Label Templates

How To Print On Labels Using Templates

Our free label templates for Microsoft Word and PDF make it very easy for you to print on our labels.

Before you choose your labels, consider the type of printer you are using. As a rule of thumb, laser printers and toner based photocopiers are suitable for printing on labels of all types. However an inkjet printer is generally not suitable for printing on labels with a gloss surface, such as waterproof labels, metallic labels, or fluorescent labels. We do have special inkjet gloss labels and transparent inkjet gloss labels available if you need a glossy label that is compatible with an inkjet printer.

How To Add Text To Your Label Template

Within Microsoft Word, there is a simple program which helps you to position the print on labels accurately. To find this, go to: Tools > Letters and Mailings. Then under options, you can select the label layout if you know the equivalent software code.

However, to make things easier, we have produced the label templates on this page where you can simply download a WORD or PDF label template file to assist you to print on labels.

Always test on a piece of paper first as all printers feed differently and some adjustments may be required.

Sometimes clients just can’t get our templates to work for them. So, on most PDF templates, we have included all the technical data so you can set up your own templates. If this information is missing on your template please send us an email and we will send you the settings.

Most Laser printers have an alternative setting for ‘labels’; this changes the default paper setting from 80gsm. On the screen that appears before you print look for the ‘properties’ or ‘settings’ option where you will find a selection of ‘material’ settings. Choosing the ‘labels’ setting will slow down the printer and will alter the temperature of the fuser unit, so that more energy is supplied to the labels. This bonds the toner to the surface of the labels. If you use the ‘normal paper’ settings then the toner may rub off easily because there has not been enough energy to bond it correctly.

Label Printing Hints & Tips

Laser and inkjet printers have an accuracy of +/- 1mm, so make sure you leave a good margin around your design or text to allow for this.
If the print does not line up perfectly then adjust the page margins. This can be done in the ‘Page Settings’ section under the ‘File’ tab.
Water in the label adhesive can evaporate when used in hot printers, so we would recommend not printing on the same sheet more than once.
Do not put a sheet of labels through the printer with any labels missing, as this can cause a paper error in the printer.
Always feed in your labels in Portrait (narrow edge) orientation, as this is the direction of the grain and ensures the strength of the label is retained.
Laser and inkjet printers do not print right up to the edge of the A4 sheet, so if you have labels with no side border remember that you need to allow 3mm (depending on the printer) as a border.
All trademarks are fully recognised, including Microsoft and the Avery* Dennison group. The Avery* label codes can be found in many software programs.

Troubleshooting Label Templates

Print Settings

If the printed text or designs become steadily more misaligned, the first item to check is that you have the correct settings on your laser or inkjet printer.

Before starting to print, go into the printer settings. These may be called Printer Properties / Printing Preferences / Print Settings, etc, and check the following:

• Scaling is turned off in your print settings (Printer Properties / Printing Preferences / Print Settings), as this can cause alignment problems.
• Paper size is set to A4 rather than Letter size.
• No options such as “Ignore Printer Settings” are applied.
• Also, ensure that your printer has the most up to date print driver installed.

Test print your label template on plain paper to see if this has fixed the issue.

Label Print Misalignment

If your print is misaligned in the same direction by the same amount, then you should adjust the page margins of the template.

In Microsoft Word, click on the ‘Layout’ tab at the top. Select ‘Margins’ > ‘Custom Margins’. Adjust the page margins accordingly. Usually, only the top and / or left margins need to be adjusted.

If your designs are printing out too high – Increase the top margin.
If your designs are printing out too low – Decrease the top margin.
If your designs print too far left – Increase the left margin.
If your designs print too far right – Increase the right margin.
Measure your printed label templates to ascertain how much you should adjust your margins.

However, sometimes it’s best to rely on a trial and error to get things just right. Adjust your page margins to an approximate estimate, and then carry out a test print of your template onto plain paper. This will mean that you won’t waste sheets of labels while experimenting. Compare this with a sheet of labels to see if your designs match up. If not, adjust and test print again. Rinse and repeat until it is correctly aligned.

Label Template Measurements

Check that your label template is set up with the correct measurements. Some templates (e.g. Word) might automatically adjust in size as you add content.

Ensure that the label width and height is correct for every label on your sheet. Check any gaps between the rows and columns of blank labels correct.

In Microsoft Word, the Table Properties tool can be used to check the width and height of all rows and columns of blank labels in your label template. Move your cursor to the top left of your label template until the four headed arrow appears.

As an alternative, left click once somewhere in the middle of your label template. This will bring up a ‘Table Tools Format Tab’ at the top area of the screen. Select the Table Tools Layout tab and the Table Properties tool should be displayed on the left hand side of the ribbon. Use the Row and Column tabs to check the measurements of each row and column.

If any measurements are not correct, apply the correct measurements to adjust your label template back to the right size and layout.

In Word, you can adjust measurements either by changing the sizes displayed in the Table Properties tool or by using the height and width boxes displayed on the right hand side of the ribbon under the Table Tools Layout tab.