How to make binder labels in word

Updated February 21, 2017

Organising paperwork and documents into binders can help you tidy up your workspace, but it's not very effective without a labelling system so you can quickly identify where you put all those important documents. Use binder labels made in Word as part of your filing system, and save the labels as a template to use again later. Binder labels can be made from ordinary paper and cut to size, and then inserted into the binder spine, or use adhesive labels to stick on the binder for a more permanent solution.

Open a blank Word document, and from the Tools menu at the top of the window, select "Letters and Mailings." You can use pre-cut spine labels that are available for a variety of sizes, such as 1-inch, 2-inch and 3-inch ring binders. Stick the labels either on the front of the binder or along the spine, outside the binding where the rings attach. When the Letters and Mailings dialogue box pops up, click the "Labels" tab.

Click "Options" in the Labels tab and in the drop down list, select a brand from the Label Product menu, and then choose the type of labels you are printing from the Product Number list. Word automatically formats the label configuration to match the brand you have chosen. However, since binder labels are nonstandard, Word requires that you specify the feed source and set up the labels manually in the printer. Click "Options," and in the Printer Information section, choose "Tray" and then click "OK."

Click "File" on the menu at the top of the window and select "New Document." This new document that pops up contains a graphic representation of how the labels will look when they are printed. Use the Tab key on your keyboard to move from one label to the next, and type in the contents of each label.

Load labels into the printer, and then print the labels by clicking "File" at the top of the window, and in the drop-down menu choose "Print." The Print dialogue box pops up to tell you the labels will be printed on the default printer. You may change to another printer if you wish, or let the computer print on the default selection. Press "Print" when you are ready.

Save the labels to use as a template for future binder labels by clicking "File," "Save As," and in the dialogue box that pops up, name the file as Binder Template, or any other name you choose. Then select a location to save it on your computer, such as on the Desktop or in My Documents. A template is any file you save for the purpose of using over and over again, so you can just change the contents of the file but not have to remake the same file again each time you use it.


Only print labels you need and leave the rest blank. You may continue reprinting on the same sheet of labels until they all used.

Things You'll Need

  • Spine labels
  • Printer
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About the Author

Barry Index lives in Los Angeles where he has been writing about writing since 1998. Recent freelance activities have brought his work to wider audiences through and several other writer-enthusiast sites. He received his Bachelor of Arts degree in English from California State University, Northridge.