- Word It allows you to create and print identical or different labels, both with manual data and through mail merge.
- Label options include choice of supplier, product number, and creation of custom sizes.
- In environments with SharePointInformation tags are inserted according to administrator directives for managing metadata.
- Word for the Web does not create labels from scratch, but it does allow you to work with online label templates.
If you work with documents daily, sooner or later you're going to need Create and insert labels in WordWhether for envelopes, packages, internal documents, or even designing your own stickers, Word is more than just a word processor: it's a highly flexible tool that lets you design entire sheets of print-ready labels.
Furthermore, in many SharePoint work environments and information management policies, it is mandatory insert metadata tags within the file itself before saving or printing it. And on the other hand, if you're looking for something more creative, you can also use Word to design. Custom stickers with your address, logo or messagesprovided you then use suitable adhesive paper in the printer.
What is a label in Word and what is it used for?
In Word we can talk about two different types of tags: on the one hand there are the physical labels printed on adhesive sheets (the typical ones for envelope addresses, file labels, etc.), and on the other hand there are the information tags (metadata) linked to SharePoint that are embedded within the document as part of a directive.
Printed labels are managed from the tab of Correspondence and the Envelopes and Labels toolThis feature allows you to configure the size, the number of tags per page, and the content that will be repeated or varied on each page. This function was originally designed for postal addresses and bulk correspondencebut it can be easily adapted for other uses.
In the case of metadata tags, these form part of a Information management policy in SharePoint librariesIts purpose is to display key properties within the document itself, such as category, confidentiality level, or any other data that the administrator has defined.
Create and print a page of identical labels in Word
If what you need is a full sheet with the same label repeated in all positions (for example, your company address or a standard text), Word includes a very simple wizard on the Mailings tab.
To begin, open a blank document and go to the tab Correspondence > TagsIn some versions the option is within the Create section, while in others it appears directly as a Labels button, but the functionality is the same.
In the window that opens (Envelopes and Labels), you will see an area called AddressThis is where you can write the text you want to appear on each label: a postal address, a sender's name, a short message, or any other information you need. It only accepts text content, although you can later apply formatting from the generated document.
Before you start writing, it's advisable to press the button OptionsThis is where you choose the supplier and model of your label sheets: for example, Avery or other manufacturers, and the product number that is printed on the label packageIn this way, Word automatically adjusts the size of each label, the margins, and how many fit per page.
If your reference is not listed or you work with unmarked sheets, you can select New label and define a custom labelThere you can manually adjust width, height, margins, spacing between rows and columns, etc., so that the design fits your paper.
Once you've configured the label type, return to the main Envelopes and Labels window and now enter the address or text in the Address field. If you want to modify the appearance, you can do so later in the resulting document. Select the text, right-click, and change the font, size, or alignment. with the Font and Paragraph options.
At the bottom of the window you will see the option to Full page of the same tagActivate this option to have Word generate a sheet where all cells are identical. Then you can choose between printing directly or clicking on New document This will create a Word page with the complete grid of labels, which you can review, save, and edit at your leisure before printing.
Design custom labels and stickers in Word
Although Word's labeling feature was designed primarily for print addresses on envelopesThe truth is, you can get much more out of them. You can use these same templates to create custom stickersProduct labels, stickers with your brand logo, or any simple design you can think of.
The first thing is to decide what type of paper you're going to use. If you want the labels to be adhesive, you'll need to buy Special sticker paper compatible with your printer (ink or laser) and that it has a known or measurable label format. If you only want cut-out labels, regular paper will suffice and then you can use glue or tape.
Once you're clear on the format, repeat the same process: open Word and go to the tab Correspondence, Create section and Labels buttonFrom there, access Options to select the brand and product number, or to define a new custom label with the exact dimensions of your sheet.
It's important to configure the format first, since the margins of the Address field and the usable space within each label They depend on these parameters. If you choose a template with many labels per page (for example, 30 per sheet), the text area will be narrower and you will have to adapt the design so that it doesn't crowd together.
Once you've adjusted the options, return to Envelopes and Labels and enter your desired content. You can add a business name, slogan, address, phone number, or even combine multiple lines of information. Then, tap on New document so that Word generates the page with all the tags placed in their correct positions.
In this new document you can customize each cell as if it were a small layout box: apply Bold, change the font, modify the font size, or adjust the alignment (centered, left, right). Although the label tool is not intended for complex graphic designs, it performs very well with simple text and some additional basic elements.
Insert a single label or different labels on a sheet
You won't always want to print a full page of identical labels. Sometimes you just need a single label in a specific position from a sheet that you have already partially used, or generate many different labels on the same page (for example, a list of names).
If you only need one label, in the window of Envelopes and labels Choose the single label option and specify the exact position where you want it to appear, indicating the row and column within the label sheet. This way, you can reuse partially used sheets without wasting space.
To create a page with different labels (such as credentials, name labels, or various addresses)The most practical thing to do is to use the function of Combination of correspondence along with a list of data in Excel or a database. But if the volume is small, you can also fill in that Word-generated sheet label by label, editing each cell manually.
Once Word has created the label document, you can treat each item as a small independent paragraphIf you're interested, you could even experiment with different font sizes within the same label. highlight name opposite the address or other contact details.
Create labels using mail merge in Word
When you need to print many different labels from a list of data (customers, suppliers, partners, students, etc.), what really saves you time is mail merge. Word connects to a data source and automatically populates each label with the information from each record.
Start by creating or opening a blank document and go to the tab CorrespondenceFrom there, in the mail merge tools group, select the option TagsA specific window will open (Mail Merge Wizard: Labels) that will guide you through the process.
First, you must configure the size of the labelsOn the Labels tab within that window, you can choose the product type under Product Labels (for example, Avery US Letter or other manufacturers) and then select the specific product number from the dropdown menu. This defines how many labels are printed per page and the dimensions of each label.
Once the template is set up, you need to specify where Word will get the data from. On the Mail Merge tab, click on Select recipient listHere you can choose one excel spreadsheeta Word contact list or other compatible source. It's important that your list is well-structured, with clear column headings (Name, Surname, Address, City, Postal Code, etc.).
After linking the list, place the cursor on the first label in the Word document (which will serve as the basis for the rest) and use the option Insert merge fieldA list will appear with all available fields, corresponding to the columns in your data source. Add fields such as Name, Surname, Address, City, or any other you wish to display, in any order you like.
After placing the merge fields and formatting them as desired (font, size, line breaks, etc.), you can use the tools on the Mailings tab to preview the results record by recordThis way you'll check that the data fits properly and isn't cut off at the end of the label.
When everything is ready, press on Finish and combineYou have the option to generate a new document with all the labels already filled in (Edit individual documents) or send it directly to print. It's best to create the document first to review the result and, if necessary, adjust formatting details in specific labels.
Insert labels linked to SharePoint policies
In professional environments where SharePoint is used to manage documents, there may be an information management policy that requires Insert metadata tags within Office filesThese labels are not adhesive or printed on label paper, but are visible fields within the document (such as a header or a specific area).
A label of this type helps the organization display internal document properties (metadata) within the content itselfFor example, a law firm might require that notes from meetings with clients carry a label indicating "attorney-client privilege," or a company might mark documents as "Confidential," "Draft," or "Internal Use."
You will not be able to insert these tags until the site or list administrator has configured the corresponding directive in the document libraryWhen that policy is active, a Label command appears in Word (or other Office applications) on the Insert tab, usually within the Barcode group, which will allow you to add it to the document.
There's an important detail: documents that were already in the library before the policy was activated don't automatically receive that tag. For it to be generated, the file needs to be... unprotect and protect againor that it is reloaded with the policy already in effect. However, new documents uploaded to a library with an active policy do have the label assigned from the outset.
How to manually insert a SharePoint label in Word
When working with a SharePoint library that requires the use of tags, you may need to manually insert the label into the documentdepending on how the policy has been configured by the administrator.
To do this, first make sure the library is open on the SharePoint site. If it's on the homepage, simply click its name in the menu. Quick startIf it doesn't appear there, you can tap on View all site content and then select the name of the library where your file is saved.
Once located, select the document you want to work with, click on the arrow next to the name, and choose the option Edit the program name Microsoft Office (For example, Edit in Microsoft Office Word). This will open the file in Word so you can modify it.
In Word, place the cursor in the exact position in the document where you want the label to appear. Then go to the tab Insert, and within the Barcode group click on Golden LabelWord will insert the label defined by the SharePoint policy in that location. Finally, don't forget to click on Save so that the changes are recorded in the library.
Insert a SharePoint label when saving or printing
In some stricter configurations, the SharePoint site library may force that A label is automatically inserted when you save or print. a document. If you reach that point without the file yet having its tag, a warning will appear asking you to insert it.
When Word asks you if you want to insert the label and you click on YesThe program will add the tag in a predefined location. The exact position depends on whether the file is in read-only or edit mode, and on the type of Office application you are using.
If the document is read-only, the label is placed on the current cursor locationThat is, wherever you were positioned when saving or printing. However, if you are editing the file, Word, Excel, or PowerPoint use a standard position designed to make the label clearly visible.
In the specific case of Word, the label is inserted in the header of the first page of the documentIn Excel, it appears in the first cell of the first worksheet in the workbook. And in PowerPoint, it's located in the center of the first slide of the presentation. This ensures that the key policy information is always visible.
Mastering all these Word functions related to labels, both those printed on paper and those related to SharePoint, allows you to to work in a much more professional and organized wayYou'll save time preparing full sheets of stickers or addresses, make the most of every sheet of labels, and if you work in business environments with information policies, you'll effortlessly meet metadata and document classification requirements.
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