Learn How to Print Avery Labels in Word

Understanding Avery Labels and Microsoft Word Compatibility

Avery is a well-known manufacturer of label products that has been in business since 1935. The company produces thousands of different label sizes and formats designed for various purposes, from address labels to product labels to business cards. Microsoft Word is compatible with many Avery label products, making it possible to create custom labels without purchasing additional software.

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Avery labels come in sheets with multiple labels arranged in a grid pattern. Each sheet typically contains between 1 and 30 labels, depending on the label size. For example, Avery 5160 labels, which are standard address labels measuring 1 inch by 2.625 inches, contain 30 labels per sheet. Other popular sizes include Avery 5161 (larger address labels with 20 per sheet) and Avery 8160 (shipping labels with 4 per sheet).

Word recognizes Avery label templates through its mail merge feature and label wizard tools. When you select an Avery product number in Word, the software automatically adjusts margins, spacing, and layout to match that specific label sheet's dimensions. This means you don't have to manually calculate measurements or guess at proper spacing—Word handles these technical details.

The compatibility between Word and Avery labels extends across different versions of Microsoft Office. Whether you're using Word 2019, Word 2021, or Microsoft 365 (the subscription version), you'll find Avery label support built into the software. Even older versions of Word contain label templates, though the specific Avery products available may vary slightly between versions.

Practical Takeaway: Before purchasing label sheets, verify that your version of Word supports the specific Avery product number you're interested in. You can typically find this information on the label package itself or by checking the Avery website, which lists compatible Microsoft Office versions for each product.

Locating and Accessing the Labels Feature in Word

The process for accessing Word's label feature differs slightly depending on which version of Word you're using. In Word 2019 and Word 2021, you'll find the labels option under the "Mailings" tab at the top of the screen. Click on "Mailings," and you'll see a "Labels" button in the ribbon menu. In Microsoft 365, the location is the same, though the ribbon interface may appear slightly different depending on your subscription level.

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Once you click the "Labels" button, a dialog box opens titled "Envelopes and Labels." This dialog has multiple tabs at the top, including "Labels," "Envelopes," and sometimes "E-postage." Make sure you're on the "Labels" tab. In the dialog box, you'll see several key fields: an address field where you can type or paste your label text, a label options section, and buttons for printing and creating a sheet of labels.

The label options section is where you specify which Avery product you're using. You'll see a dropdown menu that says "Label vendors" with "Avery US" selected by default. Below that is another dropdown for "Product number." Clicking this dropdown displays a long list of Avery products, organized by product number. The list includes the product number, the label dimensions, and the number of labels per sheet.

If you're using Word online (the browser-based version accessed through Office.com), the process is slightly different. The Labels feature may not be available in the online version, or it may have limited functionality compared to the desktop version. For the best label-printing experience, use the desktop version of Word on your computer rather than the web version.

Practical Takeaway: Before you start, have your Avery label product number available. This number is printed on the label sheet packaging and usually follows the format of four or five digits (like 5160 or 18160). You can also find your product number by looking at the specific label size you purchased and cross-referencing it with Avery's online product catalog.

Setting Up Your Label Content and Formatting

Once you've accessed the Labels dialog and selected your Avery product number, you're ready to enter the content you want to print on your labels. In the "Address" field near the top of the Labels dialog, you can type or paste the text that will appear on each label. The text you enter in this field will be repeated on every label on the sheet unless you use Word's mail merge feature, which allows different information on each label.

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When typing label content, keep in mind the physical size of your labels. Standard address labels (Avery 5160) measure only 1 inch by 2.625 inches, which limits how much text you can reasonably fit. For address labels, most people include only the recipient's name, street address, city, state, and ZIP code. For product labels or name badges, you might include just a name or a name and title.

To format your text before entering it into the Labels dialog, you can type your content in a regular Word document first, apply formatting like bold or italics, and then copy and paste it into the label field. However, keep in mind that complex formatting (such as multiple font sizes or colors) may not transfer perfectly from the Labels dialog to the printed labels. Simple formatting like bold, italic, and underline generally works, but it's worth doing a test print on regular paper first.

If your labels need to include images or logos, the Labels dialog has limitations. For more complex designs with images, graphics, or multiple text styles, you'll need to create a label template directly in a Word document instead of using the Labels dialog. This involves setting up a table that matches your Avery label specifications and adding content to each cell, which requires more manual work but offers greater design flexibility.

Practical Takeaway: For basic address labels or simple text-only labels, use the Labels dialog method, which is quick and straightforward. Keep text short and simple, and avoid complex formatting when possible. If you need to include images, logos, or detailed formatting, create a custom label template in a Word document instead.

Creating a Full Sheet of Labels with Mail Merge

After you've entered your label content and selected your Avery product number, Word gives you several options for printing. In the Labels dialog, you'll see buttons labeled "Print," "New Document," and sometimes "Cancel." If you click "New Document," Word creates a new document containing your label design repeated across an entire sheet, formatted precisely for your Avery label product. This is the recommended approach for most users because it gives you a chance to review the layout before printing.

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When you click "New Document," Word opens a new document window showing your labels arranged in a table format that matches your chosen Avery product. For example, if you're using Avery 5160 labels (30 labels per sheet), you'll see 30 copies of your label text arranged in six rows and five columns. The spacing, margins, and cell sizes are automatically configured to match the physical dimensions of the actual label sheets.

At this point, you can make additional edits to individual labels if needed. For instance, you might want to change the address on one particular label or adjust the formatting. Simply click on a label cell and edit the text. You can also add images, shapes, or additional formatting to individual labels. However, if you want the same content on every label, you generally won't need to make individual edits.

If you want different text on each label (for example, different addresses for a mailing), Word's mail merge feature is the right tool. Mail merge allows you to connect your label document to a data source, such as an Excel spreadsheet or a Word table containing a list of addresses. Each label will then display a different address pulled from your data source. To set up mail merge, go to the "Mailings" tab, select "Start Mail Merge," choose "Labels," and then follow the prompts to select your data source.

Practical Takeaway: After creating your label sheet in Word, print a test copy on regular paper first. This allows you to check that the layout, text size, and spacing look correct before printing on actual label sheets, which can be more expensive and wasteful if something needs adjusting.

Printing Your Labels Correctly

Before printing on actual label sheets, insert regular copy paper into your printer and do a test print. This step saves money and prevents wasting label sheets if something isn't aligned correctly. To print, open the "File" menu, click "Print," and select your

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