How to Make Variable Data Labels? A Database Perspective with 3 Tools: Excel/VBA/SQL

Last week, a client in the daily chemical product industry asked me: "I want a unique-code label for each product. How do I do that?"

I said: "3 steps—data + template + printer—but there are many tool combinations."

He asked, "What tools should I use?"

I said: "Each of the 3 tools has a different database perspective—Excel (row-based data) / VBA (programming) / SQL (structured queries). This article won't explain 'what variable data is'—it covers the database perspective of the 3 tools + 4 types of printers + a complete 7-step workflow."

3 Tools from a Database Perspective

Tool 1: Excel (Row-Based Data)

Structure: Each row = one label, each column = one variable

| Serial No. | Product Name | Production Date | Batch | Sales Region |
|------------|--------------|-----------------|-------|--------------|
| A001       | Shampoo      | 2024-01-15      | 001   | Beijing      |
| A002       | Shampoo      | 2024-01-15      | 001   | Shanghai     |

Advantages:

• Everyone knows how to use it
• Free
• Perfect for small batches of 100-1000

Limitations:

• Inefficient with more than 5 variables
• Cannot connect to external databases
• Excel lags with over 100,000 rows

Typical Scenarios: Emerging brand startups, product samples, internal traceability.

Tool 2: VBA (Programmatic Automation)

Structure: Use VBA programming to generate labels + link with Excel data

Advantages:

• Automation (program once, use forever)
• Supports complex rules (e.g., automatic serial number generation)
• Can connect to Excel + printers

Limitations:

• Requires VBA programming knowledge
• Cannot connect to external databases (requires ODBC)

Typical Scenarios: Medium batches, with programmer support, complex rules (e.g., serial numbers + check digits).

Tool 3: SQL (Structured Query)

Structure: Use SQL statements to query databases + generate label data

Advantages:

• Connects to millions of database records
• Complex queries (multi-table JOIN)
• Enterprise-level application

Limitations:

• Requires SQL knowledge
• Requires supporting label printing software

Typical Scenarios: Large enterprises, millions of records, real-time database connection.

Comparison of 3 Tools

4 Printer Options

Printer 1: Laser Printer

Features:

• Black & white / color
• Under 1,000 sheets
• 0.05-0.1 RMB per sheet

Suitable for: Internal traceability, office labels.

Printer 2: Inkjet Printer

Features:

• Vivid colors
• 100-5,000 sheets
• 0.1-0.2 RMB per sheet

Suitable for: Cosmetics, food labels.

Printer 3: Thermal Transfer Label Printer (Zebra / Brother)

Features:

• Durable 5+ years
• Professional labels
• 0.2-0.5 RMB per sheet

Suitable for: Warehousing / logistics / industrial traceability.

Printer 4: Digital Printing Press

Features:

• 5,000+ sheets
• Print from 1 sheet
• 0.3-1 RMB per sheet

Suitable for: Cosmetics / premium labels / small-batch customization.

7-Step Complete Process

Step 1: Prepare the Data Source

Excel Example:

• Serial numbers A001-A999
• Product names (identical / slightly varied)
• Dates (auto-generated)

Step 2: Choose a Tool

Beginner: Excel (preferred)

Intermediate: VBA (requires a programmer)

Enterprise: SQL + Bartender

Step 3: Design the Label Template

Key Elements:

• Fixed information (brand LOGO / company name)
• Variable areas (serial number / date / batch)
• QR code (unique on each label)

Step 4: Link the Data Fields

Excel Mail Merge:

• Word template + Excel data
• Each variable maps to a data column

Step 5: Preview the Output

Must-Check:

• Sheet 1 + Sheet 100 + Sheet 1000
• Verify variables are populated correctly
• Verify the QR code is scannable

Step 6: Choose a Printer

Under 100 sheets: Laser / Inkjet

100-1000 sheets: Inkjet / Thermal Transfer

1000+ sheets: Thermal Transfer / Digital Printing

Step 7: Batch Printing

3 Key Cautions:

• Print 5 sheets first and scan-test
• Stop and inspect every 100 sheets
• Keep 5 sheets as backup

3 Tiered Enterprise Solutions

Solution 1: Individual / Small Business (Investment: 0 USD)

Combination: Excel + Word Mail Merge + Laser Printer

Capabilities:

• 100-1,000 labels/month
• 1-3 variables
• Basic traceability

Solution 2: Mid-Sized Enterprise (Investment: 10,000-50,000 USD)

Combination: Access + Bartender Software + Industrial Thermal Transfer Printer

Capabilities:

• 1,000-50,000 labels/month
• 10+ variables
• Production traceability + batch management

Solution 3: Large Enterprise (Investment: 50,000-500,000 USD)

Combination: MySQL + NiceLabel Software + Digital Printing Press

Capabilities:

• 50,000+ labels/month
• Real-time database connection
• One product one code + anti-counterfeiting + marketing

If you would like to view label files — refer to label printing file preparation, or directly contact a LeXiang Packaging consultant, a variable data solution + tool selection will be delivered to you within 24 hours.