Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. 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: Printing Multiple Label Copies when Merging.

Printing Multiple Label Copies when Merging

by Allen Wyatt
(last updated November 28, 2015)

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When you use Word's mail-merge feature to create labels, it simply creates a source document that contains the proper field codes to print a single set of labels. To print multiple copies of labels, all you need to do is merge the source document with the data source to create a new document. This merged document can be printed as many times as desired to achieve all the copies you want.

The problem with this approach, of course, is that you end up with multiple sets of labels, not multiple label copies. For instance, let's say that you wanted five copies of each label, so you printed the merged document five times. The first label in each set is the same, as you would expect. However, if you wanted to print five copies of the same label, in order, on the first sheet, then five copies of the next label, in order, you can't use the approach of simply printing the merged document multiple times.

The answer lies in going back to the source document—the one with the field codes—created by Word. If you display the source document and then press Alt+F9 to display the field codes in the document. You will see that for each label except the first one, Word includes a { NEXT } field at the beginning of the label. To print multiple copies of the labels, simply remove the desired number of { NEXT } fields. For each { NEXT } field you remove, Word will print that label using the data in the same data record as used by the previous label. (Remember, as well, that Word puts the labels together from left to right, then from top to bottom.)

For instance, let's say that Word formatted your source document for Avery 5160 labels, which are three across and ten rows per sheet. If you want three copies of each label, simply remove the { NEXT } fields from each label in columns two and three. Thus, a { NEXT } field will appear only in the first label of each row, with the exception of the first row, where a { NEXT } is always assumed by Word. To create your actual labels, simply merge the source document with the data source to create a new document that has your labels. You will see that each label is repeated three times.

To create a different quantity of labels, simply make sure that the { NEXT } field appears only after the number of desired labels. This means that if you want five copies of each label, then { NEXT } should appear only at the beginning of the sixth, eleventh, sixteenth, twenty-first, and twenty-sixth labels.

The downside to this approach is that the number of labels you print must be a factor of the number of labels on the sheet. In the case of the Avery 5160 labels, the number 30 (the number of labels per sheet) must be evenly divisible by the number of copies you want. For instance, you could print 2, 3, 5, 6, 10, or 15 labels and fill up each sheet. If you use a different number, such as 7, which is not evenly divisible (7 times 4 is 28, which is the closest you can get), then you must remove all the fields from the last two labels of the sheet so they will print out blank.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9888) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Printing Multiple Label Copies when Merging.

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. ...

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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 8Mpixels. 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 three more than 5?

2017-03-03 07:24:52

Paulene

I am interested in mail merging into Word with an Excel data source. Do you have any suggestions if I want 1 of one label, 3 of the next, and so on? The number of labels needed would be in a column in the Excel spreadsheet

Trying to print file folder labels for 2017.


2017-03-02 15:00:59

Helga Diggelmann

So easy and so hard to find with a Google search. I guess you have to enter exactly the right search term. Thanks - exactly what I needed. On tip: on my mac, the {next} field is actually <<next record>>. Maybe include this for your mac user fans.


2016-01-05 22:34:09

Sandy Brown

Thanks for this tip - it was very helpful. However, I wanted to print 4 of each label on Avery 5160 but didn't want to waste 2 labels per page. I just created a second page of labels by inserting a page break after the table on the first page, and copying and modifying the first table on to the second page. This effectively creates a page of 60 labels, which is evenly divisible by 4. No wasted labels!


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