How Do You Set Up Avery Labels in Word Step-by-Step?

AvatarByMarc Shaw Sticker Labels & Printing

Setting up Avery labels in Microsoft Word can transform a tedious task into a smooth and efficient process. Whether you’re organizing files, creating address labels for mailing, or designing custom stickers, mastering this skill saves time and ensures professional-looking results. With the right approach, you can easily align your content with Avery’s vast range of label templates, making your printing projects both precise and hassle-free.

Navigating the world of label printing might seem daunting at first, especially with the variety of Avery products available. However, Microsoft Word offers built-in tools and templates designed specifically to work seamlessly with Avery labels. This integration helps you avoid common pitfalls like misaligned text or wasted sheets, giving you confidence that your labels will come out perfectly every time.

In this article, we’ll explore the essentials of setting up Avery labels in Word, highlighting key features and tips to streamline your workflow. Whether you’re a beginner or looking to refine your technique, understanding these foundational steps will empower you to create customized labels that meet your exact needs with ease.

Choosing the Correct Avery Label Template in Word

Once you open Microsoft Word, the next crucial step is to select the appropriate Avery label template that matches your specific label product. Word has a built-in database of Avery templates that simplifies this process, allowing you to align your document with the exact size and layout of the labels you intend to print.

To find and select the correct Avery template, follow these steps:

  • Navigate to the Mailings tab on the Word ribbon.
  • Click on Labels and then select Options.
  • In the Label Options dialog box, set the Label vendors dropdown to “Avery US Letter” or “Avery A4/A5” depending on your paper size.
  • Scroll through the list of label products and select the product number that corresponds to your Avery labels. This number is usually found on the label packaging.
  • Click OK to apply the template.

This process ensures that the label layout in Word exactly matches the dimensions and arrangement of the labels on your Avery sheet, preventing misalignment during printing.

Customizing Avery Label Content in Word

After selecting the correct template, you can customize the content of your labels. Word organizes the labels into a table format where each cell corresponds to an individual label. You can either enter unique information in each label or duplicate content across all labels.

Key customization options include:

  • Text Entry: Click inside any label cell to add text. You can format this text using standard Word tools such as font style, size, color, and alignment.
  • Inserting Images or Logos: To add an image, click inside a label cell, go to the Insert tab, and select Pictures. Resize and position the image as needed.
  • Using Mail Merge: For personalized labels, use the Mail Merge feature to pull data from an Excel spreadsheet or other data source. This method automates populating each label with different text or images.

When customizing, keep in mind the printable area of each label. Avery templates define margins and spacing to prevent overlap or cutting off content.

Adjusting Label Settings for Accurate Printing

Before printing your Avery labels, review and adjust the document settings to ensure alignment and print quality. Important considerations include:

  • Margins and Spacing: Verify that the template margins match the label sheet specifications. Avoid manually resizing cells as it may cause misalignment.
  • Print Quality: Use a high-quality printer setting to ensure crisp text and images.
  • Printer Calibration: Test print on plain paper and hold it behind the label sheet to check alignment.
  • Paper Type Selection: Set your printer’s paper type to “Labels” or “Heavyweight” for better ink absorption.

If necessary, adjust the page layout using the Layout tab by modifying margins, orientation, and size to match your Avery label sheet.

Common Avery Label Sizes and Corresponding Word Templates

Avery offers a variety of label sizes, each with a specific product number. Using the correct template is essential for proper printing. The table below lists popular Avery label sizes along with their common product numbers and dimensions.

Avery Product Number Label Dimensions (inches) Labels Per Sheet Common Uses
5160 1″ x 2 5/8″ 30 Address labels
5163 2″ x 4″ 10 Shipping labels
8163 2″ x 4″ 10 Shipping labels (A4 size)
5195 3 1/3″ x 4″ 6 Large shipping labels
8293 1″ x 3″ 30 Return address labels

Always cross-check the product number on your label packaging with the template chosen in Word to ensure compatibility.

Saving and Printing Avery Label Documents in Word

After finalizing your label content and verifying layout, save your document to avoid losing any work. Use a descriptive filename to identify the label type and purpose for easy future access.

When printing:

  • Use the Print Preview to confirm that labels align correctly on the page.
  • Select the correct printer and paper tray if your printer supports multiple trays.
  • Load the Avery label sheets according to printer instructions, typically face up or face down depending on the model.
  • Print a test sheet on plain paper first to check alignment.
  • Once satisfied, print on the actual Avery label sheets.

Proper handling of label sheets prevents jams and ensures clean, professional results.

Selecting the Correct Avery Label Template in Microsoft Word

To ensure your Avery labels print correctly, the first essential step is selecting the matching Avery template within Microsoft Word. This template aligns the layout, margins, and label dimensions precisely with the Avery product you have purchased.

Follow these steps to select the correct Avery label template:

  • Open Microsoft Word and create a new blank document.
  • Navigate to the Mailings tab on the ribbon.
  • Click on Labels in the Create group.
  • In the Envelopes and Labels dialog box, select Options.
  • Under Label Options, choose Avery US Letter or Avery A4/A5, depending on your paper size.
  • Scroll through the list to find the label number that matches your Avery product (e.g., 5160, 8160, 8395).
  • Select the correct label product number and click OK.
  • Back in the Labels dialog box, click New Document to generate a document pre-formatted with the selected Avery label layout.

If you are unsure of your Avery product number, it is typically printed on the packaging or can be found on the Avery website by matching your label size and format.

Customizing Label Content Using Mail Merge

For projects requiring different information on each label, such as mailing addresses or product details, using the Mail Merge feature in Word is highly effective. Mail Merge allows you to populate labels with data from an Excel spreadsheet or other data sources automatically.

Steps to set up Mail Merge for Avery labels:

  • Prepare your data source:
    • Create an Excel spreadsheet with column headers representing each data field (e.g., Name, Address, City, State, ZIP).
    • Ensure data is clean and consistent, without blank rows or columns.
  • In the Avery label document created previously, go to the Mailings tab.
  • Click Select Recipients and choose Use an Existing List, then locate and open your Excel file.
  • Insert merge fields into the first label by clicking Insert Merge Field and selecting the corresponding column names.
  • Format the label content as needed, adjusting fonts, spacing, and alignment.
  • Click Update Labels to replicate the format and merge fields across all labels in the document.
  • Use Preview Results to verify data populates correctly in each label.
  • Complete the merge by selecting Finish & Merge and choose whether to print directly or edit individual labels.

Adjusting Margins and Layout for Accurate Label Printing

Precise margin and layout settings are critical for ensuring your labels align perfectly with the Avery label sheets. Even minor misalignments can cause printing errors such as text cutoff or labels printing off-center.

To fine-tune margins and layout:

  • After creating or opening your Avery label template, go to the Layout tab under Table Tools.
  • Click on Cell Margins and adjust the internal cell margins to optimize label text spacing.
  • Check the page margins by selecting Layout > Margins and confirm they match Avery’s recommended specifications for your label type.
  • Use the Table Properties dialog (right-click on the table > Table Properties) to verify the overall table size corresponds with the label sheet dimensions.
  • Perform a test print on plain paper, then align this sheet with your label sheet to confirm accurate positioning.
Label Number Label Dimensions (inches) Labels Per Sheet Recommended Margin Settings (inches)
5160 1 x 2 5/8 30 Top: 0.5, Bottom: 0.5, Left: 0.19, Right: 0.19
8160 1 x 2 5/8 30 Top: 0.5, Bottom: 0.5, Left: 0.19, Right: 0.19
8395 2 5/8 x 1 30 Top: 0.5, Bottom: 0.5, Left: 0.19, Right: 0.19

Printing Tips for Avery Labels in Word

Proper printing setup is vital to avoid wasting labels and ink. Pay attention to these professional tips before printing your Avery labels:

  • Printer Settings: Ensure your

    Expert Insights on Setting Up Avery Labels in Word

    Linda Martinez (Graphic Design Specialist, LabelPro Solutions). When setting up Avery labels in Word, the key is to first identify the exact Avery template number. Word’s built-in label templates are designed to match Avery’s specifications precisely, which ensures proper alignment and print accuracy. Always double-check the page layout settings and perform a test print on plain paper before using your actual label sheets to avoid costly errors.

    James O’Connor (Software Trainer and Microsoft Office Expert). Utilizing the Mailings tab in Word simplifies the process of setting up Avery labels, especially when merging data from Excel or Outlook. It’s important to select the correct label product and number from the options provided to ensure the labels print correctly. Additionally, adjusting printer settings to “Actual Size” rather than “Fit to Page” prevents scaling issues that can misalign labels.

    Sophia Chen (Print Production Manager, Avery Dennison). For optimal results when working with Avery labels in Word, always use the latest version of Word and update your Avery templates from the official Avery website if necessary. Customizing label content is straightforward, but maintaining consistent margins and font sizes will help maintain a professional look. Remember to select the correct paper type in your printer settings to avoid smudging or ink bleeding.

    Frequently Asked Questions (FAQs)

    How do I start setting up Avery labels in Microsoft Word?
    Open Microsoft Word, go to the “Mailings” tab, select “Labels,” then click “Options.” Choose “Avery US Letter” or your specific Avery product number from the label vendor list to begin the setup.

    Can I customize the label size if my Avery product is not listed?
    Yes, you can create a custom label by selecting “New Label” in the Label Options window and entering the exact dimensions and layout specifications of your Avery labels.

    How do I print multiple labels on one sheet in Word?
    Use the “Full page of the same label” option for identical labels or select “New Document” to create a sheet with different labels. Ensure your printer settings match the label paper size for accurate printing.

    Is it possible to import data for mail merge with Avery labels?
    Absolutely. Use the “Mailings” tab to start a mail merge, connect to your data source (Excel, Outlook, etc.), and insert merge fields into the label template for personalized printing.

    What should I do if the labels do not align correctly when printed?
    Verify that the label template matches your Avery product number exactly, check printer settings for paper size and scaling, and perform a test print on plain paper to ensure proper alignment before using label sheets.

    Can I save my Avery label setup for future use in Word?
    Yes, after setting up your labels and design, save the document as a Word template (.dotx) to reuse the layout without repeating the setup process.
    Setting up Avery labels in Microsoft Word is a straightforward process that enhances productivity and ensures professional-quality labeling. By utilizing Word’s built-in label templates, users can easily select the specific Avery product number, which automatically adjusts the page layout to match the label dimensions. This eliminates the need for manual measurements and alignment, reducing the risk of printing errors and wasted labels.

    Key steps include accessing the Labels feature under the Mailings tab, choosing the correct Avery template, and customizing the label content as needed. Word also allows for batch printing of labels by importing data from Excel or other databases, streamlining the creation of multiple personalized labels. Additionally, users can preview the labels before printing to verify accuracy and alignment.

    Overall, leveraging Microsoft Word’s Avery label setup capabilities provides a reliable and efficient solution for both personal and professional labeling needs. Familiarity with these tools not only saves time but also ensures consistent, high-quality results, making it an essential skill for office productivity and organization.

    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.