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What Is Variable Data Printing And When Is It Used for Product Labels

Is your company considering launching a customized marketing campaign to attract a unique audience? Or are you looking to diversify your product varieties with new flavors, scents, or seasonal editions?

Using variable data printing for product labels is a cost effective solution that helps you do this at a large scale. Here’s what to know about the kind of data it can print and when you can use it for product labels.

Cans with custom labels

Understanding Variable Data Printing

In variable data printing, you can change elements of your label, like graphics and text, without changing the equipment. One well known implementation of variable data printing is Coca Cola’s Share-a-Coke campaign with personalized bottles and cans.

The process requires all variations in text and imagery ahead of time. This data is compiled into a database and spreadsheet, and is fed to the label printing software. The digital press pulls text and graphics from the data and prints variations in sequences.

While you can change the text and graphics, all labels in a run should be the same dimensions to be able to use variable label printing.

Take a wellness brand selling essential oils, for example. Each bottle may need a different label based on whether it’s lavender, tea tree, eucalyptus, or peppermint essential oil. With variable data printing, you can print labels with different colors, graphics, and names for each type of essential oil without changing the equipment in a printing press.

Now, take this concept and apply it to other product lines. From craft beer and skincare to artisanal coffee and CBD, the applications are endless.

Types of Variable Data Options

With variable data printing, you can print different types of data.

Barcodes: With variable data printing, each product can have a unique code, improving inventory accuracy and enhancing supply chain efficiency
Serial Numbers: Using this technology for serial numbers allows companies to track products easily, making warranty management and theft prevention more effective
Batch And Lot Numbers: Unique batch and lot numbers improve traceability so companies can ensure swift recalls and quality control in case of safety issues or contamination.
Manufacturing and Expiration Dates: Printing variable manufacturing and expiration dates on the label helps your brand comply with food safety regulations.
Regional Pricing Information: You can customize pricing by region using variable data printing, ensuring that you comply with pricing laws.
Promotional Codes: Printing unique promotional codes help your business track marketing campaigns, boost customer engagement, and plan personalized promotions.
Product Variation: Using variable data printing for product variations streamlines label customization. You can ensure accurate information for each version and reduce errors.
Regulatory Information: You can print regulatory information on products to meet local compliance standards and reduce the risk of penalties and fines.

Applications For Variable Data Printing

Here are some of the most applications for variable data printing across different industries and business models:

Limited Edition Products

If your brand plans on creating limited-edition designs for an upcoming event or season, variable design printing helps you do this quickly. While traditional printing requires large batches to keep costs down, variable data printing allows you to print smaller batches of limited-edition product labels without eating up a big chunk of your budget.

Meeting Regional Regulatory Requirements

For companies operating in the food, pharmaceutical, and electronics industries, regulatory requirements can differ between regions. Because traditional printing creates identical labels in bulk, you can’t accommodate dynamic changes based on different geographical locations. Meanwhile, variable data printing allows you to include different safety and warranty labels based on where the product is going.

Selling In International Markets

Speaking of different regions, expanding to different markets means dealing with language barriers, too. This means printing labels with instructions, food allergy details, and other information in different languages, too. Though English is commonly understood, many regions have a preference for their local language. And customizing labels with each region’s native language is a great way to ensure that your product is well-received by the local public.

SKU Management

If your brand offers different product lines like flavors or scents, variable data printing makes it easier to create multiple variations. That way, you can print labels for multiple variations in smaller orders instead of one large batch.

Promotional Codes

During special promotions where your brand hosts competitions with prizes or offers discounts on complementary products, unique codes or images are printed on the label. With variable data printing, you can implement changes quickly without dealing with the expenses of equipment changeover fees. You’ll be able to track consumer preference and response to your initial batches before deciding to print more.

Spreadsheet with data

Types Of File(s) A Label Printer Needs To Perform Variable Data Printing

Because the variable data printing process differs from traditional printing in more than one way, you can expect to need different file types.

CSV or Database Files: Label printers need CSV or Excel files that contain variable information. This could include the name of a product variety, ingredient information, food safety information, and more.
PDF Files: You can set up PDF files with dynamic fields for variable data printing. The file will have interactive fields that pull data from external sources, like a spreadsheet.
.AI Files: When using label design software like Adobe Illustrator, templates are saved in its proprietary format containing placeholders for different data. Then, the variable data can be derived from a database or spreadsheet to fill in placeholders.

Choose Variable Data Printing For Cost-Effective And Efficient Label Solutions

To sum it up, variable data printing gives brands a seamless way to integrate dynamic data into labels without changing the equipment. From labeling products in different languages to creating new varieties, there are various applications for variable data printing.

If you want to start printing your product labels with variable data printing, contact our team at Blue Label Packaging to get a free quote.

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White File Best Practices: The Importance of White Ink for Labels

Behind every stunning product label is a well-crafted art file. In this guide, we’re diving into everything you need to know about white files and layered ink printing.

Why White Files Are Critical for Labels

What Is a White File?

A white file is a specific layer in your art file that tells the printing press where to lay down white ink on metallic, clear, holographic, or dark substrates to create opacity. This matters because most label printing companies rely on the CMYK color model, and your white file acts like a primer, ensuring those CMYK colors pop.

Imagine it like this: just as a painter primes a canvas so the colors stand out, your white file primes the substrate. Whether you’re going for a full coat that completely covers the substrate or a partial coat that lets some of the material shine through, the white file is key to getting your desired color effect without interference from the substrate.

Methods for Applying White Ink

There are two main ways to apply white ink, and your choice depends on the look you’re going for:

Flood Coats: With a flood coat, you cover the entire surface with white ink. It’s a straightforward approach that requires little extra file prep. Sometimes, using a white substrate might even be a more budget-friendly option. (Heads up: Performance can vary based on your substrate and ink formulation. We recommend doing a test run before you go full scale.)
Spot Applications: Spot applications let you apply white ink only where it’s needed. Your white file tells the prepress team exactly where to add the ink, ensuring that specific design elements stand out—like enhancing a clear label without covering up your container. (Note: Spot applications require precision. Make sure your file settings are dialed in and double-check with your prepress team to ensure everything comes out perfectly.)

Best Practices for White File Creation

File Preparation Techniques

Use Vector Images When Possible: Both Adobe Illustrator and Photoshop can create art files, but Illustrator’s vector-based approach gives you that extra precision. Vectors keep your layers crisp and reduce the chance of unwanted artifacts like a white fringe.
Layering—Keep White Files Above Your Art Layers: The white ink gets printed first, setting the stage for your CMYK colors. Keeping the white file on top ensures it shows up clearly on proofs and guides the printing process accurately.
(Example: If you’re designing a label with a matte background and a metallic information box, position the white file for the lettering above the box layer. This prevents any overlap issues or lost details. Remember, it’s always a good idea to check your printer’s guidelines since layer handling can differ slightly between machines.)
Clear, Consistent Terminology: Name your layers with specific labels like “white ink” or “50 percent metallic” rather than vague names. This helps cut down on back-and-forth with your prepress team and ensures everyone’s on the same page.
Simplify Barcodes: While it might be tempting to experiment with creative barcode designs, sticking with a simple approach (black bars on a white background) is usually best for readability and scanner accuracy.

A white ink layers setup for a label.

White File Preparation Checklist

Here’s a quick checklist to help you nail your file setup:

Use vector-based files (e.g., Adobe Illustrator) for clarity.
Place white file layers above all CMYK layers.
Name layers with clear, descriptive terms (e.g., “white ink – 100%”).
Test the file layout with sample proofs before full production.
Chat with your prepress team to confirm proper layering and settings.

A label with a metallic substrate made with white file best practices.

Troubleshooting & Advanced Workflow Techniques

Even with the best practices in place, issues can occur. Here’s our step-by-step process to help you troubleshoot and fine-tune your workflow.

White File Workflow: Step-by-Step Process

Initial File Setup:
- Create your art file using vector software.
- Define each layer with clear, descriptive names.
Layer Arrangement:
- Position the white file layer above all CMYK layers.
- Use grouping and locking features to avoid accidental changes.
Proofing and Testing:
- Request sample proofs to check for consistency.
- Adjust layer settings based on feedback from your prepress team.
Final Adjustments:
- Make adjustments based on your sample tests.
- Finalize your file settings before sending them to production.

Set Up Your Product Labels for Success

A little extra preparation can make a huge difference in your final labels. If you’re ready to see your labels shine, contact us today for a free consultation, and we’ll show you how our approach can streamline your label production process.

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How Labels are Made: Digital Printing from Design to Finished Product

Ever wondered what it takes to turn your label design into a finished product? We’re here to walk you through the digital label printing process—from getting a quote to the final shipment. We’ll address what matters most to you: getting your labels fast, controlling costs, and getting top quality labels.

The Label Printing Process

We’ve broken down the process into four clear steps.

Step 1: Label Quotes, Design, and Prepress

Before printing even begins, we start by gathering the essential details—like your label size, material, and order quantity—to give you a quote. Once you approve the quote, we ask for your artwork and send you a digital proof for your final go-ahead.

With your approval, your artwork moves to our prepress team—the last checkpoint before printing. This is where we make sure your file is ready for production.

In this stage, we check every detail, from fonts to colors and images. We’ll make sure your label is ready for production—for example, if your label includes a barcode, we’ll do a quick test print to confirm it scans perfectly, so you don’t run into delays later.

A prepress expert examinging barcodes on a product label.

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We put our all into every custom label we make. No exceptions. And with no minimum order quantities and a 5-day turnaround for digital label printing, we take pride in helping you perfect your first impression.

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Step 2: Printing

Once your file is ready, it heads to our state-of-the-art HP Indigo digital presses. This approach skips the expensive plate setup you have with traditional printing, saving you money and speeding up production.

According to studies from Smithers, under optimal conditions, digital printing can cut lead times by up to 40%—especially for short-run orders.

After printing, the label material comes in long rolls, ready for the next step.

Product labels going through a finishing machine.

Step 3: Finishing, Die Cutting, and Quality Assurance

After printing, your labels move on to the finishing stage. Our finishing technology can add a range of treatments—like embossing (which creates a raised, textured effect), hot foil stamping (for a shiny, metallic look), laminates (protective coatings that extend label life), and UV varnishes (clear, durable coatings cured with ultraviolet light for extra gloss and protection). These enhancements not only impact the look of your labels but also make them more durable.

Your labels may come in a standard size, or they may be die cut. This is where we use a custom metal blade to cut your labels out of a large printed roll. Die cutting can minimize waste, cut costs, and give your label a unique shape to fit your container.

Product labels being rewound to exact counts.

Step 4: Winding, Packaging, and Shipping

In the final stage, we re-roll your labels into the right quantities. Since the labels come off the finishing machines in huge rolls, our rewind machines re-roll them into sizes that work perfectly with your applicators (the machines or processes that stick your labels on your product).

After one last quality check by our packaging team, your labels are carefully packed and shipped.

How to Make the Right Digital Label Printing Choices

Understanding the digital label printing process can help you make the best choices for your products and your operation. Here’s what to keep in mind:

Costs

As we mentioned earlier, digital printing eliminates expensive plate setups and reduces turnaround times—sometimes by as much as 40% under the right conditions. This means lower production costs and a faster path to seeing returns on your investment.

Picking the Right Label Printing Partner

When evaluating label printers, think about a few key things:

What are their turnaround times?
How do they handle quality control?
How well do they integrate digital workflows?
Do they offer post-production support?

Eco-Friendly Label Printing Considerations

Eco-friendly practices are a big deal nowadays, but there’s not a “one size fits all” approach. If you’re considering the environmental impact of your labels, look for vendors who:

Offer sustainable materials
Use processes that cut down on waste
Embrace green initiatives without skimping on quality

Simplify the Label Printing Process for Your Business

At Blue Label, we’re all about guiding you through every step—from design to delivery. Our process is designed to give you high-quality labels that meet your needs, all while keeping costs in check and production running smoothly. We’re here to help you make informed decisions and get great results.

Ready to get started? Contact us today for a free consultation or quote.

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Barcode Basics: What to Know About Barcodes and UPCs for Product Labels

⚞ The Highlights:

What is a UPC barcode? A UPC (Universal Product Code) is a 12-digit barcode found on retail products that stores scan to quickly identify and track items at checkout.
For reliable scanning, a UPC barcode (1.469 inches wide by 1.02 inches tall at 100% magnification) should be sized between 80% and 200% of this standard and include at least a 0.25-inch quiet zone on each side.
To get a UPC barcode, you sign up with a barcode standards organization (like GS1), register a unique number for your product, and use the resulting barcode on your packaging.

A barcode and a UPC may not be the most attractive part of your product label, but they play an important role for your business. A good barcode with an appropriate UPC will make it easy for you or a separate vendor to scan your labels and sell your goods. This makes it very important to make sure your barcodes are set for success. Here’s what you should know to make sure your barcodes and UPCs are ready to head out into the market.

What Goes into a Barcode and UPC?

A barcode and a UPC are two different elements that work together to identify a product. The UPC, which stands for universal product code, is a 12-digit number assigned to merchandise, while the barcode is the machine-readable version of that number. Different parts of that 12-digit code play different roles.

First six digits – the manufacturer identification number
Next five digits – the item number
Last digit – the check digit

A product label barcode with an example UPC.

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Manufacturers can apply for UPCs from the Uniform Code Council. After approval, a manufacturer can pay an annual fee to become a part of the UPC system and get its unique manufacturer identification number that will be used for all its barcodes. The item number is specific to each product. The manufacturer is responsible for issuing those numbers and avoiding any duplication of numbers for different SKUs. Finally, the digit check is a single number to confirm the integrity of your barcode number. You can determine the exact number for a product with GS1’s check digit calculator.

Other Types of Barcodes

While EAN/UPC barcodes are the most common and widely-used barcodes, GS1 uses several other types of barcodes for different business requirements:

GS1 Databar: The GS1 DataBar is a family of barcodes designed to provide a compact yet comprehensive solution for encoding data in smaller items that cannot accommodate traditional barcodes. They’re capable of carrying extensive information including product identification, batch numbers, and expiration dates, making them ideal for fresh foods and healthcare products where space is limited but detailed data is essential.
GS1-128 and ITF-14: The GS1-128 barcode is a high-capacity symbol that allows the inclusion of various data elements by utilizing application identifiers, making them ideal for complex supply chain needs. On the other hand, the ITF-14 barcode is designed specifically to encode a Global Trade Item Number (GTIN) on corrugated materials, making it important in tracking trade items in bulk through distribution channels.
Two-dimensional (2D) barcodes: Think of two-dimensional (2D) barcodes as the evolved form of the typical one-dimensional barcodes you see on product packaging. You’re likely familiar with the most common 2D barcode, the QR Code. These compact squares are cleverly designed to hold a wealth of information by encoding data both horizontally and vertically. They offer a great way to store more in less space.

Different types of product barcodes

Should You Use QR Codes for Product Labeling?

While a QR code might not fit the design (or even size) of every label, a study published in Sustainability evaluated the use of QR codes (in this case on food labels) and published some interesting findings:

Nearly 39% of respondents wanted to see QR Codes used more broadly in the future
67% of the respondents agreed that these codes make life easier

The study found that, “QR Codes included in product packaging, on labels, and in commercial spaces (shelves, showcases, posters, etc.), are considered particularly effective in providing timely product and brand information given their capacity to reach consumers when and where they are ready to purchase with relevant, targeted, and interactive information.”

How to Make Sure Your Label’s Barcode and UPC Work

Barcodes are graded on a scale from A to F. As you may expect, the higher your grade, the better your barcode and UPC will be for business. Here are some key considerations to help improve your barcode and UPC for your product labels.

Respect the quiet zone

Every barcode has what’s called a “quiet zone.” This space is the area around the barcode that should be clear of any texts, graphics, or other printed elements. If you don’t leave a barcode a proper quiet zone, a scanner can accidentally read some other element in the surrounding artwork and cause an error.

To prevent any issues, it’s important to give each barcode the proper amount of space. In general, the quiet zone should be the larger of the following two measurements.

10 times the width of the most narrow bar in the barcode
An eighth of an inch

An example barcode with the approapriate amount of quiet space.

Use the right colors for your barcode

While utilizing various colors can help lead to an eye-catching label, barcodes should follow a very simple color scheme.

Bars: Use a single color, ideally black or a dark color, and avoid warm colors like red or brown (they won’t work well with red laser scanners)
Background: Typically the background of the barcode is not printed, meaning the background takes on the color of the label or packaging; if necessary to print the background, use a light color like white for the background and quiet zone

Barcode colors for products

Pay attention to barcode size

Just like labels come in custom sizes, so do barcodes. It’s important to make sure that your barcode isn’t too big or too small for both your label and scanners. In general, bigger barcodes and UPCs are easier to scan, but your options may depend on your design and total label space.

A typical barcode measures 1.469 inches wide by 1.02 inches high, but you can adjust the size as necessary as long as you stay between the following minimum and maximum recommended barcode sizes.

Minimum – 1.175” wide by .816” high
Maximum – 2.938” wide by 2.04” high

A visualization of the minimum and maximum barcode sizes.

When considering sizing, create your barcode to fit your label size. Be sure to avoid adjusting it by making it bigger or smaller—this could cause issues for its scanning ability. If you need a different size, start fresh and design the barcode in that new dimension.

Ensure proper barcode placement

It’s important to consider where you place a barcode on your label. For products getting scanned at checkout, aim to place the barcode in the lower right corner of the backside. Be sure to keep it away from edges and make sure there’s enough white space around it—this helps the barcode scan easily.

We know that packaging and containers come in a wide variety of shapes, but make sure that the printing surface for the barcode is relatively flat—any bumps or irregularities could cause issues with how well scanners can read your barcode.

GS1 has published Guidelines for Bar Code Symbol Placement for reference.

Send your barcodes to the printer in the right format

Once you have your label design with an appropriate barcode, it’s time to send It along to a printing company. However, there are specific rules as to how you should send that information. In addition to sending the appropriate art files for your label, you’ll also need to deliver the barcode(s) in one of the following forms.

An image file of the barcode you’ve received from the provider
An Excel document with a list of UPC numbers
A PDF or EPS of the barcodes

A label printing expert testing a barcode label.

It’s important to work with a label printer with premium printing capabilities—if a barcode fails to scan, it could lead to lost sales and frustration on the part of both customers and vendors. Even worse, it could lead to charge-backs from retailers if they can’t scan your products.

A label expert will know how to choose the right materials and printing techniques to avoid smudges, defects, abrasions, and low-resolution printing.

Thinking of using printable label sheets on an inkjet printer or laser printer at home? Be careful—home printers may not be able to provide the resolution needed for barcode labels. Plus, paper labels compatible with home printers typically aren’t suitable for most product environments (i.e. durable label materials, tear-resistant, water-resistant labels, etc.).

How to Get a Barcode

We’ve talked about different types of barcodes as well as design considerations, but you may be wondering how you actually obtain a barcode in the first place? The best place to start is the GS1 website.

In the U.S., you can either start with an individual GTIN or register multiple barcodes at a time. Luckily, GS1 provides a helpful barcode estimator to identify exactly how many (and what kind of) barcodes you’ll need.

The process of obtaining a barcode is pretty simple:

Choose either a GS1 US GTIN or GS1 Company Prefix

Input your contact information
Pay (price will vary depending on quantity and type of barcode)

Make Sure Your Labels are Perfect for Your Products

Preparing a barcode and UPC for a product label is one of many important parts in the labeling process. Once you take all the steps to make sure your design is ready for production, it’s time to find a good printing company to give you the quality labels you deserve.

At Blue Label, we take all the steps necessary to not only print stunning labels, but also to check and make sure that everything is right before we print your full order. To help ensure that your barcodes are ready for the market, we’ll print out example labels and test them with scanners to make sure they work. After review, we’ll grade your barcodes and double check that your UPC matches the bars. If we notice any problems, we’ll notify you so that you can amend the issue before we print your run.

Ready to invest in quality product labels for your business? We’re happy to help. Contact us today to talk to us about your next labeling project.

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Advantages and Uses of Variable Printing for Labels

You don’t need to personally meet your customers to give them a personalized product experience. Thanks to digital printing technology, your product label can do that for you.

Variable data printing allows businesses to customize and personalize their labels through digital printing. Back in 2013, Coca-Cola started a personalized brand campaign in which it printed “nearly 800 million personalized bottle labels for the campaign, using more than 10,000 names, in more than 10 languages and five alphabets.” In 2016, Diet Coke launched the “It’s Mine” campaign, in which every single 12-ounce glass bottle label featured a different design.

While Coca-Cola had a lot of success with their campaigns, you don’t need to be a massive company to leverage the benefits of variable data printing. All it takes are a few ideas and a digital printing company with the technology to make it happen.

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