How to Change Printer Settings to Labels?

Printing labels may seem simple, but they can end up misaligned, smudged, or stuck inside your printer. The truth is, printing labels is very different from printing regular paper. It requires specific settings, techniques, and sometimes a little patience. In this blog, we’ll walk you through the details of how to change your printer settings to print labels correctly, and provide some troubleshooting advice.

Why Label Printing Requires Custom Settings

First, let’s understand why you need to adjust your printer settings.

Unlike regular copy paper, label paper is made up of multiple layers: a printable surface, an adhesive layer, and a backing.

This extra thickness can confuse a printer that isn’t prepared. Not to mention, if the printer gets too hot (like with a laser printer), the adhesive can melt inside the machine, causing a sticky stain that’s costly to fix.

Laser and inkjet printers also handle labels differently.

Inkjets spray liquid ink, which can smudge if the label isn’t properly aligned or dried. Laser printers use heat to bond toner to a surface, which requires precise calibration to avoid warping or bubbling.

Therefore, setting your printer to “labels” or a similar media type is critical to getting accurate, crisp prints.

When You Might Need to Print Labels

So what can you do with label printing?

• Shipping & E-commerce: Print address or return labels for USPS, UPS, FedEx, or Amazon FBA.
• Product Packaging: Create branded product labels for jars, bottles, bags, or boxes.
• Office Organization: Label folders, drawers, and storage bins for easy identification.
• Home Projects: Make custom pantry labels, cable tags, name stickers, or moving box labels.
• Event Planning: Print name tags, seating charts, envelope labels, or party favors.

How to Change Printer Settings to Labels (Windows & macOS)

You can change printer settings on your Windows and macOS systems.

On Windows

• Access Printer Preferences: Go to “Control Panel,” visit “Devices and Printers.” Then, right-click your printer and select “Printing Preferences.”
• Choose the Correct Paper Type: In the Preferences window, look for options like “Paper Type” or “Media Type.”Select “Labels,” “Heavyweight,” or “Cardstock,” depending on what’s available.
• Set Paper Size: Ensure the paper size matches your label sheet (e.g., Letter, A4, or a specific template like Avery 5160).
• Save as Preset (Optional): You can save these settings under a custom name like “Label Printing” for easy reuse.

On macOS

1. Open Print Dialog: In any app (like Word or Pages), go to “File,” choose “Print.”
2. Show Full Print Settings: Click “Show Details” (if not already expanded).
3. Choose Paper Size and Media Type: Select your label size under “Paper Size.”In the dropdown menus like “Media & Quality” or “Paper Handling,” choose “Labels” or “Heavy Paper.”
4. Use Presets for the Future: Click the “Presets” menu and select “Save Current Settings as Preset.”

Changing these settings ensures that your printer knows how to feed and print on thicker label stock without jams or misalignment.

What to Do in Word, Google Docs, or Other Software?

Changing your printer settings is only half the battle. Using the correct layout in your software is just as important. This step ensures that your design matches the label layout precisely so that your content prints in the correct location.

Microsoft Word (Best for Windows/macOS)

1. Go to the “Mailings” tab.
2. Click “Labels,” then “Options.”
3. Choose your label vendor (like Avery) and product number (e.g., 8160 or L7163).
4. Create a new document with a grid that matches your label sheet.
5. Add your text, logos, or barcodes inside each cell.

Google Docs + Add-Ons

1. Open Google Docs and click “Extensions” choose “Add-ons,” then “Get add-ons.”
2. Search for a label maker like “Avery Label Merge” or “Labelmaker.”
3. Follow the prompts to import data and format your labels.

What If My Printer Doesn’t Support Labels?

Not all printers support label printing. If you have an older or less powerful printer, you may encounter some limitations.

• Use Manual Feed Tray: This provides a straight path that reduces jamming.
• Select “Cardstock” or “Heavy Paper”: If “Labels” isn’t available, these settings are close substitutes.
• Print One Sheet at a Time: Don’t overload the tray. Label sheets are thicker and more prone to sticking.
• Avoid Reusing Partially Used Sheets: They often cause misfeeds and skewed prints.

If you print labels frequently, consider purchasing a printer with rear-feed support or a dedicated thermal label printer, such as a DYMO or Zebra.

Best Practices for Perfect Label Printing

For clear, consistent printing, we recommend following a few pro tips.

• Test on Plain Paper First: Print a draft on normal paper and hold it behind the label sheet to check alignment.
• Keep Labels Flat: Store label sheets on a flat surface to prevent curling.
• Don’t Reuse Jammed Labels: Even slightly curled labels can misfeed or stick.
• Clean the Rollers: Over time, adhesive buildup can cause jams or streaks. Use a lint-free cloth and rubbing alcohol to clean the printer rollers occasionally.

Troubleshooting: If Things Go Wrong

Even with all the precautions, problems can still occur. Here is a quick guide to troubleshooting common label printing problems:

FAQ: Common Label Printing Questions

Q: Can I print labels using regular paper settings?

A: Not recommended. Using the correct media type helps your printer apply the right amount of heat or ink and feed the paper correctly.

Q: My printer doesn’t list a “Labels” option. What should I do?

A: Use a similar setting, such as “Heavy Paper” or “Cardstock.” These options adjust for thickness and ink usage.

Q: Can I reuse a partially used label sheet?

A: Technically, you can, but this often results in jams or misprints. It’s safer to print a whole sheet of labels at once.

Q: Why are my labels printing misaligned even when I use the right template?

A: Check your print settings to make sure “Scale to Fit” or “Shrink to Fit” is not selected. Your document should print at 100%.

Q: Are thermal printers better for label printing?

A: If you print labels frequently, thermal printers are better. They are faster, more reliable, and require no ink.

Conclusion

Changing your printer settings to print labels isn’t difficult, but it does require some setup. Once you know how to choose the right paper type, feed it correctly, and use matching templates, you can avoid damaged paper and endless frustration. Whether you’re labeling products, shipping packages, or organizing your home, the right settings will make the process smooth and professional.