Template Issues

How to Add and Format a Second Page of Labels in Word 2021

Jason Miller Oct 23, 2026 870 views

Question details

The user needs to create multiple pages of custom labels in Word without losing the layout, spacing, and formatting applied to the first page.

How to Add and Format a Second Page of Labels in Word 2021

Product: Microsoft Word 2021
Device & OS: not provided
Scenario: Manually creating non-mailing labels (e.g., waterproof garden labels) and attempting to expand the template to multiple pages.
Observed behavior: Pressing the Tab key at the end of the first page generates a new page, but the new labels lose the predefined gap spacing (such as 0.25-inch spaces), requiring complete manual reformatting.

Before you start

Ensure your label content is finalized and turn on formatting marks (the Pilcrow symbol ¶) in the Home tab to easily see hidden paragraph breaks, spaces, and table structures.

Solution 1Recommended

Use Mail Merge to Auto-Generate Consistent Label Pages

The most reliable way to create multiple pages of labels with identical formatting is by using the Mail Merge feature linked to an Excel spreadsheet, even if you are not mailing anything.

Many label templates use hidden spacer columns and rows to create gaps between labels. Manually tabbing to create a new page only adds standard table rows, stripping these gaps. Mail merge circumvents this by automatically duplicating the exact page layout.

Create an Excel Spreadsheet

Open Excel and list your label data (e.g., plant names) in a column with a header name in the first row, then save the file to your computer.

Start the Mail Merge

Open Word, go to the 'Mailings' tab, click 'Start Mail Merge', and select 'Labels'. Choose your specific label vendor and product number.

Connect the Data Source

Click 'Select Recipients', choose 'Use an Existing List', and open the Excel spreadsheet you just saved.

Format and Update Labels

Insert your desired merge fields into the first label and apply your custom formatting. Click 'Update Labels' to copy this layout to the rest of the page.

Finish and Merge

Click 'Finish & Merge' and select 'Edit Individual Documents'. Word will automatically generate as many perfectly spaced label pages as required by your data.

Use Mail Merge to Auto-Generate Consistent Label Pages

Time Saver: Using Mail Merge is highly recommended for custom tags, badges, and product labels, as it ensures 100% consistent formatting across hundreds of pages without manual adjustments.

Solution 2

Fix Formatting for Manually Created Labels

If you prefer not to use an Excel data source, you can manually fix the table spacing that breaks when tabbing into a new page.

Efficient Label Creation with WPS

Easily Create and Print Multi-Page Labels with WPS Office

WPS Office provides a seamless and highly compatible Mail Merge feature, allowing you to generate hundreds of perfectly formatted labels in seconds without losing table spacing.

1. Access the Mailings Tab: Open WPS Writer and navigate to the 'Mailings' or 'References' tab located on the top ribbon.
2. Configure Label Options: Click 'Mail Merge', select 'Labels', and choose your preferred label dimensions from the vendor list.
3. Import Data Source: Click 'Open Data Source' and select your WPS Spreadsheet or Excel file containing the label information.
4. Insert Fields and Format: Insert the required fields into the first cell, format the text, and click 'Update Labels' to synchronize the page.
5. Generate Final Document: Click 'Merge to New Document' to generate all your label pages with perfect, continuous spacing.

Fully compatible with Microsoft Word (.docx) label templates and table formatting.Intuitive Mail Merge feature to link spreadsheet data instantly.Free and lightweight Office suite for all your document needs.

microsoft office alternative - wps office

Frequently Asked Questions

Why do my Word labels lose spacing when I press Tab to create a new page?

When you press Tab at the end of a label table, Word simply generates a standard new table row. It fails to duplicate the specific narrow spacer rows or columns defined in the original label template, resulting in labels that appear bunched together without the required margins.

Can I use Mail Merge in Word without actually mailing anything?

Yes. Mail Merge is simply a tool to automatically populate repetitive layouts (such as garden tags, name badges, or inventory labels) using data from a spreadsheet. It is the best method for generating bulk labels regardless of whether you intend to send them through the mail.

How do I remove a blank page at the end of my label document?

Blank pages at the end of label templates are usually caused by an invisible paragraph mark pushed to the next page because the table takes up the entire first page. Turn on formatting marks (¶), select the final paragraph mark on the blank page, and change its font size to 1pt. This will pull it back up to the previous page and eliminate the blank space.

Document & File Issues