Label Printing Problems? A Printer Checklist That Works

The short answer

Start with a test page on plain paper, printed at 100% (Actual Size) on US Letter paper. That fixes most label printing problems on its own. If it doesn't, work down this checklist in order: paper type, margins, ink, then the printer driver.

Most label printing problems come from a handful of settings, and they're quick to check. Go through the list in order and print a plain-paper test page after each change, so you don't use up label sheets finding the fix.

1. Print a test page first

Print your design on ordinary paper, hold it on top of a label sheet and look through both against a window or a bright light. Check the labels at all four corners. Only print on the label sheet once the test page lines up.

Haven't designed anything yet? Your template page has a PDF of just the label outlines. Print it on plain paper to check your printer before you start.

Dashleigh template page with the PDF template download and the Print it right the first time section

2. Print size: 100% or Actual Size

This one setting fixes most labels that print slightly off. If the printer shrinks the page to fit (Fit to Page, Shrink oversized pages, Scale to fit), every label moves toward the center. Set it to 100%, Actual size or No Scaling. Step-by-step for Word, PDF and Canva: how to print labels that line up.

3. Paper size: US Letter

Every Dashleigh label sheet is US Letter, 8.5 x 11 in. Check the paper size in your document and in the print window. An A4 setting moves the design down the sheet or cuts off the bottom rows; see why a printer prints only half the sheet.

4. Paper type and print quality

In the print window, find Paper Type or Media Type (Mac: under Media & Quality or Printer Features; Windows: under Printer Properties).

Waterproof vinyl and clear gloss (inkjet only): choose Labels or Glossy and the best quality setting.
Paper labels (kraft, recycled, white matte, pastel and other uncoated colors): plain or matte paper. These work in inkjet and laser printers.
No Labels option? Choose Heavyweight or Cardstock.
Let inkjet prints dry for 10-15 minutes before you peel or handle the labels.

5. Margins and the edge of the page

Word: don't change the template's margins. If labels have shifted, compare Layout > Margins > Custom Margins with the margins listed on your template page under Print it right the first time.
Apple Pages: click Document in the toolbar and compare the document margins with your template page.
Canva and PDF: margins come from the print window, so the 100% setting is what matters.
Every printer has a strip around the edge it can't print, usually 1/8 to 1/4 inch. Keep text and logos at least 1/8 inch inside each label outline. Background colors can run to the edge of the label.

6. Borderless printing: off

Borderless printing enlarges the page slightly so the ink reaches the edge, which pushes your design off the labels. Turn it off for label sheets.

7. Ink: faint, streaky or missing

If the print is faint, streaky or missing a color, the label sheet usually isn't the cause. On plain paper:

Check the ink levels in your printer's software.
Run the printer's Head Cleaning or Nozzle Check from its maintenance menu (in the printer software, or on the printer's screen). Run it once or twice, then print a test page.
If a cartridge has been sitting unused, take it out and put it back in firmly, then clean again.
Still streaky? Follow your printer maker's instructions for cleaning the print head, or replace the cartridge.

Ink smearing or beading on waterproof vinyl? Check you're using an inkjet printer, set the paper type to Labels or Glossy and let it dry longer. Toner rubbing off in a laser printer is a different problem; see laser toner flaking off labels.

8. Feeding the sheet

Load one label sheet at a time, with plain paper behind it if your printer struggles to pick up a single sheet.
Slide the paper guides in until they just touch the sheet. A loose sheet goes through crooked.
Use the rear or manual feed if your printer has one; it's a straighter path.

9. Update the printer driver

When every setting is right and the printer still misbehaves, install the latest driver from your printer maker's support site (HP, Epson, Canon, Brother, Dell, Xerox), restart the computer and print a test page.

Quick reference

All labels off by the same amount: the settings are right; nudge the whole design in the template, or adjust the printer's margin offset.
Top rows fine, lower rows worse: the print is being scaled. Check 100% and Letter.
Only part of the sheet prints: paper size or driver. See printing only half the sheet.
Crooked: paper guides.
Smudged: paper type and drying time.