How to print labels using Microsoft Word 2003

Many computer users need to print labels, both for home and business use.  If you have a printer that you can print to from your computer, you can use Microsoft Word 2003 to print labels.

Before printing, make sure the labels that you have are compatible with your printer; otherwise, the label might not be aligned correctly, or it might smear or jam.  Most labels specify on their packaging what types of printers they are designed for, and you may be able to find a list of what types of labels are not meant for certain printers on the manufacturer's website.  Running labels made for an inkjet printer through a laser printer, for example, can cause all sorts of problems to the printer.

To print a label in Word 2003, click on Letters and Mailings under the Tools menu, and in the submenu that appears, select Envelopes and Labels.  Click on the Labels tab, and in the empty text box type the information you want to appear on your label.  By highlighting the text, right-clicking on it, and choosing Font, you can adjust the text's font, size, and style.

In the lower right corner of the Envelopes and Labels window is a box marked Label, with a picture of a label.  Click on the picture to bring up the Label Options windows, where you can tell Word what kind of labels you have.  Select the type of label and the product number, and check the specifications to make sure you have the right one.

If you can't find your labels on the list, you can input the specifications for the labels manually by clicking on the New Label button.  Using the guide at the top of the screen, enter the label's dimensions and choose the page size.  Give the label a name and click OK to save it.  (You may want to print a test label first to make sure the dimensions are right.)

If you only want to print one label and not a full page of the same labels, click the button next to "Single label" below the text box.  As long as you are using a sheet with more than one label per page, you will be able to select which label you want to print, by choosing the row and/or column information.

Once you've got your label information entered and you're ready to print, put the sheet of labels in the printer, in the correct direction and orientation.  Some printers require paper to be fed face-up, while others need it to be face-down.  If you are not sure which way your printer prints, print a test page (using plain paper) to find out.

When the labels are in the paper tray and everything is set, the last thing to do is hit Print in the Envelopes and Labels window.  You won't be given the option to choose a printer, so make sure your default printer is the one you want to use.

If the label didn't print right, go back into the Envelopes and Labels window and make sure you had all of the information entered correctly.  If the labels jammed, they may not be compatible with your printer, and you may need to try a different kind of label.  For some printers, you will also need to make sure the printer is set for label paper in the tray that you are using; it may alter the print settings to optimize printing on labels.

(Originally published on Helium.com, May 2010)