Printing labels at home or in the office is convenient—until misaligned rows, off-center text, or wasted label sheets make the process frustrating. The key to professional-looking labels is proper alignment before printing.
This step-by-step guide will walk you through aligning label templates accurately, no matter what software or printer you’re using.
What You’ll Need
Before you begin:
A label template that matches your label sheets (e.g., Avery 5160, A4-sized)
Compatible software (Microsoft Word, Google Docs, or Adobe Acrobat)
A printer (inkjet or laser)
A few sheets of plain paper for test prints
A ruler (optional, but helpful for fine-tuning)
Step 1: Select the Correct Label Template
Each label sheet has precise dimensions—selecting the wrong template is the #1 cause of alignment issues.
In Microsoft Word:
Go to Mailings > Labels > Options.
Choose your label brand (e.g., Avery US Letter or A4).
Pick the correct product number (you'll find this on the label packaging).
Click OK and then New Document to open a pre-formatted template.
In Google Docs:
Install a label add-on like Foxy Labels or Avery Label Merge.
Choose your label type and create your layout within the add-on.
In Adobe Acrobat:
Use a label PDF template with editable fields that matches your label type.
Align text fields precisely within each label boundary.
Step 2: Customize Your Label Content
Add your text, logos, or barcodes—but stay inside the cell borders:
Avoid edge-to-edge text. Leave at least a 0.1" margin inside each label.
Use consistent formatting (font size, alignment, line spacing).
If using a mail merge (e.g., names and addresses), preview results to ensure spacing fits.
Step 3: Test the Layout on Plain Paper
Before using an actual label sheet:
Print your template on plain white paper.
Place the test print over a blank label sheet and hold both up to a light.
Check that all text blocks align with the actual label borders.
Common Issues to Spot:
Text prints too high/low
Spacing drifts further off as you go down the page
Labels print too far left or right
Step 4: Adjust Margins and Cell Spacing
If your test print is slightly off:
In Word: Select the table > go to Layout > adjust Cell Height/Width or Margins.
In Google Docs: Right-click the table > Table properties > tweak cell padding or dimensions.
In PDF: Use precise alignment tools in Acrobat or your PDF editor.
Tiny adjustments—1–2 mm—can make a huge difference.
Step 5: Configure Printer Settings Properly
Misalignment can also come from your printer, not just the template.
Check these settings:
Scaling: Set to Actual Size or 100%. Avoid Fit to Page.
Paper size: Match the label sheet (U.S. Letter or A4).
Paper type: Set to Labels or Heavyweight Paper if available.
Avoid duplex printing, and always load label sheets properly (face-up or face-down depending on your printer model).
Step 6: Print a Final Test & Make Adjustments
Do another test print after any adjustments. It may take 2–3 tries to get perfect alignment, but this step saves labels in the long run.
Still not lining up? Try:
Rechecking the template size
Using a different label vendor’s template
Switching printers or paper trays for consistent feed
Bonus: Save Your Final Template
Once you’ve dialed in the alignment:
Save the document as a template file (.dotx for Word, or make a Google Docs copy).
Export to PDF if needed for repeat printing or sharing.
This saves time in future label projects and ensures consistent results.
Final Tips
Use fresh label sheets—avoid sheets that are curled or pre-printed
Test every new printer or paper batch
Store label paper flat to prevent feeding issues
Conclusion
Aligning label templates correctly takes just a few extra minutes—but it makes the difference between wasted sheets and crisp, professional labels.
With the right template, careful setup, and test printing, you’ll be ready to produce perfect labels every time.