How to Print Shipping and Mailing Labels in Microsoft Word

Microsoft Word offers a built-in label-making tool that can be incredibly useful for creating shipping and mailing labels. This built-in feature is particularly helpful if you're using common Avery label types such as '5160' or follow typical commercial label dimensions. Below, we'll walk you through the process of creating and printing these labels in Word, and discuss when and why you might want to use other tools like Google Workspace for specific tasks.

Using Microsoft Word's Label Maker

Start by opening Microsoft Word and navigating to the ‘Mailings’ tab. From here, select the ‘Labels’ option. This will open the Label dialog box, where you can choose a label vendor and product to use. For example, if you need Avery 5160 labels, simply select this option. If you're using a different type, find your preferred vendor and product.

Creating and Formatting Your Labels

Once you’ve selected your label type, you can begin typing the address or other information into the Address box. If you need to change the formatting, you can simply right-click on the text and adjust it with the Font or Paragraph options. After filling out the necessary information, click ‘OK’ to confirm the settings.

When to Use Other Tools

While Word is a great tool for creating labels, there are scenarios where you might want to use more specialized software or services. For instance, if you need to print mailing labels or create labels for bulk mailings, it is often quicker and easier to use online services or design the label directly on their website. These services often support bulk uploads from Excel or CSV files, making the process even more efficient.

Using Online Services for Label Printing

Online services like Google Workspace or shipping providers often have user-friendly interfaces tailored for label creation. For bulk mailings, you can directly import your recipient data and download a PDF, which you can print using any printing service. This method is particularly useful for reaching a large number of recipients quickly and efficiently.

Create Labels with PowerPoint for Customization

If you need binders or labels with specific formats, PowerPoint might be a better choice. PowerPoint allows you to create text blocks in any size you need and format the text to fit perfectly within the box. This flexibility is invaluable when you require highly customized labels.

Using Excel and Word for Advanced Label Creation

For advanced label creation tasks, you might consider using Excel to organize your data and then using Word for the label generation process. Start by setting up an Excel file with the information to go on the labels, such as names and addresses. Apply column names like 'Name,' 'Street address,' 'City,' 'State,' and 'Zip code' to the first row. Then, open Word and navigate to the 'Mailings' tab. Click on 'Mail Merge' and follow the step-by-step instructions. If you're using Avery 5160 labels, ensure that both the Word file and the Excel file are in the same folder for easy reference.

By following these steps, you can effectively create and print shipping and mailing labels in Microsoft Word or use other tools for more advanced tasks. The key is to choose the right tool for the job, ensuring that you can meet your labeling needs efficiently and effectively.