How to Print Mailing Labels
Why This Matters
Printing mailing labels directly from your contact list saves time and ensures accuracy when sending bulk mail, newsletters, or promotional materials. The system generates labels in the standard 30-label format compatible with Avery 5160 (laser) and 8160 (inkjet) sheets, letting you quickly produce professional labels without manual data entry or formatting.
Before You Begin
Ensure addresses are complete. Labels can only print for contacts with complete mailing addresses. Use the option in Group Actions to remove contacts with incomplete addresses before printing.
Have compatible label sheets ready. This feature works with standard 30-label sheets (3 columns × 10 rows) such as:
- Avery 5160 (laser printers)
- Avery 8160 (inkjet printers)
- Available in white or clear finishes
Test on plain paper first. Before using actual label sheets, print a test page on plain paper to verify alignment.
Step-by-Step Instructions
1. Select Your Contacts
Go to Contacts > Group Actions, then click Add Contacts to choose the group you want to print labels for.
Only contacts with complete mailing addresses will print successfully. Filter your contacts using categories, tags, or sources to create precise groups.
2. Remove Contacts with Incomplete Addresses
On the Actions tab, find the About This Group section and locate the option to remove contacts with incomplete addresses. Click Remove from Workgroup.
This ensures labels only include contacts with usable mailing addresses, preventing blank or incomplete labels.
3. Open the Mailing Labels Tool
On the Actions tab, select Mailing Labels from the available options.
This opens the label preview and configuration screen.
4. Adjust Start Position (If Using a Partial Sheet)
If you're reusing a partially used label sheet, select the Row and Column where you want printing to begin.
This prevents wasted labels and lets you maximize each sheet by skipping over already-used positions.
5. Configure Print Settings
Click the Printer Icon to open your print dialog. You may need to hover over the label preview to see the print option.
Before printing, verify these critical settings in your browser's print dialog:
- Scale: 100%
- Fit to Page / Shrink to Fit: Off
- Page Scaling: None or Default
These settings maintain precise label positioning and prevent misalignment. Incorrect scaling causes labels to print off-center.
6. Print Your Labels
Send the job to your printer and review the first sheet to confirm alignment before printing large batches.
If labels are misaligned, verify your print settings and try again on plain paper before using additional label sheets.
Questions and Answers
Q: Can I use other label templates?
A: No. The system supports Avery 5160/8160 or their exact equivalents only. Other label templates are not supported.
Q: What if my labels are misaligned when printing?
A: Check your printer settings. Make sure scaling is at 100% and that "Fit to Page" or "Shrink to Fit" is disabled. Reset all scaling to 100% or Default, and verify your printer drivers aren't applying automatic scaling.
Q: Can I save partial sheets?
A: Yes. Use the row and column starting position to print only on unused sections of a partially used sheet.
Q: What happens if I don't remove incomplete addresses?
A: Labels may print with missing address lines or blank spaces, creating unusable labels that waste sheet space.
Q: Can I preview labels before printing?
A: Yes. The system shows a preview screen before you send the job to the printer, allowing you to verify the layout.
Q: Can I customize the font or layout of labels?
A: No. The template format is fixed to match the Avery 5160/8160 layout and cannot be customized.
Q: Can I choose which fields appear on the label?
A: The system uses the mailing address fields from the contact record. If you need changes to what appears on labels, edit the contact details before printing.
Q: Does it support clear labels?
A: Yes. Both white and clear Avery 5160/8160 labels work with this feature.
Q: Do I need special software?
A: No. The feature is built into the system and runs in your web browser. No additional software is required.
Q: How do I reuse a partially used sheet?
A: Use the Start Row and Start Column options in the mailing labels tool to skip over used labels. This lets you start printing at any position on the sheet.
Guide Type: How-To Guide
Estimated Time: 10 minutes