Printing barcodes requires three things: the right barcode format for your use case, software or fonts to generate the barcode image, and a printer that produces scannable output. Whether you need labels for retail products, warehouse inventory, or internal asset tracking, the process is straightforward once you match those three pieces together.
Choose the Right Barcode Format
The barcode format you need depends entirely on where it will be scanned. If you’re selling products at retail, you need a UPC-A barcode, which encodes a Global Trade Item Number (GTIN) registered through GS1. This is the standard barcode scanned at grocery stores, electronics retailers, and virtually every other point-of-sale system. Getting a GS1 company prefix and assigning GTINs to your products is a prerequisite before you print anything destined for retail shelves.
For shipping cases and pallets that move through distribution but aren’t scanned at checkout, ITF-14 barcodes work well. They’re designed for printing directly on corrugated cardboard. GS1-128 barcodes go further, encoding additional data like batch numbers, expiration dates, and shipping container codes, making them common in logistics and regulated industries like food and pharmaceuticals.
If your barcodes stay inside your own operation (tracking inventory, labeling equipment, managing documents), you don’t need a GS1 registration. Code 39 and Code 128 are popular internal formats. Code 39 handles letters A through Z, digits 0 through 9, and a handful of special characters. Code 128 encodes the full ASCII character set in a more compact barcode, making it a better choice when space is tight or your data includes lowercase letters.
Generate Barcodes With Software You Already Have
You don’t necessarily need specialized software. Microsoft Excel can produce scannable barcodes using a free barcode font. Here’s how:
- Download a barcode font. Code 39 is the most common free option, available from sites like Dafont, Free Barcode Font, or ID Automation. Install the font on your computer like any other font file.
- Set up your spreadsheet. Create two columns: one labeled “Text” for your data and one labeled “Barcode” for the visual output. Format the Text column as text (right-click, Format Cells, Number, then Text) so Excel doesn’t strip leading zeros or reformat your entries.
- Add the barcode formula. In the first cell of the Barcode column, enter the formula
="*"&A2&"*". The asterisks act as start and stop characters that scanners need to read Code 39 barcodes correctly. - Copy the formula down for all your rows, then select the entire Barcode column and change the font to your installed barcode font.
- Enter your data in the Text column, and the Barcode column will display scannable barcodes automatically.
This method works well for printing a few dozen to a few hundred labels at a time. You can print directly from Excel onto label sheets, or use Word’s mail merge feature to pull barcode data from Excel into a label template.
For higher volumes or more barcode formats, dedicated label design software gives you more control. Programs like Zebra Designer, BarTender, NiceLabel, and the free Avery Design & Print tool let you create labels with barcodes, text, and logos. Most barcode printer manufacturers bundle design software with their hardware. Online barcode generators can also create barcode images you download and place into any document, though this is tedious at scale.
Pick the Right Printer
A standard office inkjet or laser printer works fine for low-volume barcode printing on adhesive label sheets. If you’re printing a few hundred labels a week for internal use, this is the simplest and cheapest starting point. Use label sheets designed for your printer (laser and inkjet labels are not interchangeable) and print at the highest quality setting to keep bars crisp.
Once volume or durability requirements go up, dedicated thermal printers become the better investment. There are two types:
Direct thermal printers use heat-sensitive label stock that darkens when the print head applies heat. There’s no ink, toner, or ribbon to replace, which keeps ongoing costs low. The downside is that direct thermal labels fade over time, especially in heat or sunlight. They’re ideal for shipping labels, receipts, and anything with a short useful life.
Thermal transfer printers press a heated ribbon against the label to deposit ink. The result is a more durable barcode that resists fading, moisture, and abrasion. You’ll pay for ribbon consumables, but the labels last years. This is the standard choice for product labels, asset tags, and anything that needs to remain scannable long-term.
Entry-level desktop thermal printers from Zebra, DYMO, Rollo, or Brother start around $150 to $400. Industrial models designed for continuous, high-volume printing (thousands of labels per day) range from $1,000 to $4,000 or more. Thermal inkjet (TIJ) printers are a third option, using disposable ink cartridges with minimal maintenance. They’re compact, affordable, and well suited for intermittent or mobile printing needs.
Select the Right Label Material
Paper labels are the most common and least expensive choice. They work well for shipping, product identification, and any indoor application where labels won’t get wet or roughed up. Most barcode printing uses paper stock.
Polypropylene is a plastic label material that resists water and tearing. It costs only slightly more than paper and is a strong choice for asset labels on equipment, tools, or anything that needs to stay readable for the life of the item. If your labels will be in a warehouse, kitchen, or light industrial setting, polypropylene handles the environment without the premium cost of more rugged materials.
Polyester labels are the most durable and the most expensive. They withstand outdoor exposure, harsh chemicals, and extreme temperatures. Vehicle identification tags and chemical drum labeling are typical use cases where polyester is worth the cost.
Adhesive matters too. Standard permanent adhesive bonds well to smooth, clean surfaces like boxes, plastic housings, glass, and wood. If you need to remove and reapply labels (tracking items through a multi-step process, for instance), removable adhesive peels off cleanly. For rough, dirty, or cold surfaces, high-tack adhesive provides stronger initial grip so labels stay put in less-than-ideal conditions like construction sites or outdoor storage areas.
Ensure Your Barcodes Actually Scan
A barcode that looks correct to the eye can still fail at the scanner. The most common causes of scan failure are preventable with a few checks before you commit to a full print run.
Quiet zones: Every barcode needs blank space on either side (for 1D barcodes) or around all edges (for 2D codes like QR). This empty margin, called the quiet zone, tells the scanner where the barcode starts and stops. Crowding text, graphics, or the label edge too close to the barcode is one of the most frequent reasons labels won’t scan. A general rule is to leave at least 2.5 millimeters of clear space, though specific symbologies may require more.
Contrast: The bars need to be dark enough and the background light enough for scanners to distinguish them. Black bars on a white background is the safest combination. Printing on colored, translucent, or reflective label stock can reduce contrast to the point of failure. If you’re using thermal transfer printing, a worn-out print head or a poor ribbon-and-label combination will produce faded bars.
Size: Printing a barcode too small compresses the bars and spaces to the point where scanners can’t differentiate them. Most barcode software will show you the minimum recommended size for your symbology. UPC-A barcodes, for example, have a nominal size of about 1.5 inches wide by 1 inch tall, and reducing below 80% of that target makes scanning unreliable.
Test before bulk printing: Print a small batch and scan each one with the same type of scanner that will be used in practice. Handheld laser scanners, camera-based scanners, and phone apps all read differently. If you’re printing for retail or regulated supply chains, barcode verification to ISO/IEC standards grades print quality on a scale from A (highest, grade 4) down to F (fail, grade 0). Most retailers require a minimum grade of C (grade 2). Verification equipment and services are available from barcode printer vendors and third-party labs.
Scaling Up for High-Volume Printing
If you’re printing thousands of labels daily, a few adjustments keep things efficient. Use a thermal transfer printer rated for industrial duty, which can handle continuous operation and higher print speeds without quality degradation. Pair it with label design software that connects to your inventory database or ERP system so barcode data populates automatically rather than through manual entry.
Print-and-apply systems take this further by printing a label and immediately placing it on a product or box as it moves down a conveyor line. These are common in fulfillment centers and manufacturing plants. For printing directly onto product packaging rather than on separate labels, continuous inkjet (CIJ) printers spray ink onto moving surfaces at high speed. CIJ systems require professional installation and regular maintenance, but they’re built for 24/7 operation in demanding environments.
Roll-fed label stock is more economical than sheet labels at volume, and buying in bulk reduces per-label costs significantly. Most thermal printers accept standard roll sizes, but confirm compatibility with your printer model before ordering. Matching the right ribbon type (wax for paper labels, wax-resin or resin for synthetic materials) to your label stock ensures print durability and prevents premature fading.