How to print labels at actual size

If your labels come out slightly smaller than expected, the print dialog is almost always scaling the page to fit. Turn off any “Fit to page” or “Shrink” option, choose 100% or Actual size, and make sure the paper size in the dialog matches the paper in the printer. Then check the result with a ruler before you print a full run.

Why “Fit to page” shrinks your labels

Most print dialogs try to keep everything inside the area the printer can physically reach. Many printers cannot print right to the edge of the paper, so the software reduces the whole page by a few per cent to keep the margins clear. On a label sheet, a reduction of 3–5% is enough to push the bottom rows off their labels and make barcodes smaller than intended.

A second common cause is a paper size mismatch. If a PDF is laid out for A4 and the dialog is set to US Letter (or the other way round), the software scales the page so it fits the other size. Always check that the paper size in the dialog matches both the PDF and the paper loaded in the tray.

Choosing actual size in common print dialogs

Menu names and positions change between versions, so treat the steps below as a guide to what to look for rather than an exact path. For the most predictable results, download the PDF and open it in a dedicated PDF reader instead of printing directly from a browser tab.

Google Chrome and Microsoft Edge

Open the PDF and press Ctrl + P (Windows) or Cmd + P (Mac).
Check that the destination is your printer and the paper size is correct.
Open “More settings” if the scaling options are hidden.
Under “Scale”, choose “Actual size” if it is offered, or choose “Custom” and enter 100. Avoid “Fit to printable area”, “Fit to paper” and “Fit to page”.
Leave “Headers and footers” switched off.

Safari and Preview on a Mac

Open the PDF and choose File, then Print.
Click “Show Details” if you only see a small dialog.
Set the paper size to match the PDF.
Set “Scale” to 100%, and make sure “Scale to fit” is not selected.

Adobe Acrobat Reader (Windows and Mac)

Open the PDF and choose File, then Print.
Under “Page Sizing & Handling”, select “Actual size”. Do not use “Fit”, “Shrink oversized pages” or “Multiple”.
Leave “Choose paper source by PDF page size” off unless you know you need it.
Check the preview, then print.

The printer driver

Some printer drivers have their own scaling or “fit to paper” setting, reached through a “Properties” or “Printer options” button. If labels still print small after the steps above, look there and set scaling to 100% or “None”.

Checking the result with the printer test page

The Label Maker includes a “Printer test page” PDF. It contains two 100 mm rulers, one horizontal and one vertical, and a 50 × 25 mm box.

Download the printer test page and print it using the settings you plan to use for your labels.
Measure each 100 mm ruler with a reliable steel or plastic ruler. Both should measure 100 mm. A difference of more than about 1 mm usually means scaling is still switched on.
Measure the 50 × 25 mm box. If one direction is correct and the other is not, the printer may be stretching the page slightly in one direction.
Once it measures correctly, note the settings for next time.

Aligning with pre-cut label sheets

Even at actual size, printers place the page with a small offset, and this varies from one model to another. Check alignment before using a pack of label sheets.

Set the label size, sheet size (A4 or US Letter), top and left margins, gaps, rows and columns in the Label Maker to match the label manufacturer’s specification. These measurements are usually printed on the packaging or published by the manufacturer.
Switch on the light outlines option so you can see each label boundary.
Print one page on plain paper.
Place the printed page on top of a label sheet and hold both up to a window or a light.
If the outlines sit too low or too far right, reduce the top or left margin by the amount you see; if they sit too high or too far left, increase it. Adjust in small steps, around 0.5 mm at a time.
Repeat until the outlines line up, then turn off the outlines if you do not want them printed, and print on the label sheet.

If the first row lines up but lower rows drift, the vertical gap or label height does not match the sheet, or the page is still being scaled. Recheck those values before changing the margins again.

Thermal roll printers

Thermal label printers print on a roll, one label at a time, and need to know the exact size of each label.

In the Label Maker, choose roll mode. This creates a PDF with one label per page, and each page is the size of a single label.
In your computer’s printer settings or the printer’s own utility, set the paper or media size to the same size as your labels, for example 50 × 25 mm or 100 × 150 mm. If that size is not listed, most drivers let you add a custom size.
Print with scaling set to 100% or Actual size, as above.
If the print starts partway down one label and runs onto the next, run the printer’s label calibration or media detection routine. The method depends on the model, so check the printer’s manual.

Thermal printers also have darkness and speed settings. If barcodes look faint or the bars run together, adjust darkness in small steps and test again.

Before you print a full run

Print a single page or label first, measure it, and scan any barcodes with the scanner you will use in practice.

You can set up sheet or roll labels and download the printer test page in the Label Maker. If you also want to check that your barcodes are large enough to scan, see Barcode size and quiet zones.