There's No One "Right" Way to Print Avery Products. It Depends on Your Situation.
I've been handling print orders for small businesses for about 6 years now. In my first year alone (2017), I made the classic mistake of downloading a random template from a third-party site and assuming it would work with my Word version. It didn't. The result? 500 labels misaligned, $240 down the drain, and a client who was not happy.
Since then, I've documented 47 significant mistakes (I keep a log now — wish I'd started earlier). Totaling roughly $3,200 in wasted budget across labels, envelopes, and business cards. Here's what I've learned about printing specific Avery products, and how to avoid the pitfalls I hit.
As of January 2025, there's no single perfect workflow for every scenario. You need a workflow that fits your tech comfort, your urgency, and your specific template. Let's break it down into three common scenarios.
Scenario 1: You're Using Word on a PC and Want the Standard Template (e.g., 5163 or 5428)
This is what most people mean when they search for an "avery 5163 word template" or "avery 5428 template." You have Word, you want to fill in a grid of labels, and you hope it just works.
What I learned the hard way: Don't download the template from anywhere but the official source. In September 2022, I used a "compatible" template from a forum. It looked fine on my screen. The problem? The margins were off by 1/16th of an inch. On a 30-sheet order, that meant every single label was shifted. I caught it after printing 10 sheets. $110 in wasted labels, plus a 1-day delay.
My workflow now:
- Go to avery.com/print or the Avery templates section in Word (File > New > search for "Avery 5163").
- Use the built-in Word integration. As of 2024, this is much better than it used to be. I've tested it with 5163 and 5428 templates — alignment is consistent.
- Before printing a full run, always print one test sheet on plain paper. Hold it up to the light against your actual label sheet. If it doesn't match, don't proceed. (I do this religiously now, after the 2022 incident.)
For the 5163 template specifically: This is a 2-column, 5-row label. The trick is to use Word's mail merge if you're doing multiple addresses. Don't type them manually — you'll misalign something. I learned that when I typed 50 names by hand and realized the 23rd one was shifted. That took an hour to fix.
Scenario 2: You Need to Print an Envelope in Word (and It's Never Straightforward)
Ah, the envelope. I get asked "how do i print an envelope in word" at least once a month. It's one of those tasks that sounds simple but has a million hidden gotchas.
Most people assume: You just type the address and hit print. The reality: Your printer's envelope feeder is finicky, Word's default envelope size might not match your physical envelope, and the return address position can shift.
Here's what works for me (after 3 years of trial and error):
- Go to Mailings > Envelopes in Word. Don't skip the "Options" button. Set the envelope size to match what you have (e.g., #10 is the standard business size).
- Use the "Add to Document" option first — this lets you see the layout before printing. I can't tell you how many times I've seen the return address clipped at the top because the user skipped this.
- Test with a plain sheet of paper folded to envelope size. Seriously. I once approved a $450 order of custom envelopes with the wrong return address position. Caught it when I tested, but only because I was paranoid.
A specific mistake from Q3 2024: I used Word's envelope feature without checking the printer settings. The printer defaulted to "letter" size, and the envelope got printed on a full sheet. Wasted paper, wasted time. The fix: in the printer dialog, select the envelope feeder specifically.
Scenario 3: You're Using a Mac, Google Docs, or Need a Non-Standard Layout (e.g., Porter Tanker Tote Bag Labels)
Not everyone uses Word on a PC. And sometimes you're not printing a standard label — you're printing labels for a porter tanker tote bag or a publix birthday cake catalog. These are custom-size items.
Here's the thing: The official Avery templates are usually designed for Word. If you're on a Mac or using Google Docs, you might hit compatibility issues. I've seen it happen.
What I do now:
- Use avery.com/print directly. It's a web-based design tool. No software installation needed. I've used it from a Mac, and it works.
- For Google Docs, you can import a template as a PDF or use the Avery add-on. It's not as seamless as Word, but it's functional. I tested this for a client in December 2024.
- If you're printing non-standard sizes (like for a tote bag), you likely need a custom template. Avery's online tool lets you set custom dimensions.
But — and this is a big but — I don't have hard data on how well the Google Docs integration works for every single template. I've only tested it with 3 templates (5160, 8160, and a custom one). For the other 50+ templates, your mileage may vary.
How to Know Which Scenario You're In
Here's a quick checklist I use when clients ask me this:
- Are you using Word on a PC? → Follow Scenario 1. Use the built-in templates from Avery or Word.
- Are you printing a standard #10 envelope? → Follow Scenario 2. Use Word's envelope tool, and test before printing.
- Are you on a Mac, using Google Docs, or printing a non-typical label? → Follow Scenario 3. Use the web tool.
The assumption is that printing labels is just about clicking "print." The reality is that the setup matters more than the actual printing. If you skip the test step — and I've done it more times than I'd like to admit — you're gambling with your time and money.
As of January 2025, the best advice I can give is: test with one sheet of plain paper first. Every time. Even if you've printed that template before. Printer drivers update. Paper sizes shift. And your time is worth more than the cost of one sheet of paper.
Pricing reference: Standard label sheets (like 5163) cost approximately $0.30–$0.50 per sheet as of January 2025 (based on major office supply quotes). Verify current rates at avery.com.
