How to Create a Form to Print Inventory Labels


Creating standard forms for business is one way to improve efficiency, compliance and set best practices. There several ways to create forms depending on what equipment you have available to streamline the process. When it comes to inventory labels, creating a template that can be filled in with information on different products requires creating a system that is flexible, trackable and easy to do.

Things You'll Need

  • Printable labels
  • Printer

Open the Microsoft Project Gallery under the "File>New" option on the menu bar and choose "Templates," then "Labels." Scroll through the selection of label sizes until you find the size you that best fits your needs. If your size is not available as a preset template, open a "New Blank Document" and set up manually using your margin settings or go to the label manufacturer's website and download the correct template.

Type all the product information inside the template. If you already have registered bar codes, or your own internal bar code system, click on Insert from the menu and select "Image" or "Picture>From File."

Select "Browse" to choose the bar code image from your computer. When the file name appears, click "Upload" or "OK." Once it appears on your template, you can move or resize the image using the "Format" or "Design Tools."You can add a logo or other image the same way.

Click "Save As," name the document and choose the template extension (.dot or .xdot) in the "My Templates" folder in Microsoft Office Suite (default location), or choose your own "Save As" destination. Print using the labels setting on your printer.

Enable the "Macros" option to share the information on the label with other Microsoft programs such as Excel or Access, or your bar code system to track your inventory. Be sure to print only the number of labels you need, as the information will automatically be entered into your inventory and counted as in stock.

Tips & Warnings

  • Integrating your inventory system across software platforms allows you to easily track quantities.
  • If you don't have a bar code system set up, you can create your own tracking system using the same Macros principles of exporting the information to Excel, Access, or QuickBooks by setting custom formulas to work the same way as a a bar code system.
  • Until you work all the kinks out of your system, be sure to keep back up records of inventory in another location to ensure you have proper inventory counts.

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