How to Create & Print File Holder Labels Using Word
By Filonia LeChat
Even if you’ve switched to an almost completely paperless office, you may still find it necessary to keep and store various items, such as tax paperwork. Make it simple to scan your shelves and drawers in search of information with file holder labels created in Microsoft Word. Word offers templates to suit just about every size. You can also take advantage of Word’s options to customize your labels with specific colors, fonts or symbols.
Launch Word and click the “Mailings” tab. Click the “Labels” button on the ribbon.
Click the picture of a label -- Word’s default is an image from the vendor Avery -- then click the “Label vendors” drop-down menu.
Click the name of the brand of file holders you’re using, usually printed on the folder holders. If the holders are generic or you can’t find this information, leave the Word default vendor in this drop-down position. You’ll still have access to all the label sizes.
Scroll through the “Product Number” menu to get to the product number label you’re looking for. If you don’t know this number, click an option in the menu and look at the “Label information” on the right side of the window. This tells you the size the label will be. If you can't find this information on the label, use a ruler to measure it, then click the information that most closely matches your label's measurements. As long as the label size itself matches, the brand or vendor does not matter.
Click the required label. Click the “OK” button. Click “New Document.” After a few moments, a new Word window opens with blue dotted lines separating the labels on the page.
Click into the first label and type the file holder information, such as “Patients.”
Highlight the text and make changes to its appearance by clicking the “Home” tab and using the options on the ribbon such as font color and size.
Highlight the text on that label. Right-click and select “Copy.” Click into the next blank label on the page, right-click and select “Paste.” Repeat until all file holder labels show the correct text or simply type different label text on each label as desired.
Click the “File” tab. Click “Save As.” Type a name for the file holder label sheet and click the “Save” button.
Turn on the printer and load in the label paper. Check your printer to see whether to load the labels face up or down. Don't overload or jam the printer.
Click the “File” tab. Click “Print.” Choose your printer from the menu. Click the “Copies” box to reach the number of sheets of labels to print. Click the “Print” button to print.
Some file holders and folders have their brand and size printed on them in the crease or accordion fold area, but not all. If you still have the box the folder holders came in, this will give you a clue, too, as to what size labels you’ll need.
Run one sheet of labels first if you're using a new printer or brand of labels to test your setup.
Fionia LeChat is a technical writer whose major skill sets include the MS Office Suite (Word, PowerPoint, Excel, Publisher), Photoshop, Paint, desktop publishing, design and graphics. LeChat has a Master of Science in technical writing, a Master of Arts in public relations and communications and a Bachelor of Arts in writing/English.