Data Matrix Labels: Print a List on Avery Sheets

What the label maker does

It turns a list of serial numbers, part numbers, asset tags or URLs into a sheet of Data Matrix labels. Each code is drawn as vector squares, so it prints sharp on laser and inkjet printers at any size. The caption is printed beside the code, so people can read what the scanner reads.

The free version makes up to 5 labels per PDF (from a longer list it keeps the first 5) and starts at label 1. Data Matrix Generator Pro (US$19.90 once, see pricing) makes up to 1,000 at a time.

Which Avery label sheets are supported?

Three US Letter sheets. The positions come from Avery’s own blank templates, measured from the label outlines in the PDF files Avery publishes:

Generic sheets sold as “compatible with 5160” use the same layout. A4 sheets are not supported yet.

Source: Avery Template 5160.

How to print Data Matrix labels

1. Paste your values in Batch, one per line, or load a CSV whose first column is the data and second column (optional) the caption.
2. Choose the sheet. On a partly used sheet, set Start at label no. to the first empty label, counting left to right, top to bottom (Pro; the free version always starts at label 1).
3. Click Download label PDF. Open it and print at 100% or “Actual size”. “Fit to page” shrinks the sheet and the codes miss the labels.
4. Print one page on plain paper first and hold it against a label sheet to the light to check the alignment.

How big is each code on the label?

The PDF makes each code as large as the label allows, leaving 0.08" of padding, and when captions are on the code takes at most half the label width. After download the tool reports the smallest module size in millimetres. As a reference, GS1 gives 0.396 mm to 0.990 mm, target 0.495 mm, for GS1 DataMatrix on retail consumer packaging (Table 5-46). Small labels such as 5167 (1/2" tall) hold short data best; long data needs a bigger symbol and smaller modules, which some phone cameras struggle with.

Source: GS1 General Specifications, Release 26.0, section 5.6.

CSV format for bulk labels

A plain CSV file, saved from Excel, Google Sheets or Numbers, works:

data,caption
SN-0001,Pump housing
SN-0002,Pump housing
"A,B-17","Shelf A, bin 17"

A first row whose first cell is “data”, “text”, “value”, “code” or “content” is treated as a header and skipped. Values with commas need quotes. Captions print in a standard font that covers Western European characters; other scripts print as “?”, while the code itself still holds them correctly.

When labels do not scan

• The PDF was scaled when printing: check the printer dialog for 100%.
• The printer drifts on label stock: use the plain-paper test and the printer’s label or heavy-paper setting.
• The code is too dense for the label: shorten the data, or move to a larger sheet such as 5163.
• Glossy or metallic labels reflect light: matte white labels are easiest to scan.

ZIP of images instead of a PDF

If you design labels in other software (BarTender, Word mail merge, Illustrator), download a ZIP of SVG or PNG files instead. Files are numbered in list order and named after the caption. For GS1 serials, use the GS1 Data Matrix generator; for a single code, the Data Matrix generator on the home page.