How to Use Microsoft Word to Make Mailing Labels

In my office I'm considered the resident computer geek. I'm the go-to girl for all things computer related from paper jams to complicated Microsoft Excel formulas. Most of the time, the questions I get are the same ones over and over such as what to do when the computer generates an error message. One of the most common questions arises at Christmas time when everyone's trying to get their Christmas cards out as efficiently as possible. I'm always surprised by the number of people who come to me with questions about how to make labels in Microsoft Word. It surprises me because it couldn't be easier. Making labels in this program is a simple task - once you know where to go.

Go to the "Tools" menu at the top of the screen and choose "Letters and Mailings" followed by the submenu, "Envelopes and Labels". In the area provided for the address, enter the information you desire. I use labels for all kinds of uses, not just addresses.

Depending on your needs, choose either "full page of same labels" or a single label. With a single label, you can specify which row and column it should go in. This is useful if you have a sheet of labels that is partially used up.

Before going any further, choose the "Options" button. This is where you can specify what brand and size label you have loaded in the printer.

If you just want basic labels then go ahead and hit the "Print" button. This is a one time printing. If you intend to use the labels over and over, choose the "New document" button instead. Your label information will fill in on a new page, properly formatted to the label layout you specified under "Options". Go ahead and save the document and then print it on your label paper.

In addition, you may decide you want to customize the labels further by adding logos, different sized and colored fonts, justified text and so forth. If this is the case, choose the "New document" button. From here you may edit as desired. I usually work on the first label until I achieve the desired look and then copy and paste it into the remaining labels.

Finally, save the document for future use and print just as you would any other page.