Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Changing Label Printing Order.

Changing Label Printing Order

by Allen Wyatt
(last updated February 1, 2014)

Word provides a huge variety of labels with which it works quite well. When doing a mail-merge, you can have your data automatically formatted to print on any of the labels that Word supports. When doing the merge, Word fills the labels from left to right and top to bottom. For example, if you are printing on labels that are three across, then Word places data in the three labels in the first row before moving to the second.

What if you want the order in which labels are filled to be different, however? For instance, what if you want the first column of labels filled out (top to bottom) before Word proceeds to the second column? There is no setting or feature in Word that allows you to specify a "fill order" for labels in a mail merge. There are a couple of ways to handle this situation, however.

First of all, you could start with your data source and simply reorder the information in the data source. If your data source is a Word table or an Excel workbook, this is fairly easy. If you are using Access as a data source or if the number of records in your data source is very large, then pursuing this workaround can be impractical, tedious, or impossible.

Another potential solution is to manually rebuild the document into which you are merging the labels. When you choose to have Word create the merge document, and you tell Word that you are printing to labels, then Word creates a table that represents the appearance of the labels on the printed page. This table is then filled out using the information from the data source. If you are skilled at document formatting and table creation, you can change the merge document. Instead of relying on the table that Word sets up, you can set up your own table in a multi-column document.

For instance, let's say that you want to print on standard three-across address labels. Normally Word creates a table that is three columns wide by ten rows deep. You could do essentially the same thing by using the Columns tool on the Page Layout tab of the ribbon to create three columns on your page. (These aren't table columns remember, but page columns.) Then, create a table that is one column wide and thirty rows deep. The table will wrap within the page columns, and should remain on a single page. If you adjust the table cells to the proper size and set the page columns to the proper width, your labels will be merged and printed from top to bottom and left to right, just as desired.

An easier way to accomplish this solution (rather than starting with a document from scratch) is to follow these general steps:

  1. Create a mail-merge document for your labels, as you normally would. Don't merge the data; just create the merge document.
  2. Select all the columns of the table except the first one. For instance, if the table Word created for the labels has three columns, select the second and third columns.
  3. Delete the columns. You should now have a table with only a single column left.
  4. Use the Columns tool on the Page Layout tab of the ribbon (choose More Columns) to specify how many columns you want used for your page. (Make sure you set the space between columns to be fairly small.)
  5. Select the second row in the table and press Ctrl+C. This copies the row to the Clipboard.
  6. Press Ctrl+V to paste the row. Continue pressing Ctrl+V to paste additional rows until you have a full page of labels.

By following these steps, the only thing you should need to do is adjust the spacing between columns to get your labels to print at the proper horizontal interval on the page.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8338) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Changing Label Printing Order.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Inserting a Dynamic Word Count in Your Document

Need to know how many words are in your document? You can use the NumWords field to add that statistic, dynamically, to ...

Discover More

Counting the Instances of a Text String

Sometimes it is helpful to know how often a particular phrase appears within a document. If you need to know such a count, ...

Discover More

Moving Text without Affecting the Clipboard

Want a quick and easy way to move text (or other document elements) from one place to another in your document? Check out ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

Printing Multiple Label Copies when Merging

Need to print more than one copy of mail-merge labels? There are a number of different approaches you can take to getting the ...

Discover More

Printing Return Address Labels

Want an easy way to create your own return address labels? Word provides the tool as a feature of the program.

Discover More

Creating One-time Labels

Need to create a set of labels for a specific purpose? The easiest way is to let Word create a set of blank labels and then ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 4 + 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.