Printing & Exporting Labels as PDF — Settings, Scale & Alignment Guide
How to export label sheets as PDF and print them correctly in SheetsToLabels. Covers scale settings, paper size matching, Avery template alignment, and troubleshooting common print errors.
Once you have designed your label and connected your data, the final step is to preview the print layout, export a PDF, and print it without scaling errors.
Use this section for production details: test pages, print scale, partially used sheets, start position, export history, and alignment troubleshooting.
Generating the PDF
- Click Print Layout in the top toolbar to see your merged data on the full sheet.
- Verify that long names or text fit within your design boundaries.
- Confirm Print Copies and Start printing at label if you are using them.
- Click Export PDF.
- Depending on the number of records, this may take a few seconds.
- The PDF will automatically download to your computer.
Before You Print
Print one test page on plain paper before loading label stock. Hold the test page against the physical label sheet and check the die-cut positions.
If the first labels on a sheet are already used, set Start printing at label in Print Layout. For example, enter 6 to leave the first five positions blank.
Read Test Pages & Partially Used Label Sheets for the full workflow.
Printer Settings (Critical)
To ensure your labels align perfectly with pre-cut sticker paper (like Avery templates), you must configure your print settings correctly.
1. Paper Size
Ensure the paper size in your Printer Dialog matches the paper size you selected in the Label Designer (e.g., A4 or US Letter).
2. Scaling / Sizing
This is the most common source of error.
- Select: "Actual Size" or "Scale: 100%"
- Do Not Select: "Fit to Page", "Shrink to Fit", or "Scale to Fit"
If you select "Fit to Page", the printer will shrink the entire PDF slightly to ensure margins, which will cause your labels to drift out of alignment as they go down the page.
Troubleshooting Alignment
The design drifts up/down
If the top row aligns but the bottom row is too high or too low, your Scaling setting is incorrect. Ensure it is exactly 100%.
The design is shifted left/right
This might be due to your printer's non-printable area.
- Measure the offset.
- Go back to the Label Designer.
- Open Print Settings.
- Adjust the Page Margins (Top/Left) to compensate for the shift.
- Export the PDF again.
Supported Formats
- PDF: Best for printing. Maintains vector quality for text and barcodes.
- PNG/JPG: (Coming soon) Useful for digital sharing or proofing.
Export History
Recent PDF exports can be viewed from the sidebar under History or Export History. Use it to save a recent PDF again, review export records, or remove old local records.
Read Export History for details.