Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. 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: Making Use of Extra Labels.

Making Use of Extra Labels

by Allen Wyatt
(last updated December 11, 2017)


A common use of Word is to print labels on different types of label stock. Many WordTips have focused on how you can do this. It is possible, however, to have "extra" labels left over at the end of a print run. For instance, suppose you run a mail merge for labels to 97 clients, and each sheet of labels has 30 labels on it. This means you will need four sheets of labels, and you would waste 23 labels on the last sheet.

To save those labels, don't merge directly to your printer. Merge to a new document instead. Then, scroll down to the last name in the merged document. Notice the blank cells in the table—these are the blank labels in your print run.

Position the insertion point in one of the blank cells and type your name and return address. You can then copy and paste the return address into all the other blank cells. Now when you print your label sheets you can keep the return-address labels at the end of the print job and use them when you pay your bills. This certainly is a penny-pinching alternative to wasting the last labels on the last sheet.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11781) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Making Use of Extra Labels.

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. ...


Deleting All Footnotes

Tired of all those footnotes hanging on the bottom of each page in your document? You can get rid of them in one step, as ...

Discover More

Changing Link References

If you use UNC paths in your links to external information, those paths may need to be changed at some point. You can ...

Discover More

Non-Printing Controls

Don't want your form controls to print out with your worksheet? Here's how to make sure that Excel excludes them from the ...

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 ...

Discover More

Sequentially Numbered Labels

A common task in Word is to create labels. This tip presents two approaches you can use when you need to create labels ...

Discover More

Changing Label Sizes

Information formatted for one type of label may someday need to be printed on a different type of label. Here are some ...

Discover More

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

View most recent newsletter.


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 3 - 2?

2019-04-01 11:23:29


Definitely on the "dingy" and no longer useful thing: I'm sure every printer is different, but I've used a bunch and really, a third run is the most you can hope for.

Another difficulty is feeding when the printer wheels are engaging the slick underlayment.

I print the odd batch first, and use the merging to a new document. Get rid of the extras at the "bottom" and move the remaining ones accordingly to fill in bottom up. That leaves the blank ones at the top so the feeding will work nicely as all the pulling is done against the label stock and any slipping is done at the bottom, so it doesn't push against stopped or slowed down paper., instead of the pulling being done against a slick page at the top letting the pushing from behind bunch it up.

Then remove those from the list to run, or tell it a different starting point, whatever, so I run only full sheets (and don't make a second copy of those labels).

Next time, I will run the remainder on that sheet, as above, and then, as it never "comes out right" (no surprise), run a new first sheet as above, then the full sheets. That way I always use 'em all up, with minor delay at the start. Rinse and repeat.

If I didn't feel soooooo cheated by the price of label stock (whatever the market will bear, no relation to input costs, much like selling drugs must be), I'd just laugh and throw them away. But... I do feel cheated, stolen from, so...

2017-01-17 14:40:06

Linda Lotz

I love this tip. I will use it to create return labels with our school/business address. While I agree with the other comments on how to use individual labels, my experience is that running the label sheet through the printer too often causes the print label sheet to get quite "dingy" over time. This tip allows me to create return labels that are pristine.

2017-01-16 21:57:44

Don Mattocks

I have a much better use for left-over labels. In Word 2016 just click on Mailings, Create, then Labels. Type in the label box your desired information, Choose label type (Avery #) or pick the one you need under Options. Under Number os Labels, select single label, then row & column (this determines which left-over label position you want to use.) Then Print.
It would be nice if Microsoft provided a way to print more than one label using this method, but if you need to print several additional labels, you will have to run the sheet through several times, just remember to change the row and column information each time.

2017-01-16 11:29:22

Lee Eitel

This is what I do with "extra" labels. I have set up a "label" document. When I just want to 1, 2 or 3 labels, I insert the addresses on the label document where the left over blank labels on the previously used label sheet are. I then run the previously used label sheet through the printer, printing address on the label sheet where the "extra" labels are. You can continue doing this until the extra labels are used up. I never waste labels.

2017-01-16 09:21:02

Thomas Redd

You could also keep that sheet of spare labels and print individual labels on it but doing the following:
1. Click the mailing tab
2. Click labels.
3. enter the individual address you need printed
4. Assuming you have selected the type of labels you are using, in the Print box, select single label.
5. Select the Row and Column for a blank label you wan to print on
6. press print.
That will use up the next available label. Be sure to save the sheet for the next individual label you need and follow these steps again with the next label location selected. Works for me!

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

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.