Create Custom Address Labels with Images

For many people, an important part of getting mail is the address label. It’s the first thing that your recipient sees and sets an impression. In this tutorial, I’ll show how to make address labels in Word including an image such as your logo. Adding graphics to labels is easier than you think.

It goes without saying that adding return address labels to envelopes and packages is a good idea. No one wants their mail to end up in the dead letter office because we forgot one. Although this tutorial is for making labels with graphics you could use the same steps for any identical label where the contents are the same or have a “write-in” area such as name badges, book plates, gift tags, and so on. And yes, it’s easier than Word mail merge or creating your own gift certificates.

Select Mailing Label Type & Vendor

Microsoft Word offers many label vendors and product sizes. For this tutorial, I used Microsoft as the vendor and 30 labels per page. However, you’re free to choose different label sheets.

  1. Open a new Microsoft Word document.
  2. Click Mailings from the top menu.
  3. Select Labels from the Create group.
  4. In the Envelopes and Labels dialog box, click the Labels tab.
  5. Click the Options… button to find your address label size.
  6. In the Label Options dialog box, select your Label supplier from the drop-down menu
  7. Select your Product number (label type) from the menu.
  8. Click OK. You should see your label selection shown with a graphical representation.
Windows Envelopes and Labels dialog with Microsoft labels.
Selected Microsoft Address label shows
  1. Click the New Document button.

You should now have a document showing blank address labels.

Add Your Label Graphics

The size of your image will vary depending on your label dimensions and how you plan to use it. For example, the logo image I’ll use was trimmed and resized using the SnagIt editor. This is not a requirement, but I find SnagIt’s editing tools easier to use especially if I want a transparent background.

  1. Click in your first label area.
  2. Press your space bar and then Enter. (This provides a little buffer room.)
  3. Click Insert from the top menu.
  4. Click the Pictures button in the Illustrations group.
  5. Navigate to where your image is stored.
  6. Click Insert.
  7. Use the sizing handles to adjust the image size.

Your image should show in the first label slot.

Logo in left portion of address label.
First logo added to label

Add Address Text & Formatting

Now we want to add a mailing address to the right of the image. Ideally, you want your image to be the same height as your label so you don’t encounter spacing issues.

  1. Right-click your image.
  2. From the menu, select Wrap Text and then Through.
Wrap text menu options.
Adding Wrap Text option
  1. Click to the right of your image.
  2. Add your mailing address.
  3. Apply any styling to the text.

At this stage, we’ve completed the first address label.

Create Full Sheet of Labels

The last part is to copy our first label to the rest of the mailing labels. And this is where it may get a little tricky as this first method doesn’t seem to work in newer Word versions. I’ll provide alternative solutions. Think of this first part as building a label template.

  1. Use your mouse to copy the mailing label contents we just created, including the image.
  2. The contents will highlight.
  3. Click Mailings from the top menu.
  4. Click Labels.
  5. Paste your contents.
Envelopes and Labels dialog with address, but no image.
Note that your image doesn’t show in Address box
  1. Make sure the Full page of the same label radio button is enabled.
  2. Click New Document.

You should see a full sheet of labels with your image and address. If you plan on printing your custom labels regularly, you should save the document and use it as a template.

Alternate Solutions

For some reason, the graphic image doesn’t always come through. At first, I thought maybe it was because I was using an SVG image. But that wasn’t the case. It failed for me with JPG and PNG images. One option is to simply copy the first label with the image to the blank label slots. If you have a few custom labels, this works fine.

However, if you use a sheet with lots of labels, a better solution is to do a “pseudo mail merge”. Sorry, that’s the best name to define the process. Don’t worry, we won’t be doing a mail merge and adding a source file.

  1. Create your first image label as before.
  2. From the top menu, select Mailings.
  3. Click the Start Mail Merge button.
  4. Select Labels.
  5. In the Label Options dialog box, click the Cancel button.
  6. From the Write & Insert Fields group, click Update Labels.

You should now have a full page of image labels but with unnecessary merge field codes. We’re almost there.

Sheet of image labels with merge codes.
Merged labels with extra codes
  1. Highlight and copy the merge code. In my example, it’s «Next Record».
  2. Press Ctrl + h. This opens the Find and Replace dialog box.
  3. On the Replace tab, paste your merge code to the Find what: field.
  4. Keep the Replace with: field blank.
  5. Click Replace.
  6. A small box appears asking if you want to search the rest of document. Click Yes.
  7. Save your document.