Printing on Label Sheets: Templates, 100% Scale, and Alignment Fixes

Nothing is more annoying than printing a full sheet of labels and having every line of text land half an inch off. The good news is that it is nearly always a settings problem, and it is easy to fix.

Start with the right template

A template is a file shaped like the sheet. It has a box for every label. Type in the box, and your text prints inside the label.

  • Download our free Word, PDF, Illustrator and Photoshop templates on the templates page.
  • Or skip the template and design online with the Label Builder. Pick your sheet size, design your text and logo, and add QR codes and Code 128 barcodes. Use "Fill from a list" for number sequences or a pasted list or CSV. It gives you a print-ready file.

Pick the template that matches your exact sheet size. A near match is not good enough, because a quarter inch of drift ruins a sheet.

The golden rule: print at 100%

Printers love to be helpful. By default many shrink your file to fit the paper. That shrinking moves every label.

Turn it off:

  • Choose Actual size or 100%.
  • Turn Fit to page, Shrink to fit and Scale to fit off.
  • In the print dialog, make sure the paper size is Letter and the orientation matches the template.

The wording is different in every program, so look for something like "Actual size" or "100%".

Always test on plain paper first

Before you use a real sheet:

  1. Print one copy on plain paper at 100%.
  2. Hold it on top of a blank label sheet.
  3. Lift both up to a window or a light.
  4. Check that the printed outlines line up with the labels.

If they line up, load a real sheet. If they do not, fix it first. This one habit saves a lot of labels.

Printer settings that help

  • If your printer has a paper type setting, choose Labels or a heavy paper type. Check your printer's manual.
  • Use the right tray, and follow the printer's rule for which side faces up. Mark an arrow on a test sheet to learn which way it feeds.
  • Use fresh sheets, flat and not curled.
  • Fan the stack and load it straight.

For laser printers, only use stock sold as laser safe, since the fuser runs very hot. For inkjet, dye ink on paper smears when wet. Let the ink dry before you handle the sheet.

How to fix alignment drift

If the test page is a little off:

  1. Check the scale. Is it really 100%? This is the cause most of the time.
  2. Check the orientation. Portrait and landscape are not interchangeable.
  3. Check the paper feed. Load the sheet the same way every time.
  4. Nudge it. Move the content in your template, or use the Label Builder's alignment tools below, then print another test page.

Fix alignment in the Label Builder

The Label Builder has two tools for this.

  • Download alignment test page. Print it at 100% on plain paper and hold it over a label sheet to see how far off your printer is.
  • "Labels printing off? Fix my alignment from a photo." Print a calibration page, take a photo of it, and the Label Builder shifts your labels to match. You can also use the 1/64 inch nudge buttons to fine tune.

Starting on a partly used sheet

If a sheet has a few labels used, start printing at the next free label so you do not waste the rest. The Label Builder has a "Start at label #" setting for this.

On a laser printer, be careful with partly used sheets. Gaps expose adhesive, and that can cause trouble inside the printer. If in doubt, use a fresh sheet.

Printing barcodes and small text

  • Make sure the print is sharp. Small barcodes and QR codes need clear edges.
  • Print a barcode, then scan it with a phone before you print a whole sheet.
  • Do not shrink a barcode to squeeze in more text.

Pick the right sheet

Our laser and inkjet sheets come in rounds, squares, rectangles, ovals, half sheets and full sheets. They have a paper face and a permanent adhesive. For film or other special materials, we can print these for you. Use Request a quote.

Quick recap

  • Pick the exact template for your sheet.
  • Print at 100% (Actual size).
  • Test on plain paper, and check it over a light.
  • Small drift: nudge it and test again.

Keep reading

Frequently asked questions

Why is my text not lining up with my labels?

The most common cause is a print scale that is not 100%. Turn off Fit to page and Shrink to fit, and print at Actual size.

Should I test on plain paper first?

Yes. Print one page on plain paper, hold it against a label sheet over a light, and check that everything lines up before you use real labels.

Where can I get a label template?

We have free templates for every sheet size on our templates page, in Word, PDF, Illustrator and Photoshop formats. You can also design online with the Label Builder.

Can I print on a sheet that already has some labels missing?

On a laser printer, avoid it. Missing labels expose adhesive, which can cause trouble inside the printer. If in doubt, use a fresh sheet. In the Label Builder you can set "Start at label #" to skip the labels you already used.

My labels are slightly off, but only a little. What do I do?

Use the Label Builder's 1/64 inch nudge buttons, or its alignment fix from a photo, then print another test page. You can also nudge the margins in your template.