The Easiest Way to Print Labels! Use MS Word!
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Time to read 3 min
When learning how to use a new printer, the accompanying software like Brother P-touch, Dymo Connect, or Zebra Z Designer can often feel overwhelming. However, if you are printing labels without barcodes—such as address labels, brand logos, or simple designs—MS Word is a straightforward and beginner-friendly option. It is simple, versatile, and doesn't require specialized software.So today, we’ll talk about how to use MS Word to print simple labels, such as return address labels and brand logos that don’t include barcodes. Also, there is a “Mailing” function in Word that can be used to print labels and we’ll talk about this method in the second part.
Table of Content
Step-by-Step Instructions to Print Labels in MS Word
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1. Open a New Document
Start by opening MS Word and creating a new blank document.
2. Set the Layout to Match Your Label Size
· Go to Layout → Size and select the required size from the dropdown.
· If the preset sizes don’t match your label dimensions:
o Click More Page Sizes → Paper.
o Enter the size of your label manually and click OK.
o (Tip: MS Word uses centimeters by default, but you can type dimensions in inches if needed. Just enter the value followed by “in” (e.g., 2in).)
⚠ Note: If a margin error warning pops up, it’s because small labels like 2” x 2” might exceed the default margin limits. Simply adjust the margins as described in the next step.
3. Adjust Margins
To ensure your labels fit:
- · Go to Layout → Margins and set all margins to a smaller value (e.g., 0cm or 0in for simplicity).
4. Design Your Label
Now it’s time to get creative!
Insert Shapes:
Add design elements by clicking Insert → Shapes. You can customize the size, placement, and properties as needed.
(Note: Most thermal labels, like those sold by Betckey, can only print in black and white. If you require color, ensure you buy colored labels .)
Insert Text:
Use Insert → Text Box to add content like addresses, product names, or logos. Adjust the size and placement of the text box for a clean and legible layout.
Tip: We recommend using the built-in format. This way, you can move the box and text as a whole, which will be very helpful if you need to change the text without disrupting the already well-designed layout.
5. Use Align Function
You can use the align function to adjust the position of the box. You can align it to the left, right, center, etc., according to your needs. This helps avoid the inaccuracies of manual adjustments.
6. Preview and Print
Click File → Print Preview to see how your labels will look. If everything appears correct, proceed to print your labels.
Another Method: Using the Mailing Function
If you already have label data in an Excel spreadsheet, you can save time by using the Mail Merge feature in MS Word.
Steps:
1.Select Your Data Source:
Go to Mailings → Select Recipients → Use an Existing List.
Choose your Excel file and click OK.
2.Insert Merge Fields:
Click Insert Merge Field and select the data fields you want to include one by one (e.g., Name, Address).
3.Preview and Adjust:
Click Preview Results to check how the labels will appear with your data.
Make any necessary adjustments to the layout.
4.Print the Labels:
Once satisfied, click File → Print and let MS Word do the rest!
Conclusion
With MS Word, label printing doesn’t have to be complicated. Whether you’re creating simple designs or leveraging data from an Excel sheet, Word offers the tools you need for fast and efficient label creation. Say goodbye to complex printer software and start creating professional-quality labels today!
If you want to buy thermal labels or sticker paper, you can check out more on our store
Products Featured In This Blog
Frequently Asked Questions
What types of labels does MS Word support?
MS Word can be used to print various types of labels, including address labels, brand labels, file folder labels, and inventory labels. It is not suitable for complex barcode labels but works well for simple designs.
How do I set custom label dimensions?
In MS Word:
- 1. Click Layout → Size → More Page Sizes.
- 2. Enter the width and height of your label manually in the "Paper" options.
- 3. Click OK to save.
Why does a margin error pop up when setting the size?
If your label size is too small (e.g., 2"x2"), MS Word may display a warning about margins exceeding the printable area. This is normal. You can fix it by setting the margins to 0 or smaller values.
Can I print colored labels?
Yes, as long as your printer supports color printing. However, note that most thermal label paper (e.g., Betckey) only supports black-and-white printing. If you need colored labels, make sure to purchase colored label paper in advance.
