Barcode Printer Guide

A barcode printer is one of the basic elements of a barcode solution, which also includes a barcode scanner or mobile computer, barcode software, and barcode labels.

But customers new to barcoding don't always know much about printers, including what they are and how they work.

What is a barcode printer?

As its name suggests, a barcode printer is a device that prints barcode labels or tags that you can attach to physical objects for tracking.

Although you can label nearly anything, items that are commonly labeled include:

• Products
• Assets
• Inventory
• Supplies
• Pallets
• Cartons
• Containers
• Cases
• Retail shelves
• Perishables
• People

In addition to printing labels and tags, you can purchase printers that enable you to create:

• Plastic ID cards for membership, access control, and gifts
• Wristbands for employee or patient identification and amusement park access
• Tickets and receipts for deliveries, coupons, electronic citations, and events
• RFID tags for hands-free scanning and seamless information sharing across the supply chain

You can also choose printers designed for specific environments, including:

• Desktop printers, which are ideal for areas that are tight on space due to their compact size.
• Industrial printers, which survive the harshest of conditions while performing around the clock.
• Mobile printers that enable you to work anywhere, anytime for optimal productivity.

These printers have features that benefit nearly every industry and environment, including offices, manufacturers, warehouses, hospitals, labs, retailers, arenas, libraries, classrooms, and suppliers.

How does a barcode printer work?

To easily print paper or synthetic labels and tags, most barcode printers incorporate one of the following print technologies:

• Inkjet

  Used primarily for printing barcodes onto cartons or product packages, inkjet printers spray ink onto the surface of the label at very high speeds.

• Laser

  Laser printers work best when printing barcodes onto plain-paper documents because they transfer images using ions that are charged and heated.

• Thermal

  Thermal print technologies are most commonly used to print barcode labels and tags. They include two types:

• Direct thermal

  Printers with direct thermal technology generate heat that causes a chemical reaction when a print head passes over specially treated that turns black.

• Thermal transfer

  Thermal transfer printers also generate heat using a print head but instead of creating a chemical reaction on a special paper, it melts wax, resin, or a combination of the two on a ribbon that transfers ink to the paper.

The print technologies primarily used to create barcode labels and tags are inkjet, laser, and thermal-the latter being the most widely adopted by organizations with dedicated barcode systems.

Inkjet

Primarily used to print barcodes directly onto cartons or product packages, inkjet printers spray ink onto the surface of the label at very high speeds. This direct marking process allows high-volume companies to significantly speed the labeling and distribution process.

However, the cost doesn't warrant adoption by companies that only print individual labels or small batches. Too, inkjet printers not designed for direct marking are often slow and unable to create barcodes with acceptable accuracy.

For these reasons, ink jet printing is not ideal for most barcoding applications.

Laser

Laser printers work best when printing barcodes onto flat, plain-paper documents because they transfer images using ions that are charged and heated. This process is similar to that of a photocopier, resulting in barcodes with high density and quality.

This enables companies to scan codes at virtually any wavelength using an infrared scanner. It also enables them to print high-quality text and graphics on paper documents when not using the printer to produce barcodes.

But while laser printers produce reliable images, they aren't well suited for long-term use. The labels have limited durability due to their susceptibility to toner flaking and no resistance to chemicals and water.

And because laser printers only accept sheets of material, there tends to be a lot of waste, in addition to the extra costs for toner, drums, and supplies.

Thermal

Direct thermal and thermal transfer print technologies are most commonly used for dedicated barcode systems due to their reliability and durability. Both use a heated print head to create high-quality images, which make them ideal for:

• Printing on demand with point-of-application systems, which enable you to print labels when you need them
• Printing labels with variable data that frequently changes
• Easily adapting to labels of varying sizes
• Cleanly printing graphics, images, and scalable fonts of various sizes
• Creating high-definition barcodes that reduce errors and increase productivity

While direct thermal and thermal transfer printers share common benefits, they work differently for various applications.

Direct Thermal

Printers with direct thermal technology do not use ribbons, toner, or ink. Instead, they print images directly onto heat-sensitive labels and tags. The coating on the label or tag turns black when exposed to the heat from a print head.

Direct thermal printers produce quality barcode images that are cost effective for most organizations, especially small businesses. Direct thermal printers are also easy to use and simple to maintain. However, they do have a couple of drawbacks.

For one, their labels are sensitive to light and heat, causing them to turn dark when overexposed. Also, they aren't very rugged so direct thermal labels don't withstand abrasion. And with only a few available face stocks, your ability to customize these labels is limited.

So what environment works best for direct thermal labels and tags? You'll find success using them for any short-term application with minimal exposure to direct sunlight and heat, such as shipping labels and receipts.

Thermal Transfer

Thermal transfer printers also use heat to generate labels and tags. However unlike direct thermal printers, they use ribbons to transfer ink to the label.

The ribbon physically passes between the print head and the label. The heat from the print head melts the wax or resin on the ribbon, allowing it to transfer ink to the label or tag. This process produces long-lasting labels that stand up to harsh conditions and extreme temperatures.

Thermal transfer labels are extremely durable and can be printed on a wide variety of materials, including paper and synthetics. There is also very little waste with thermal transfer printers because you can print single labels or batches of them.

But because thermal transfer printers use ribbons to transfer ink, you must routinely replace the ribbons. This makes the overall maintenance expense a little higher than direct thermal. However, your labels and print heads will last longer, so it may be worth the extra expense.

Because of their rugged durability, thermal transfer labels are great for long-term applications in harsh conditions.

Compare print technologies

The following table provides a quick comparison of the print technologies.

You've identified your labeling requirements and know about the print technologies. Now it's time to see what printers are available to you.

Desktop

Typically compact in size, desktop printers are great when you're tight on space. They are also a good fit for companies that don't print a high volume of labels.

There are a wide variety of stationary printers designed to sit wherever you need them to.

And with a broad range of connectivity types, it's no wonder that organizations across the globe trust these thermal transfer and direct thermal printers to produce high-quality barcodes, receipts, and wristbands.

Industrial

Organizations with mission-critical operations depend on industrial printers to perform 24/7 with minimal downtime. That's why manufacturers equip these reliable workhorses with tough exteriors that can withstand even the harshest environments.

But these printers don't just have a pretty interface.

Smart, strong, and secure, the light, medium, and high-use industrial printers work tirelessly cranking out quality barcodes for labels, invoices, packing slips, and other applications where durability is a necessity.

Card

Printers that produce plastic identification cards are in a class of their own due to the unique requirements of their media.

Used for everything from employee badges and driver's licenses to membership cards and ski passes, card printers offer a variety of options. You can print on one side or both, in color or black and white, and you can encode them with smart card and magnetic stripes that provide secure tracking and access control.

Mobile

Mobile printers travel with you and are designed to withstand field conditions such as dirt, moisture, and extreme temperatures. They'll even survive physical shock that comes from users occasionally dropping them.

These ultra-rugged, portable printers enable on-site, on-demand printing so you can literally conduct business anywhere, anytime. This leads to increased productivity and accuracy across the enterprise.

RFID

To print, encode, and verify labels and tags with RFID sensors, you'll need either an RFID-enabled or RFID-capable printer.

The good news is that there are a lot of models to choose from because RFID data capture technology is being commonly integrated into industrial manufacturing, warehouse and logistics, and even retail environments.

In fact, organizations of all kinds are opting for RFID systems due to the total visibility they provide when identifying, tracking, managing, and optimizing assets.

Kiosk

Kiosk printers are becoming widely used across a number of industries for things like tickets, receipts, and coupons.

They provide consumers with self-serve convenience where and when they need it.

Compare barcode printers

The table on the following page compares the features and benefits of each type of barcode printer.

Review it to determine which works best for you.

Once you've identified the type of printer you will need, you'll want to pay close attention to the specification sheets for each model. They contain details about a variety of features that impact a printer's performance.

In fact, printer manufacturers offer a wide range of features to accommodate most every environment and industry.

Interfaces

Every printer must communicate with its host computer before printing labels. Even standalone printers require a computer connection to set them up.

Wired

Desktop and industrial printers offer several types of wired connectivity, the most popular being:

• USB

  USB is widely used on most electronic devices, including barcode printers. It's easy to set up a printer when you use a USB interface: Simply plug the USB cable directly into the printer, and install the print driver on the host computer.

  Note: Most mobile printers offer USB connectivity for times when standalone printing is needed.

• Ethernet

  Printers with Ethernet ports enable sharing across a network. After configuring their access, users can effortlessly connect to a shared printer. Because of their ease of use and immediate productivity, this interface is also commonly used by a variety of organizations.

• RS232

  Serial connections such as RS232 are standard on some barcode printers and optional on others. When used, they allow you to transmit data directly to a computer. However, their transfer speeds are slow, which is why they've been primarily replaced by USB interfaces.

• Parallel

  Like serial interfaces, parallel ports are seen less frequently on barcode printers because of their transmission rates. But, you can opt to purchase printers with them, if needed.

Wireless

Most manufacturers offer mobile printers with wireless connectivity for true mobility. Options include:

• Wi-Fi

  You may send data to a mobile printer using a variety of radio frequencies. But you must have a wireless network (Wi-Fi) set up for this option to work. And then, you are required to operate within the network to successfully send data to the printer.

• Bluetooth

  Bluetooth is nearly always the better option for wirelessly sending data because the two devices talk directly to each other without requiring you to have a wireless network. However, the devices must be within 33 feet of each other.

  Usually this isn't a problem-mobile printers are designed to sit on your hip and you will likely be holding the barcode scanner or mobile computer when capturing and sending data. Therefore, you will be in range and can quickly print things such as tickets or receipts, as needed.

Other

There are also advanced connectivity features, including things like:

• Embedded XML processors that enable printers to decode incoming XML data
• Interfaces that directly connect to ERP (enterprise resource planning) systems such as SAP and Oracle
• Fingerprint/direct protocols

Note: To see a list of all available connectivity options, refer to the manufacturer's specifications sheet for each printer model.

Print language

To print labels, your data must "talk" to the printer using a language it understands.

Proprietary languages

Most manufacturers include a proprietary language with their printers. For example, Zebra's print language is ZPL, Intermec's is IPL, and Datamax-O'Neil's is DPL. So if you purchase a Zebra printer, you would create labels using ZPL.

But what happens if you want to change printer brands? Is there an easy way to switch brands without having to reformat everything?

Emulation firmware

Manufacturers have solved this problem. Now, most every printer company offers emulation firmware that enables their product to work with label files designed for other brands.

That means you can send a Zebra file to an Intermec printer and the firmware will convert it to a language that the Intermec printer understands. This feature enables you to protect your hardware investment if you ever need to switch brands.

Label design software

There is another way to avoid the potential language barrier.

When you use label design software such as BarTender or NiceLabel, the software's printer driver will automatically change the data into a format that your printer understands. This works particularly well for organizations that are new to barcoding or those that are modifying existing systems.

Physical characteristics

Printers work where you need them to.

Size

If you're cramped on space, they make compact printers for desktops, which are ideal for offices or light industrial settings. Be sure to check the specifications for length, height, and width to ensure your printer will fit perfectly-regardless whether it's a small desktop, medium card, or large industrial printer.

Durability

As mentioned, not all printers are alike. Some have industrial strength housing (also referred to as form factor) for light, medium, and heavy duty environments. There are also ultra-rugged mobile printers that will resist environmental conditions such as dust, moisture, and heat.

Weight

As with size, the weight of a printer can dictate where it's used. Consider your location and the surface upon which you will place your printer to ensure it will support the device.

Memory

To ensure you can support necessary applications, you want to check a printer's Flash and RAM memory. As with any device, if you don't have enough memory to hold projects in the queue and on your hard drive, you may experience operational difficulties. So check the memory and see whether there are options to add more so you can future proof your business.

Print specifications

If you selected your labels before purchasing a printer (as recommended), then you'll already know what your requirements are for printing, which include:

• Supported barcode symbologies, including 1D and 2D
• Environment, including operating temperature, store temperature, and humidity
• Maximum label width
• Maximum label length
• Thickness
• Style, including roll-fed, sheet-fed, or fanfold
• Resolution, including 203, 300, 406, and 600 DPI (dots per inch)
• Print speed, measured in millimeters per second based on resolution
• Media type, including direct thermal or thermal transfer for things like labels, tags, tickets, receipts, wristbands, and cards; optional RFID on some brands and models