How to Print Labels: Templates, Design & Troubleshooting

Good label printing starts before you press Print. Use this guide to choose the right template, prepare artwork, test alignment, select sensible printer settings, and apply labels cleanly. The steps work for common letter-size label sheets printed with compatible inkjet or laser printers.

New to the process? Start with the quick checklist below, then use the linked guides for the software or label type you have.

Label Printing Quick Start

Match the label product or part number to the correct label template.
Choose a design method: Microsoft Word, Canva, a PDF-compatible graphics program, or other label design software.
Keep text and important artwork inside each label edge. Add bleed only when the design is intended to print to the edge.
Print the finished layout on plain paper at Actual Size or 100%.
Hold the test page behind a label sheet and check every row and column against a light.
Confirm that the label material is compatible with your printer, load one sheet in the correct orientation, and print a single test sheet.
Inspect alignment, color, smudging, and adhesion before printing the full quantity.

Choose and Download the Right Label Template

Go to the Label Templates and Sizes page and find the part number that matches your label sheet. Download the format supported by your software. Word templates are useful for simple text and images; PDF, EPS, or JPG files can serve as layout guides in compatible design programs.

Save a working copy under a new filename before adding artwork. That preserves the original template if you need to start over. Do not change the page size or table dimensions unless you are deliberately correcting a measured printer offset.

Design Labels in Word, Canva, or Graphics Software

Microsoft Word

Open the matching Word template in Print Layout view. If label boundaries are hidden, turn on table gridlines. Design one label first, then copy it into the remaining cells. Keep the gridlines as nonprinting guides and avoid changing the table size while editing.

Canva

Canva is convenient for image-heavy designs and reusable brand layouts. Follow our step-by-step Canva label instructions to set the correct page size, position the template guide, duplicate the design, and export a print-ready file.

Other Design Programs

Programs such as Inkscape, Adobe Illustrator, Adobe Acrobat, and other graphics tools can work with different template formats. Compare the options on our label design software guide. If you need a simple free option, also review the free label design software page.

Print Label Sheets at the Correct Size

Use the correct paper size. Most sheet-label templates on this site use US Letter, 8.5 x 11 inches.
Print at 100%. Select Actual Size or 100% and turn off Fit, Shrink, or Scale to Page.
Test on plain paper. Compare the test page with the label sheet before using label stock.
Check feed orientation. Mark one side of plain paper and run a test if you are unsure which side the printer uses.
Choose a suitable media setting. Use the printer manufacturer's recommended setting for label stock. Setting names vary by printer.
Use a direct paper path when available. A manual or multipurpose tray may reduce tight bends through the printer.
Print one label sheet first. Confirm alignment and print quality before starting a larger run.

Fix Label Alignment Problems

The pattern of the error usually points to the cause:

Every label is shifted by the same amount: Check the top and side margins in the document or template.
The error increases across the page: Confirm the document is printing at 100%. If scale is correct, compare the template's horizontal pitch with the sheet.
The error increases down the page: Confirm the page size and 100% scale, then compare the vertical pitch with the sheet.
The first rows align but later sheets move: Check paper guides, tray capacity, curled corners, and whether multiple sheets are feeding together.
Only the artwork is clipped: Move important content farther inside the label edge or add appropriate bleed for full-coverage designs.

Make one small adjustment at a time and print another plain-paper test. Changing margins, pitch, and scale together makes the cause harder to identify.

Prevent Label Sheets from Jamming

Store unused sheets flat in their original packaging, away from direct sunlight, heat, moisture, and large temperature changes. Protect the corners and discard sheets that are curled, bent, peeling, or damaged. Let cold or hot packages return to the printing room's conditions before use.

Before loading label stock, check your printer manual for supported media types and thicknesses. Adjust the tray guides so they touch the stack without bowing it, avoid overfilling the tray, and use the straightest supported feed path. Never run a partially used sheet through a laser printer unless both the printer and label manufacturer say it is safe.

Choose Inkjet or Laser Label Materials

Match the label material to the printer technology. Inkjet-compatible coatings are designed to accept liquid ink, while laser-compatible materials must tolerate the heat used to fuse toner. Some products work with both technologies, but compatibility should be confirmed for the exact material.

If an inkjet label must resist occasional moisture, the ink formulation matters as well as the label face stock. Review the pigment-based inkjet cartridge guide, and always test the printed label under the conditions it will face.

Improve Label Adhesion and Apply Lamination

Apply labels to a clean, dry, smooth surface. Dust, oil, silicone, condensation, and very cold surfaces can reduce adhesion. Press across the entire label, especially the edges, and test the selected material on the actual container or package before a production run. Refrigerator, freezer, curved, textured, or low-surface-energy applications may need a specialized adhesive.

When applying a clear laminate, avoid touching the adhesive. Align one edge first, then roll the laminate across the label while smoothing outward to reduce trapped air. Test one label before laminating the full batch.

More Label Setup Guides

If you are unsure whether a material or adhesive suits your application, contact us and ask about a sample before ordering a large quantity.

Frequently Asked Questions

Why are my labels printing out of alignment?

First confirm that the document uses the correct template and paper size and is printing at Actual Size or 100%. A uniform shift usually points to a margin issue, while an error that grows across or down the sheet can indicate scaling or pitch differences.

Should I select Fit to Page when printing labels?

No. Fit, Shrink, and Scale to Page can change the template dimensions. Use Actual Size or 100% unless the instructions for a specific template say otherwise.

Should I test on plain paper first?

Yes. Place the plain-paper test behind the label sheet and hold both against a light to check the alignment before using label stock.

Can I print laser labels with an inkjet printer?

Use label material made for your printer technology. Some materials are compatible with both inkjet and laser printers, while others rely on a coating or construction intended for only one method.

How do I keep label sheets from jamming?

Store sheets flat, protect their corners, use a supported media setting and feed path, adjust tray guides, avoid overfilling the tray, and do not use damaged or peeling sheets.

Why are my printed labels smearing?

Confirm that the label material is compatible with your printer and ink or toner. Use the appropriate quality or media setting, allow ink to dry, and test a single sheet before a production run.

How can I make labels stick better?

Apply them to a clean, dry surface at a suitable temperature and press firmly across the whole label. Test adhesion on the actual container because surface texture, coatings, moisture, and temperature can change performance.

Label Printing How-To Guides