Posts Tagged ‘Printing Templates’

Label Templates; Designing & Printing Labels – A Summary

Tuesday, December 12th, 2017

Over the last 31(!) weeks we’ve looked at the process of designing and printing your own self adhesive labels; from sourcing a label template, adding a design to your label template, and finally printing your label template onto your blank labels (including a few troubleshooting tips to help you out at each stage).

While printing your own A4 labels can be a quick, easy, and cost effective way to create a set of sticky labels that are just perfect for whatever project you’ve got in mind, there are plenty of small things that can make a big difference to how well (or otherwise) your blank labels turn out.

While some small things ruin the alignment of your label template, others can help to create the perfect print on your A4 labels – the trick is knowing how to avoid potential problems and how to use certain tools effectively, which isn’t always easy (or obvious) if you don’t have much experience designing and printing your own adhesive labels.

Our hope is that this label template blog will be a useful resource for anyone to use when they need to design and print their own A4 labels, so for our last post of the year we’ve created a summary of all the topics we’ve covered so far (before we return next year to examine even more template troubles, tricks, and troubleshooting tips!)…

The TEN Things You Need To Print Your Own Labels

A brief list of the things you’ll need when printing A4 labels.

The Different Types Of Templates (& How To Choose The Right One For You)

An explanation of the difference between standalone and built-in label templates, single design and multiple design label templates, and Word templates and PDF templates, along with definitions of Portrait, Landscape, Text Box, Mirrored, Bleed, and “Alternative” templates.

How To Find & Open A Label Template

Step by step instructions for how to find and open built-in templates and standalone templates.

How To Make Your Own Label Template

A guide to creating your own label template with step by step instructions for Word.

Label Templates – Avery Templates 101

A guide to Avery templates, including advice on finding a compatible Avery code for your Label Planet labels.

Troubleshooting Tips For Choosing The Right Label Template

If you’re having trouble (or have questions about) finding the right label template for your label size, our troubleshooting tips are a good place to start!

Always Start With A Plan

A brief bit of advice on how to start designing a label template.

Build From The Background Forward

Top tips for creating label designs that are made up of multiple layers.

Copy & Paste 101

A beginner’s guide to what “copy and paste” actually means and how to use these tools.

How To Select (Highlight) Content In Word

A beginner’s guide to selecting different items in Word (and how to this as effectively as possible).

Copy & Paste 102

A guide to using copy and paste when designing a label template.

Getting Things In Line With The Perfect Alignment

A brief definition of what the term “alignment” actually means with regards to label templates.

Choosing Suitable Shapes & Logical Layouts

Top tips for creating the perfect label design for the specific label shape and layout of your blank labels.

Tackling Text-Only Templates

Top tips for designing label templates that only contain text.

Getting Inventive With Image-Only Templates

Top tips for designing label templates that only contain images.

Tops Tips For Combining Text & Images In Word

Top tips for designing label templates that contain text and images.

Finding Word’s Design Tools & Features

A guide to the design tools available in Word, along with instructions on how to find and use them effectively.

Using Word’s Arrange Toolbar To Create A Perfectly Arranged Template

A more detailed guide to the “Arrange” set of design tools in Word and how they can help to create a perfect design in your label template.

Labels & Mail Merges 101

A guide to Mail Merge tools and a step by step guide to using Word’s “Step By Step Mail Merge Wizard” to create address labels or product labels from a single label template and a data source.

How To Create Window Stickers Using A Mirrored Template In Word

A guide to using Mirrored templates in Word to create window stickers that can be applied onto one side of a window and read from the other side.

When & How To Use A Bleed Template

A guide to what Bleed templates are and how they can be used to create perfectly printed self adhesive labels.

Top Tips For…Rectangular Labels

Top tips for designing a label template for rectangular labels.

Top Tips For…Round Labels & Oval Labels

Top tips for designing a label template for round labels, circular labels, and oval labels.

Why The Kiss Principle Creates Perfectly Practical Labels

A brief bit of advice about how keeping things simple can help to create the perfect label template (without driving yourself crazy in the process).

Troubleshooting Tips For Trouble-Free Label Designs

If you’re having trouble (or have questions about) designing a label template, these troubleshooting tips should help you pull off your design with a minimal amount of fuss!

Printing Templates 101

A brief guide to what happens when you “press print”.

Choosing The Right Printer To Print Your Labels

Top tips for choosing the “right” printer to print your own A4 labels, including information about laser printers, inkjet printers, dedicated printers, all-in-one printers, photo printers, print media, media types and media weights, media bypass trays, printer resolution, and “extra” features that are ideal for printing adhesive labels.

Choosing The Right Print Settings To Print Your Labels

A guide to choosing the right print settings to get the best possible alignment and print quality on self adhesive labels.

Top Tips For Loading Your Labels To Align Your Design Perfectly

Top tips for loading your printer labels correctly to avoid alignment issues.

The First Rule Of Printing Labels: ALWAYS DO A TEST PRINT FIRST

THE ONE TIP THAT EVERYONE SHOULD ALWAYS FOLLOW!

Troubleshooting Tips For Trouble-Free Printing

If you’re having trouble (or have questions about) printing a label template accurately, these troubleshooting tips should help you to fix any alignment or print quality issues that you encounter when printing laser labels or inkjet labels.


And that’s all folks!

We’ll be back in January with more tips and tricks to designing and printing your own label templates; if you have any suggestions or questions that you’d like us to feature in the Label Planet Template Blog, simply send us an email and we’ll do our best to provide a suitable solution!

Remember, if you need any advice or tips you can always visit our Help Pages for Guides and Troubleshooting Tips – and you’ll find label templates for all of our label sizes on our dedicated Label Templates pages.

Printing A Label Template – Troubleshooting Tips For Trouble-Free Printing

Tuesday, December 5th, 2017

This week, we’ve put together a hit list of troubleshooting tips that you can use to work out what might be the cause of any issues that you encounter when you print label templates onto A4 labels.

THE TOP TWO LABEL TEMPLATE TROUBLES & TROUBLESHOOTING TIPS

Among the template trials and tribulations that our customers report to us, there are TWO that pop up again and again (and again), so we thought they’d be the best place to start with our hit list of troubleshooting tips…

PROBLEM ONE: your self adhesive labels are misaligned in the SAME direction by the SAME amount (e.g. all of your label designs have printed out 2mm too high and 5mm too far right).

TROUBLESHOOTING TIP: printers start printing from slightly different points on A4 labels, which will misalign all of your label designs in the same way. To fix this, you simply need to adjust the page margins of your label template to manually force your printer to begin printing in a better position.

In Word, click on the “Layout” tab at the top of the page, select “Margins” and then “Custom Margins”; adjust the top and/or left margins as needed. In the example above, you would increase the top margin by 2mm and decrease the left margin by 5mm.

Alternatively, there may be an issue with your label template OR a manufacturing flaw with your self adhesive labels.

PROBLEM TWO: the misalignment gets gradually worse as you look down or across your sheet labels OR moving out from the centre.

TROUBLESHOOTING TIP: your print settings are causing your printer to “scale” your label template to the wrong size; go through your print settings to make sure that the page size is A4, no scaling options are applied (e.g. less than 100% or “Fit to Page/Sheet”), and that your printer is using current print settings (and not “Default” or “Driver” settings).

Again, this kind of issue can also be caused by issues with your label template OR with the sheet labels themselves.

LABEL PLANET’S TROUBLESHOOTING TIPS FOR TROUBLE-FREE PRINTING OF LABEL TEMPLATES

If you encounter a problem when test printing your label template, try working through this list of troubleshooting tips to see if you can locate the source of the problem (and apply the appropriate fix). These troubleshooting tips are NOT supplied in any particular order so you should read through the FULL LIST to find the solution to your particular label template troubles.

1. Are your A4 labels cut to the right label size?

Printer labels are manufactured to a tolerance (an allowable deviation from the stated measurements) BUT a manufacturing flaw with your sheet labels (or the wrong label size) will all of your blank labels to be misaligned. Use a ruler to double check your sticky labels (and any margins and/or gaps) are the right size.

2. Are your printer labels compatible with your printer?

Some self adhesive labels suit ONE type of printing method only; i.e. they are laser labels or they are inkjet labels. Laser labels printed with an inkjet printer won’t dry properly, while inkjet labels printed with a laser printer will have print that flakes away. Check the printer compatibility of your A4 labels – this should be listed on the packaging and/or supplier’s website.

3. Are you feeding your blank labels into your printer narrow edge leading?

Printer labels have layouts designed to prevent sticky labels separating from their backing sheet during printing – when fed narrow edging leading (for A4 labels, the 210mm wide edge should enter the printer first).

Paper labels also have a grain running top to bottom on a portrait sheet, which means if you feed your blank labels into a printer wide edge leading (so the direction of movement through the printer is against the grain) your sheet labels are likely to jam or separate.

4. Are you using your printer’s media bypass tray (correctly)?

The media bypass tray sits just above or below the standard paper tray; it is designed for thicker media (like self adhesive labels) and offers a straighter path through the printer by bypassing at least one set of rollers – reducing the chances of your sticky labels rotating as they are printed. Your sheet labels should be stacked neatly in the bypass tray with the guides positioned firmly against each side.

If your top left label and your bottom right label are misaligned in different directions (e.g. top left is 2mm too far left and bottom right is 2mm too far right), then your sheets are rotating.

5. Have you fanned your A4 labels before loading them into your printer?

Fanning your printer labels to separate individual sheets removes any static that has built up during storage; static can prevent your sheet labels moving smoothly through your printer and may even result in some sheets “sticking” together or jamming inside your printer.

6. Are you using the correct page size?

You must set your printer to an A4 page size or you will encounter scaling issues (see Problem Two) as your printer tries to re-size your label template to a page size that is larger or smaller than A4. This is usually a “default” page size stored in the printer driver, such as “American Letter” or “Letter”. Go into “Printer Properties” // “Printing Preferences” and set the page size option to A4.

7. Are you using any scaling options?

Label templates designed for A4 labels will be set up with an A4 page size so if your printer has ANY scaling options applied, your label template will print out at the wrong size (see Problem Two). Check your “Printer Properties” // “Printing Preferences” to make sure options such as “Fit To Page/Sheet” or a percentage less than 100% are not selected. If you have an “Actual Size” option, use it to prevent scaling problems occurring.

8. Are you using default print settings?

All printers have a default set of print settings stored in the printer driver; while you can change these using “Printer Properties” // “Printing Preferences”, some printers also have a general option (usually called “Use Default/Driver Settings” or “Ignore Printer Settings”) that will overrule current settings in favour of the default set.

9. Are you using the correct media type/weight print settings?

Most printers offer print settings that alter the way the printer works to produce a higher quality of print on different types of print media (e.g. paper, adhesive labels, card etc); if your printer offers specific “Media Type” and “Media Weight” print settings (some combine the two), you must select an option that suits self adhesive labels. A specific “Labels” setting is best but you can use “Heavy Paper” as an alternative. If you don’t use the correct print settings, ink won’t dry correctly (on inkjet labels) and toner will crack and flake away (on laser labels).

10. Have you got a mismatch between your print settings and your sheet labels?

Some printers allow you to select the tray and feed direction that you intend to use, while others automatically detect these factors. If there is a mismatch between the tray and feed direction you are ACTUALLY using and those your printer THINKS you are using, you will get a “mismatch” error and your printer won’t accept your blank labels. Check your “Printer Properties” // “Printing Preferences” are set to the appropriate tray and feed direction. If your printer automatically detects these factors (and you can’t choose them yourself) you may need to load your sheets into another tray or contact the manufacturer for further advice.

11. Does your design fall into the unprintable area of your printer?

Most desktop printers cannot print the full area of an A4 sheet so, if your blank labels (and your design) sit very close to the edge of your sheets, your design may get cut off. Some printers have special “Borderless” or “Edge-To-Edge” functions that allow them to print the full area of A4 labels; if your printer doesn’t offer such functions, you will need to adapt your label template so your design doesn’t fall into the unprintable area.

The unprintable/printable area of your printer should be listed in the manual but you can also print a full page of a (very light) colour to quickly check the areas that your printer can (and cannot) print.

12. What is your printer’s starting print position?

Printers start printing in slightly different positions, which can lead to a misalignment of label templates (see Problem One) where each label is misaligned in the same direction by the same amount. While some printers allow you to alter the starting print position using the built-in display and menu options, you can easily resolve this issue by increasing or decreasing the top and/or left page margins of your label template.

13. Is your printer driver up to date?

If you are having printing issues (especially if you’ve recently upgraded your software or installed a new printer), you should check if your printer driver is up to date; the driver allows your printer and computer to communicate, which means if it is out of date you may encounter printing problems of all kinds. Most operating systems allow device drivers to be updated through the main updating system (e.g. Windows Update, App Store etc); alternatively, you may be able to check for updates via the built in display and menu options or additional software supplied with your printer.

14. Is your printer clean?

Over time, a layer of dust and ink or toner residue can build up on the rollers in your printer. This can prevent the rollers processing your blank labels properly (leading to sheets jamming, rotating, or scrunching up) and can cause alignment problems. Clean the rollers with acetone (e.g. a non-oily nail varnish remover) and, if you also print self adhesive labels on a regular basis, use a label remover to get rid of any build-up of adhesive residue.

15. Are you using the right label template?

Printer labels (and their label templates) often have similar codes, which makes it all too easy to download and/or open the wrong label template. Double check that you have the correct label template for your label size by checking both the file name of the label template AND its measurements to make sure it is the right one for your printer labels.

16. Is your software causing alignment issues?

Some customers have found that their alignment is thrown out by the software they are using. For example, a PDF template may produce the wrong alignment when printed via complex design software and the right alignment when printed through a standalone PDF reader.

Similarly, Word templates opened in Pages may be converted to a slightly different size because of the differences between the software. For example, Word allows table rows to be as small as 0.4mm but Pages will only go down to 3.2mm. Templates for label sizes with smaller gaps will  be converted to the wrong size so you will need to use a “bleed” template, where the label template merges the gaps between rows with the blank labels themselves.

17. Has your (Word) label template adjusted during the design stage?

Word often tries to “help” by resizing your label template as you add content (especially when pasting items from an external source). Check that the measurements of your labels (and any margins and/or gaps) are still correct after you have finished adding your design to your label template.

Some alignment issues are caused by a combination of elements, which means that you will need to apply all of the relevant fixes to resolve your problem. It is also worth noting that some of the issues mentioned above will result in similar (if not identical) misalignment issues so you may need to use a bit of trial and error to work out exactly which issue is responsible for the problem you have encountered.

Always do a test print after applying a fix to see if you have resolved your problem (or not).

Next Week On Template Tuesday: Label Templates; Designing & Printing Labels – A Summary

Printing A Label Template – The First Rule Of Printing Labels: ALWAYS DO A TEST PRINT FIRST

Tuesday, November 28th, 2017

Regardless of whether you choose to take extra special care with your label template and your print settings OR you simply plough on and “hope for the best”, you should always always always always always always always always always always do a test print first. Always.

Doing a test print is a quick and easy way to check if there are any issues that could cause a misalignment between your label template and your blank labels – before you print all of your labels in one go.

Obviously, if nothing’s wrong then you’ll have a perfectly printed set of self adhesive labels in no time at all BUT if there is a problem then you’ll end up wasting your entire set of printer labels (not to mention the ink/toner your printer has used) – which is especially problematic if you’ve bought just enough blank labels for the job at hand.

Printing your own laser labels or inkjet labels involves a LOT of different elements and ALL of those elements have the potential to throw a spanner in the works when you’re trying to achieve the perfect print. You have to make sure that your A4 labels, your label template, your software, your print settings, and your printer are all going to work in harmony to create the perfect print and it is extremely difficult to predict (and therefore avoid) exactly what might go wrong.

Instead of assuming that everything will “just work” or spending ages trying to second guess what might go wrong, it is much, much easier to do a test print and see for yourself whether your label template is going to align with your blank labels (or not).

How do you do a test print?

It’s really easy! You simply do exactly what you would do to print your blank labels EXCEPT you place a blank sheet of paper in your printer and print a single page of your label template. You then compare this printed page with a sheet of your sticky labels (either by placing your printed page under your blank labels and holding them up together in front of a light source – best for paper labels – or doing a simple side by side comparison – best for plastic labels) to see if your label template is correctly aligned or not.

You can then go back and amend your label template or adjust your print settings to improve the alignment; you should then perform another test print to see if your changes have helped (if not, you can repeat the process of amending and test printing as many times as you like until you are happy).

Remember, when performing a test print you must follow EXACTLY THE SAME steps as you would if you were printing your actual sheet labels; this includes putting your sheet of paper into the media bypass tray and selecting the same set of print settings.

Next Week On Template Tuesday: Printing A Label Template – Troubleshooting Tips For Trouble-Free Printing

Printing A Label Template – Top Tips For Loading Your Labels To Align Your Design Perfectly

Tuesday, November 21st, 2017

Yes, we do have “top tips” for loading your sheet labels into your printer!

Even if you’ve created a perfect label template, chosen the perfect printer, and carefully selected the perfect set of print settings, you can undo all of your hard work in an instant, simply by not taking a bit of care when you load your A4 labels into your printer.

The fact is that as soon as you press print you are entrusting a set of precise digital instructions to a machine that has to physically manoeuvre your sheet labels through multiple sets of rollers while recreating your label template.

Printers are designed to process sheets as efficiently as possible but there is always a risk that sheets can become misaligned or rotate as they are fed through each set of rollers – especially in older printers or in printers that are regularly used for high volume printing tasks.

While there is very little you can do to improve how smoothly your printer processes sheets (other than periodically cleaning the rollers with an acetone – e.g. a non-oily nail varnish remover – and/or a label remover if you regularly print adhesive labels), you can at least give yourself a head start and reduce the risk of alignment issues simply by making sure that you load your blank labels carefully and correctly into your printer.

Label Planet’s Top Tips For Loading Self Adhesive Labels

1. Fan your labels before loading them into your printer

Gently fan or flip through your blank labels to separate the individual sheets and remove any traces of static that could cause your sheets to jam in your printer.

2. Use the media bypass tray and align the guides carefully along the edges of your sheet labels

If your printer has a media bypass tray you should ALWAYS use it to print self adhesive labels; A4 labels are constructed from AT LEAST three layers (a face material, an adhesive layer, and a backing sheet) making them much thicker than standard sheets of paper, which is what the main paper tray is designed to handle.

The media bypass tray is a secondary tray that is designed specifically to process thicker print media and – because of its position just above or below the paper tray – it bypasses at least one set of rollers, creating a straighter path through the printer and significantly reducing the chances of your sticky labels rotating as they are pulled through the printer.

Before putting your blank labels into your printer, knock them against an even surface to make sure that all of the sheets are lined up neatly so that you know they will at least all start in a completely straight position before you press print. Make sure that the guides in the printer tray are gently resting against the edges of your sheet labels; these guides help to ensure that your sheet labels feed into the printer in a straight path when the pick up roller pulls them into the printer.

3. Load your printer labels so that they feed into your printer narrow edge leading

Your printer labels must always be fed into the printer in a portrait orientation so that the narrowest edge (i.e. the edge that measures 210mm wide) enters the printer first. At Label Planet, our label sizes are made with layouts that have been selected specifically to reduce the chances of your sticky labels separating from their backing sheet during the printing process – as long as they are fed narrow edge leading.

It is also especially important to feed paper labels in this way because they have a grain that runs from the top to the bottom of each sheet (when held portrait); if you try to feed paper labels into a printer against the grain (i.e. with the widest edge leading), it is more than likely that the sheets will jam.

4. Try manually feeding individual sheets or batches of sheets for bulk print jobs

If you need to print a high volume of self adhesive labels in one go, you might be tempted to simply load all of your sheet labels into your printer at once. Printing self adhesive labels is a much more intensive process than printing standard sheets of labels, which can lead to printers overheating (especially laser printers, which use heat to bond toner onto a surface) and struggling to feed each sheet smoothly and accurately (resulting in sheets rotating, misfeeding, and even jamming completely).

To help avoid these problems, we recommend manually feeding your blank labels into your printer – either as individual sheets or in smaller batches – to allow your printer time to process your sheets more efficiently.

Next Week On Template Tuesday: Printing A Label Template – The First Rule Of Printing Labels: ALWAYS DO A TEST PRINT FIRST

Printing A Label Template – Choosing The Right Print Settings To Print Your Labels

Tuesday, November 14th, 2017

Last week’s Template Tuesday talked about choosing the “right” printer to print a label template onto blank labels; this week, we’ll talk you through choosing the “right” print settings to print your label template accurately and efficiently.

Modern desktop printers offer a HUGE range of print settings so your printer can adapt to a wide range of printing tasks – and produce the best possible print quality and accuracy for the specific document and print media that you want to print. While some “smart printers” make basic assumptions about what you want to print (and select the right print settings for you), generally speaking it is up to you to choose the right settings.

If you don’t, your printer will simply use the default settings installed in its software (the printer driver) or – worse – will use the settings selected for its last print job; in either case, it’s likely that those settings won’t print your label template accurately and to a high enough quality. Self adhesive labels are VERY different to other print media and require a much more specific printing process (created by choosing the right set of print settings) to print successfully.

So, before you print your label template, you should first click on “Printer Properties”//“Printing Preferences” and make sure that:

1. The PAGE SIZE is set to A4.

Occasionally, printers revert to default settings stored in the print driver and – in some cases – this will be the American page size “Letter”. It is also possible that your printer is using a page size from a previous print job.

2. There are NO SCALING options selected.

This includes any percentage less than 100% and any settings that refer to scaling or otherwise manipulating the page size or document size (e.g. “Fit To Sheet” and “Fit To Page”).

3. The printer isn’t using DEFAULT SETTINGS.

Some desktop printers have a general option that instructs the printer to ignore any specific print settings you select in favour of those stored in the printer driver (usually called “Ignore Printer Settings”, “Use Default Settings”, or “Use Driver Settings”).

4. The MEDIA TYPE & MEDIA WEIGHT settings are appropriate for self adhesive labels.

These settings adjust how your printer works to suit specific print media; for example, when printing laser labels, you can adjust the print settings so the printer processes each sheet more slowly AND applies more heat to ensure that the toner bonds perfectly with your blank labels.

Some printers group these two items together; where possible, set the media type to a specific “Labels” setting and match the media weight to the printer labels you are using. If your printer doesn’t offer a specific “Labels” settings, select the closest alternative (consult your printer manual and/or the manufacturer’s support pages online to see what is recommended).

Most printers list media weight settings as a general description followed by a specific range of weights, such as “Light (60-64 gsm)” or “Heavy (105-120 gsm)”. Generally, you should use a “Heavy” print setting for printer labels but check your printer’s manual for further advice. Our website includes Material Specification Sheets, which list the weights of all of our blank labels to help you pick the right media weight setting.

NB: our Security Labels (SVP and TEV) and Silver Polyester Labels (SMP) should be printed using “Paper” print settings.

5. The PRINT QUALITY setting is appropriate for the level of detail (resolution) needed to print your label template.

If you are printing a basic text-based label template (e.g. address labels and shipping labels, ingredients on food labels, instructions for use on products labels etc), then you can use the default print quality setting. If your label template contains images (especially photographs) or high resolution artwork, then you should change the print quality setting so that your printer will print more slowly and at a higher printer resolution.

6. The MEDIA SOURCE is set to the media bypass tray.

Always load printer labels into the media bypass tray (if your printer has one). While some “smart” printers automatically detect when you are printing a label template (and automatically process your sheet labels from the bypass tray), others may not, so it’s always best to tell your printer specifically to use the bypass tray.

7. The FEED DIRECTION is set to Narrow Edge Leading.

Most desktop printers only offer narrow edge feed but if your printer offers both you MUST make set it up to use narrow edge feed. The feed direction refers to the orientation of your sheet labels as they are fed into your printer; during narrow edge leading, the narrowest edge enters the printer first (for A4 labels this is the 210mm wide edge). There are THREE reasons to do this:

  • Paper labels have a grain going from the top to the bottom of a portrait sheet; if you feed your paper labels wide edge leading, the feed direction will go against (perpendicular to) the grain, which can cause your paper labels to jam in your printer.
  • Many label sizes (including all Label Planet’s label sizes) have a layout that is designed to prevent printer labels separating from their backing sheet as they are pulled through/around the rollers – as long as they are fed narrow edge leading.
  • If you load printer labels into the bypass tray narrow edge leading but your print settings are set to wide edge leading, your printer will detect the mismatch and refuse to print your blank labels at all!

If you have ANY doubts about how to set up your printer to print self adhesive labels, consult the printer manual and/or support section of the manufacturer’s website; many manufacturer supply recommended guidelines for specific print tasks (such as printing onto A4 labels).

Next Week On Template Tuesday: Printing A Label Template – Top Tips For Loading Your Labels To Align Your Design Perfectly

Printing A Label Template – Choosing The Right Printer To Print Your Labels

Tuesday, November 7th, 2017

People are often surprised at how much of a difference choosing the right printer can make when it comes to printing a label template accurately and effectively.

After all, you follow the same basic process when printing a sheet of paper as you do sheet labels. The problem is that self-adhesive labels are a very different print medium; A4 labels are thicker (with at least three layers – a face material, an adhesive, and a backing sheet) and are made with very different materials (even basic paper labels have special coatings to improve their surface properties), which means they need to be processed differently to allow toner or ink to be applied successfully (and accurately) to their surface.

When we refer to using the “right” printer, we mean a printer that has been designed with the task of printing blank labels in mind and has key features and specifications that allow you to print labels accurately and to the same standard as a basic sheet of paper.

LABEL PLANET’S CHECKLIST FOR PICKING THE PERFECT PRINTER TO PRINT YOUR LABEL TEMPLATE PERFECTLY

1. THE PRINTING METHOD
Some self-adhesive labels are made with materials that are suitable for ONE particular type of printing method; i.e. laser labels must be printed with a laser printer and inkjet labels must be printed with an inkjet printer. Laser labels printed with an inkjet printer won’t dry properly, while inkjet labels printed with a laser printer will have print that cracks and flakes away.

CHOOSE A LASER PRINTER TO PRINT LASER LABELS & AN INKJET PRINTER TO PRINT INKJET LABELS.

2. THE TYPE OF PRINTER
Most desktop printers fall into one of three categories; dedicated printers, multifunction (“all-in-one”) printers, and dedicated application printers (e.g. “photo printers”). “Dedicated” machines perform ONE specific task to an extremely high standard (e.g. printing or printing photographs), while “multifunction” machines can perform multiple tasks to a reasonable standard (e.g. printing AND scanning AND copying AND faxing etc). Printing a label template onto sheet labels accurately and effectively requires specifications and features that are not always provided in “all-in-one” and “photo” printer models because they simply aren’t designed for printing self adhesive labels.

CHOOSE A DEDICATED PRINTER (OR CONSULT THE PRINTER MANUAL TO SEE IF AN ALL-IN-ONE/PHOTO PRINTER CAN PRINT LABELS).

We recommend two brands based on our experiences printing our own address labels, shipping labels, and product labels. OKI and HP supply dedicated printers that are extremely efficient at handling thicker print media – including self adhesive labels – and produce high quality and accurate print on a wide range of printer labels. They also tend to have good duty cycles, which refers to the number of sheets that can be printed in a given timeframe (generally a month) to a consistently high standard without damaging the printer. 

3. THE PRINT MEDIA
“Print media” refers to the different items that can be put into a printer to be printed; the “media type” refers to the specific item you are printing (e.g. plain paper, photo paper, sheet labels, envelopes, films or transparencies etc), while “media weight” refers to its weight – this is the mass per unit area or grammage (g/m² or gsm). Your printer’s manual will list all of the media types and weights that your printer can process (you should never try to to print a media type or weight that is NOT included in the specification as you may damage your printer).

CHOOSE A PRINTER THAT CAN HANDLE SHEET LABELS (OR AT LEAST THICKER MEDIA IN GENERAL). 

4. THE BYPASS TRAY
All printers have at least one tray for loading print media; in most printers this is a PAPER TRAY designed specifically for handling plain paper (80-90gsm). A secondary tray is usually a MEDIA BYPASS TRAY designed specifically for processing thicker print media (such as self adhesive labels). This tray handles different “media” and allows sheets to “bypass” at least one set of rollers in your printer, which provides a straighter path through the printer and reduces the chances of sheets rotating as they are processed by the rollers (improving the accuracy of your printed label template).

CHOOSE A PRINTER WITH A MEDIA BYPASS TRAY.

5. THE RESOLUTION
Printer resolution refers to the number of “dots” of ink or toner that a printer can print within an inch (dots per inch or “dpi”); more dots mean more detail can be added (up to a point), which results in a higher resolution. As a general rule, 300 dpi produces “normal resolution” (good enough for text-based address labels or shipping labels), 600 dpi produces “high resolution” (good for product labels with some basic design-work and/or images), and 1200 dpi produces “photo resolution” (good enough to accurately reproduce digital photographs).

CHOOSE A PRINTER WITH 1200 x 1200 DPI TO PRINT A LABEL TEMPLATE THAT CONTAINS PHOTOS OR DETAILED ARTWORK. 

6. THE EXTRA FEATURES
Some dedicated printer models have additional features designed specifically to improve the print quality and alignment accuracy on printer labels. A common example is “Edge-To-Edge Printing” or “Borderless Printing”; most standard desktop printers cannot print all the way to the edge of an A4 sheet but those with edge-to-edge or borderless printing can print the full surface of an A4 sheet. Some label sizes use the full area of an A4 sheet – meaning that, if you can’t print a full A4 sheet, you have to restrict your design to the so-called “printable area” of your particular printer.

CHOOSE A PRINTER WITH SPECIAL FEATURES DESIGNED FOR SELF ADHESIVE LABELS.

The best thing you can do to print a label template successfully is to look through your printer’s manual to see if your printer model can be used to print self adhesive labels (and has specific features that can be used to improve the print quality and accuracy) and if the manufacturer has provided recommendations to follow when printing a label template onto sheet labels.

Next Week On Template Tuesday: Printing A Label Template – Choosing The Right Print Settings To Print Your Labels

Printing A Label Template – Printing Templates 101

Tuesday, October 31st, 2017

So far on Template Tuesday, we’ve taken a closer look at what label templates actually are and how to add your label design to a template quickly and accurately. This week, we move on to the next step in the process of creating your own labels – printing your label template!

While you might be tempted at this stage to think “well, I’ve set up my template, now all I need to do is press print”, the fact is YOU SHOULD NEVER EVER EVER EVER EVER EVER EVER EVER EVER EVER JUST PRESS PRINT. EVER.

What most people don’t stop to think about is just how many different elements are involved in the process of printing a document. While it might seem like a simply one step process (you press print and a printer prints your document), there are actually a LOT of different elements involved and all of them have to interact in just the right way to create a perfectly printed template.

The Printing Process
Your software (the application you are using to design your label template) sends your template to another piece of software called a printer driver; the driver converts your template into a Page Description Language (which basically describes the content of a page and how that page is arranged or constructed as a series of geometric lines and shapes defined by mathematical equations) that can be understood by your printer – this vector-based language is then converted by a Raster Image Processor into a bitmap image (a rectangular grid of pixels) that your printer then recreates on your labels (using, of course, the print settings that you have selected – or a default set of print settings stored in your printer driver, if you haven’t indicated any printing preferences for your template).

Elements Involved In The Printing Process
Looking through the printing process, therefore, you can see that your software has to communicate properly with your printer driver, and you have to select the correct print settings to get the best possible print alignment and print quality on your labels – which doesn’t take into account the fact that your printed template can also be affected by the print tray you use and how you load your labels into that print tray, the starting print position of your particular printer model, the fact that all labels are made to a tolerance (i.e. an allowable deviation from the stated measurements), and that some labels are designed specifically for ONE printing process (i.e. they are “laser labels” or “inkjet labels”).

Of course, this isn’t to say that you won’t get lucky if you do just press print – it may be that your software, hardware, and labels are all set up in a way that allows you to achieve a decent print alignment and quality without making any adjustments at all.

The problem, of course, is that there is no guarantee that “just pressing print” will work and taking that risk can result in a massive waste of time and money (not to mention a waste of labels, toner or ink, as well as your own patience/sanity).

It is far, far wiser to take the time to load your labels correctly and to set up your printer with the optimum print settings so you KNOW that you will achieve the best possible print alignment and quality.

Over the next few Template Tuesdays, we’ll take you through the different elements involved to help you make sure that YOUR unique combination of hardware and software is correctly set up to print YOUR template onto YOUR labels as accurately and professionally as possible.

Next Week On Template Tuesday: Printing A Label Template – Choosing The Right Printer To Print Your Labels

The Different Types Of Templates (& How To Choose The Right One For You)

Tuesday, May 16th, 2017

There are a number of different types of templates, which can make it tricky to make sure that you’ve got the right one for your requirements. This post will give you a brief guide to each type of template you could use and advice about which type of template you should use.

Standalone Versus Built In
As mentioned in our previous post, templates can be either standalone (an individual file that you open using the software of your choice, e.g. Word, InDesign etc) or built in (they exist as a part of the software you are using, e.g. Avery templates in Word).

If you are printing a common label size you should be able to choose whether you want to use a standalone or a built in template. One of the most popular sets of built in templates is those designed for Avery labels and many label suppliers sell labels that are compatible with Avery labels – i.e. they use the same label size and layout – which means you can print those labels using a built in Avery template.

Many of our labels are compatible with Avery sizes; we list any compatible Avery codes on the product page and template information page for each label size we supply so you can print your labels using a built in Avery template or download a standalone template from our website.

There shouldn’t be any great difference between using a built in template or a standalone template so it’s up to you to decide which you prefer. Built in templates may work more smoothly with your software (because they are part of the software itself) but you will need to double check that they are definitely using the same label size and layout as the labels you need to print.

Obviously, if your software doesn’t contain a built in template that is compatible with your labels you will need to download a standalone template or create your own. Some software will include template design tools that you can use to create your own template – we’ll talk about this in a later blog post.

Single Design Versus Multiple Design
You may also come across “single design” and “multiple design” templates; a single design template will create a set of labels that are all exactly the same, while a multiple design template can be used to create labels that are all the same, all different, or that feature sets of multiple designs or variations upon one design. Single design templates tend to be built in templates – your software will provide you with a blank space to enter your design and it will automatically replicate that design onto all of your labels.

Label Planet Templates – Word Templates Versus PDF Templates
We have created a set of templates for each label size that we supply; each set includes Word templates and PDF templates. We chose these two types of files because the majority of our customers will have access to software that can read (display) and edit (change) these files.

Word templates replicate the layout of a sheet of labels in the form of a table, which you then “fill in” with your design. This means that Word templates are quite basic and they cannot accurately reproduce the layout of shaped labels, such as round labels and oval labels (or even rectangular or square labels with rounded corners); most Word templates compromise by creating a grid of squares or rectangles so that each round or oval label will sit inside one of the squares or rectangles with its outermost points touching each of the four sides.

Our Word templates use the .docx file format and can be used in Word 2007 and later or in any Word Processing software that can edit this file format (e.g. Pages, LibreOffice etc).

(Earlier versions of Word will open these templates in “Compatibility Mode”; this mode converts files into a form that can be used by the earlier version of the software. While you should be able to use our templates in this way, there may be some features that are not supported so you should always take extra care to confirm that your template will produce the correct alignment before printing onto your labels.)

PDF templates replicate the layout of a sheet of labels in the form of a background layer that shows the outline of each label on the sheet. You then add your design onto another layer (using the background layer as a guide) to create your finished label design. This means that PDF templates offer a much more detailed and accurate guide than Word templates, although not everyone will have access to (and knowledge of) the graphics packages that can be used to edit these files.

Our PDF templates have a file format of .pdf and can be used with any graphics package that is capable of reading and editing these files (e.g. InDesign, Photoshop etc).

Label Planet Templates – Template Options: Orientation / Text Box / Mirror / Bleed / Alternative
If you use our templates, you will find a number of options are available for each label size. We created these options so that we could provide our customers with templates that not only suit the label size and layout that they wish to print but also suit the label design they wish to create:

  • Portrait/Landscape: we offer portrait and landscape options (where possible) so you can create your label design in the orientation of your choice.
    Best For: any kind of label design
  • Text Box: these Word templates have a text box in each label so you can simply type in the text you want.
    Best For: text only label designs
  • Mirrored: these are Word templates designed to create mirrored labels, which can be applied onto one side of a glass object (e.g. a window) and read from the other side. Each label contains a mirrored text box; click inside a box, type in your text, and click out of the box and your text will be automatically reversed.
    Best For: mirrored label designs (e.g. for window stickers)
  • Bleed: these templates contain oversized labels (Word) or a “bleed” area (PDF) so that your label design will be larger than your actual labels – this prevents white edges appearing on your labels when you print your template.
    Best For: label designs with coloured backgrounds or borders
  • Alternative: as with all products, labels are made to a tolerance (an allowable deviation from the stated measurements), which can lead to variations in the size and layout of a sheet of labels. We provide “Alternative” and “Extra” templates for label sizes that are most likely to see small variations.
    Best For: use these templates if the standard templates aren’t quite producing the best alignment for your label sheets (AND you have already ruled out other causes for the misalignment – such as incorrect printer settings).

Next week on Template Tuesday: How To Find & Open A Label Template

The TEN Things You Need To Print Your Own Labels

Tuesday, May 9th, 2017

We’re kicking off the first ever TEMPLATE TUESDAY with our list of TEN things that you need to print your own labels, starting with:

NUMBER ONE: LABELS (!)

Whether your project is underway or you’re creating a few samples on a trial basis, you’ll need labels (or a sample) that you can print.
You can request a sample of our labels by contacting our Customer Service Team or filling in our online Sample Request Form.

You must make sure that your labels are compatible with the printer you intend to use – i.e. you need A4 sheets of laser labels if you have a laser printer and A4 sheets of inkjet labels if you have an inkjet printer.
We identify the printer compatibility of our self-adhesive labels on the relevant range and product pages and on the product packaging.

NUMBER TWO: PAPER

You should always test print your completed template onto blank paper BEFORE you print onto your labels proper, so you can correct any issues with your template or printer without wasting any of your label sheets.

NUMBER THREE: COMPUTER / LAPTOP / TABLET

You’ll need a computer/laptop/tablet that is connected to a …

NUMBER FOUR: PRINTER

All of our self-adhesive labels are supplied on A4 sheets so you can print your own labels using a standard desktop printer, whether that’s an inkjet printer, laser printer, or even a photocopier.

We’ll visit the topic of printers in more detail later on but for now we recommend using a printer with a media bypass tray and checking the printer’s manual to make sure it is suitable for printing labels and to see if the manufacturer has provided any specific guidelines for printing labels to ensure you get the best possible print alignment and quality.

NUMBER FIVE: SOFTWARE

You can use a wide range of software to design labels, from specialised label design packages to general design packages, or even non-design software that contains tools that can be used to design labels. Most people use whatever software is already installed on their device but you may want to invest in a package that is better suited to the task of designing labels.

We don’t recommend any particular software for designing labels; it is up to you to decide what software you are comfortable with and if you want to make the choice of sourcing (and learning to use) a more specialised design package.

If you are using non-design software, you need to be aware of its limitations – design tools included in non-design software tend to be less sophisticated than those contained in design software so you should tailor your label design to the tools available in your software and don’t expect it to perform beyond its capabilities.

Common examples of software used to design labels include: Microsoft Word (a word processor that contains some tools suitable for designing labels), Adobe InDesign (a graphics package that can be used to design labels), and Avery’s “Design and Print” (a label design package available as an online service, a download for desktop computers and laptops, and an app for tablet devices).

NUMBER SIX: TEMPLATE

A template is simply a file that contains a representation of the labels you wish to print, so that you can “fill in” the template with your design and it will then be printed onto your labels in the correct position and layout. When printing labels you can use either a “built-in” or a “standalone” template; a built-in template is a template that is available as part of your software (such as the Avery templates that are available in Word) and a standalone template is a template that is available as an individual file that you open (and edit) using your software (such as the Word templates that you can download from our website).

If you want to use a standalone template you must make sure that it is compatible with your software – i.e. that your software can open and edit that file – see next week’s post for more information about the different types of templates available.

NUMBER SEVEN: IDEAS

It always helps to have an idea of what you want to include on your labels. If you’re creating simple text-only labels, then you basically need to make sure your text fits and choose a suitable font BUT if you’re creating something more complicated (e.g. product labels) you’ll need to know what content you want to include on your labels (e.g. logo, company details, product details etc) and how it will all fit together.

If you are creating labels with a more complicated design, we recommend getting your content together (e.g. typing out your text and selecting your images) and/or creating a basic sketch of what you want so that you can see how well (or not) your design will fit onto your labels.

NUMBER EIGHT: TIME

While you CAN set up a template and print your own labels in a matter of minutes, we always recommend setting aside plenty of time to design and print your labels – just in case something goes wrong. Whether you’re an expert or a beginner, it’s always possible that your template or your printer simply won’t play ball and you’ll end up needing a bit of time to sort things out – which, if you’ve left your labels to the last minute, can become a bit of a stressful nightmare!

NUMBER NINE: PATIENCE

Taking on the challenge of DIY labels means that you are totally responsible for setting up your template, your software, and your printer. It is extremely easy for one small setting to cause big problems BUT it’s also really easy to correct these issues – as long as you have a bit of patience and check things over carefully at each step of the process when designing and printing (and correcting) your own label template.

NUMBER TEN: THE LABEL PLANET HELP PAGES!

We’ve been working with labels and label templates for years and years (and years) and we’ve accumulated a wealth of knowledge and experience along the way –  we’ve used this information to create our help pages so our customers have all the help and advice they might need to hand in one useful (and completely free) resource.

The Label Planet help section includes step-by-step guides, FAQs, hints and tips, a handy troubleshooting guide (just in case), and our template section, which includes Word templates and PDF templates for all of the label sizes we supply.

Next week on Template Tuesday: The Different Types Of Templates (& How To Choose The Right One For You)