How to Create Mailing Labels in Word [A Comprehensive Guide]

November 10, 2023 707 views

Effortlessly Create Mailing Labels in Word Designing mailing labels in Word offers efficiency and clarity over handwritten ones. Say goodbye to manual processes and embrace the convenience of digital labels. Discover how to craft labels efficiently and access free templates that simplify the entire process.

What are mailing labels in Word?

Mailing labels in Word serve as a modern and efficient alternative to handwritten labels. They are digital templates that allow users to create clear, consistent, and professional-looking labels for various mailing purposes. Unlike traditional labels, which often require manual writing and offer limited design options, mailing labels in Word provide a streamlined approach to label creation.

By using Word's versatile tools and features, individuals can customize these labels according to their specific needs. This includes adding recipient names, addresses, logos, and any other relevant information. Mailing labels in Word are particularly useful for businesses, organizations, and individuals who frequently send out mailings, invitations, or packages.

Download Free Mailing Labels Template

Finding free mailing labels templates is an easy task with the help of online platforms. These templates offer several advantages that simplify the label creation process. Here are three popular platforms where you can access high-quality templates:

  • Canva: Canva is a free to use online graphic design tool. You can use it to create social media posts, presentations, posters, videos, logos, and more. To find a mailing labels template on Canva, simply search for "mailing labels".

    Canva website

  • is another great resource for free mailing labels templates. They have a wide variety of templates to choose from, all of which are easily editable. website

  • WPS Office: WPS Office is a free office suite that includes a word processing, spreadsheet, and presentation application. It also has a free template library that includes a variety of mailing labels templates.

    WPS Templates store

To find a mailing labels template on WPS Office, simply open the template library and search for "mailing labels".

Once you have found a template that you like, you can download it and edit it to your liking. Most templates are easy to use and can be customized with your own text, images, and colors.

Here are some of the advantages of using free mailing labels templates:

  • They are free to use.

  • They are easy to find and download.

  • They are customizable to your needs.

  • They can save you time and money.

I would recommend using the WPS Office template because it is free, easy to use, and has a wide variety of templates to choose from.

How to Create Mailing Labels in Word 

Creating mailing labels in Word is a straightforward process that can save you time and effort. Follow this step-by-step tutorial to design professional-looking mailing labels for your letters, invitations, or packages.

To create mailing labels in Word, you can follow these steps:

Step 1: Open a new document in Word.

Step 2: Go to the Mailings tab.

Step 3: Click the Labels button.

Labels tab

Step 4: Select Options, then pick a label supplier and a product. Choose OK.

If you can't find your product number, choose New Label and create a personalized label..

Select Options

Step 5: Click OK.

Step 6: In the Address field (text only), provide an address or other details.

the Address field

Step 7: Select Insert Address to use an address from your contacts list.

Select Insert Address

Step 8: Select Full page of the same label. Then Print or New Document to edit and Print later

Print or New Document

Creating mailing labels in Word is an efficient way to maintain a polished and organized approach to sending out correspondence. Whether for business purposes or personal use, you can now create professional labels with ease.

Remember, Word offers various formatting and customization options, so feel free to explore and tailor your labels to suit your preferences and needs.

Best Free Alternative to Microsoft Word - WPS Office

WPS Office logo

WPS Office is a free and open-source office suite that is a great alternative to Microsoft Office. It includes a word processor, spreadsheet, presentation, and PDF viewer.

Download for free: WPS Office offers a free version with most essential features. You can also upgrade to a paid version for more features.

Compatibility: WPS Office maintains full compatibility with Microsoft Office features, formulas, and macros. This means that you can easily open and edit Microsoft Office documents in WPS Office.

Here are some of the features of WPS Office:

  • Word processor: The word processor is similar to Microsoft Word and has all the basic features you need to create and edit documents.

  • Spreadsheet: The spreadsheet is similar to Microsoft Excel and has all the features you need to create and manage spreadsheets.

  • Presentation: The presentation software is similar to Microsoft PowerPoint and allows you to create and edit presentations.

  • PDF viewer: The PDF viewer allows you to view, edit, and create PDF documents.

Here are some of the benefits of using WPS Office:

  • It is free to use.

  • It is compatible with Microsoft Office documents.

  • It has a wide range of features.

  • It is easy to use.

  • It is available for Windows, macOS, and Linux.

If you're looking for a robust, free alternative to Microsoft Word that offers compatibility, a comprehensive set of tools, and user-friendly experience, WPS Office is a top contender. Experience its benefits for yourself by downloading the free version and exploring its capabilities

WPS Office- Free All-in-One Office Suite
  • Use Word, Excel, and PPT for FREE, No Ads.

  • Edit PDF files with the powerful PDF toolkit.

  • Microsoft-like interface. Easy to learn. 100% Compatibility.

  • Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

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Algirdas Jasaitis

FAQs about how to create mailing labels in word

What is the best printing method for labels?

The best printing method for labels depends on your needs:

  • Laser Printing: For sharp text and graphics on various materials.

  • Inkjet Printing: Vibrant colors, good for photos and designs.

  • Thermal Printing: Ideal for barcodes and variable info.

  • Flexographic Printing: Efficient for large quantities, packaging.

  • Digital Printing: On-demand, customizable for short runs.

Choose based on material, image quality, volume, and data needs.

How do I mail merge from Excel to Word and keep formatting?

Mail Merge from Excel to Word with Formatting:

Step 1: Open Word, start a new document.

Step 2: Go to "Mailings" > "Start Mail Merge."

Step 3: Select "Use an Existing List" for recipients.

Step 4: Insert data using "Insert Merge Field."

Insert Merge Field

Step 5: Preview results, adjust Word's formatting if needed.

Step 6: Click "Finish & Merge" > "Edit Individual Documents."

Step 7: Choose "All" and click "OK" to maintain formatting.

Step 8: Review, save, and you're done!


In this guide, we learned how to create mailing labels in Word with a step-by-step process, explored the best printing methods for labels, and discovered WPS Office as a standout alternative to Microsoft Word, highlighting its compatibility and user-friendly features. Additionally, we tackled the challenge of maintaining formatting during a mail merge from Excel to Word, ensuring a seamless integration of data and design. Whether it's designing labels, choosing printing methods, or optimizing office software, this article offered insights for efficient and effective practices.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.