Creating a Sheet Label Template in Microsoft Word

Setting up a sheet label template in Microsoft Word can save time and ensure your labels print correctly every time. Whether you’re printing shipping labels, product tags, or office organization labels, this step-by-step guide will help you create a custom template that matches your sheet labels perfectly.

Follow these steps to set up, format, and print your labels with precision—without wasting sheets or dealing with misalignment.

Step 1: Open the Label Template Settings in Word

Open Microsoft Word and go to the "Mailings" tab at the top.
Click "Labels", then select "Options" at the bottom of the pop-up window.
Under Label Vendors, choose the correct brand that matches your sheet labels (e.g., Avery, custom label sizes).
Select the label number that corresponds to your label sheets for printing and click OK.
Next, click “New Document” to add the template to your page.

If your label size isn’t listed, follow the custom setup method below.

Step 2: Create a Custom Label Template

If your label sheets don’t match a preset template, you’ll need to set up a custom label format.

Follow Step 1 to open the Label Options window.
Click "New Label" to create a custom size.
Enter your label dimensions (width, height, margins, and spacing between labels).
Click OK, then select "New Document" to generate your label template.

This will create a table format in Word, matching your sheet labels for accurate printing.

Step 3: Format the Labels for Printing

Click inside the first label box and type your content (e.g., product name, address, barcode).
Use consistent fonts and sizes to ensure readability.
If adding an image or logo, click "Insert" → "Pictures" and resize it to fit within the label area.
Copy and paste the formatted content into each label cell to ensure uniformity.

If you have multiple addresses, read our guide on creating a mail merge from Excel to Word.

Step 4: Print a Test Sheet Before Final Printing

Load a plain sheet of paper into your printer.
Click "File" → "Print", then check the Print Preview to ensure alignment.
Print the test sheet and place it over a blank label sheet to check alignment.
If adjustments are needed, go to "Layout" → "Margins" and tweak spacing.

Step 5: Print Your Labels

Load your label sheets into the printer’s manual feed tray for better alignment.
Select "File" → "Print" and choose "Labels" as the print type.
Use the "Best" print quality setting to ensure crisp, smudge-free prints.
Print one sheet at a time to avoid misfeeds or label jams.

Troubleshooting Common Label Printing Issues

Labels Not Aligning Properly?

Check that your printer is set to actual size printing (not "Fit to Page").
Adjust the top margin slightly to correct misalignment.
Ensure you’re using the correct label template dimensions.

Ink Smudging or Fading?

Use high-quality inkjet or laser printer labels that match your printer type.
Select "Best" print quality in the settings.
Let labels dry completely before handling.

Labels Getting Stuck in the Printer?

Use only compatible label sheets for your printer.
Load labels one sheet at a time to prevent jams.
Check that the paper type is set to "Labels" in the print settings.

Easier Label Printing Starts with the Right Template

Setting up a sheet label template in Microsoft Word doesn’t have to be complicated. With the right setup, formatting, and test prints, you can create and print perfect labels every time—without wasted materials or alignment issues.

For high-quality printing without misalignment or smudging, check out our selection of sheet labels made for precision and reliability.

Frequently Asked Questions

How do I make a label template in Microsoft Word?

To create a label template in Microsoft Word, go to Mailings → Labels → Options, select a preset template, or enter custom dimensions to match your label sheets.

Why are my labels printing out of alignment?

Labels may print out of alignment due to incorrect margin settings or scaling options. Make sure scaling is set to 100% (Actual Size) and print a test sheet before using actual sheet labels.

Can I add images or barcodes to my labels?

Images and barcodes can be added using Insert → Pictures for images or a barcode generator to create scannable labels. Adjust the size and alignment to ensure accurate printing and scanning.

What’s the best way to print labels without smudging?

Printing labels without smudging requires using high-quality sheet labels, adjusting print quality settings to high, and allowing the ink to dry fully before handling.

Can I save my label template in Word for future use?

A label template can be saved in Microsoft Word as a .docx file for future use. To prevent accidental edits, save it as a Word Template (.dotx) by selecting "Save As" → "Word Template", allowing reuse without modifying the original layout.