Create and print labels in Word 2016 for Mac

Word can print a full page of the same label or a single label. Just type in an address, the name for a file folder or a CD case, or text that you want on some other kind of label, and then choose a label configuration. If you’re printing onto Avery labels, you can use an Avery template.

If you want to print labels that will have different text on each label, you can set up a new label document and type each label. But if you have a data source, such as an address list in an Excel spreadsheet or the contacts information stored on your Mac, you can merge that data with the labels document to fill out your labels. For more information about merging data with labels, see Print labels or envelopes using mail merge in Word 2016 for Mac and an Excel spreadsheet or Print labels or envelopes using mail merge in Word 2016 for Mac and your email contacts.

What do you want to do?

Tip: If you want to make return address labels, see Create return address labels.

Set up and print one label or a page of the same label

  1. On the Mailings tab, click Labels.

    Click Labels to prepare a page for printing a sheet of labels.
  2. In Labels, click Options.

    Click Options to select a label product.

    Word displays the Label Options dialog box.

    Select a brand of label products, and then select the specific product number.
  3. Under Printer type, select the type of printer you are using.

    The type of printer that you select affects the list of label products that Word displays.

  4. Select your label supplier in the Label products list.

  5. Select the label type in the Product number list that matches the product number of your labels.

    If you don’t see your product number, you can follow the instructions in Set up a custom label to configure a labels document that matches your labels.

  6. Click OK.

  7. Type an address or other information in the Delivery Address box.

    To create a label for an address stored in the contacts list on your computer, click the Insert Address button.

    Click the Insert Address icon to select an address from your contacts list.
  8. To change the formatting of text in Delivery Address, select the text, Control-Click the selection, and then click Font or Paragraph on the shortcut menu. Make your changes and then click OK.

  9. Under Number of Labels, select Full page of the same label or select Single label.

    If you’re printing one label, enter its location in the Row and Column boxes. For example, if you have a 3 by 10 grid of labels on your sheet, and only the last label is empty, type 10 in the Row box and 3 in the Column box.

  10. Click OK in the Labels dialog box.

    Word creates a new document with the information from Delivery Address laid out for printing to the type of labels that you selected.

  11. Print a test sheet on plain paper by clicking Print on the File menu, and then click Print.

  12. If the test sheet looks good, load the labels into your printer, click Print on the File menu, and then click Print.

  13. Save the document so you can use it again the next time you make labels.

Type a page of different labels

  1. On the Mailings tab, click Labels.

    Click Labels to prepare a page for printing a sheet of labels.
  2. In Labels, click Options.

    Click Options to select a label product.

    Word displays the Label Options dialog box.

    Select a brand of label products, and then select the specific product number.
  3. Under Printer type, select the type of printer you are using.

    The type of printer that you select affects the list of label products that Word displays.

  4. Select your label supplier in the Label products list.

  5. Select the label type in the Product number list that matches the product number of your labels.

    If you don’t see your product number, you can follow the instructions in Set up a custom label to configure a labels document that matches your labels.

  6. Click OK to accept your selection and close Label Options.

  7. Click OK in the Labels dialog box to create a new document with the address that you specified laid out for a sheet of the labels that you selected.

    Tip:  To see the borders between labels, on the Layout tab, click View Gridlines.

  8. Type the information you want in each label.

  9. Print a test sheet on plain paper by clicking Print on the File menu, and then click Print.

  10. If the test sheet looks good, load the labels into your printer, click Print on the File menu, and then click Print.

  11. Save the document so you can use it again the next time you make labels.

Set up a custom label

If Word does not list the label product that you have, you can still print to the labels that you have. You start by selecting a label type that is close to what you have, and then modifying the measurements so that they match your labels.

  1. Carefully measure the labels on the sheet you have, noting the measurements and the number of labels on a sheet.

    Measuring the actual labels may be more accurate than relying on the measurements supplied by the manufacturer.

  2. On the Mailings tab, click Labels.

    Click Labels to prepare a page for printing a sheet of labels.
  3. In Labels, click Options.

    Click Options to select a label product.

    Word displays the Label Options dialog box.

    Select a brand of label products, and then select the specific product number.
  4. Under Printer type, select the type of printer you are using.

    The type of printer that you select affects the list of label products that Word displays.

  5. In the Product number list, select a label type similar in size to your labels.

    Look under Label information to see whether the selected label is close to your label.

    When you select a label product in the Product number list on the left, Word displays its measurements on the right.
  6. Click Details, and compare the label dimensions and the number of labels per sheet or the number of columns on the label form.

  7. Do one of the following:

    • If the dimensions and label layout match those of your labels, use the selected label.

    • If not, go to the next step.

  8. In the Label Options box, click New Label.

    Word displays New Custom laser or New Custom dot matrix, depending on the type of printer specified in Label Options.

    Set and adjust the measurements to match the labels you intend to print.
  9. Type a name in the Label name box, and change the numbers in the boxes to match the label product that you have.

    The Preview box shows how the measurements apply to the layout of the label sheets.

  10. Click OK to accept the measurements.

    From this point onward, you can follow the steps in Type a page of different labels, starting with Step 7, where you click OK in the Labels dialog box to create a labels document.

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