoyable experience.

Many people shy away from printing labels because they assume it requires complex software or specialized knowledge. However, Word’s built-in tools and templates make it accessible for users of all levels. By leveraging these features, you can easily select the correct Avery label format, design your labels with text and images, and print them accurately on your chosen label sheets. This approach not only enhances efficiency but also helps avoid costly mistakes like misaligned or wasted labels.

In the following sections, we’ll explore the essential steps and tips for printing Avery labels in Word, ensuring your labels come out crisp and perfectly aligned every time. Whether you’re a beginner or looking to refine your label-printing skills, this guide will equip you with the knowledge to confidently create professional-quality labels from the comfort of your own computer.

Selecting and Customizing Avery Label Templates in Word

Once you have opened Microsoft Word and navigated to the label templates, the next step is to select the specific Avery label template that matches your label sheets. Word offers a wide range of pre-installed Avery templates, which correspond to various Avery product numbers.

To select the correct template:

  • Open Word and go to the Mailings tab.
  • Click on Labels, then select Options.
  • In the Label Options dialog box, choose Avery US Letter or Avery A4/A5 depending on your paper size.
  • Scroll through the product number list to find the exact Avery label number printed on your label package (e.g., Avery 5160, Avery 8160).
  • Select the product number and click OK.

After selecting the template, you can customize your labels by adding text, images, or formatting elements. Word’s label template will display a table grid representing the layout of your labels on the sheet.

You can:

  • Type directly into each label cell to customize individual labels.
  • Use the Mail Merge feature to print multiple labels with different information from an external data source like Excel.
  • Insert images or logos by clicking inside a label cell and using the Insert Picture function.
  • Adjust font styles, sizes, and colors using standard Word formatting tools.

Setting Up Mail Merge for Avery Labels

Mail Merge is a powerful feature in Word that allows you to automate the process of printing personalized Avery labels from a data source such as an Excel spreadsheet. This is especially useful for large batches of labels with unique information.

To set up Mail Merge for Avery labels:

  • Prepare your data source in Excel, ensuring column headers correspond to the information you want on the labels (e.g., Name, Address, City).
  • In Word, under the Mailings tab, click Start Mail Merge and select Labels.
  • Choose your Avery label template as described earlier.
  • Click Select Recipients and choose Use an Existing List, then locate your Excel file.
  • Insert merge fields into the first label template by clicking Insert Merge Field and selecting the desired fields.
  • Use the Update Labels button to replicate the layout with merge fields across all labels.
  • Click Preview Results to verify the data appears correctly.
  • Finally, select Finish & Merge to print or edit individual labels.

Printing Avery Labels Accurately in Word

Printing labels correctly is crucial to ensure alignment and avoid wasting label sheets. Follow these best practices to print Avery labels accurately:

  • Use the Print Preview feature to confirm that the labels align properly on the page.
  • Load your printer with the Avery label sheets according to the printer’s instructions, usually face up or face down depending on the printer model.
  • Adjust printer settings to match the paper size and type. Select Labels or Heavy Paper if available.
  • Print a test sheet on plain paper first to check alignment.
  • Ensure the printer tray is set for the correct paper size and orientation.
  • Avoid scaling the document when printing; set scaling options to 100% or “Actual Size” in the print dialog box.

Common Avery Label Sizes and Corresponding Templates

Below is a table of some of the most commonly used Avery label sizes and their corresponding Word template product numbers. This can help you quickly identify the correct template for your label sheets.

Avery Product Number Label Size (inches) Labels Per Sheet Common Uses
5160 1″ x 2 5/8″ 30 Address labels, mailing
8160 1″ x 2 5/8″ 30 Shipping, mailing
5195 2″ x 4″ 10 Shipping labels
5366 1 3/4″ x 3″ 14 File folder labels
6573 3 1/3″ x 4″ 6 Large mailing labels

Preparing Your Document for Avery Labels in Microsoft Word

To print Avery labels in Microsoft Word efficiently, begin by configuring your document to match the specific Avery label template. This ensures that your labels align perfectly with the physical sheets during printing.

Follow these steps to prepare your document:

  • Identify the Avery product number: Locate the product number printed on your Avery label packaging (e.g., 5160, 8163).
  • Open a new document in Microsoft Word.
  • Access the Labels feature: Navigate to the Mailings tab on the ribbon and select Labels.
  • Open Label Options: In the Labels dialog box, click Options.
  • Select Avery as the Label Vendor: From the Label Options window, choose “Avery US Letter” or the appropriate Avery category matching your product.
  • Choose your product number: Scroll through the product list and select the exact Avery product number matching your labels.
  • Confirm and create labels: Click OK to confirm. Then, click New Document in the Labels dialog box to generate a document formatted with the label grid.

This method automatically sets the document margins, label size, and layout for the selected Avery product, preventing misalignment when printing.

Designing and Customizing Your Avery Labels

Once your document is formatted with the Avery label template, you can add and customize the content for each label.

Consider the following tips to optimize your label design:

  • Use the label cells as individual text boxes: Each label on the sheet corresponds to a table cell in Word. Click inside a cell to add text, images, or other elements.
  • Apply consistent formatting: Use Word’s font styles, sizes, and colors to maintain a professional appearance across all labels.
  • Insert images or logos: Use the Insert tab to add pictures. Resize and position images appropriately within the label boundaries.
  • Use Mail Merge for bulk printing: If printing multiple labels with different data (e.g., addresses), use Mail Merge to automate the process. Connect to an Excel or CSV data source to populate each label.
  • Preview before printing: Use Word’s Print Preview to check label alignment and content placement on the page.

Configuring Print Settings for Accurate Label Output

Proper printer and page setup are critical to ensure your Avery labels print correctly without cutting off or misaligned text.

Print Setting Recommended Configuration Notes
Paper Size Letter (8.5″ x 11″) or A4 depending on label type Match the paper size to your label sheets to avoid scaling issues.
Scaling Set to 100% (no scaling) Scaling can cause labels to print off-center; disable any “Fit to Page” options.
Paper Source Use the manual feed or designated label tray if available Helps prevent paper jams and maintains print quality on label stock.
Print Quality High or Best Ensures sharp text and clear images on label material.

Before printing your entire batch, perform a test print on a blank sheet of paper. Hold the test print behind a label sheet against a light source to verify proper alignment.

Utilizing Mail Merge for Efficient Label Printing

Microsoft Word’s Mail Merge feature simplifies printing large sets of Avery labels with unique information on each label.

To set up Mail Merge for Avery labels, follow these steps:

  1. Prepare your data source: Create an Excel spreadsheet or CSV file containing all the label data, such as names, addresses, or product details.
  2. Open the Avery label document in Word: Use the label template matching your Avery product.
  3. Start the Mail Merge: Go to the Mailings tab and select Start Mail Merge > Labels.
  4. Select the label vendor and product number: Confirm your Avery label type.
  5. Connect to your data source: Choose Select Recipients > Use an Existing List and open your Excel or CSV file.
  6. Insert merge fields: Place cursor in the first label cell, then click Insert Merge Field to add fields like First Name, Last Name, Address, etc.
  7. Update all labels: Click Update Labels to replicate the fields in every label cell.
  8. Preview results: Use Preview Results to review how the labels will

    Expert Guidance on Printing Avery Labels Using Microsoft Word

    Jessica Langford (Graphic Design Specialist, LabelCraft Solutions). When printing Avery labels in Word, it is essential to start by selecting the correct label template from Word’s built-in options. This ensures that the layout matches the specific Avery product you are using. Additionally, double-checking printer settings for alignment and using the “Print Test Page” feature can prevent costly misprints and wasted labels.

    Dr. Michael Chen (Software Integration Consultant, Office Productivity Experts). Utilizing Microsoft Word’s Mail Merge function with Avery labels is a powerful way to automate bulk printing. By linking a data source such as Excel, users can efficiently populate label fields with variable data. Properly configuring the merge fields and previewing the output before printing are critical steps to ensure accuracy and professional results.

    Emily Rivera (Print Technology Analyst, TechPrint Insights). One common challenge when printing Avery labels in Word is maintaining proper alignment throughout the print run. To address this, I advise using high-quality label sheets and calibrating the printer beforehand. Also, always use the “Labels” option under the Mailings tab rather than manually creating tables, as this preserves Avery’s exact dimensions and spacing for flawless prints.

    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 “Avery US Letter” or the appropriate Avery vendor, and select your label product number. Click “OK” to set up the label template.

    Can I customize Avery labels in Word before printing?
    Yes, after selecting your label template, use the “New Document” button to create a full sheet of labels. You can then edit each label individually or use the “Mail Merge” feature for personalized content.

    What is the best way to print Avery labels to ensure alignment?
    Use the exact Avery template in Word and print a test sheet on plain paper. Hold it against the label sheet to verify alignment before printing on the actual labels. Adjust printer settings if necessary.

    How do I use Mail Merge with Avery labels in Word?
    Start by selecting your Avery label template, then click “Select Recipients” to import your data source. Insert merge fields into the first label, and use “Update Labels” to apply the layout to all labels before completing the merge and printing.

    What printer settings should I use for printing Avery labels?
    Choose the correct paper size (usually Letter 8.5″ x 11″), set the print quality to high, and disable any scaling or fit-to-page options. Use the manual feed tray if available for better paper handling.

    Can I save my Avery label template in Word for future use?
    Yes, after setting up and customizing your labels, save the document as a Word template (.dotx) or a regular document (.docx) to reuse or modify it later without recreating the layout.
    Printing Avery labels in Microsoft Word is a straightforward process that involves selecting the correct Avery template, customizing the label content, and ensuring proper alignment for accurate printing. Word’s built-in label templates simplify the task by matching Avery product numbers, allowing users to design and print labels without needing specialized software. Utilizing features such as mail merge can further enhance efficiency when printing multiple personalized labels.

    Key considerations include verifying the printer settings to match the label sheet type and performing test prints on plain paper to avoid wasting labels. Attention to detail in template selection and layout adjustment ensures the final printed labels align perfectly with the Avery sheets. By following these steps, users can achieve professional-quality labels suitable for various applications, from mailing to organization.

    Overall, leveraging Microsoft Word’s label printing capabilities with Avery templates provides a reliable and user-friendly solution for producing customized labels. Understanding the process and best practices helps maximize print accuracy and output quality, making it an essential skill for both personal and business use.

    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.