FAQs & Troubleshooting

FAQs & Troubleshooting

How to use Excel data to print labels (P-touch Editor 4.2 for Windows)

Sample Label
The following is a procedure to make barcode labels using the sample file.


  1. Preparing the database

    Make sure that there is the Excel file "Parts.xls" in the program folder at Program Files\Brother\Ptedit42\Samples.
    Excel file

  2. Connecting the database


    1. Start P-touch Editor and open a new layout.

    2. Click [File]–[Database]–[Connect...].

    3. Select the prepared Excel file.

    4. Check "Header Row Contains Field Names" in the Open Database dialog box.

    5. Click the [Open] button.

    6. The [Select Database Editing Mode] dialog box appears.
      e.g select "Connect as read-only", and then click the [OK] button.

    7. The database appears.

    If the file being used contains multiple sheets, the Table Selection dialog box appears. Select the sheet that you wish to use.

  3. Merging data into a layout as text

    First, specify the font that will be used in the layout.
    • In the Font box on the Text Properties, specify the font, e.g "Arial".
    • In the Font Size edit box on the Text Properties, specify the font size, e.g "14".
    • The font and size can also be changed after text is pasted into the layout.
    Merge the database into the layout.


    1. Click the field name "Part Name".

    2. Drag the field name into the layout window. In the pop up windows that appear, select "Text".

    3. In the same way, merge the field name "Model Name".

    The field names can also be merged using menu commands. Select the fields in the Merge Fields dialog box, which appears after clicking [Database Field...] on the [Insert] menu or clicking [Merge into Layout...] on the [Database] menu.

  4. Merging data into the layout as a bar code


    1. Click the field name "Part Code".

    2. Drag the field name into the layout window. In the dialog box that appeared, select "Bar Code".

    3. Adjust the bar code data. To adjust height, width and alignment, drag a corner handle of the merged bar code data, and then reduce the height of the bar code.

    4. Double-click the merged bar code data.

    5. Click the [Setup] tab of the Bar Code Properties dialog box.

    6. To adjust width, under "Width", select "Small".

    7. To adjust alignment, under "Show Characters", select "Center".

    8. After specifying the desired settings, click the [OK] button.


    Depending on the selected barcode protocol, the data may not be displayed.
    ("Invalid" or "Incorrect check digit" appears.)
    If the barcode cannot be displayed, any of the following may be the cause.

    • Data that cannot be used with that barcode is included.
    • The data does not include the specified number of digits.
    • The check digit calculation is incorrect.

    Check the data or change the barcode protocol, e.g "CODE39" or "CODE128" can be used.

  5. Aligning the objects


    Align all objects along their horizontal centers.

    1. Click Image to display the Layout Properties.
      (If this button is already selected, proceed to the next step.)

    2. Drag each object to determine their general positions.

    3. Click [Select All] on the [Edit] menu to select all of the objects.

    4. Click Image on the Layout Properties.


    5. Align all objects vertically along the width of the label.

    6. Click Imageon the Layout Properties.


  6. Printing


    1. Click Image to display the Print Properties.
      (If this button is already selected, proceed to the next step.)

    2. Click Image on the Print Properties.
      The name of the printer being used appears for "Printer Name".

    3. Under "Print Range", select "All Records".

    4. After specifying the desired settings, click the [Print] button to print.

    For details on selecting a record range, refer to the following table:

    Print Range Records to be printed
    All Records Print all records.
    Current Record Print the current record.
    Marked Record(s) Print only the marked records.
    Record Range Print records in the range specified by "From" and "To".

If your question was not answered, have you checked other FAQs?

Have you checked manuals?

If you need further assistance, please contact Brother customer service:

Related Models

PT-1650, PT-18R, PT-1950, PT-2100, PT-2300, PT-2420PC, PT-2480, PT-2700, PT-3600, PT-9200DX, PT-9200PC, PT-9500PC, PT-9600, QL-1050, QL-1050N, QL-500, QL-550, QL-650TD

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