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How to print barcode labels from Excel for free (archive boxes and folders)

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If your box and folder numbers are already in a spreadsheet, you can print barcode labels from Excel for free in one batch. This guide walks through a practical workflow: decide on a numbering scheme, use a bulk barcode generator to create Code 128 or QR labels from your Excel list, and print them on standard label sheets without misalignment.

Steps

  1. Decide what each label identifies

    Use one code per physical unit. A common pattern is a prefix for the type plus a fixed-width number, for example BOX-00001 for boxes and FLD-000001 for folders. Fixed width (leading zeros) keeps lists sorted correctly. Do not put personal or confidential data in the barcode itself; the code should only point to a record in your list or system.

  2. Pick a barcode type

    Code 128 is a good default for letters, digits and hyphens and scans reliably with ordinary handheld scanners. Code 39 is older and wider but widely supported. Choose a QR code if you will scan with phones or want to store a longer value such as a URL. EAN-13 is meant for retail products, not for archive IDs.

  3. Choose the label sheet you actually have

    Check the pack: sheet size (A4 or US Letter), labels per sheet and label size. Box labels are usually larger (for example 2 per row) so they can be read from a shelf; folder labels can be smaller. If the label size on your pack does not match a template, do a test print on plain paper first.

  4. Generate the labels in one batch

    Open the free EasyArchive Barcode & QR Label Generator, choose a template, then either create a sequence (prefix, start number, quantity, digits) or paste/import a list from Excel or CSV. Add an optional top line such as your organization or department name, and keep "show value under code" on so people can read the number without a scanner. For multi-column spreadsheets, switch to batch mode (see below).

  5. Test print on plain paper

    Print one page on plain paper and hold it against a label sheet up to the light. In the print dialog set scale to 100% / "Actual size" and turn off "Fit to page"; scaling is the most common cause of labels drifting off the grid.

  6. Print the full batch and apply

    Load the label sheets in the orientation your printer expects, print, and let laser or inkjet toner dry before handling. Stick box labels in the same position on every box (for example the short side facing out) so they can be scanned without moving boxes.

  7. Record each code

    Keep a simple list or archive register: code, contents, location, date range, retention date. Scanning a label should lead to that record. This is where a document management system helps, but a spreadsheet works to start.

Numbering archive boxes and folders with barcodes

Give every box and folder a unique code that points to its record: contents, location, date range and retention date. Inventories and check-outs get faster, and scanning a label takes you straight to the record.

Batch mode: labels straight from a spreadsheet

For lists with several columns, use the tool's batch mode: import a CSV, TSV/TXT (tab-separated), XLSX or XLS file, pick the worksheet, map the barcode value column, optional text-line columns and a quantity per row, then click "Check rows & preview" and "Generate PDF". Invalid rows (for example a wrong EAN check digit) are listed and skipped. Up to 5,000 labels per PDF (one batch); split larger lists into several batches. The file is processed in your browser.

Excel tips: keep leading zeros

Format the code column as Text before typing (or use a custom number format such as 00000) so 00001 stays 00001; batch mode keeps what Excel displays. If Excel already turned a number into General format, the zeros are gone and must be restored in Excel. Remove empty rows, keep one code per row, and tick "First row contains column names" if your sheet has headers. Text files (CSV, TSV, TXT) saved as UTF-8, UTF-16 (for example "Unicode Text" from Excel) or the older Arabic Windows-1256 encoding are detected automatically, as is the separator (comma, semicolon or tab).

Label sheets supported by the tool

The generator currently includes A4 3×8 (24 labels, 70×37 mm), Avery L7160 (A4, 21 labels, 63.5×38.1 mm), Avery L7163 and L7651 (A4), Avery 5160 (Letter, 30 labels) and Avery 5163 (Letter, 10 labels), plus generic grids. Always compare the label size printed on your pack with the template before printing a full batch. EasyArchive is not affiliated with Avery; template names only indicate matching sizes.

Related guides

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Frequently asked questions

How do I print barcode labels from Excel (for free)?

Copy the column of box or folder numbers from Excel and paste it into the free Barcode & QR Label Generator (or import the CSV/Excel file), choose a label sheet template and click Print or Download PDF.

Can I import an Excel or CSV file with thousands of rows?

Yes, batch mode imports CSV, XLSX or XLS files, lets you choose the worksheet and columns, and creates up to 5,000 labels per PDF; run more batches if you need more. Leading zeros are kept when the column is formatted as Text in Excel.

Can I import TSV or TXT files?

Yes. Batch mode also accepts tab-separated .tsv and .txt files; the encoding (UTF-8, UTF-16 or Windows-1256) and the separator are detected automatically.

Which bulk barcode generator code should I use for archive boxes: Code 128 or QR?

For most archives Code 128 is a sensible default: compact, supports letters and numbers, and is read by common scanners. Use QR if staff scan with phones.

Why are my labels shifted on the sheet?

Usually the printer is scaling the page. Print at 100% / Actual size, disable "Fit to page", and check that the paper size in the print dialog matches the sheet (A4 vs Letter).

Is this barcode label generator online and free, and is my data uploaded?

It is free and runs in your browser: the labels are generated on your device and your spreadsheet is not uploaded. See our privacy notice for what the site itself logs.

Can I use it to make retail product barcodes (EAN/UPC)?

The tool can draw EAN-13, but official retail product numbers are assigned by GS1; we only help you generate and print the codes.