Printing Information on Checks Using Microsoft Word

Printing Information on Checks Using Microsoft Word

Quick answer

• Use Word’s “Envelopes and Labels” feature to create a custom label for check printing.
• Input your bank’s routing number, your account number, and your check number in the correct positions.
• Print a test check on plain paper first to ensure alignment before using an actual check.
• Save your check template in Word for future use.
• Double-check all numbers for accuracy to avoid financial errors.
• Ensure your printer is properly loaded with the check.

Who this is for

• Individuals or small businesses who need to print custom checks.
• Users familiar with Microsoft Word who want to streamline check writing.
• Anyone looking for a cost-effective way to manage check printing.

What to check first (before you act)

Your Check Stock

Before you start printing, ensure you have the correct check stock. This refers to the physical paper your checks are printed on. Most check printing services provide pre-designed or blank check stock that is compatible with most printers. Verify that your check stock has the necessary security features and is designed for your printer type (e.g., inkjet or laser).

Printer Compatibility and Settings

Not all printers are ideal for printing on check stock. Some printers have limitations on the thickness or type of paper they can handle. Check your printer’s manual to confirm it can handle check stock. Also, ensure your printer settings are configured correctly for the paper size and type you are using. This includes adjusting margins and print quality.

Bank Information Accuracy

The most critical information on a check is your bank’s routing number and your account number. These are typically found at the bottom of your check, often in a special magnetic ink character recognition (MICR) font. Ensure you have these numbers exactly correct. A single digit error can lead to bounced checks or rejected transactions. Always double-check these numbers against a recent statement or an existing check.

Check Numbering System

If you are printing your own checks, you’ll need a system for check numbering. Most check printing software automatically increments the check number. If you are doing this manually in Word, you’ll need to keep track of the last check number used to ensure continuity. This is important for record-keeping and reconciliation.

Step-by-step (simple workflow)

1. Open Microsoft Word. Start by opening a blank document.

• What “good” looks like: A clean, empty Word document is ready for your template.
• Common mistake and how to avoid it: Accidentally opening an old document. Always select “Blank document” to start fresh.

2. Access the Mailings Tab. Navigate to the “Mailings” tab at the top of the Word ribbon.

• What “good” looks like: The Mailings tab is visible and active.
• Common mistake and how to avoid it: Not seeing the Mailings tab. This tab is a standard feature; if it’s missing, your Word installation might be incomplete or customized.

3. Select “Envelopes and Labels.” Click on the “Envelopes and Labels” option within the Mailings tab.

• What “good” looks like: The “Envelopes and Labels” dialog box appears.
• Common mistake and how to avoid it: Clicking the wrong option. Ensure you are selecting the “Envelopes and Labels” button, not just “Labels.”

4. Choose the “Labels” tab. In the dialog box, click on the “Labels” tab.

• What “good” looks like: You are now on the section for creating and printing labels.
• Common mistake and how to avoid it: Staying on the “Envelopes” tab. This will not allow you to set up custom check layouts.

5. Select “Custom…” for Label Details. Click the “New Document” button after selecting a generic label type (like “Full Page of the Same Label”) and then click “Custom…” or look for an option to create a custom label.

• What “good” looks like: The “Custom Laser/Inkjet Labels” dialog box opens, allowing you to define dimensions.
• Common mistake and how to avoid it: Choosing a pre-defined label that doesn’t match your check layout. Always opt for custom settings.

6. Set Label Dimensions. This is where you’ll define the space for your check. You’ll need to measure your check and input values for:

• Top Margin: Distance from the top of the page to the start of your check.
• Side Margin: Distance from the left edge of the page to the start of your check.
• Vertical and Horizontal Pitch: The spacing between checks.
• Label Height and Width: The dimensions of a single check.
• Number Across and Down: How many checks fit on a page (usually 1 for a full check).
• What “good” looks like: Accurate measurements that create a printable area matching your check stock.
• Common mistake and how to avoid it: Incorrect measurements. This is the most common error. Measure precisely using a ruler on your check stock.

7. Create a New Document. After setting your custom label dimensions, click “OK” to create a new document with your defined label layout.

• What “good” looks like: A Word document appears with a grid representing your custom check layout.
• Common mistake and how to avoid it: Clicking “Cancel” instead of “OK” or “New Document.” This will discard your custom settings.

8. Enter Check Information. In the first cell (representing your check), type in the necessary information:

• Routing Number: Usually at the bottom left.
• Account Number: Usually next to the routing number.
• Check Number: Often at the bottom right.
• Your Name and Address: Typically at the top left.
• Date Line: At the top right.
• Payee Line: Below the date.
• Amount Box: To the right of the payee line.
• Memo Line: Below the payee line.
• What “good” looks like: All fields are present and correctly positioned within the grid.
• Common mistake and how to avoid it: Typos or incorrect placement of numbers. Double-check every digit of your routing and account numbers.

9. Format the Text. Use Word’s formatting tools (font, size, alignment) to make the information legible and professional. Ensure your routing and account numbers are in a standard font that can be read by bank scanners if you are printing MICR fonts (though standard fonts are usually sufficient for non-MICR printed checks).

• What “good” looks like: Clear, well-aligned text that fits within the designated check areas.
• Common mistake and how to avoid it: Using fonts that are too large or too small, or misaligned text that looks unprofessional or is hard to read.

10. Print a Test Page. Crucially, print a test page on plain paper. Place this test page over your actual check stock, aligning them precisely, and hold them up to a light source.

• What “good” looks like: The printed text on the plain paper aligns perfectly with the printed areas on your actual check stock.
• Common mistake and how to avoid it: Skipping the test print or not aligning the test print accurately. This will result in misprinted checks.

11. Adjust and Re-test. If the alignment is off, go back to the “Custom Laser/Inkjet Labels” dialog box (Step 5) and adjust the margins or pitch settings. Repeat the test print until alignment is perfect.

• What “good” looks like: Subsequent test prints show perfect alignment.
• Common mistake and how to avoid it: Making small, random adjustments without a clear understanding of what each setting does. Make one adjustment at a time and re-test.

12. Save Your Template. Once satisfied, save your Word document as a template (File > Save As > Browse > Save as type: Word Template \*.dotx).

• What “good” looks like: A reusable template is saved, ready for future check printing.
• Common mistake and how to avoid it: Saving it as a regular Word document. This makes it harder to access as a template for future use and increases the risk of accidentally overwriting your master layout.

13. Print Actual Checks. Load your check stock into the printer and print your checks.

• What “good” looks like: Neatly printed, accurate checks are produced.
• Common mistake and how to avoid it: Printer jams or smudges. Ensure your printer is clean and the check stock is loaded correctly.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Incorrect routing/account numbers	Checks will bounce, transactions will fail, potential fees, financial delays.	Double-check numbers against bank statements; print test checks and verify.
Misaligned printing	Information overlaps or falls outside check boundaries; can be unreadable.	Perform multiple test prints on plain paper, aligning it with check stock, and adjust margins.
Skipping test prints	Wasted check stock, incorrect information printed on actual checks.	Always print a test page on plain paper before using actual check stock.
Using incorrect check stock	May not feed through printer, print quality issues, security feature problems.	Ensure you are using check stock designed for your printer type and intended for printing financial data.
Not saving as a template	Need to re-create the layout each time; increased chance of errors.	Save your formatted document as a Word Template (\*.dotx) for easy reuse.
Overwriting the template	Lose your correct layout and need to start over.	When opening your template, save the new check as a new document, not by overwriting the template itself.
Incorrect font for MICR (if applicable)	Bank scanners may not read the numbers correctly.	Use standard, legible fonts for all printed information. Consult your bank if printing MICR.
Forgetting the check number sequence	Gaps or duplicates in your records, leading to reconciliation issues.	Manually track or use software features to ensure check numbers increment correctly.
Printing on the wrong side of the stock	Information will appear on the back, or the check will be unusable.	Be aware of your printer’s paper path and load check stock accordingly.

Decision rules (simple if/then)

• If your bank routing and account numbers are incorrect, then do not print any checks and correct them immediately because errors will cause bounced checks and fees.
• If your test print is misaligned, then adjust the margins or pitch settings in your custom label setup because misalignment makes checks unusable.
• If you are printing for the first time, then perform at least three test prints because it takes multiple tries to get perfect alignment.
• If you are using a new printer, then consult its manual regarding paper thickness and feed mechanisms because some printers struggle with check stock.
• If you are unsure about your bank’s required MICR font specifications, then use standard, legible fonts for routing and account numbers because most banks can still process these.
• If you are printing a large batch of checks, then print a small test batch of 5-10 checks first because this confirms alignment and print quality on actual stock before committing the whole batch.
• If you have a consistent alignment issue that isn’t fixed by margin adjustments, then check your printer’s paper guides and ensure the check stock is loaded squarely because improper loading causes skewing.
• If you need to print checks for multiple accounts, then create a separate template for each account because this prevents mixing up routing and account numbers.
• If you find yourself frequently printing checks, then consider dedicated check printing software because it automates numbering and layout more reliably than Word.
• If you encounter frequent smudges or streaks, then clean your printer’s rollers and print heads because debris can affect print quality.

FAQ

Q: Can I really print my own checks using Microsoft Word?

A: Yes, by using Word’s “Envelopes and Labels” feature to create a custom layout, you can print information onto pre-made check stock.

Q: Do I need special software for this?

A: No, Microsoft Word has built-in tools that allow you to set up custom label formats, which can be adapted for printing checks.

Q: What are the most important numbers to get right?

A: Your bank’s routing number and your account number are critical. Errors here will prevent the check from being processed correctly.

Q: How do I ensure the printing is aligned correctly?

A: The key is to use Word’s custom label feature to match your check stock’s dimensions and to perform multiple test prints on plain paper, aligning it with your actual checks.

Q: What happens if my check number is wrong?

A: If your check numbers are out of sequence or duplicated, it can cause significant problems with bank reconciliation and record-keeping.

Q: Can I print the magnetic ink (MICR) myself?

A: While possible with specialized printers and fonts, standard home or office printers typically do not print in MICR. Most people print standard fonts, and banks can usually process these.

Q: How do I save my check layout so I don’t have to do it again?

A: After setting up your layout, save the Word document as a template file (\*.dotx). This allows you to open it easily for future check printing.

Q: What if my printer jams when printing on check stock?

A: Ensure your check stock is loaded correctly and that your printer can handle the thickness of the paper. Consult your printer’s manual for guidance.

What this page does NOT cover (and where to go next)

• Printing MICR fonts: This guide focuses on standard text. For true MICR printing, you’ll need specialized software and fonts.
• Complex check designs: Advanced graphic elements or security features are beyond the scope of this Word tutorial.
• Accounting software integration: This method is manual. For integrated solutions, explore accounting software.
• Legal and tax implications of check printing: Consult with a financial advisor or tax professional for specific guidance.
• Ordering pre-printed checks: If you prefer not to print your own, explore options for ordering custom checks from financial institutions or vendors.