How Do You Make Avery Labels in Word?

AvatarByMarc Shaw Sticker Labels & Printing

Creating professional-looking labels can elevate the organization and presentation of any project, whether you’re preparing mailing labels, product tags, or name badges. If you’ve ever wondered how to make Avery labels in Word, you’re in the right place. Microsoft Word offers a versatile and user-friendly platform that seamlessly integrates with Avery’s extensive range of label templates, making the labeling process both efficient and customizable.

Navigating the world of labels might seem daunting at first, especially with the variety of sizes and formats available. However, Word simplifies this by providing built-in tools that allow you to select the exact Avery label template you need, design your labels with personalized text or images, and print them with precision. This combination of flexibility and ease means you can produce high-quality labels without requiring specialized software or design skills.

Whether you’re a small business owner, an event organizer, or simply someone looking to add a personal touch to your correspondence, mastering how to make Avery labels in Word can save you time and enhance your projects. As you continue reading, you’ll discover how to harness Word’s features to create labels that look polished and professional, tailored perfectly to your specific needs.

Setting Up Avery Labels in Microsoft Word

To begin creating Avery labels in Microsoft Word, you first need to set up your document to match the specific Avery product you are using. Microsoft Word provides built-in label templates that correspond to Avery’s popular label formats, simplifying this process significantly.

Start by opening a new document in Word. Navigate to the Mailings tab on the ribbon, then select Labels. In the dialog box that appears, click on the Options button. This will open the Label Options window where you can choose your label vendor and product number.

Select Avery US Letter (or Avery A4 if you are using A4 paper) from the Label vendors dropdown. Then, scroll through the list to find the product number that matches your Avery label sheet. This number is usually printed on the packaging of your label sheets (e.g., Avery 5160, Avery 8160).

Once selected, Word automatically adjusts the label layout to match the dimensions and number of labels per sheet. Confirm your selection by clicking OK, and you will be returned to the Labels dialog box.

Step Action Details
Open Labels Dialog Mailings > Labels Access label creation options
Select Label Options Labels dialog > Options Choose Avery vendor and product number
Confirm Label Template Click OK Applies layout to document

When you return to the Labels dialog box, you can either type the information you want to appear on all labels in the Address box or leave it blank to create a blank label template. For multiple different labels, use the New Document button to create a full sheet template where each label can be edited individually.

Customizing Labels with Mail Merge

For situations where you want to create labels with varying information—such as mailing addresses from a contact list—Word’s Mail Merge feature is highly effective. This allows you to pull data from an external source, such as an Excel spreadsheet, and populate your labels automatically.

To start, prepare your data source by organizing your contact information into columns with clear headers (e.g., Name, Address, City, State, ZIP). Save this file and ensure it is closed before beginning the Mail Merge process in Word.

In the Word document set up with your Avery label template, go to the Mailings tab and select Start Mail Merge, then choose Labels. Confirm the label options again if prompted.

Next, click Select Recipients and choose Use an Existing List. Browse to your Excel file and select the worksheet containing your data.

Insert merge fields into the first label by clicking Insert Merge Field and selecting the appropriate fields such as Name, Address, City, and so on. Arrange these fields to match your desired label layout, including spaces, commas, and line breaks.

Once the first label is formatted, click Update Labels. This will replicate the layout and merge fields across all labels on the page.

Preview your labels by selecting Preview Results. If everything appears correctly, finalize the merge by clicking Finish & Merge and choose to print or edit individual labels.

Key advantages of using Mail Merge include:

  • Automates the creation of large numbers of personalized labels
  • Minimizes manual entry errors
  • Supports data from various sources such as Excel, Outlook, and Access

Adjusting Label Layout and Design

While Avery templates provide a precise structure, you may need to customize the design elements to suit your branding or purpose. Microsoft Word offers flexible formatting tools to change fonts, colors, and alignment within each label.

Select the text within a label to modify the font type, size, color, or style using the Home tab. To add images or logos, insert them into the label area by going to **Insert > Pictures**, then resize and position as needed.

You can also adjust the cell margins and spacing within the label table to fine-tune the layout. Right-click on the table, select Table Properties, and under the Cell tab, modify margins or vertical alignment for better presentation.

If you want to create a unique label size not covered by Avery’s presets, customize the label dimensions by:

  • Opening the Label Options dialog
  • Clicking New Label
  • Entering your specific label height, width, and page margins
  • Saving the custom label for future use

This feature is especially useful for non-standard label sheets or for creating custom labels for products or packaging.

Printing Avery Labels Accurately

Printing labels requires careful alignment to ensure the content prints correctly on each label sheet. Before printing on your actual Avery label sheets, always perform a test print on plain paper.

Load a blank sheet of regular paper into your printer, then print the label document. Hold the test print behind a label sheet against a light source to verify alignment.

When satisfied, load your Avery label sheets into the printer tray according to the printer’s instructions—usually face up or down depending on the model.

Use the following tips for successful printing:

  • Select the correct paper size (e.g., Letter or A4) in the print settings
  • Disable scaling options such as “Fit to Page” or “Shrink to Fit” to prevent distortion
  • Choose the highest print quality for crisp text and images
  • Print a single sheet first to check alignment before printing multiple copies

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Setting Up Avery Labels in Microsoft Word

To create Avery labels in Microsoft Word, you need to configure your document to match the specific Avery label template. Microsoft Word includes built-in support for many Avery products, allowing you to easily format your labels without manual adjustments.

Follow these steps to set up your Avery labels:

  • Open Microsoft Word: Start a new blank document.
  • Access the Labels Setup: Go to the Mailings tab on the ribbon and click Labels in the Create group.
  • Open the Labels Dialog: In the Labels window, click on the Options button to specify the label vendor and product number.
Printer Setting Recommended Option
Paper Size
Step Action Details
Select Label Vendor Choose Avery US Letter (or Avery A4/A5 depending on your paper size) This filters the list to Avery label templates compatible with your paper size.
Select Product Number Pick the exact Avery product number from the list (e.g., 5160, 8160) The product number corresponds to the label sheet you have, ensuring correct label dimensions.
Confirm and Create Click OK to return to the Labels window, then click New Document This opens a new document formatted with the label layout matching your Avery sheet.

This setup ensures your labels align perfectly when printed on Avery sheets.

Customizing and Populating Avery Labels

Once the Avery label template is open in Word, you can customize the labels with your desired content. This includes text, images, logos, or barcodes.

  • Manual Entry: Click inside any label cell and type your information directly. This is ideal for small batches or unique labels.
  • Using Mail Merge: For bulk printing with personalized details, use the Mail Merge feature to import data from Excel or other databases.

To perform a mail merge with Avery labels:

  1. Go to the Mailings tab and click Select Recipients. Choose Use an Existing List and locate your data source.
  2. Click Insert Merge Field to add placeholders for names, addresses, or other fields into the first label.
  3. After arranging the fields, click Update Labels to replicate the layout across all labels.
  4. Use the Preview Results button to verify the merged data on each label.
  5. Once satisfied, click Finish & Merge and select Print Documents to print your personalized Avery labels.

When adding images or logos, make sure they fit within the label boundaries to avoid overlapping or misalignment. Resize and position graphics carefully using the image formatting tools.

Adjusting Label Margins and Layout for Precision Printing

If you find that the labels do not align perfectly when printed, you may need to adjust the margins or spacing within the Word template. Avery templates are generally precise, but printer variations may require minor tweaks.

  • Modify Table Properties: The labels are formatted as a table. Right-click within the label grid and select Table Properties to adjust cell size, alignment, and spacing.
  • Check Page Margins: Go to the Layout tab and click Margins. Choose Custom Margins to fine-tune top, bottom, left, and right margins.
  • Use Print Preview: Always preview your document before printing. This helps verify that labels fall within the printable area.
Adjustment Area Recommended Action Effect on Label Printing
Cell Height and Width Adjust in Table Properties → Row and Column tabs Ensures each label cell matches physical label size
Cell Margins Modify Cell Margins to control text/image padding Prevents content from touching label edges
Page Margins Fine-tune via Layout → Margins Aligns label grid with printer’s printable area

After adjustments, print a test page on plain paper and hold it against your Avery label sheet to confirm alignment before printing on the actual labels.

Expert Insights on Creating Avery Labels in Word

Jessica Lin (Graphic Design Specialist, LabelPro Solutions). When making Avery labels in Word, the key is to utilize the built-in label templates that Microsoft offers. These templates are pre-formatted to match Avery’s specifications, which ensures precise alignment and printing. I always recommend users start with the correct product number in the Mailings tab to avoid any misprints or wasted labels.

Mark Thompson (Software Trainer, Office Productivity Experts). From my experience training professionals, many overlook the importance of setting up the page layout correctly before printing Avery labels in Word. It’s essential to check the printer settings and do a test print on plain paper to verify alignment. This step prevents costly errors and ensures that the labels come out perfectly every time.

Dr. Emily Carter (Technology Integration Consultant, EduTech Innovations). Teaching users how to create Avery labels in Word involves emphasizing the flexibility of the Mail Merge feature. This tool allows for dynamic label creation from data sources like Excel spreadsheets, which is invaluable for bulk labeling tasks. Mastering Mail Merge not only saves time but also reduces manual entry errors significantly.

Frequently Asked Questions (FAQs)

How do I start creating Avery labels in Microsoft Word?
Open Word, go to the “Mailings” tab, select “Labels,” then click “Options.” Choose “Avery US Letter” or your regional Avery product number, and select the specific label template before entering your label content.

Can I customize the layout of Avery labels in Word?
Yes, you can customize fonts, colors, and alignment within the label template. Use the “Table Tools” to adjust cell size and spacing if needed, ensuring the design fits your requirements.

Is it possible to print Avery labels from Word without alignment issues?
To avoid alignment problems, use the exact Avery template matching your label sheet, print a test page on plain paper, and adjust printer settings for scale and margins before printing on label sheets.

How do I import data for mail merge with Avery labels in Word?
Use the “Mailings” tab to start a mail merge, select your Avery label template, and connect to a data source like Excel. Insert merge fields into the labels, then preview and complete the merge for printing.

Can I save my Avery label templates for future use in Word?
Yes, after setting up your labels, save the document as a Word template (.dotx) to reuse the same layout and settings without recreating it each time.

What should I do if my Avery labels do not print correctly in Word?
Verify that the correct Avery template is selected, check printer settings for paper size and orientation, ensure the label sheets are loaded properly, and perform a test print to troubleshoot alignment issues.
Creating Avery labels in Microsoft Word is a straightforward process that leverages Word’s built-in templates and customization tools. By selecting the appropriate Avery template that matches the label product number, users can ensure precise alignment and formatting. Utilizing the Mail Merge feature further enhances efficiency, especially when producing multiple labels with varying data, such as addresses or product information.

Key steps include choosing the correct label size from Word’s label options, customizing the label content with text, images, or barcodes, and previewing the layout before printing. Attention to detail during setup helps avoid common issues like misaligned prints or wasted label sheets. Additionally, saving the label document for future use can streamline repetitive labeling tasks.

Overall, mastering the use of Avery labels in Word empowers users to produce professional-quality labels efficiently. Whether for personal, business, or organizational needs, leveraging Word’s capabilities with Avery templates ensures accuracy, consistency, and time savings in label creation.

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.