Replacement for Publisher for editing labels and ability to print single labels

Use the Word desktop app: it supports custom label dimensions and can print one text-based label at a selected row and column on a partially used sheet. Microsoft specifically recommends Word for label workflows replacing Publisher.^1^

Print one label without wasting the sheet

For labels containing text such as names, identifying information, and dates:

1. Open Word desktop.
2. Select Mailings > Labels.
3. Select Options.
4. Choose the label manufacturer and product number.
   • If the stock is not listed, select New Label and enter its exact dimensions, margins, pitch, and number of labels across and down.
5. Enter the label information in the Address box.
6. Format it by selecting the text, right-clicking, and choosing Font or Paragraph.
7. Select Single label.
8. Set the Row and Column corresponding to the next unused label on the sheet.
9. Load the partially used sheet in the printer using the correct feed orientation, then select Print.^2^

This workflow is best for a primarily text-based label that changes each time.

Create a reusable custom layout

If the label includes a logo, border, several positioned fields, or more elaborate formatting:

1. Go to Mailings > Labels > Options and select or create the label definition.
2. Select New Document.
3. Word creates a table whose cells match the label sheet.
4. Design the label in a cell, including the identifying information and date fields.
5. Save the document for reuse. A Word template (.dotx) is useful if each print job should start from a clean copy.^3^
6. For each print job, put or copy the finished design into only the cell corresponding to the next unused label, leaving the other cells blank.
7. Print the document.

The Single label command does not automatically take a complex design from a saved label-sheet document and transfer it into the Labels dialog. Use the first workflow for simple text, or edit only the required table cell for a reusable graphical design.

Test alignment on plain paper before using label stock. Hold the test page behind the label sheet to check the position.^4^

Important limitations and migration

• Use desktop Word for direct label creation and single-label positioning. Word for the web does not directly create labels; it only supports starting from label templates.^2^
• Before October 2026, save existing Publisher layouts as PDFs for reference and rebuild active, editable templates in Word. Microsoft warns that converting a Publisher file through PDF into Word may alter layouts, particularly when graphics are involved.^1^
• If many labels with different names or dates must be printed together, retain the Word label layout and use Mail Merge with an Excel data source rather than editing each label manually.^3^

References

1. Microsoft Publisher will no longer be supported after October 2026 | Microsoft Support
2. Windows
3. Publisher discontinued - Microsoft Q&A
4. macOS