How To: Create Printable Label Word Templates

The process of creating labels for clients and bulk mailing things to them is most commonly referred to as mail merging. Mail merging can be used to create address label sheets or imprinted directly on envelopes. Add a touch of professionalism in your daily tasks by creating printable labels that can be used for everyday labelling in the office, personalising packaging for clients and more! Here’s how to begin creating your own printable label Word Templates:

You will need up to 2 files before you are able to begin the process- your main Microsoft Word document or template and your mailing list with all relevant details of your clients. By merging these two documents, your list of address labels will be created. Do note that your mailing list is the data source Word will be using to mail merge so make sure all information is accurate and present before beginning.

Your mailing list does not have to be in Microsoft Word format. They are accepted in other formats such as Excel spreadsheets, Access databases or outlook contact directories. If you are using either of these formats, make sure that the Outlook email is registered as your default program of use. You would also want to make sure that all information in your excel spreadsheet is formatted as text so as not to lose any details.

Once you have ascertained that your mailing list is ready, begin preparing your main Word templates or documents. Locate the Mailings tab in your software and access the start mail merge group. You will then be able to choose the start mail merge option and select labels. This will allow a dialog box to appear, prompting you to select options.

Refer to the label information section and choose the label supplier of your choice, and match the product number that’s identical to your label package. This will prompt Microsoft Word to display the chosen label dimensions. Locate the layout tab of your Microsoft Word software and look for the table group. Make sure to select the view gridlines option so that you will be able to gauge if the information is displayed accurately. Now, link the labels to your mailing list.

Choose the start mail merge group and select the recipients option. You can then choose the Use an Existing List option and open the file. If you do not have an existing file, you can take the opportunity to create one. Add the information to your labels- the address block displayed is the field for mail merging, meaning to say it essentially acts as a placeholder. Use the merge field to mark where you want the addresses to appear on your labels and decide if you want to add logos or other design elements.

Look in the mailings tab for Write and Insert Fields and select address block. Microsoft Word will then allow you to choose the format for how you want your client’s information to be displayed in the label. You will then be required to verify the merge by choosing the match fields option. If the process is completed without error, you will have succeeded in creating printable label Microsoft Word templates for yourself. Once you are certain that Microsoft Word has seamlessly filtered information and matching data, you can preview and print.