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.
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