Labels Not Lining Up? How to Fix Print Alignment

Labels that do not line up are frustrating, especially when a sheet costs real money. The good news is that most problems have a few common causes. Work through the checks below in order. Start with the print settings, because they cause most of the trouble.

Step 1: Turn off scaling

Scaling is the most common cause. Your printer may shrink or stretch the page to make it "fit", and then the labels drift off their outlines.

Open the print window, then look for these settings:

1. Set the scale to 100% or Actual size.
2. Turn off Fit to page, Fit to printable area and Shrink to fit.
3. Check that the paper size is the same as the sheet. Letter is standard in the US, and A4 is standard in most other countries.

Avery's help makes the same point. Its printer guides say scaling should stay at 100% or Actual Size, never Fit to Page.

Step 2: Check the template

If the labels are the wrong size, no print setting can fix them. Check the template against the packaging.

• Find the product number on the box or on the sheet, such as 5160 or L7160.
• Choose that exact number in your tool. Do not choose a similar one, such as 5161 for 5160.
• For Word, go to Mailings, then Labels, then Options, and pick the product number. If the number is not listed, choose New Label and enter the measurements from the box.

Avery says most misalignment comes from the wrong template. Our guide to Avery® 5160 and 8160 explains two numbers that look alike. They share a layout, but they are sold for different printers.

Step 3: Do the test page

A test page costs nothing. A label sheet does.

1. Print the test on plain paper, using the same settings you will use for the labels.
2. Hold the test page over a real label sheet.
3. Hold both up to a window or a bright lamp.
4. Check that the text sits inside each label outline, with the same space on all sides.

Avery recommends this exact check. If the lines match, print the labels. If they do not match, change one setting and test again.

Step 4: Read the drift

The pattern tells you what to fix.

A constant shift. Every label is off by the same amount, up, down, left or right. The fix is a small nudge. In Word, you can drag the margins on the ruler to move the template slightly, then test again. In Google Docs, change the margins under File, then Page setup, and test again. LabelPeel has a nudge option that moves everything by millimetres, if your printer is consistently off.

A growing shift. The first label is in place, but the labels drift further off as you go down the page. This means the page is scaled, or the template is the wrong size. Go back to Step 1 and Step 2.

Labels in the wrong rows. Check that you chose the right number of columns and rows for the sheet.

Step 5: Check your printer

Some printers add margins or stretch the page without telling you. Look for these options in the printer's own settings:

• Borderless printing. Turn it off for label sheets. Borderless printing often scales the page.
• Paper type. Choose label, labels or heavy paper if your printer lists it. This slows the feed and can improve the alignment.
• Manual feed. Use the manual or rear tray if the sheet keeps slipping. Keep the guides snug against the sheet, and feed one sheet at a time if your printer takes more than one.

If a sheet jams or gets stuck, do not force it through. Remove the stuck sheet carefully.

Word and Google Docs settings

In Word, use the label template from Mailings. Avoid changing the page size or margins unless you have to. If you do, check the test page again. Avery's help notes that you can drag the margins on the ruler to shift the template, and then re-test on plain paper.

In Google Docs, if you built the labels with a table, check the page margins under File, then Page setup. Choose Pages if the page is in pageless format. Then set the paper size, and check that the table's cell sizes match the label size. The steps are in how to make labels in Google Docs.

Printing one label or a part sheet

You may want to use a sheet that is already partly used, or print just one label. Both are possible.

One label on a sheet. In Word, use Single label in the label settings. Pick the row and column of the label you want to print. In other tools, choose a start position, such as row 2, column 3.

A part-used sheet. Start at the first empty label. LabelPeel has a "start at label N" option, so you can skip the labels already printed. Check the sheet first. Do not feed a sheet with missing or peeled labels back through a printer. A loose label can jam the feed. Check the packaging for printer advice before you reuse a sheet.

Common problems

The labels are cut off at the edge. The text is too big, or the page is scaled. Reduce the font size and print at 100%.

Some labels print blank. Check that the list is long enough for the sheet, and that the tool is not skipping rows.

The labels print on two pages. You may have an extra row or a blank line at the end of the table. Remove it and print again.

The printer prints in the wrong order. Check the order of your list. Most label tools fill labels from left to right, then top to bottom.

Make it right the first time

Start with the settings, check the template, and always do a test page. These three steps solve most alignment problems. If you are making labels from a list, LabelPeel has a print checklist and a test-page step built in. You can try it without an account.

For more detail on Word, read how to print labels in Word. For every sheet size, see the label sheets page.