Barcode printing guide

How to Create and Print Barcode Labels Online

Barcode labels are used in shops, warehouses, offices, ecommerce stores, inventory rooms, delivery workflows, libraries, packaging teams and document management systems. A good barcode label should be easy to scan, easy to read, correctly sized for the label paper and clear enough for daily use. This guide explains how to create barcode labels online, choose the correct barcode type, prepare label data, upload CSV files, adjust label size, download label PNG files and print barcode sheets correctly.

What is a barcode label?

A barcode label is a printed label that contains a machine-readable barcode and, usually, human-readable text. The barcode stores a value such as a SKU, product code, serial number, batch number, location code, invoice number or item reference. A scanner reads the barcode and sends that value to a computer, POS system, inventory system or spreadsheet.

A barcode label can contain only a barcode, or it can include extra printed details such as product name, price, size, batch, expiry date, warehouse location or supplier reference. The right layout depends on how the label will be used.

Common uses for barcode labels

• Retail products: Product identification, pricing, checkout and stock control.
• Warehouse inventory: SKU labels, shelf labels, bin labels and carton labels.
• Asset tracking: Office equipment, tools, devices, machinery and fixed assets.
• Document tracking: File numbers, invoice references, delivery notes and internal records.
• Ecommerce operations: Product picking, packing, returns, stock movement and dispatch labels.
• Manufacturing and packaging: Batch codes, item references, production runs and carton identification.

Step 1: Choose the right barcode type

The first decision is the barcode type. The barcode type controls what kind of data can be encoded, how large the barcode becomes and whether the barcode is suitable for your scanner or software. For many internal business workflows, Code 128 is the best starting point because it supports letters, numbers and many symbols while staying compact.

If you are unsure which barcode type to choose, use Code 128 for normal internal labels. Use EAN or UPC only when you are working with official retail product numbers. Use QR Code when the value is a URL or longer text that would make a 1D barcode too wide.

Step 2: Prepare your barcode data

Your barcode value should be clean and consistent. Avoid unnecessary spaces before or after the value. Keep SKU formats consistent so staff can recognize them easily. For example, use one format such as SHB-1001, SHB-1002 and SHB-1003 instead of mixing many styles.

Simple list format

Simple list mode is best when you only need barcode values. Enter one barcode value per line. Each line becomes one barcode label.

SHB-1001
SHB-1002
SHB-1003
SHB-1004

In simple list mode, the barcode value is shown inside the barcode image when “Show barcode text” is enabled. The value should not be repeated again below the barcode unless you intentionally add extra label text.

Multi-line label format

Multi-line label mode is useful when the label needs more information. The first line is the barcode value. The remaining lines are printed as label text. A blank line separates one label from the next.

4108701256100
Premium Tray
Price: 305
Batch: 256100

4108701256117
Premium Tray Large
Price: 425
Batch: 256117

This format is useful for product labels because the barcode can encode the product code, while the printed lines show details that staff or customers can read without scanning.

Step 3: Use CSV upload for bulk barcode labels

CSV upload is the best method when you need to create many labels from Excel, Google Sheets, an inventory export or an ecommerce product list. Instead of typing each label manually, you can prepare rows in a spreadsheet and upload the CSV file.

The recommended CSV headers are:

Barcode Value,Row1 Text,Row1 Value,Row2 Text,Row2 Value,Row3 Text,Row3 Value,Row4 Text,Row4 Value

The Barcode Value column is the value encoded into the barcode. The Row Text and Row Value columns are combined into readable label lines. For example, if Row1 Text is “Item” and Row1 Value is “Premium Tray”, the label can show “Item: Premium Tray”.

Example CSV row

Barcode Value,Row1 Text,Row1 Value,Row2 Text,Row2 Value,Row3 Text,Row3 Value
4108701256100,Item,Premium Tray,Price,305,Batch,256100

CSV upload is especially helpful for shops, warehouses and ecommerce stores because product data can be edited in a spreadsheet first and then converted into labels quickly.

Step 4: Adjust barcode design settings

Barcode design settings control how the barcode looks and how much room is available for label text. The goal is to make the barcode easy to scan and the printed details easy to read.

Step 5: Set label size and paper layout

Label size should match the real label paper. If your sticker label is 60mm wide and 40mm high, set label width to 60mm and label height to 40mm. If the label is too small for the barcode and text, either increase the label height or reduce text size.

• Label width: The real width of one printed label.
• Label height: The real height of one printed label.
• Gap: Space between labels on the sheet or roll.
• Page margin: Blank space around the full printed page.
• Columns per page: Number of labels from left to right.
• Rows per page: Number of labels from top to bottom.

Step 6: Download label PNG files

PNG download is useful when you want to insert barcode labels into documents, product sheets, design files, packaging artwork or internal systems. A good barcode label download should include the full label design, not only the barcode image. That means the PNG should include the barcode plus any product name, price, batch or custom label details you added.

Step 7: Print barcode labels correctly

Before printing many labels, print one test page. In the browser print dialog, choose the same paper size that you selected in the app. Disable headers and footers, and use 100% scale where possible. If the preview does not align with your label sheet, adjust page margin, gap, rows, columns, label width and label height.

Save and reuse your barcode settings

If you spend time adjusting label size and printer layout, save those settings. A settings download file helps you restore the same layout later, even on another computer. This is useful for shops and warehouses where multiple staff may use the same label printer.

Common barcode printing mistakes

• Using the wrong barcode type: Use Code 128 for internal labels unless your system requires another type.
• Making labels too small: A barcode that is too small may not scan reliably.
• Adding too much text: Increase label height or reduce font size for multi-line labels.
• Using wrong print scale: Browser scaling can shift labels away from sticker positions.
• Skipping scan tests: Always test one printed barcode before printing many labels.

Barcode label troubleshooting

Final checklist before printing many labels

• Choose the correct barcode type.
• Confirm barcode values are clean and not too long.
• Use CSV upload for large product lists.
• Match label size to real sticker paper.
• Check live preview before downloading or printing.
• Print one test page first.
• Scan the barcode with your actual scanner or phone.
• Save your settings for future use.

Frequently asked questions