Labels
Print barcode labels from Excel onto A4 sheets
Taking inventory, labelling storage locations, tagging items: often you don’t need one barcode but a hundred – on labels you simply print on a sheet. Here is how an Excel list becomes a print-ready PDF and how to make the print land exactly on the labels.
Paste a list, pick a label format, download the PDF: the Barcode Generator creates label sheets right in your browser – no software, no upload.
Create labelsThe short version
- In the Barcode Generator, choose the barcode type (usually Code 128 for internal numbers).
- Under “Batch & labels”, paste your list from Excel – or number codes with “Sequence”.
- Pick the label format and download the label PDF.
- Print at 100% / actual size – with a test page first.
Paper size: the label PDFs use A4 paper, the standard in Europe and most of the world. For US Letter label sheets (such as Avery 5160), export the codes as ZIP and place them in your label software instead.
Preparing the list
The easiest source is an Excel or Google Sheets table with two columns: the code on the left, the caption that should appear above the barcode on the right.
| A: Code | B: Caption |
|---|---|
INV-0001 | Laptop office 1 |
INV-0002 | Monitor office 1 |
INV-0003 | Printer reception |
Select both columns, copy and paste them into the list field – Excel separates columns with a tab, which the generator recognizes. A semicolon works too: INV-0001;Laptop office 1.
- Leading zeros: format the column as text in Excel, otherwise
00042becomes42. - Sequential numbers don’t need Excel at all: in “Sequence” mode enter a start value (e.g.
INV-0001), count and step. - Invalid lines are listed with their line number and skipped on export.
Label formats
Common A4 formats are built in. The product code is usually on the box; what matters is label size and labels per sheet.
| Label | Per sheet | Example | Good for |
|---|---|---|---|
| 70 × 37 mm | 24 (3 × 8) | Avery Zweckform 3474 | All-rounder, edge to edge |
| 63.5 × 38.1 mm | 21 (3 × 7) | Avery L7160 | Items, inventory |
| 63.5 × 33.9 mm | 24 (3 × 8) | Avery L7159 | Items, inventory |
| 99.1 × 38.1 mm | 14 (2 × 7) | Avery L7163 | Long codes, GS1-128 |
| 99.1 × 57 mm | 10 (2 × 5) | Avery L7173 | Cartons, storage locations |
| 38.1 × 21.2 mm | 65 (5 × 13) | Avery L7651 | Small parts, short codes |
If none fits, choose “Custom format” and enter columns, rows, label size, margins and gaps in millimeters – from the packaging or measured with a ruler.
Copy two columns from Excel, paste, choose a format – and the label PDF is ready.
Step by step
- Type and size. In the Barcode Generator, choose the barcode type. The module width sets the size; if a code is too wide for the label it is scaled down automatically and the generator reports the smallest module width.
- Content. Paste the list or number sequentially.
- Format and options. Pick the label format. “Copies per code” prints each code several times; “Start at label no.” skips labels already used on a partly used sheet.
- Caption. With “Print caption above the code”, the text from the second column appears above the barcode.
- Test print. For the first try, enable “Print label outlines”.
- Export. Click “Label PDF”. Or use “ZIP (PNG)” / “ZIP (SVG)” to use the codes in other software.
Printing accurately
- Actual size. In the print dialog choose “Actual size” or “100%” – never “Fit to page”. Otherwise everything shrinks by a few percent and drifts off the labels.
- Test page. Print on plain paper first, put it on the label sheet and hold both against the light. If it matches, switch the outlines off again.
- Paper type. Select “Labels” or “Heavy paper” in the printer driver; don’t use laser labels in an inkjet printer or vice versa.
- Small offset? Many printers feed slightly off. If the offset is constant, adjust the top or left margin in a custom format by the measured amount.
- Quality. For fine codes (module width below 0.3 mm), a laser printer is more reliable. Test one label with a phone or scanner after printing.
Which barcode type for labels?
Code 128
For inventory, storage locations and internal numbers with letters. Compact and readable by any scanner. More in the Code 128 guide.
EAN-13
For products with a GTIN, e.g. price labels or relabelled goods. See EAN barcode.
GS1-128
For cartons and pallets with batch, expiry date or SSCC. Needs wide labels. See GS1-128.
DataMatrix
When space is tight, e.g. on samples, cables or small parts. Needs a 2D scanner (phone cameras can do it).
Create barcode labels now
List or number sequence, common A4 formats or your own, start position for partly used sheets – free and with no upload.
Frequently asked questions
Is printing barcode labels free?
Yes. The Barcode Generator creates label PDFs for free, with no sign-up, no watermark and no daily limit.
Can I paste the codes straight from Excel?
Yes. Select one or two columns (code and caption), copy and paste – the tab is recognized as separator.
Which label formats are supported?
Common A4 formats such as 70 × 37, 63.5 × 38.1, 99.1 × 38.1 or 38.1 × 21.2 mm, plus any custom format in millimeters. US Letter sheets are not supported as PDF; use the ZIP export instead.
Can I reuse a partly used label sheet?
Yes. “Start at label no.” skips the labels that are already used.
Why are my labels misaligned?
Usually the PDF was printed with “Fit to page”. Print at actual size (100%); for a constant offset, adjust the margins in a custom format.
How many labels can I create at once?
Up to 2,000 codes per run, each in as many copies as you like.
Sources
- Barcode Writer in Pure PostScript and bwip-js – the open-source libraries the generator uses to draw the codes.
- GS1 General Specifications, GS1 – rules for symbol sizes, quiet zones and application identifiers.