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How to Print a UPS Label: A Comprehensive Guide from a Shipping Veteran

So, you need to print a UPS label. Simple, right? Well, it can be. The process usually involves a few straightforward steps, depending on how you’re generating that label. In short, you create the label online through UPS.com or a third-party shipping platform, download the label as a PDF file, and then print it using a standard printer. But, let’s break that down into digestible pieces, shall we?

Creating and Downloading Your UPS Label

The journey to a printed UPS label begins online. You have several options for label creation, each with its own nuances.

Using UPS.com

The most direct route is through the official UPS website. Here’s the lowdown:

Register or Log In: If you don’t have a UPS account, you’ll need to create one. It’s free and allows you to track your shipments and save addresses for future use. If you already have an account, log in.
Start a Shipment: Click on the “Ship” or “Create a Shipment” option. This will typically be prominently displayed on the homepage.
Enter Shipping Information: This is where accuracy is paramount. You’ll need the recipient’s full name, address (including apartment number if applicable), and phone number. Similarly, you’ll need your own return address information. Double-check everything! A typo can lead to delivery delays.
Package Details: Provide the weight and dimensions of your package. Accurate weight is crucial to avoid surcharges. Consider using a kitchen scale for smaller packages. If you’re unsure about dimensions, err on the side of slightly larger rather than smaller.
Service Options: Select the shipping speed that suits your needs. Options range from UPS Ground to UPS Next Day Air. Consider the urgency and your budget. Faster options are, of course, more expensive.
Review and Pay: Carefully review all the information you’ve entered. Make sure everything is correct before proceeding to payment. UPS accepts various payment methods, including credit cards and PayPal.
Download the Label: Once your payment is processed, you’ll be presented with the option to download your shipping label as a PDF file. This is the file you’ll need to print. Save it to your computer!

Using a Third-Party Shipping Platform

Services like ShipStation, Shippo, and EasyPost offer integrations with UPS (and other carriers), often providing discounted rates and streamlined shipping management. These platforms work similarly:

Connect Your UPS Account: You’ll need to link your UPS account to the platform.
Import or Enter Order Information: Most platforms allow you to import order information directly from your online store or manually enter the details.
Select Shipping Options: Similar to UPS.com, you’ll choose your shipping service and enter package details.
Print the Label: The platform will generate a UPS shipping label, usually as a PDF. Download it.

UPS Mobile App

For those shipping on the go, the UPS Mobile App is a convenient option. The process is largely the same as on the website, but optimized for mobile devices. You can create shipments, track packages, and, of course, print labels.

Printing Your UPS Label

Now that you have the PDF label, it’s time to bring it to life.

Standard Printer

The most common method is using a standard desktop printer (laser or inkjet).

Open the PDF: Locate the downloaded PDF file and open it using a PDF reader like Adobe Acrobat Reader.
Print Settings: In the print dialog box, ensure the following settings are correct:
- Actual Size: Set the scaling to “Actual Size” or 100%. This ensures the label prints at the correct dimensions for scanning. Do not select “Fit to Page.”
- Orientation: The label is typically designed to print in portrait orientation.
- Paper Size: Use standard letter-size paper (8.5 x 11 inches).
Print: Click the “Print” button.
Securely Attach the Label: Affix the printed label to your package using clear packing tape. Ensure the entire label is covered and the barcode is clearly visible and not wrinkled.

Using a Thermal Label Printer

For businesses that ship frequently, a thermal label printer (like those from Zebra or Dymo) can be a worthwhile investment. These printers use heat to create labels directly onto thermal paper, eliminating the need for ink and saving time.

Install Printer Drivers: Follow the manufacturer’s instructions to install the necessary drivers for your thermal printer.
Configure Printer Settings: Within your shipping platform or UPS.com, you’ll need to configure the printer settings to match the label size supported by your thermal printer (typically 4×6 inches).
Print Directly: Once configured, you can print the label directly to your thermal printer. No PDF download required!

Key Considerations for a Successful Print

Paper Quality: Using plain white paper is generally fine, but using sticker paper or printing directly onto a self-adhesive label is preferable for a secure attachment.
Ink Quality: Make sure your printer ink is sufficient to produce a clear, legible barcode. Faded barcodes can cause scanning problems and delivery delays.
Barcode Visibility: This is critical. Ensure the barcode is crisp and free of smudges, wrinkles, or obstructions.
Secure Attachment: Use plenty of clear packing tape to completely cover the label. Protect it from moisture and tearing.
Test Your Setup: Before printing dozens of labels, do a test print to ensure everything is working correctly.

FAQs: Printing UPS Labels – Your Burning Questions Answered

Here are 12 frequently asked questions about printing UPS labels, addressing some common concerns and offering practical solutions.

1. Can I handwrite a UPS shipping label?

No. UPS requires machine-readable labels. Handwritten labels are not accepted and will likely result in your package being returned. The barcode is essential for automated sorting and tracking.

2. Can I reprint a UPS shipping label?

Generally, yes, if the label hasn’t been used. You can typically access your shipping history on UPS.com or your shipping platform and reprint the label. However, be aware that each label has a unique tracking number, and only the first scan will be valid.

3. What if my printer runs out of ink while printing a label?

If the barcode is incomplete or illegible, the label is unusable. You’ll need to void the label (if possible, depending on how you created it) and create a new one with a properly printed barcode.

4. What happens if I use the same UPS label twice?

This is a big no-no! Using the same label twice will cause significant tracking issues and likely result in delays or the package being returned to sender. Each label and tracking number is unique to a single shipment.

5. Can I print a UPS label at a UPS Store?

Yes. You can bring your package to a UPS Store, and they can create and print a label for you for a fee. This is a convenient option if you don’t have access to a printer.

6. How do I void a UPS shipping label?

The process depends on how you created the label. On UPS.com, you can usually void a label within 24 hours of creating it. Look for the “Shipping History” section and find the shipment you want to cancel. Third-party platforms have their own cancellation procedures.

7. Can I print a UPS label in black and white?

Yes, printing in black and white is perfectly acceptable. The barcode is the important element, and it scans just as effectively in black and white as in color.

8. What size should my UPS label be?

While it’s best to adhere to standard label sizes, the most important consideration is ensuring all the information on the label is printed clearly and is easily scannable. Ensure the barcode is neither too large, nor too small.

9. Can I email a UPS shipping label?

Yes. You can email the PDF file of the label to someone else who can then print it for you. This is useful if you need someone else to ship the package on your behalf.

10. Can I use regular paper to print a UPS label?

Yes, regular paper is acceptable. However, it’s crucial to securely attach the label to the package with clear packing tape, ensuring the entire label is covered and protected.

11. What do I do if my UPS label won’t scan?

First, check for any visible damage or smudges on the barcode. Try cleaning the barcode gently. If it still doesn’t scan, you may need to reprint the label. If you are at the UPS Store, they may be able to manually enter the tracking number.

12. I don’t have a printer. What are my options for creating a shipping label?

UPS Store: As mentioned earlier, UPS Stores can create and print labels for you.
Online Shipping Platforms: Some platforms offer the option to generate a QR code that can be scanned at a UPS Store or Access Point, where they will then print the label.
Mobile App: Some offer the ability to drop packages off at UPS locations without pre-printed labels.

Printing a UPS label doesn’t need to be a headache. By following these steps and understanding the nuances involved, you can ensure your packages are shipped efficiently and arrive at their destination without a hitch. Happy shipping!