Template Tuesday: Selecting Content In Word Label Templates 101

April 24th, 2018

This week we’ll be taking a closer look at the different ways to select content in a Word template. The way you select content can determine exactly what you can do with your selection, which means that, when it comes to designing label templates at least, some selection methods are better than others.

Label Templates – Selecting Individual Elements

For most objects, you select an item simply by left clicking on it once. For example, to select an image or shape, you simply left click once on that item. If your item has more than one element to it, however, you may need to click in a particular place to select the item. For example, text boxes are made up of a box and text within that box. If you click on the text, Word will highlight (select) the text. To select the text box itself, you need to click on the box when your cursor is positioned over one of the edges of the box. Likewise, to select a table you must move your cursor to the top left corner of the table and click on the four headed arrow icon that appears.

To select text, you need to “highlight” the specific section of text you are interested in. To do this, position your cursor at the start of your required text. Click and hold down the left button and move your cursor to the end of your required text. Release the button and your required text will now be “highlighted” by a light grey background.

Label Templates – Selecting Multiple Elements

To select multiple elements, you can use a point and click method or a highlighting method.

In the point and click method, you hold down the Control Key (Ctrl) on a Windows keyboard or the Command Key (⌘) on a Mac keyboard and left click on each item you want to select.

NB: to select images, you need to change their Wrap Text format.  Left click on the image to bring up the Picture Tools Format tab at the top of the page. Click on Wrap Text, and select “Tight” or “In Front Of Text”.

In the highlighting method, you use your cursor to establish an area and any items within that area are selected. Move your cursor so it is positioned above and to the left of the first item within your chosen area. Click and hold down the left button on your mouse as you drag your cursor below and to the right of the last item within your chosen area and then release the button. This highlights (selects) any items within the rectangle or square formed by the starting and finishing positions of your cursor.

The point and click method is best for individual objects (e.g. images, shapes, text boxes etc). The highlighting method works best if you need to select individual objects AND a section of text.

Label Templates – Selecting An Individual Cell And/Or Its Contents

Word label templates are basically tables where each cell in the table represents a blank label on your sheet (or a gap). If you want to copy a design from one cell/label into the rest of your cells/labels, you can select the entire cell or just the content you have added.

While you might think you just need to select the content, it’s actually more effective to select the entire cell. This way, you select the content AND the layout and formatting options that you have used to get your label design just right.

  • To select just the contents of a cell you can use the methods described above in “selecting multiple elements”.
  • To select an entire cell, move your cursor into the bottom left corner and quickly triple click the left button.

Label Templates – Selecting Multiple Cells

When creating a sheet of sticky labels that share the same design, the best way to complete your label template is to add your design to the top left label and use copy and paste to fill in the remaining blank labels.

If there are no gaps between your blank labels, you can select all of the cells at once using the highlighting method. Position your cursor in the top left cell. Click and hold down the left button and move your cursor into the bottom right cell. Release the button and selected cells will be highlighted by a light grey background.

If there ARE gaps between the labels you CANNOT use this method. It will add your design to the cells that represent the gaps between your blank labels and destroy the alignment of your template.

You may be able to speed up the process by selecting entire columns using the point and click method. Position your cursor at the top of the column you want to select. When it turns into a small solid black arrow pointing downwards, left click once to select the entire column. You can select multiple columns by holding down the Control Key (Ctrl) on a Windows keyboard or the Command Key (⌘) on a Mac keyboard as you click above each column.

We’ll take a closer look at using copy and paste to complete a label template in next week’s post.

Next Week On Template Tuesday – How To? – How To Use Copy & Paste To Fill In A Word Template

Template Tuesday: Paste Options In Word Label Templates 101

April 17th, 2018

When pasting content within a Word document, you actually have the choice of several different paste options. Each option works in a slightly different way, especially when it comes to determining the formatting options applied to your pasted content. In this post, we’ll take a look at how you can use the different options when designing label templates.

Label Templates – Finding Paste Options In Word

When the “Home” tab is selected, the first section in the ribbon will be the “Clipboard”. This section contains all of the icons required for performing the “Cut”, “Copy”, and “Paste” functions. To view the different paste options, you need to click on the downward facing arrow below the main paste icon. This brings up a dropdown menu showing icons for all of the different paste options available. The paste options available will vary depending on the type of content you have copied AND the location where you intended to paste your content.

Word Label Templates Clipboard Paste Options

The image above shows two of the different sets of paste options you might see when designing label templates. In the first, text is about to be pasted into a label in a Word label template. This provides FOUR options; Keep Source Formatting, Match Formatting, Picture, and Keep Text Only. In the second, a single label is about to be pasted into a column of the template. This provides SIX options; Cell Contents, Entire Cell, Merge Table, Insert As New Rows, Overwrite Cells, and Keep Text Only.

If you don’t see the paste options button it has been turned off. You can turn it on by clicking on “File” and then “Options”. Select the “Advanced” tab and then scroll to the “Cut, copy, and paste” section. Tick the check box called “Show Paste Options button when content is pasted”.

Label Templates – Using Paste Options To Add Content to A Word Template

When pasting text into your label template, you should see (some of) the following options:

  • Keep Source Formatting: this keeps the formatting options applied to your content in its original location.
    For example, if you copy text set to a font of Arial size 12, it will keep that font.
  • Match Formatting: this replaces the formatting options applied to your content with those applied to the new location. This option also keeps any emphasis (e.g. bold, italic, underlined text) where that formatting applies to PART of your content only.
    For example, if you copy text set to a font of Arial size 12 and paste it into a label template that has been set to a font of Calibri size 16, your text will be given the font format used in your label template.
  • Keep Text Only: this discards any content that is not text AND removes the formatting options from the remaining text.
    For example, if you copy a table containing text, this option removes the table and pastes just your text using the formatting options applied to your label template.
  • Picture: this converts your copied content into an image and adds it to your label template.

The option you choose depends on what you want to do with the content you have copied. To use content exactly as it is in its original location use “Keep Source Formatting”. To match your content to your label template choose “Match Formatting” or “Keep Text Only”. “Picture” is useful if you have various elements (e.g. text and images) and want them grouped into a single image.  This option isn’t very precise, however, and it can be difficult to edit the resulting picture.

Label Templates – Using Paste Options To Complete A Label Template

Copy and paste is a simple way to complete a label template quickly and accurately. After selecting and copying a cell, you will be able to choose from the following paste options:

  • Cell Contents: this pastes JUST the content and keeps any formatting options you have applied.
  • Entire Cell: this pastes your content AND the cell itself and keeps the formatting options applied to both (including, for example, a background you have applied to the cell etc).
  • Keep Text Only: this discards non-text elements and strips existing formatting options from your text (replacing them with the formatting applied to the new location).

When using copy and paste to complete a label template, the “Entire Cell” option will replicate the exact layout and formatting of your design. “Cell Content” and “Keep Text Only” can be used to create sticky labels that share the same content but have different background designs.

NB: there are other paste options for tables but these are the most useful options for designing label templates.

If you are pasting into multiple blank labels, you must not select any cells that represent gaps on your sheets of sticky labels. Adding content to these areas can cause your label template to automatically resize itself or create misalignment issues when you print your label template.

Next Week On Template Tuesday – Selecting Content In Word Label Templates 101

Template Tuesday: How To? – How To Add Designs To Word Label Templates

April 10th, 2018

This week, we’re looking at tools in Word that you can use when designing label templates. If you are creating a simple text-based design, you simply type your text into your template. Alternatively, to create a design that contains other elements (like images), there are TWO basic ways to add your design. You can use Word’s design tools to create new content OR use copy and paste to add content that exists in an external source.

Designing Label Templates – Using Word’s Design Tools

To use Word’s design tools, you first need to insert an item into your label template. This could be a text box, WordArt, a shape, or an image that you have saved as a file on your computer. To add any of these items, click on the “Insert” tab at the top of the page and then select the item you want to add.

To edit your item or change the formatting applied to that item, you need to select it (by left clicking on it once) to bring up an additional formatting tab at the top of the page. For images this will be the Picture Tools Format tab and for text boxes, shapes, and WordArt this will be the Drawing Tools Format tab.

Label Templates Word Design Tools Picture Tools TabYou can use these tabs to change the size, colour, and positioning of your items to build up your required design.

Designing Labels Templates – Using Copy & Paste

This option allows you to insert elements into your design that have been set up somewhere else. For example, if you are creating product labels, you may have content you want to include in your design set up in other documents – such as a spreadsheet containing product details, a Word document containing instructions for use or a list of ingredients, or a copy of your company logo. You can use copy and paste to insert all of these elements into your label template.

Copy & Paste A Saved Image File

There are a few ways to copy and paste an image that is saved as an individual file on your computer.

  • Use your file manager to locate your saved image file. For Windows this is the “File Explorer” and for MacOS this is the “Finder”. Right click on the image file and select “Copy” (for MacOS you can use a two-finger tap on your trackpad or hold down the Control key as you click to “right click”). Go back to your label template and select “Paste” from the Home tab.
    Alternatively, you can use keyboard shortcuts to copy and paste. If you are using Windows, you should hold down the Control Key (Ctrl) on your keyboard and press C to copy or V to paste. If you are using MacOS, you hold down the Command Key (⌘) and press C or V.
  • Open your saved image file using an image viewer or editor. The menu should include tools to select your image and copy it. Go back to your label template and select “Paste” from the Home tab.
  • Use your file manager to locate your saved image file. Select your saved image by left clicking on it and hold down the button on your mouse as you move your cursor to your label template. Release the button to copy your image to your label template.

If you use copy and paste, you may experience conversion issues depending on the original file format of your image. To avoid this issue, we recommend opening a new blank Word document and pasting your image into that document. Then copy and paste that image into your label template.

Please note: you can also use the “Insert” tab to insert saved image files. Click on Insert, select Pictures, and browse to your saved file. Select that file to insert it into your label template.

Copy & Paste Content From An Existing File Or External Source

Copy and paste can also transfer existing content from an external source into your label template. You can copy and paste in a number of ways:

  • POINT AND CLICK: most software will have a copy option in its menus. Select your item by left clicking on it once or highlight a section of text that you want to copy. Then click on the copy option in the menu. Alternatively, you should be able to right click on your item and select copy from a list of options. You then go back to your label template and select “Paste” under the Home tab at the top of the page.
  • KEYBOARD SHORTCUTS: follow the steps above but instead of clicking on copy and paste options use your keyboard to perform these actions. If you are using Windows, you should hold down the Control Key (Ctrl) on your keyboard and press C to copy or V to paste. If you are using MacOS, you hold down the Command Key (⌘) and press C or V.
  • DRAG AND DROP: select your item as described above, then hold down the left button on your mouse as your move your cursor to the location where you want to insert your item. Release the button to paste your item into your label template.

We recommend using copy and paste to create label templates where all of your sticky labels share the same design. Set up your design in the top left label and then use copy and paste to add this design into the remainder of the blank labels in your label template. This is much quicker and much more accurate than trying to create your design in each individual blank label.

Next Week On Template Tuesday: Paste Options In Word Label Templates 101

Template Tuesday: Label Templates Orientation 101

April 3rd, 2018

This week, we’re looking at the two types of orientation that can be used for label templates; portrait and landscape. When changing the orientation of existing label templates, there are a few factors to bear in mind.

Portrait And Landscape Orientations

For A4 labels, portrait means that the sheet is held so that the narrow edge (210mm) is at the top. This creates a sheet width of 210mm and a sheet height of 297mm. This is the default orientation for sheet labels and tends to be used for most label templates. In the landscape orientation, the wide edge (297mm) is at the top. This creates a sheet width of 297mm and a sheet height of 210mm.

If you have a label template with the wrong orientation for your intended label design, you  need to decide if you want to use the existing orientation or switch to the correct orientation. While using the existing orientation might seem like the simpler option (because you don’t have to mess around with the template), it can be useful to switch the orientation so you can see and work in the correct layout as you add your design (and you don’t have to tilt your head to recreate the end result).

Printing Portrait And Landscape Orientations

You DON’T have to change the way you load your A4 labels to change the orientation of your label templates. Instead, load your sticky labels into the media bypass tray normally, so the narrow edge enters the printer first. Your software will instruct the printer to then use a portrait or a landscape orientation. When printing a document, your printer will usually use the orientation of the document you are printing. Portrait label templates print in the portrait orientation and landscape label templates  print out landscape.

Switching Between Portrait And Landscape Orientations In Label Templates

The ease with which you can switch orientation depends on the type of label template you are using. This is because, in most software, orientation settings relate to the PAGE but not the CONTENT on that page.

Label Templates After Converting Orientation Of PageThe image above shows what happens if you change the orientation of Word label templates. As you can see, the page has rotated but the content has not and the page margins remain the same.

Switching Orientations In PDF Label Templates

Graphics software usually contains a ROTATION tool, which allows you to rotate your page AND the content on that page. You may need to select multiple layers within your label template to ensure that your background layer (the template layer) and the design layers you have added all rotate together. Depending on the software you are using, you may also need to resize your page to switch from one orientation to the other.

Switching Orientations In Word Label Templates

As we mentioned, the Orientation tool is Word only rotates the page and NOT your label template and design. The only way to convert existing Word label templates from portrait to landscape (or vice versa) is to change the page orientation AND the page margins AND amend the table itself.

You can change the page orientation and margins using the “Layout” tab at the top of the page. Click on Orientation and select either Portrait or Landscape. Next click on Margins and select Custom Margins. You can then enter the correct page margins for the new orientation. For example, if you switch from portrait to landscape, the top and bottom margins become the left and right margins, and the left and right margins become the top and bottom margins.

When amending the table, you essentially need to switch all of the measurements. The label width switches with the label height. Top top and bottom margins switch with the left and right margins (take care if your margins are unequal). The vertical pitch switches with the horizontal pitch. You also need to add and subtract columns and rows – so that the number of blank labels across becomes the number down (and vice versa).

For example, to change our LP21/63 label size from portrait to landscape, you convert your measurements as follows:

Label Templates Example Measurements Convert Portrait To Landscape

All the tools you need to add/remove columns and rows and to resize your table can be found under the Table Tools Layout Tab.

Portrait And Landscape Label Templates From Label Planet

At Label Planet, we have created portrait and landscape versions of ALL of our label templates, so you don’t need to convert our label templates at all! Simply head on over to our label templates section, select your label shape and label size, and download a portrait template or landscape template using the purple links in the middle of the page.

Next Week On Template Tuesday – How To? – How To Add Designs To Word Label Templates

Template Tuesday: Word Label Templates VS. PDF Label Templates

March 27th, 2018

This week, we’re taking a look at the practical differences between Word label templates and PDF label templates

Label Templates – Word Vs PDF – SOFTWARE

Word templates can only be opened and edited using Word Processing software such as Word and Pages.

PDF templates can only be opened and edited using Graphics Packages such as Illustrator, InDesign, and Photoshop.

NB: only graphics packages can open AND edit PDFs. Other software may allow you to open PDFs but will not allow you to edit those files (for example, PDF Readers such as Adobe Reader).

Label Templates – Word Vs PDF – CONTENT

Word label templates are basically standard Word documents that contain a table. The cells in the table represent the blank labels on an A4 sheet, as well as any gaps between those blank labels. To design and print a set of self adhesive labels, you add your design to the cells that represent the blank labels on your A4 sheets.

This means that Word label templates can ONLY represent the layout of A4 labels as a set of square cornered rectangles and/or squares. It cannot recreate elements of shaping, such as radius corners (rounded corners) or the shape of round labels and oval labels.

PDF label templates provide a starting “background” layer that represents the layout of a particular sheet of A4 labels. To design and print a set of self adhesive labels, you add your design to a new layer that sits in front of the background layer (using the background layer as a guide as to the placement of your designs.

Label Templates – Word Vs PDF – DESIGN TOOLS

Word label templates often have to rely on tools that weren’t necessarily intended for design work. Word processors are built with one specific task in mind – adding, editing, and arranging text. This means that they have basic sets of “design” tools that are limited in the level of precision and sophistication that they can achieve.

PDF label templates are edited using highly sophisticated graphics packages that are created specifically for design work. This means that they offer a multitude of design tools and a much higher level of precision when it comes to arranging individual elements within a design.

Label Templates – Word Vs PDF – USABILITY

This last point dependes on the individual user. People who are familiar with word processors will find Word label templates easier to use, while those familiar with PDF files / graphics packages will prefer PDF label templates. If you are comfortable with both types of files / software, it is up to you to decide which option you want to use.

As a general rule, most people have a basic working knowledge of / some experience using word processors but are unfamiliar with graphics packages. We recommend sticking to what you know instead of opting for the PDF label templates just because they SEEM to be a better option. While they do offer a much higher level of accuracy and detail, you need to bear in mind that you will need to have access to graphics software to edit them (which may mean paying to buy such a package) AND you will need to learn how to use that software to design and print your own self adhesive labels.

Next Week On Template Tuesday – Label Templates Orientation 101

Template Tuesday: How To? – How To Make Label Templates Using Word’s Table Tools

March 20th, 2018

This week, we’ll guide you through the process of creating label templates using Word’s Table Tools.

You might be wondering why you would want to use Table Tools instead of Label Tools – after all, you do want to create labels rather than tables. For most people, the “Create Labels” tool is the quicker and easier option. However, if your A4 labels are a bit more complicated (for example, they include different label sizes or irregular layouts) or if the Create Labels tool simply isn’t playing fair, then you might need the flexibility of Table Tools.

Don’t panic at choosing “Table” tools rather than “Label” tools. Word label templates are basically tables so it doesn’t matter whether you use Table Tools or Label Tools – either way you will be creating a table that represents the layout of your blank A4 labels.

TABLE TOOLS – Setting Up The Page

It’s best to start at the very beginning and get your page set up to suit A4 labels. There are TWO key considerations: orientation and margins.

label templates word table tools page margins orientation

Page Orientation

For the vast majority of label templates, you don’t need to change the orientation because tnew blank documents default to a portrait orientation. If you would prefer to use a landscape orientation, you need to click on “Layout” at the top of the page, select “Orientation”, and choose “Landscape”.

Page Margins

Next you should set up the correct page margins. Click on the “Layout” tab at the top of the page, select  “Margins”, and choose “Custom Margins” from the drop down list.

Enter the measurements for your four page margins (top, bottom, left, and right). We recommend setting the bottom page margin to 0mm as this helps to prevent Word from automatically adding a second page – especially if the margins on your A4 labels are particularly small.

TOP TIP: we recommend going through all of the tabs in the Page Setup box to check the following:

  • Margins Tab: make sure the Gutter Margin is set to 0mm.
  • Paper Tab: make sure the Paper Size is set to A4 with a width of 210mm and a height of 297mm.
  • Layout Tab: make sure the Header and Footer are set to 0mm.

At this point, Word will probably say that your margins are “outside the printable area” and give you options to “Fix” or “Ignore” the problem. Click on “Ignore” to set up the page margins that you need.

TABLE TOOLS – Adding A Table

As we’ve mentioned, Word label templates are basically tables that represent the size and layout of your A4 labels (including any gaps between the blank labels).

First, you need to determine how many rows and columns you need. If there are no gaps between your blank labels, you simply count up how many rows and columns of blank labels are on each sheet. Alternatively, if there ARE gaps between your rows and/or columns of blank labels, you need to decide if you want to represent those gaps with blank rows and columns in your label template OR include them in the rows and columns that represent your blank labels.

Top Tip: we recommend including blank rows and columns to represent gaps wherever possible. This creates a more accurate representation of your A4 labels and you don’t have to remember to account for any gaps when adding your label design.

For example: in our LP21/63 label size, there are 7 rows of blank labels with NO GAPS between the rows and 3 columns of blank labels with GAPS. This means that we need to insert a table that contains 7 rows and 5 columns.

label templates word table tools insert table

To insert a Table, click on the “Insert” tab at the top of the page, select “Table”, and click on “Insert Table”. Enter the number of rows and columns that you need and click “OK”.

TABLE TOOLS – Setting Up Your Table

You should now have a table with the correct number of rows and columns to represent your A4 labels. The table will have solid black borders, which need to be removed so they don’t print out as part of your label template. Select your entire table by moving your cursor to the top left of the table and left clicking on the four headed arrow icon. This will add two Table Tools tabs to the top of your window. Click on “Design”, then “Borders” and select “No Borders” from the list. Your table should now be outlined with a dotted grey line.

If you cannot see your table at all, you have Table Gridlines turned off. Go to the “Layout” tab and click on “View Gridlines”.

label templates word table tools table setup

Now you need to set up your table with the correct measurements and formatting options.

The easiest way to do this is to use the “Properties” button, which can be found on the left hand side of the Table Tools “Layout” tab. Alternatively, you can right click on your table and select “Table Properties” from the list of options. Go through each of the tabs in Table Properties as follows:

TABLE TAB:

  • SIZE: set the preferred width to the total width of your blank labels (i.e. from the left edge of the first label in the top row to the right edge of the last label in the top tow). For example, our LP21/63 label size is made up of 3 blank labels with a width of 63.5mm each and 2 gaps with a width of 2.5mm each – creating a total width of 195.5mm.
  • ALIGNMENT: set the alignment to “Center”.
  • OPTIONS: make sure that all of the cell margins are set to 0mm, that there is no spacing between the cells, and that “Automatically resize to fit contents” is turned OFF.

ROW TAB:

  • SIZE: enter the height of the top row and set the drop down box to “Exactly”.
  • OPTIONS: make sure both options are turned off.
  • If there are any gaps between your rows, use the “Next Row” button to tab through and change the height of the gap rows as required.

COLUMN TAB:

  • SIZE: enter the width of the first column.
  • If there are any gaps between your columns, use the “Next Column” button to tab through and change the width of the gap columns as required.

For example, for the LP21/63 label size you need to alternate the widths between the 63.5mm width of the blank labels and the 2.5mm width of the gaps between the columns.

CELL TAB:

  • ALIGNMENT: we recommend using“Center” but this ultimately depends on the alignment that you want to use for your label design.
  • OPTIONS: make sure that the cells margins are set to “Same as the whole table” and that the “Wrap text” option is selected (and that “Fit text” is not selected).

Finally, we recommend centralising the alignment of your entire table (so that your content will be added to the centre of each blank label). Click on the Table Tools “Layout” tab and select the middle icon in the set of nine alignment options towards the right hand side.

TABLE TOOLS – Save Your Label Template

Your label template is now ready to go! We recommend saving a copy of your blank label template now so that you can use it for future label designs (or get back to a clean slate if you need to!).

Next Week On Template Tuesday – Word Label Templates VS. PDF Label Templates

Template Tuesday: How To? – How To Make Label Templates Using Word’s Create Labels Tool

March 13th, 2018

This week, we’ll talk you through the process of making your own label templates in Word, using Word’s Create Labels tool.

Please note: this method is NOT suitable if your A4 labels have gaps between the rows and/or columns that measure less than 4.2mm.

CREATE LABELS – STEP 1: Start The Create Labels tool

Open a blank document in Word, click on the “Mailings” tab at the top of the page, and click on “Labels”. This will open a box titled “Envelopes and Labels”. Click on the “Options” button to create a new label template. This opens another box titled “Label Options”. Click on “New Label”, which opens a further box titled “Label Details”.

label templates word create labels tool

CREATE LABELS – STEP 2: Enter The Measurements Of Your A4 Labels

Fill in each of the required fields. You will need to know the following information about your A4 labels:

  • Top & Side Margins
  • Label Width & Label Height
  • No. of Blank Labels Across & No. of Blank Labels Down
  • Vertical Pitch & Horizontal Pitch

This seems simple enough, right? Well, yes and no. Word does have a tendency to be extremely picky about how you use its built in tools so we recommend following these TOP TIPS to make sure your measurements measure up to Word’s expectations.

Create Labels – Order Your Measurements Carefully

While you’d assume you could just start filling in the measurements in the order in which they are listed, Word will sometimes start to automatically correct your measurements before you’ve finished adjusting all of the fields – and other times it will reject your measurements when you try to create your label template.

We recommend using this order:
Page Size: set the page to A4 and DOUBLE CHECK the measurements are 210mm wide by 297mm high. To create a landscape template, select A4 landscape, which is the next option down.
No. of Labels: enter the number of labels across and the number of labels down.
Label Width & Label Height: enter the measurements of each blank label. If you are creating a label template for round labels, enter the diameter of each circular label for both the width and height.
Vertical Pitch & Horizontal Pitch: the vertical pitch indicates the height of each label plus any gap between each row of labels and the horizontal pitch indicates the width of each label plus any gap between each column of labels. If there are no gaps, the vertical pitch will be the same as the height and the horizontal pitch will be the same as the width.
Top Margin & Side Margin: enter the top and left margins for your A4 labels. If you find that Word disagrees with your measurements, try reducing the margins to 0mm before you enter the rest of your measurements.

Create Labels – Format Your Measurements Carefully

You also need to be careful as to how you enter the measurements. All of your measurements (except for number across and number down) must be expressed as a value, followed by a single blank space, and then the unit symbol for the measurement being used. In other words, if the label width is 70mm you MUST enter this as 70 mm.

If Word is set up to use centimetres as the default measurement you can EITHER divide the measurements by 10 to convert millimetres into centimetres OR you can change the default measurement to millimetres.

  • Word: click on File > Options > Advanced – scroll down to the Display section and choose your preferred unit of measurement from the “Show Measurements in units of” drop down list.
  • Word For Mac: click on “Word” in the menu bar at the top of your screen, and select “Preferences”; in the Word Preferences box, select “General” from the Authoring & Proofing Tools Section, and then select your preferred unit of measurement from the “Measurement units” drop down list.

At Label Planet, we provide detailed measurements for all of our label sizes on our Template Information Pages. To find the label template information for a particular label size you can either go through our Label Templates home page (select your label shape and then your label size) or visit the product page of your label size and click on the purple “Label Templates and Printing Information” link.

label templates word create labels label details

CREATE LABELS – STEP 3: Open Your New Label Template

Give your label template a name and then click “OK”. You will be returned to the “Label Options” box where you should click “OK”. You will be returned to the “Envelopes and Labels” box where you should click “New Document”.

This opens a new document containing your label template. In Word, label templates are made using a table where the cells of the table represent your blank labels (and any gaps between them).  Word label templates, therefore, cannot show any shaping on rectangular labels and square labels (such as rounded corners) and cannot show the outline of round labels and oval labels. Instead, each blank label will be represented by a rectangle or square into which each label will fit with its outermost points touching the four sides of the table cell.

We recommend saving a copy of your label template now before you start adding your label design.

label templates word create labels format table

You may also want to make a few formatting changes. For example, we recommend centralising label templates and the contents of label templates to ensure that your design fits neatly inside each blank label.

To centralise the template itself, select the whole table by moving your cursor to the top left corner and left clicking once on the icon of a four headed arrow. This brings up two Table Tools tabs at the top of the page; click on “Layout” and then click on “Properties” – on the Table tab of the Properties box, set the Alignment option to “Centre”.

You can also use the Table Tools Layout tab to turn on Table Gridlines; if you cannot see the outline of your template, you have Table Gridlines turned off – there is a View Gridlines button on the far left of the Table Tools Layout tab that you can use to turn them back on.

To centralise the content of your template (or choose whatever alignment you prefer), select the whole table as described above and select one of the nine icons contained in the Alignment section towards the right hand side of the Table Tools Layout tab.

Create Labels – Benefits & Disadvantages

There are two key benefits to using Word’s Create Labels tool. Firstly, if you don’t have much experience working with Word and tables, this tool automatically does most of the work for you. Secondly, label templates created using the Create Labels tool are also completely compatible with Word’s Mail Merge tool (compared to standalone templates where you will need to complete some steps of the Mail Merge manually).

The main drawback of using Word’s Create Labels tool is that the tool automatically does most of the work for you – and not necessarily in a way that produces the most accurate label templates. Word will use a set of default formats and options that aren’t always the best for creating and designing label templates. For example, as we mentioned at the start of this blog post, the Create Labels tool cannot create gaps of less than 4.2mm. If, however, you create a label template manually it is possible to create gaps of as little as 0.4mm.

To get the greatest degree of control over your label templates, we advise using Word’s Table Tools to create a label template manually.

Next Week On Template Tuesday – How To? – How To Make Label Templates Using Word’s Table Tools

Template Tuesday: Measurements For Label Templates 101

March 6th, 2018

Whether you’ve decided to make your own label templates or you need to double check that existing label templates have the correct layout for your self adhesive labels, there are quite a lot of measurements that you need to know about to make sure that your label template matches your A4 labels perfectly.

Measurements You Need To Know To Make Sure Your Label Templates Measure Up

Unit Of Measurement

First of all, you need to know what unit of measurement you need to use. It’s best to use the same unit of measurement to measure your A4 labels and your label templates (so there’s no chance of errors happening as you convert between the two). UK sheet labels are manufactured using a page size of A4 (see below) and measurements tend to be given in millimetres.

If you have sheet labels or label templates that use inches, you should check if they were intended for use in the US. Here the page size is American Letter and measurements are usually given in inches.

Page Size

You should always, always make sure that your label templates are set up with the correct page size. Even if you set up the rest of your label templates correctly, your alignment will be ruined as soon as you try to print. This is because your printer will scale your label templates to the wrong page size, stretching or shrinking your designs and printing them in the wrong place.

Sheet labels for the UK market are manufactured using the A4 page size. Standard label sizes are determined by the number of blank labels that will fit onto a sheet with as little waste material in between and/or around the labels as possible. Sheet labels for the US market, however, are manufactured using the American Letter page size.

Therefore, if you have a label template using a UK label size and a US page size (or a US label size and a UK page size), your printed labels will never have the correct alignment.

Number Of Blank Labels Per Column & Number Of Blank Labels Per Row

This isn’t a measurement of your self adhesive labels themselves BUT it is a quick way to make sure that the basic structure of your label templates are correct.

Label Width & Label Height

You need to know the exact width and height of your self adhesive labels; for most label sizes and shapes this will simply be the width at the widest point of each label and the height at the tallest point of each label.

Rectangular labels and square labels are measured from the left hand edge to the right hand edge to produce the width and from the top edge to the bottom edge to produce the height. For round labels the width and height are the diameter of each circular label, while for oval labels the width is the measurement between the widest points of each oval label and the height is the measurement between the tallest points of each oval label.

Corner Radius

Rectangular labels and square labels may also have an additional measurement, which indicates how rounded the corners are on a particular shape. This is called the corner radius; generally speaking, you won’t need to know this measurement unless you are using label design software or graphics software. Usually label templates will default to corners without a radius, which means that your added design will simply “bleed” over the radius corners and the full area of your blank labels will be printed anyway.

Horizontal Pitch & Vertical Pitch

Pitch means the measurement from the leading edge of one label to the leading edge of the label next to or directly below the first label. In other words, this measurement accounts for the width or height of your blank labels PLUS any gaps between the rows and columns of your A4 labels.

The horizontal pitch, therefore, is width of each label plus the width of the gaps between the columns – it is the measurement from the left edge of the first label (in column 1) to the left edge of the label next to it (in column 2). If there is no gap between the columns, the horizontal pitch will be the same as the width.

The vertical pitch is the height of each label plus the height of the gaps between the rows – it is the measurement from the top edge of the first label (in row 1) to the top edge of the label below it (in row 2). If there is no gap between the columns, the vertical pitch will be the same as the height.

Stepped Columns & Rowslabel templates stepped layout LP4/100R

Pitch measurements assume that your blank labels are aligned into equal rows and columns. If your A4 labels contain different label sizes, you won’t have consistent horizontal and vertical pitches. Likewise, non-standard label shapes (including circles and ovals) may be arranged into an interlocking layout to allow more blank labels to fit onto a single sheet – again, you won’t have consistent horizontal and vertical pitches, although a “stepped” layout may have been used.

In stepped layouts, the blank labels may be arranged into equal columns (or rows) but the starting point of alternating columns (or rows) is moved (or “stepped”) to a different point to allow the columns to “interlock” – meaning more blank labels can be included on the one sheet.

For example, in our LP4/100R label size the four labels sit in two columns but the second column has been moved upwards to allow the circles to interlock. The second column is “stepped up” by 56.4mm (the top edge of the leading label in column 2 is 56.4mm higher than the top edge of the leading label in column 1) and “stepped across” by 92mm (the left edge of the leading label in column 2 is 92mm across from the left edge of the leading label in column 1).

Page Margins (Top, Bottom, Left, Right)

The page margins account for any blank areas around the edges of your sheets; they measure the distance from each edge of your sheets to the leading edge of the row or column of labels closest to that edge. Essentially, these margins are used in label templates to determine where the content of a sheet begins (i.e. where your label designs start in your label template).

There are four margins; top, bottom, left, and right – usually the top and bottom margins will be equal and the left and right margins will be equal (as sheet labels tend to be positioned centrally on an A4 sheet). A4 labels with an off centre (off set) layout will have unequal margins and you will need to make sure this is accounted for both in your label template AND when you load your A4 labels into your printer.

If there is NO blank area (also known as a selvedge) along an edge then you need to set that particular margin to 0mm.

If you encounter an alignment issue whereby all of your labels are misaligned in the SAME direction by the SAME amount, you can quickly correct this by increasing or decreasing the top and/or left page margins as needed.

Find Measurements For Label Planet’s Self Adhesive Labels

If you’ve bought self adhesive labels from Label Planet and want to know the measurements of your label size, you can – of course – whip out your trusty ruler and start measuring. Alternatively, you can visit the template information page for your label size as we have included detailed measurements for all of our A4 labels on our website. Visit the product page of your self adhesive labels and click on the “Label Templates And Printing Information” link below the product image OR head on over to our Label Templates Home Page and select your label shape and label size.

If you have any questions or queries about label sizes and measurements for label templates, you can also get in touch with our Customer Service Team for further advice.

Next Week On Template Tuesday: How To? – How To Make Label Templates Using Word’s Create Labels Tool

Template Tuesday: How To? – How To Download A Label Template

February 27th, 2018

This week, we’ll discuss how to download a label template using the Label Planet website as an example.

Step 1: Find The Label Templates Download Page

Go to the Label Planet website and click on “Label Templates” at the top or midway down the page to reach our Label Templates Home Page. Select your label shape and then your label size to reach the template information page for your self adhesive labels.

Step 2: Select A File Format & Template Format

You need to download a label template that is saved in a file format that is compatible with your software. If you intend to use a word processor (e.g. Word, Word for Mac, Pages etc) then you will need to select a Word Template and if you intend to use a graphics package (e.g. InDesign, Photoshop, Illustrator etc) then you will need to select a PDF template.

Next, select a template format that suits your label design; at Label Planet, we offer a choice between Portrait & Landscape orientations (where possible), as well as speciality formats such as Text Box Templates (if you only wish to add text), Mirrored Text Box Templates (to create mirrored or reversed text), and Bleed Templates (where possible, to allow full coloured backgrounds to overlap each label to avoid white edging).

Step 3: Click On The Download Link To Download Your Label Template

Our download links are all simple text links (in purple) listed in the middle of each template information page under the table headings “Word Templates” and “PDF Templates”. (Left) click once on your preferred label template to download the file. If you are asked whether you wish to OPEN or SAVE your label template, select SAVE.

PDF Templates: PDF files will often be displayed in your browser instead of being downloaded. To save a PDF template to your computer, you will need to click on the download button provided by your browser:

  • Chrome and Firefox display a bar at the top of the PDF with a number of icons. Towards the right hand side, there will be an icon with a downward facing arrow; this is the download button. Alternatively, you can right click anywhere within the PDF and select “Save Page”//“Save Page As”.

Label Templates Download PDF ChromeLabel Templates Download PDF Firefox

  • In Safari, there is a pop-up bar that appears when you move your cursor to the bottom of the browser window; the download button is the fourth icon along and contains a downward facing arrow. Alternatively, hold down the Control Key (⌘) as you click on the download link and select “Download Linked File”.  

Label Templates Download PDF SafariOnce the download starts, your browser will allow you to view the progress of your download and then navigate to your downloaded file. Downloads are generally saved in a dedicated “Downloads” folder – unless you have previously selected a different folder to be used when downloading items.

Chrome displays a Downloads Bar at the bottom of the browser window (click on the downward arrow next to the file name to view the location of the downloaded file), while Firefox and Safari include a download icon at the top right of your browser menu bar (click on the icon to view and open your downloaded file).

Label Templates Download Bar ChromeLabel Templates Download Icon FirefoxStep 4: Open Your Saved Label Template

While you can simply double click on your finished download to open the saved label template directly, we recommend opening your software and then using the “File” > “Open” menu options to locate and open your saved label template.

Next Week On Template Tuesday – Measurements For Label Templates 101

Template Tuesday: Downloading Label Templates 101

February 20th, 2018

There are THREE ways to get a label template for your self adhesive labels:

  1. Make your own label template
  2. Use an existing label template that is built into your software
  3. Download a standalone label template

Most people won’t want to create their own label template (either because they aren’t sure how to do this or they’d prefer to save time by using an existing label template) and many don’t have access to a built-in template (because their software doesn’t offer built-in label templates OR it doesn’t have a label template that is compatible with their label size) – which means that they will need to download a standalone template.

Some label manufacturers and suppliers provide label templates on their website (like Label Planet!), others direct customers to resources where they can find label templates, and the rest leave customers to find their own label templates.

Downloading Label Templates

Generally speaking, the process of downloading label templates follows these basic steps:

  1. Visit the website of your label manufacturer / supplier to find a suitable label template download.
    Most websites have dedicated label template sections OR include a label template download on the product page for your self adhesive labels.
    To download a Label Planet label template, you can either visit our Template Section or visit the product page of your self adhesive labels and click on the purple “Label Templates And Printing Information” link to reach the template information page for your label size.
  1. Select the correct label template for your software / label design.
    At Label Planet, we supply label templates in a .docx file format (for use with word processors such as Word and Pages) and a .pdf file format (for use with graphics software such as Photoshop and InDesign). We also provide different template formats including Portrait and Landscape orientations, Text Box and Mirrored Text Box Templates (if you are adding just text or need to create mirrored – reversed – text), and Bleed Templates (for designs with full colour backgrounds). If you aren’t sure about using different formats, it’s best to stick to the basic Portrait or Landscape options.
  1. (Left) click once on the text link or icon to begin downloading your label template.
    Our label template downloads can be found halfway down each template information page; they are purple text links listed under the headings “Word Templates” and “PDF Templates”.
  1. If you are asked whether you want to SAVE or OPEN your label template, select SAVE.
    Usually, downloaded files will be saved to a specific “Downloads” folder (unless you have previously specified that downloaded files are to be saved elsewhere). To open your label template, we recommend first opening the software you intend to use to design your self adhesive labels and using the “File” > “Open” menu options to locate and open your saved label template.

Next Week On Template Tuesday – How To? – How To Download A Label Template