How to Set-Up & Print Labels

By Ernestine Hill

Printing labels from the desktop saves time and work--especially if you use labels frequently. You can type addresses and other information directly onto the labels and then print them or you can import address from Microsoft Outlook or other address sources. After the initial set-up, the labels only need to be updated.

Things You'll Need

  • Labels
  • Computer with Microsoft Word
  • Printer

Direct typing labels

Step 1

Click the 'New Blank Document' Icon on the Standard toolbar then click 'Tools, Letters and Mailing.' Click 'Envelopes and Labels.' In the 'Envelopes and Labels' window, click the 'Labels' tab.

Step 2

Select 'Options' in the 'Label Options' window. Keep the default information. Under the Product number, select '5162 -- Address' then click 'OK'.

Step 3

Choose 'New Document' in the 'Envelope and Labels' window. If the label template gridlines do not appear, click 'Table,' 'Show Gridlines.' Type the addresses or other information into the document.

Step 4

Mark an 'X' on a plain sheet of paper. Insert the 'X' side of the paper in the printer face up. Hold down the Ctrl key then click the 'P' key. Click OK.

Step 5

Put the blank label sheet face up in the printer if the addresses print on the 'X' side of the paper, . If the print is on the blank side of the paper, put the blank label sheet face down in the printer.

Setting up an printing labels from a database

Step 1

Click the New Blank Document Icon on the Standard toolbar then click 'Tools, Letters and Mailing, Mail Merge.'

Step 2

Choose Labels under 'Select document type'. Click 'Starting document' under Step 1 of 6. Use the default 'Change document layout' under 'Select starting document. Click Label Options. The Label Options window opens. Keep the default printer, paper feed, Label products information. Under the Product number, select '5163 -- Address'. Click 'OK'.

Step 3

Keep the default 'Use the current document' under 'Select starting document'. Under Step 2 of 6, click 'Select recipients'. Keep the default: Use an existing list. Choose 'Type a new list'. Click 'Create'. In the 'New Address List' window, click 'Customize'. Delete 'Company Name, Address Line 2, Country, Home Phone, Work Phone, and E-mail address'. Click 'OK'. Type Mr. and Mrs. in the 'Title box' then continue filling the boxes with the information requested. Click 'New Entry'. Type Ms. in the 'Title' box then type a PO Box number for the address. Click 'New Entry'. Add another address leaving the title blank. Click 'Close'. In the 'Save Address List' window, type Labels after 'File name'. Click 'Save'. Click 'OK' in the Mail Merge Recipients window.

Step 4

Click in the first label then click 'Arrange your labels' under Step 3 of 6. Choose Postal barcode; keep 'ZIP Code and Address_Line_1, OK'. Click under the barcode, choose 'Address block' then 'Mr. and Mrs. Joshua Randall' for the recipient name. Turn off 'Insert Company name'. Turn on 'Never include the country/region in the address' then click 'OK'. Click 'Update all labels' under 'Replicate labels.

Step 5

Click Next Preview your labels under Step 4 of 6. Under Step 5 of 6, click 'Complete the merge.' Under 'Merge, click 'Edit individual labels, click 'OK'. Print labels and save the file. Save or discard the original document.

Tips & Warnings

  • Wording used in the set-up steps will vary version-to-version of Microsoft Word.

References & Resources