How to Format a Label Template in Microsoft Word | Small Business

Microsoft Word’s label templates give you complete control over how the labels look when printed, so that you don’t have to worry about choosing certain settings to ensure the labels actually print the way you want them to print. Every Word label template is customizable, which means you can load things like logos and employee data, and even create different labels on the same template page. Once you’ve established a baseline label template, you can come back to it again and again whenever you need to print more labels.

Launch Word, and then type “labels” into the search bar at the top of the main start screen. To limit your search results, type a more specific term, such as “address labels” or “holiday labels.”

Scroll through the results in the Category column on the right side. Click a category to drill down more in the results, and when you find the ideal label template, double-click it to open it. Review the labels on the template to get an idea of how many you’ll need to format.

Click into the first label on the template, and then type information such as company name and address for mailing labels, or “Confidential” and “Draft” for document labels.

Click the “Home” tab if it is not enabled, and then format the label text by changing the font, font size, font color and alignment. You may want to format company names larger than the addresses, or in a different color, for example.

Delete any clip art included on the label as a placeholder for your logo. Click the “Insert” tab, and then choose “Pictures” or “Online Pictures” if your logo is stored in the Office 365 cloud. Browse to and double-click the logo to add it to the label.

Highlight the logo and text, press “Ctrl-C,” highlight the text and clip art in the label below the one you just formatted, and then “Ctrl-V” to paste the correct label data in. Make changes to the label text, if desired. This is an ideal way to make labels for multiple employee file folders, for example. All of the business information stays the same, and you can simply change one name per label.

Repeat the paste process until all of the template’s labels are formatted.

Click the “Design” tab, select the “Page Color” button on the ribbon, and then click a colored square to give the labels a colored background, which can help the labels stand out on white envelopes and brown paper packaging. Make sure the background color doesn’t overshadow the text and your logo. This step is optional.

Click “File,” choose “Save As,” and then select either SkyDrive or your computer, depending on where you want to save this template. Type a name for the label template, click “Save as type,” select “Word Template” from the options, and then click the “Save” button.