How to Create & Print File Holder Labels in Word: A Step-by-Step Guide

Creating and printing file holder labels using Microsoft Word is an easy and straightforward task. After opening Word, choose a template or create a new document, input your label content, customize the design to your liking, and print onto label sheets suitable for your file holders. With these labels, you’ll be able to easily identify and organize your documents.

After you’ve completed your labels and printed them out, you’ll be able to apply them to your file holders. This will not only give your office or workspace a more organized appearance, but it will also save you time when searching for specific files.


In today’s fast-paced world, efficiency and organization are key to managing a successful office or personal workspace. One simple yet effective way to achieve this is by using file holder labels to categorize and identify your documents quickly. Whether you’re running a small business, managing household documents, or just trying to keep your desk tidy, knowing how to create and print your own labels can be a lifesaver.

Creating your own file holder labels not only allows you to customize them to your specific needs, but it also can be a cost-effective alternative to purchasing pre-made labels. Plus, with the widespread accessibility of Microsoft Word, anyone with a computer and a printer can tackle this task with ease. You don’t need to be a tech wizard or a graphic designer to create professional-looking labels that will streamline your filing system and spruce up your office.

Step by Step Tutorial for Creating & Printing File Holder Labels in Word

Before we jump into the steps, it’s important to understand that by following this guide, you’ll be able to create tailored labels that fit your style and organizational needs. Let’s get started!

Step 1: Open Microsoft Word

Open Microsoft Word on your computer to begin the label-making process.

When you open Word, you’ll be greeted with a variety of templates to choose from, or you can opt to start with a blank document if you prefer.

Step 2: Choose a Template or Create a New Document

Select a pre-existing label template or create a new document for your labels.

If you choose to use a template, Word offers a variety of designs that can be customized to fit your needs. Otherwise, setting up a new document allows you full creative freedom.

Step 3: Input Your Label Content

Type the text or information you want to include on your labels.

Think about what details are necessary for your filing system—this may include file names, dates, or category titles. Make sure the text is clear and concise for easy readability.

Step 4: Customize Your Design

Customize your label design by adjusting font styles, sizes, and colors.

This is your chance to get creative. Choose fonts and colors that align with your brand or personal preference, but remember to keep readability in mind.

Step 5: Print on Label Sheets

Print your completed labels onto label sheets designed for file holders.

Make sure to insert your label sheets correctly into the printer. You might want to do a test print on a regular piece of paper to ensure everything aligns properly before printing on the label sheets.


Cost-EffectiveCreating your own labels can save you money compared to buying pre-made labels.
CustomizableYou have the freedom to design labels that suit your personal or brand style.
Organizational EfficiencyHaving clearly labeled files can significantly reduce the time spent searching for documents.


Printer IssuesIf your printer is not aligned properly, it can lead to misprints and wasted label sheets.
Time ConsumptionDesigning your own labels can be time-consuming, especially if you’re aiming for a specific look.
Software Learning CurveThose unfamiliar with Word may find it challenging to navigate the various design tools.

Additional Information

When creating your file holder labels, it’s essential to consider the size and layout of your labels to ensure they fit properly on your file holders. Measure your file holders and adjust the dimensions of your labels accordingly in Word’s layout settings. Additionally, consider the durability of your labels—using waterproof or heavy-duty label sheets can ensure they withstand regular handling.

Experiment with different design elements like borders, backgrounds, and images to make your labels stand out. You can also utilize Word’s mail merge feature if you need to print a large batch of labels with different information. And remember, always preview your labels in Word’s print preview before printing to catch any errors or design issues.

Lastly, don’t forget to save your label document. This allows you to revisit and reprint labels in the future, maintaining consistency in your filing system.


  1. Open Microsoft Word.
  2. Choose a label template or create a new document.
  3. Input the necessary text for your labels.
  4. Customize the design of your labels.
  5. Print the labels on suitable label sheets.

Frequently Asked Questions

What type of printer do I need to print file holder labels?

You can use any standard inkjet or laser printer to print your labels, as long as it supports the size of your label sheets.

Can I use any label sheets to print my file holder labels?

It’s best to use label sheets specifically designed for file holders, as they will be the correct size and have the proper adhesive.

How can I ensure my labels are aligned correctly when printing?

Use Word’s print preview feature to check the alignment, and consider doing a test print on a regular sheet of paper first.

Can I save my label designs for future use?

Yes, saving your Word document will allow you to reprint or modify your labels in the future.

What should I do if my labels aren’t printing correctly?

Check your printer settings, ensure you’ve loaded the label sheets correctly, and verify that your document’s dimensions match your label sheets.


Creating and printing file holder labels using Microsoft Word is a simple yet highly effective way to keep your files organized and accessible. With the ease of customization and the ability to design labels that truly represent your brand or personal style, this task not only enhances organization but also adds a professional touch to your workspace. Remember to measure your file holders, choose the right label sheets, and always preview before printing to ensure the best results. Happy labeling!

Join Our Free Newsletter

Featured guides and deals

You may opt out at any time. Read our Privacy Policy