How to Print Avery Labels in Microsoft Word: A Comprehensive Guide (PC & Mac)
Printing labels seems like a simple task, but anyone who’s wrestled with misaligned text and wasted sheets knows it can quickly become frustrating. Microsoft Word, paired with Avery labels, offers a straightforward solution for creating and printing professional-looking labels at home or in the office. This comprehensive guide provides detailed, step-by-step instructions for printing Avery labels using Microsoft Word on both PC and Mac operating systems. We’ll cover everything from selecting the right label template to troubleshooting common printing issues.
## Why Use Microsoft Word for Avery Labels?
Microsoft Word provides several advantages for printing Avery labels:
* **Built-in Templates:** Word has built-in templates for a wide variety of Avery label sizes and product numbers, simplifying the design process.
* **Mail Merge Functionality:** Word’s mail merge feature allows you to easily personalize labels with information from a spreadsheet or database, ideal for mass mailings.
* **Customization Options:** You have complete control over the label’s design, including fonts, colors, images, and layout.
* **Preview Feature:** Before printing, you can preview your labels to ensure everything looks correct, minimizing wasted labels.
## What You’ll Need:
Before you begin, gather the following:
* **Microsoft Word:** Make sure you have a working version of Microsoft Word installed on your PC or Mac. This guide assumes you are using a relatively recent version of Word (2013 or later), but the core steps remain similar across versions.
* **Avery Labels:** Purchase the correct Avery label sheets for your project. Note the Avery product number, as you’ll need this to select the correct template in Word. This number can typically be found on the label packaging.
* **Printer:** A functioning printer is essential. Ensure it’s properly connected to your computer and has sufficient ink or toner.
* **Plain Paper (for testing):** It’s *highly* recommended to test your label layout on plain paper before printing directly onto the label sheets. This helps prevent wasting expensive labels due to misalignment.
## Part 1: Setting Up Your Avery Labels in Microsoft Word (PC & Mac)
The initial steps for setting up your Avery labels are nearly identical on both PC and Mac. Follow these instructions:
**Step 1: Open Microsoft Word**
Launch Microsoft Word on your computer.
**Step 2: Create a New Document**
Create a new blank document. You can do this by clicking on “Blank document” on the Word start screen, or by going to “File” > “New” > “Blank document.”
**Step 3: Access the Mailings Tab**
In the Word ribbon (the toolbar at the top), click on the “Mailings” tab.
**Step 4: Start Mail Merge**
In the “Mailings” tab, locate the “Start Mail Merge” group. Click on the “Start Mail Merge” dropdown menu.
**Step 5: Select “Labels…”**
From the dropdown menu, select “Labels…”. This will open the “Envelopes and Labels” dialog box. Even though we are creating labels, not envelopes, this is the correct option to choose.
**Step 6: Choose Avery as the Label Vendor**
In the “Envelopes and Labels” dialog box, switch to the “Labels” tab (if it’s not already selected). Click on the “Options…” button at the bottom of the “Labels” tab. This will open the “Label Options” dialog box.
**Step 7: Select the Avery Product Number**
In the “Label Options” dialog box, under “Printer information,” select “Page printers.” Then, under “Label information,” find the “Label vendors” dropdown menu and select “Avery US Letter” (or “Avery A4/A5” if you are in a region that uses A4 paper sizes. This guide assumes US Letter).
**Step 8: Find Your Specific Avery Product Number**
Scroll through the “Product number” list until you find the Avery product number that matches your label sheets. This is a crucial step, so double-check that you’ve selected the correct number. If you can’t find your exact product number, consider using a similar product number with the same dimensions. Be sure to *carefully* measure and test if you use a similar product number.
**Step 9: Review Label Details**
Once you select the product number, review the “Label information” section to confirm the label size, margins, and the number of labels per sheet. Make sure these details align with your physical label sheets.
**Step 10: Confirm Your Selection**
Click “OK” in the “Label Options” dialog box to confirm your selection. This will close the “Label Options” dialog box and return you to the “Envelopes and Labels” dialog box.
**Step 11: Create the Label Template**
Click “OK” in the “Envelopes and Labels” dialog box. Microsoft Word will now create a table that represents the layout of your label sheet. Each cell in the table represents a single label on the sheet. You may need to enable “View Gridlines” in the “Layout” tab under “Table Tools” to better visualize the label boundaries. (This is under the ‘Table Design’ and ‘Layout’ tabs that appear in the Ribbon when the cursor is inside the label table. This will only appear if the cursor is inside the table.)
## Part 2: Designing Your Avery Labels
Now that you have your label template set up, it’s time to design your labels.
**Step 1: Add Text and Graphics**
Click inside the first label cell. This is where you’ll start designing your label. You can now type text, insert images, add shapes, or use any of Word’s formatting tools to create your desired label design.
* **Formatting Text:** Use the “Home” tab to adjust the font, size, color, and alignment of your text.
* **Inserting Images:** Go to the “Insert” tab and click on “Pictures” to insert images from your computer or online sources. You can resize and position the images as needed.
* **Adding Shapes:** Use the “Insert” tab, click on “Shapes” to add shapes, lines, or arrows. Change the fill color and outline of shapes using the “Shape Format” tab that appears when a shape is selected.
**Step 2: Utilize the Mail Merge Feature (Optional)**
If you want to personalize your labels with information from a spreadsheet (e.g., names and addresses), you’ll need to use Word’s mail merge feature.
1. **Prepare Your Data Source:** Ensure your data is organized in a spreadsheet (e.g., Excel) with clear column headings (e.g., “FirstName”, “LastName”, “Address”, “City”, “State”, “ZipCode”).
2. **Select Recipients:** In the “Mailings” tab, click on “Select Recipients.” Choose “Use an Existing List…” and browse to your spreadsheet file. Select the correct sheet if your spreadsheet has multiple sheets.
3. **Insert Merge Fields:** In the label cell, position your cursor where you want to insert the data. Then, in the “Mailings” tab, click on “Insert Merge Field” and select the appropriate column heading from your spreadsheet. For example, to insert the first name, select “FirstName.” Word will insert a placeholder like “<
4. **Preview Results:** Click on “Preview Results” in the “Mailings” tab to see how your labels will look with the data from your spreadsheet. You can use the navigation buttons to scroll through the different records.
**Step 3: Replicate Your Design to All Labels**
After designing the first label, you need to copy the design to all other labels on the sheet. There are a couple of ways to do this:
* **Using the “Update Labels” Button (Most Reliable):** In the “Mailings” tab, click on “Update Labels.” This will automatically copy the design from the first label to all the other labels. This method is generally the most reliable for ensuring consistent formatting across all labels. However, this might overwrite any additional edits you made to other labels, so it is best to finish the design on the first label completely.
* **Manual Copy and Paste (Less Recommended):** You *can* copy and paste the content of the first label to all other label cells. However, this method can be prone to formatting inconsistencies and is not recommended for large label sheets or complex designs.
**Step 4: Customize Individual Labels (Optional)**
If you need to make individual changes to specific labels (e.g., different names or addresses), you can do so after using the “Update Labels” button. Simply click inside the label you want to modify and make your changes. *Be aware* that running “Update Labels” again will overwrite any individual changes you’ve made.
## Part 3: Printing Your Avery Labels
With your labels designed, it’s time to print. *This is the most critical step to avoid wasting labels!*
**Step 1: Perform a Test Print on Plain Paper**
*This is absolutely essential!* Before printing on your expensive Avery label sheets, print a test page on plain paper. Hold the test print against a label sheet to check the alignment. Are the text and graphics positioned correctly within the label boundaries? If not, you’ll need to adjust the margins or position of your content in Word.
**Step 2: Adjust Margins and Alignment (if needed)**
If your test print reveals alignment issues, you’ll need to make adjustments in Word.
* **Adjusting Margins:** Go to “Layout” > “Margins” and select “Custom Margins.” You can adjust the top, bottom, left, and right margins to fine-tune the positioning of your content. *Slight* adjustments (e.g., 0.1 inches) can make a big difference.
* **Adjusting Content Position:** You can also adjust the position of your text and graphics directly within the label cells. Select the content and use the arrow keys to nudge it into the correct position. Or, use the paragraph formatting options to adjust line spacing or indents.
* **Table Properties:** Right click on any cell within the table (your labels) and choose “Table Properties”. Go to the “Cell” tab and click on “Options”. From here you can adjust the cell margins which will affect your content placement within the labels.
**Step 3: Load Your Avery Label Sheets into the Printer**
Carefully load your Avery label sheets into your printer’s paper tray. Make sure the labels are facing the correct way, according to your printer’s instructions. This information is usually found on a diagram near the paper tray or in your printer’s manual. It is *critical* to insert the labels in the proper orientation.
**Step 4: Print Your Labels**
Go to “File” > “Print” in Microsoft Word. In the print dialog box, make the following selections:
* **Printer:** Choose the correct printer from the dropdown menu.
* **Settings:** Select “Print All Pages” if you want to print the entire sheet of labels. If you only want to print specific labels, you can specify the page range (e.g., “Page 1” if you have multiple label sheets in your document).
* **Copies:** Specify the number of copies you want to print.
* **Paper Size:** Ensure that your selected paper size matches the size of your label sheets (usually “Letter” or “A4”).
* **Print Quality:** Select the appropriate print quality. A higher print quality will produce sharper results, but it may also use more ink/toner.
**Step 5: Start Printing**
Click the “Print” button to start printing your labels. Monitor the printing process and be ready to stop the printer if you notice any problems (e.g., skewed alignment or paper jams).
## Part 4: Troubleshooting Common Avery Label Printing Issues
Even with careful preparation, you might encounter some printing issues. Here are some common problems and how to fix them:
* **Misalignment:** This is the most common problem. Refer back to Step 2 in Part 3 for instructions on adjusting margins and content position. Double-check that you’ve selected the correct Avery product number in Word and that you’ve loaded the label sheets correctly into the printer.
* **Ink Smearing:** If the ink is smearing, try the following:
* **Let the ink dry completely:** Allow the printed labels to sit for a few minutes before handling them.
* **Use a laser printer:** Laser printers are less prone to smearing than inkjet printers.
* **Check your printer settings:** Some printers have settings for printing on labels or thick paper. These settings can help reduce smearing.
* **Labels Peeling Off During Printing:** This can happen if the printer rollers are too aggressive or if the labels are old or damaged. Try the following:
* **Clean the printer rollers:** Use a soft, damp cloth to clean the printer rollers.
* **Use new labels:** Old labels may have weakened adhesive.
* **Adjust printer settings:** Look for a setting that reduces roller pressure or uses a straight paper path.
* **Word Table Lines Not Printing:** By default, Microsoft Word table lines might not be set to print. To solve this:
1. Select the entire table. You can do this by clicking the small square icon that appears in the upper left corner of the table when you hover your mouse over it.
2. Go to the “Table Design” tab (it appears when the table is selected).
3. In the “Borders” group, click the dropdown arrow next to “Borders”.
4. Select “Borders and Shading”.
5. In the “Borders and Shading” dialog box, on the “Borders” tab, ensure that “All” is selected in the “Setting” area. Also verify that the color is not set to “White” (or a color that blends in with your paper). Click “OK”.
* **Blank Labels Printing:** This could occur when you’ve unintentionally deleted the “Next Record” field in your template, particularly when using mail merge. Also, check the print range and ensure you’re not trying to print past the end of your data if you are using mail merge.
## Part 5: Tips for Printing Avery Labels Successfully
Here are some additional tips to help you achieve perfect label printing results:
* **Use High-Quality Labels:** Invest in high-quality Avery labels for best results. Cheaper labels may have poor adhesive or be more prone to tearing.
* **Keep Labels Flat:** Store your label sheets flat to prevent them from curling or warping.
* **Clean Your Printer:** Regularly clean your printer to remove dust and debris that can cause printing problems.
* **Update Printer Drivers:** Make sure you have the latest printer drivers installed on your computer. Outdated drivers can cause compatibility issues.
* **Test, Test, Test:** Always perform test prints on plain paper before printing on label sheets. This is the best way to avoid wasting labels and ensure accurate alignment.
* **Save Your Template:** After you’ve created a label template that works well, save it for future use. This will save you time and effort the next time you need to print labels.
* **Check Avery’s Website:** Avery’s website offers a wealth of resources, including templates, tutorials, and troubleshooting tips. They may have a specific solution for your particular label product.
* **Consider Online Design & Print:** For complex projects or when you need professional-quality results, consider using Avery’s online design and print service. You can design your labels online and have them professionally printed and shipped to you.
## Conclusion
Printing Avery labels in Microsoft Word can be a simple and efficient process when you follow the right steps. By carefully selecting the correct label template, designing your labels with precision, and performing thorough test prints, you can create professional-looking labels for a variety of purposes. Don’t be discouraged if you encounter some challenges along the way. With a little patience and troubleshooting, you’ll be printing perfect labels in no time!