Posts Tagged ‘Tips’

How To? – How To Use Label Planet’s Mirrored Label Templates

Tuesday, June 12th, 2018

Last week, we explained how to use our text box label templates. This week, we’re taking a look at our mirrored label templates. The two are essentially the same with one key difference. In our mirrored label templates, each text box has been mirrored (or reversed). In this post, we’ll explain why these label templates are set up in this way, when to use them, and how to use them to design and print your own self adhesive labels.

What Are Mirrored Label Templates?

In addition to providing Word label templates and PDF label templates for all of our label sizes, we also  supply a range of formats to suit the various kinds of designs that our customers may want to produce. One of these extra formats is our mirrored label templates.

In this format, your label template will include a mirrored text box in each of the blank labels on your sheet. Like our text box label templates, each text box has a centralised layout and allows your text to fit neatly within each blank label.

mirrored label templates

Each text box has been rotated to flip your text box into a reverse or mirrored position. To read the text you either need to hold it up to a mirror OR view the text from the reverse side.  – as is the case when printing transparent window stickers.

You can use the mirrored text boxes as they are or change them to suit your required label design.

When Should You Use Mirrored Label Templates?

The main use for mirrored label templates is to create window stickers. Your mirrored design can be printed onto transparent labels that are to be applied onto the “inside” side of a window. When viewed from outside, the text appears in the “correct” direction.

The text boxes are set up to ensure that your design fits neatly within your blank labels AND is automatically mirrored. So you don’t have to worry about making too many adjustments yourself. Mirrored label templates are brilliant for beginners who haven’t designed window stickers at all. They’re especially useful if you’re not confident or familiar with Word’s tools – like those required to reverse designs. This label template does most of the work for you. All you need to do is replace the text in each text box and choose any style elements that you want to add to personalise your design. You can also use these label templates if you’re more experienced BUT you’d like to use a template that speeds up the design process.

How Do You Use Mirrored Label Templates?

Left click inside the first text box. The text box will automatically shift into a non-mirrored view until you click outside of the box. At this point, your text will revert to its mirrored state. After clicking inside the text box, select the existing placeholder text and delete it. Type in the text you want printed onto your sticky labels.

Repeat this process for each of the text boxes in your label template OR use copy and paste to speed things up…

  • Select and copy the text you have entered into the first text box. Click into the second text box, delete the existing text, and then paste your text into that text box. Repeat for each of the text boxes in your label template OR…
  • Delete all of the text boxes – EXCEPT FOR THE FIRST ONE. Select the first label (including the text box) by positioning your cursor in the bottom left corner of the first label and triple clicking the left button on your mouse quickly. Copy this selection and then paste it into the rest of your blank labels.

mirrored label templates - add your own textYou can replace the existing text and print your sticky labels although you may want to add extra design features. The simplest way to decorate text-based designs is to change the font and to add elements like a coloured background or image

To do this, we recommend adding your design to the first blank label only. Then delete the rest of the mirrored text boxes before using copy and paste to fill in your label template.

How To Change The Font Of Your Text Box

You can change the font of your text BEFORE or AFTER adding your text.

  • BEFORE: Delete the existing placeholder text from the first text box. Select your font and style options using the “Font” section of the HOME tab and/or the “WordArt Styles” section of the DRAWING TOOLS FORMAT tab. Then type in your required font.
  • AFTER: Delete the existing text from the first text box and type in (or paste in) your required text. Select your text and then apply your preferred font and style options.

mirrored label templates - choosing font and style optionsYou can also decorate the text box itself, for example, by adding a border or coloured background. Click on the DRAWING TOOLS FORMAT tab at the top of the page. Change the format of your text box using the tools in the “Shape Styles” section.

Think carefully about the shape and layout of your label size when adding coloured backgrounds and borders. To create a coloured background, your text box must fill each blank label (or overlap it slightly if possible). Borders must be thick enough to overlap the edges of your blank labels. This will increase the overall size of your text box, so you may need to resize your text box to get the correct alignment.

How To Add Images & Background To Your Mirrored Label Template

You can add images or additional text boxes next to the existing text boxes.

Adding Additional Elements Next To Your Text Box

First, reduce the size of the existing text box to make room for your image or new text box. Next, use the INSERT tab to insert your image or text box (or paste an image / text box copied from elsewhere). We recommend making sure your image is the right size before pasting it into your label template. We also recommend changing the Wrap Text format to Tight. To do this, select your image and click on the PICTURE TOOLS FORMAT tab that appears at the top of the page. Click on “Wrap Text” and select “Tight”. This will allow you much greater control over the positioning of your image.

Remember that item you add that contains any directional elements (e.g. text) will need to be mirrored:

  • Mirror an image: select your image and click on the PICTURE TOOLS FORMAT tab. Click on “Rotate” and select “Flip Horizontal”.
  • Mirror a text box: select your text box and click on the DRAWING TOOLS FORMAT tab. Click on “Shape Effects” (in Shape Styles). Select 3-D Rotation from the drop down list and click on 3-D Rotation Options. In the sidebar, set “X Rotation” to 180°. This will add a grey background to your text box. Click on “Shape Fill” and select “No Fill” (for a transparent box) or white (for a white background).

mirrored label template - adding an image

Adding Additional Elements Behind Your Text Box

Alternatively, you could add an image or background colour behind your text box.

You may need to resize the image to fill your blank label. You should also change the Wrap Text format to Tight. Next, select your text box and click on the DRAWING TOOLS FORMAT tab. Click on “Bring Forward” and select “Bring To Front”. This will layer your text box on top of your image.

Remember to flip directional images as outlined above.

You can also add a background colour by changing the colour of the template itself (which is basically a table). Select the table by moving your cursor to the top left of the table until it turns into a four headed arrow. Left click once to select the table. Now you can click on the TABLE TOOLS DESIGN tab at the top of the page and use the “Shading” option to add a background colour. Remember that this colour will ONLY apply to your template. You could add the same colour background to your text box – although our mirrored text boxes are transparent by default. This can be done using the “Shape Fill” option in the DRAWING TOOLS FORMAT tab.

Remember, if you are adding any additional elements we strongly recommend setting up your design in the first blank label. Delete the existing text boxes from the rest of the label template. Then select your first completed label. Place your cursor in the bottom left corner and triple click the left button quickly. Copy your design and then paste it into the rest of your blank labels.

Download Mirrored Label Templates From Label Planet

To download any of our label templates, simply head on over to our Label Templates home page. Click on your label shape and select your label size from the list. This takes you to the individual Label Template information page for your self adhesive labels. Download links can be found in the middle of this page. Our mirrored label templates are listed under the Word Templates column. Choose a portrait or landscape mirrored label template (if applicable) and left click once on the purple link to start the download process.

Your label template will usually be downloaded to your Downloads folder. If you are asked if you want to open or save the file, we recommend choosing save. We also recommend opening Word (or other word processing software) first and using “File” > “Open” to locate and open your label template. Remember, the file will probably be locked for security reasons because you downloaded it from the internet. There should be a yellow banner going across the top of the page. Click on the Enable Editing button to unlock the label template.

You should be able to see the layout of your sticky labels in the form of a dotted grey outline. If you cannot see this outline, Table Gridlines are turned off. To turn them on again, left click once anywhere in the middle of the page to bring up the TABEL TOOLS LAYOUT tab. Click on the “View Gridlines” button on the left hand side of the ribbon.

Next Week On Template Tuesday – Definitions: What Is A Bleed Label Template?

How To? – How To Use Label Planet’s Text Box Label Templates

Tuesday, June 5th, 2018

One of the formats we provide for our Word label templates is Text Box Label Templates. In this week’s Template Tuesday, we’ll explain what these label templates are, when to use them, and how to use them to design and print your own self adhesive labels.

What Are Text Box Label Templates?

Here at Label Planet, we provide label templates for all of our label sizes. We supply a range of template formats to suit the various designs that our customers may wish to create. One of these is our text box label templates format.

In this format, your label template will include a text box in each of the blank labels on your sheet.

text box label templates

Each text box has a centralised layout and allows your text to fit neatly within each blank label. You can use the text boxes as they are or change them to suit the design you are creating.

When Should You Use Text Box Label Templates?

Our text box label templates are designed to create sticky labels that are printed with text only. The text boxes are set up to ensure that your design fits neatly within your blank labels. So you don’t have to worry about making too many adjustments yourself. These label templates are brilliant for beginners who haven’t designed self adhesive labels at all. They’re especially useful if you’re not confident using Word’s tools to adjust a label template to perfect your alignment. This label template does most of the work for you. All you need to do is replace the text in each text box and choose any style elements that you want to add to personalise your design. Of course, you can also use these label templates if you’re more of a template expert but you want a label template that speeds up the process of adding your design.

How Do You Use Text Box Label Templates?

Left click inside the first text box. This will allow you to select the existing placeholder text and delete it. Type in the text you want printed onto your sticky labels. Repeat this process for each of the text boxes or use copy and paste to speed things up…

  • Select and copy the text you have entered into the first text box. Click into the second text box, delete the existing text, and then paste your text into that text box. Repeat for each of the text boxes in your label template. OR…
  • Delete all of the text boxes – EXCEPT FOR THE FIRST ONE. Select the first label (including the text box) by positioning your cursor in the bottom left corner of the first label and triple clicking the left button on your mouse quickly. Copy this selection and then paste it into the rest of your blank labels.

text box label templates - adding your own textYou can simply replace the existing text with your own text and print your sticky labels. Alternatively, you may wish to add some additional design features. When working with text-based designs, the main ways to add design elements is to alter the font and to add elements like a coloured background or image.

If you wish to do this, we recommend setting up your design in the first blank label, removing the rest of the text boxes, and using copy and paste to fill in your label template.

How To Change The Font Of Your Text Box

You can change the font of your text BEFORE or AFTER adding your text.

  • BEFORE: Delete the existing placeholder text from the first text box. Select your font and style options using the “Font” section of the HOME tab and/or the “WordArt Styles” section of the DRAWING TOOLS FORMAT tab. Then type in your required font.
  • AFTER: Delete the existing text from the first text box and type in (or paste in) your required text. Select your text and then apply your preferred font and style options.

text box label templates - choosing font and style optionsYou can also change the style of the text box itself. For example, you can add a border or coloured background to your text boxes. Click on the DRAWING TOOLS FORMAT tab at the top of the page to change the format of your text box using the tools in the “Shape Styles” section.

Take care when adding coloured backgrounds and borders. You need to consider the shape and layout of your label size to avoid white edges appearing on your printed sticky labels. If you add a coloured background, your text box must fill each blank label (or overlap it slightly if possible). If you use a border, make it thick enough to overlap the edges of your blank labels. This increases the overall size of your text box, so you may need to resize your text box to get the correct alignment.

How To Add Images & Backgrounds To Your Text Box Label Template

You can add images or additional text boxes next to the existing text boxes.

Adding Additional Elements Next To Your Text Box

First, reduce the size of the existing text box to make room for your addition. Next, use the INSERT tab to insert your image or text box (or paste an image / text box copied from elsewhere). We recommend making sure your image is the right size before pasting it into your label template. We also recommend changing the Wrap Text format to Tight. To do this, select your image and click on the PICTURE TOOLS FORMAT tab that appears at the top of the page. Click on “Wrap Text” and select “Tight”. This will allow you much greater control over the positioning of your image within your label design.

text box label template - adding an image

Adding Additional Elements Behind Your Text Box

Alternatively, you could add an image or background colour behind your text box.

When adding a background image, you need to make your text box transparent as they are solid white in colour by default. Select the text box and click on the DRAWING TOOLS FORMAT tab at the top of the page. Click on “Shape Fill” and select “No Fill”. Next, insert your image. You may need to resize the image to fill your blank label. You should also change the Wrap Text format to Tight. Next, select your text box and click on the DRAWING TOOLS FORMAT tab. Click on “Bring Forward” and select “Bring To Front”. This will layer your text box on top of your image.

text box label templates - background layers

You can also add a background colour by changing the colour of the template itself (which is basically a table). Select the table by moving your cursor to the top left of the table until it turns into a four headed arrow. Left click once to select the table. Now you can click on the TABLE TOOLS DESIGN tab at the top of the page and use the “Shading” option to add a background colour. Remember that this colour will ONLY apply to your template. If you want your text boxes to match, you will either need to add the same colour background to your text box or make your text box transparent. Both can be done using the “Shape Fill” option in the DRAWING TOOLS FORMAT tab.

Remember, if you are adding any additional elements we strongly recommend setting up your design in the first blank label. Delete the existing text boxes from the rest of the label template. Then select your first completed label. Place your cursor in the bottom left corner and triple click the left button quickly. Copy your design and then paste it into the rest of your blank labels.

Download A Text Box Label Template From Label Planet

To download any of our label templates, simply head on over to our Label Templates home page. Click on your label shape and then select your label size from the list. This takes you to the individual Label Template information page for your self adhesive labels. Our label template download links can be found in the middle of this page. You will find our text box label templates under the Word Templates column. Decide if you want a portrait or landscape text box label template (if applicable) and left click once on the purple link to start the download process.

Your label template will usually be downloaded to your Downloads folder. If you are asked if you want to open or save the file, we recommend choosing save. We also recommend opening Word (or other word processing software) first and using “File” > “Open” to locate and open your label template. Remember, the file will probably be locked for security reasons because you downloaded it from the internet. There should be a yellow banner going across the top of the page. Click on the Enable Editing button to unlock the label template.

You should be able to see the layout of your sticky labels in the form of a dotted grey outline. If you cannot see this outline, Table Gridlines are turned off. To turn them on again, left click once anywhere in the middle of the page to bring up the TABEL TOOLS LAYOUT tab. Click on the “View Gridlines” button on the left hand side of the ribbon.

Next Week On Template Tuesday – How To? How To Use Label Planet’s Mirrored Text Box Label Templates

Troubleshooting Tips – Word’s Mail Merge Tool

Tuesday, May 22nd, 2018

Last week, we explained how to use Word’s Mail Merge tool to create address labels. This week, we’re running through a few of the most common problems that people encounter when using the Mail Merge tool – and, hopefully, providing you with the troubleshooting tips and tricks that you’ll need to put things right.

TROUBLESHOOTING TIPS – Finding Your Avery Template Code

Word contains LOTS of Avery Templates, which can make it tricky to find the one you need.

Make sure PRINTER is set to PAGE PRINTERS and LABEL VENDOR is set to AVERY A4/A5.

Label Templates - Finding An Avery Code In Mail Merge

The list contains codes that are numbers OR that start (and end) with a letter. Get closer to your required template code by left clicking on on one of the codes in the list. Then type the first number or letter of your Avery code using your keyboard. The list will jump down to codes that start with that number or letter. You can then scroll down to find your required code.

If you cannot find your Avery code, double check that you have the right code. Compatible Avery codes for Label Planet’s label sizes can be found in our Label Templates section.

If you still cannot find the code you need, Avery may have discontinued that product. Microsoft periodically removes discontinued templates from Word. You will need to create your own label template or download a standalone template.

TROUBLESHOOTING TIPS – No Next Record Rule In Your Label Template

If you have used a standalone label template, the Wizard will NOT add the next record rule for you. Word does not recognise standalone label templates as label templates. It will only recognise its own built-in templates OR label templates to create using Word’s “Create Labels” tool.

You must add this rule to each of the blank labels in your template – except the first one. Click inside the second blank label. Next click on the RULES option in the MAILINGS tab at the top of the page. Select NEXT RECORD from the list. Repeat this process for the rest of your blank labels (or use copy and paste to add the rule into the rest of your template).

Label Templates - Adding The Next Record Rule In Mail Merge

TROUBLESHOOTING TIPS – Address Block Doesn’t Show Your Addresses Properly

If you use the Address Block to add in placeholders for your addresses, you may find that it only picks up parts of each address OR puts your addresses in the wrong order OR uses the wrong format.

The address block tool contains options to correct all of these issues.

In particular, you may need to use the MATCH FIELDS button. This allows you to manually link columns in your data source with each section of the address block. For example, Word uses the title “Address 1” for the first line of addresses. If you use a different title Word may not pick up that part of each address. Use the drop down boxes to match your columns and then click OK. Use the preview panel to make sure your addresses will now appear properly.

Label Template - Match Fields In Mail Merge Address Block

TROUBLESHOOTING TIPS – Preview Doesn’t Show A Different Address On Each Label

When you preview your address labels, each label should show a different address from your list. If this is not the case, it is likely that your Next Record rules haven’t been added correctly. Go back a step and make sure there is a Next Record rule in ALL of the blank labels – except the first one.

Label Template - Next Record Rule In Mail Merge

You also need to make sure that the Next Record rule comes before the first placeholder in your design. This rule tells your label template when to start using information from the next record in your list. If it is missing OR comes after your placeholders, your address labels will be filled in using information from the previous record.

TROUBLESHOOTING TIPS – Some Addresses Don’t Fit On Your Labels

While most addresses will be of a similar length, some may require additional lines. These addresses may come partway through your list of addresses – meaning that you might not notice them until you have already printed your address labels. This is why we recommend checking how the longest address in your list appears in the Preview Your Labels step. You can find an specific address using the FIND A RECIPIENT option in the Wizard Panel.

If you have a handful of addresses that take up too much room, try editing these addresses to make them fit. Use the EDIT RECIPIENT LIST option on the Preview Your Labels step OR use the EDIT INDIVIDUAL LABELS option on the Complete The Merge step. Alternatively, go back to the Arrange Your Labels step and alter your design to allow all of your address to fit onto your address labels.

TROUBLESHOOTING TIPS – Printed Address Labels Are Misaligned

We recommend always doing a test print before printing your complete set of address labels. This allows you to check for alignment issues (and fix them) without wasting your sticky labels. If you have alignment issues, you should be able to resolve them using these troubleshooting tips…

THE MISALIGNMENT IS IN THE SAME DIRECTION BY THE SAME AMOUNT

Adjust your printer’s starting print position by changing the page margins of your label template. Click on the LAYOUT tab at the top of the page. Click on MARGINS and select CUSTOM MARGINS. Decrease the top page margin if your address labels are too low. Increase the top page margin if they are too high. If they are too far left, increase the left page margin. Too far right and you need to decrease the left page margin.

THE MISALIGNMENT GETS WORSE DOWN/ACROSS/MOVING OUT FROM THE CENTRE OF THE SHEET

Adjust your printer’s print settings. This issue is usually caused by your printer scaling your template to a page size larger or smaller than A4. Before printing, go into Printer Properties and confirm that:

  • The page size is set to A4.
  • No scaling options are applied (e.g. less than 100% or “fit to…”).
  • No options such as “Ignore Printer Settings” or “Use Default/Driver Settings” are selected.

If this doesn’t help, double check that the measurements of your label template match your address labels. You may then need to use an alternative label template OR adjust the sizing of your label template. Word label templates are basically tables, where the cells represent the blanks labels (and any gaps between them). Use the TABLE TOOLS LAYOUT tab to adjust your label template.

Next Week On Template Tuesday – A Guide To Label Planet’s Label Templates

How To? – How To Print Address Labels Using Mail Merge In Word

Tuesday, May 15th, 2018

On Template Tuesday this week, we’re going to go through the steps involved in printing a set of (different) address labels using Word’s Mail Merge Tool. This guide will explain how to use Mail Merge to combine a Word label template with a saved list of addresses to create individual address labels.

Before you start, you will need:

  • A data source (your list of addresses). You can use an Excel Spreadsheet, Outlook Contact List, Office Address List, Word Data File, Access Database, or Text File.
  • A label template. Ideally, you should use a compatible Avery template that is built into Word. You can find compatible Avery templates (where applicable) for Label Planet’s sticky labels in our Label Templates section or by clicking on the purple “Label Templates and Printing Information” link on the relevant product page. If your label size doesn’t have a compatible Avery code, you will need a saved copy of a suitable Word label template OR the measurements of your A4 labels. Word label templates and measurements for all of our label sizes can be found in our Label Templates section.

We recommend using Word’s STEP BY STEP MAIL MERGE WIZARD and this guide will show you how to use the Wizard to create your set of address labels.

MAIL MERGE: START THE MAIL MERGE WIZARD

Open Word and create a blank document. Click on the MAILINGS tab at the top of the page. Click on START MAIL MERGE and select STEP BY STEP MAIL MERGE WIZARD.

Label Templates Mail Merge - Start The Mail Merge Wizard

This opens the Mail Merge Wizard panel on the right hand side of your screen. This panel will guide you through the SIX STEPS of the mail merge. You will primarily use this panel to set up your address labels.

MAIL MERGE: STEP 1 – SELECT DOCUMENT TYPE

To create a set of address labels, you will need to select LABELS from the list of documents.

MAIL MERGE: STEP 2 – SELECT STARTING DOCUMENT

This is where you select your label template. As mentioned above, you can use a compatible Avery template, a Word template you have previously downloaded and saved, or create a new label template.

Avery Template – select CHANGE DOCUMENT LAYOUT and click on LABEL OPTIONS. Set “Printer Information” to “Page Printers” and the “Label Vendor” to “Avery A4/A5” and click OK.

Label Templates Mail Merge - Select Starting Document

Create A Label Template – follow the steps above but instead of choosing an Avery code, click on NEW LABEL. This will open the LABEL DETAILS box. Fill in the measurements of your label size and layout, then click OK to create your label template. We’ve written a Template Tuesday guide to creating label templates, which you can view here.

Saved Label Templates – select START FROM EXISTING DOCUMENT and click on OPEN. Browse to your saved label template and open it.

MAIL MERGE: STEP 3 – SELECT RECIPIENTS

This is where you select your data source (list of addresses). You can use an existing list, saved Outlook contacts, or type a new list at this moment. To open an existing list, click on “Use an existing list”, and then browse to and open your saved address list.

If your data source has multiple sections (e.g. a spreadsheet with two or more sheets), you will need to indicate which section contains your addresses. You also need to indicate if your data source has column headers (e.g. “Name”, “Address Line 1” etc).

Label Templates Mail Merge - Select Recipients

You will then be shown a list of the addresses that Word has found in your data source. You can use this box to sort and filter your addresses – and exclude any you don’t want to use. Once you have confirmed your list of addresses, the NEXT RECORD rule will appear in all of the blank labels in your template (apart from the first one).

Label Templates Mail Merge - The Next Record Rule

If you have used a saved label template, you will need to add in this rule yourself. Left click inside the second label. In the MAILINGS tab at the top of the page, you will see a RULES option. Click on this and select NEXT RECORD to add the rule to the second label. Repeat this for each of the remaining blank labels OR copy and paste the rule into the remaining blank labels. Remember to leave the FIRST LABEL blank.

MAIL MERGE: STEP 4 – ARRANGE YOUR LABELS

This is where you add your label design. We recommend adding your design to the first blank label and then using copy and paste to fill in the rest of your template. The Mail Merge Wizard Panel contains a tool (UPDATE ALL LABELS) to do this for you.

This option is NOT available if you have used a saved label template. If you need to use copy and paste to complete your label template, you must remember to make sure that you leave the NEXT RECORD rule in place.

When you want to add a piece of information from your data source, you need to add a placeholder to your design. The placeholders look like the Next Record rule but will have a name taken from the column headers in your data source – e.g. «column_header». The Mail Merge wizard includes preformatted options (like the ADDRESS BLOCK option) to add groups of placeholders. Alternatively, you can add individual placeholders using the MORE ITEMS option.

Label Templates Mail Merge - Arrange Your Labels

When building up your design you need to bear in mind that the information that replaces your placeholders may take up MORE OR LESS space once you complete the merge. You can preview your address labels in the next step (and go back and forth to make amendments as necessary).

If you do need to make changes, you can simply update the first label and use the UPDATE ALL LABELS option to update the rest of your template.

MAIL MERGE: STEP 5 – PREVIEW YOUR LABELS

The Wizard creates a preview of your finished address labels. Use this preview to make sure your addresses fit properly within your design (and on your blank labels) before you print.

We recommend scrolling through a few of your addresses. In particular, if you know one address is longer than the rest, check to see that this particular address fits neatly onto your blank labels.

If you find any problems, you can go back a step to amend your design. Alternatively, if just one or two of your addresses are problematic, use the EDIT RECIPIENT LIST option to alter those addresses.

MAIL MERGE: STEP 6 – COMPLETE THE MERGE

This step merges your label template and data source.

Before printing all of your address labels, we recommend doing a quick test print onto blank paper to make sure the alignment is correct. Click on PRINT and select the FROM option. Set the From/To values to reflect the number of blank labels on each sheet (i.e. if you have 21 blank labels per sheet, test print addresses 1-21).

You should also review your print settings. Make sure you select a “Labels” or “Heavy Paper” print setting. The page size must be set to A4 and use the media bypass tray (if your printer has one). Make sure no scaling options are selected (e.g. less than 100% or “Fit to…”).

When you are happy with the alignment of your test print, load your blank labels into your printer, and print your address labels.

Next Week On Template Tuesday: Troubleshooting Tips – Mail Merge & Avery Template Codes

How To? – How To Print A Sheet Of Address Labels Using Create Labels In Word

Tuesday, May 8th, 2018

In this week’s Template Tuesday post, we’re going to show you how to print a sheet of address labels in Word. This guide will explain how to use Word’s built-in Create Labels tool to quickly and easily set up a template to print a sheet of self adhesive labels with your required address.

NB: This method is only suitable for printing a sheet of sticky labels with the SAME address.

CREATE LABELS – STEP ONE: OPEN THE CREATE LABELS TOOL

1. Open Word and create a new Blank Document.
2. Click on the MAILINGS tab at the top of the page.
3. In the “Create” section on the left hand side of the ribbon, click on LABELS.

The “Create Labels” tool will now appear on your screen as box entitled “Envelopes and Labels”.

Word Label Templates - Create Address Labels - Create Labels

CREATE LABELS – STEP TWO: SELECT A COMPATIBLE LABEL TEMPLATE

1. Click on the OPTIONS button. This opens a new box entitled “Label Options”.
2. “Printer information” must be set to PAGE PRINTERS and “Tray” must be set to your media bypass tray – if your printer has one.
3. Set the “Label vendor” to AVERY A4/A5.
4. Select a compatible Avery Labels Template code from the list and click OK.

If you have purchased self adhesive labels from Label Planet, you can find compatible Avery codes by clicking on the purple “Label Templates And Printing Information” link on the relevant product page.

NB: if your A4 labels don’t have a compatible Avery Template, you need to click on NEW LABEL and set up your own label template. You can find instructions on how to do this here.

Word Label Templates - Create Address Labels - Select Label Template

CREATE LABELS – STEP THREE: ENTER YOUR ADDRESS

1. Type your address into the ADDRESS BOX.

If you simply want a plain sheet of address labels, you can now load your A4 labels into your printer and press print.

Word Label Templates - Create Address Labels - Add AddressTo alter the design of your address labels (e.g. by adding a border, background, image or changing the font style), click on NEW DOCUMENT. This will open a new document containing a label template with your address added into each blank label.

Word Label Templates - Create Address Labels - Edit And Print Your Address Labels

CREATE LABELS – STEP FOUR: PRINT YOUR LABEL TEMPLATE

As mentioned above, if you are printing plain address labels you simply press the print button. If you have created a new label template document to add more design work to your address labels, you have more control over the print process. We recommend following these steps:

1. Press FILE and then PRINT to get to the print preview page. Click on PRINTER PROPERTIES and confirm the following;

  • The page size is set to A4.
  • No scaling options are set (e.g. less than 100% or “Fit to Page/Sheet”).
  • No options such as “Use Default/Driver Settings” or “Ignore Printer Settings” are selected.

2. Test print your address labels by loading blank paper into your printer. Hold your test print against a sheet of your blank labels and hold both up to a light source to confirm that the alignment is correct. You can then make any necessary adjustments before you…
3. Load your sheet labels into the media bypass tray (if your printer has one) and print your address labels.

We highly recommend using this method (rather than printing directly from the Create Labels tool). It gives you easy access to your printer’s print settings and lets you perform a test print. Without these options, you may find that you end up with a set of misaligned (and unusable) address labels.

Next Week On Template Tuesday: How To? – How To Print Address Labels Using “Mail Merge” In Word

How To? – How To Use Copy & Paste To Fill In A Word Template

Tuesday, May 1st, 2018

Why Should You Use Copy & Paste To Complete Label Templates?

At Label Planet, we highly recommend using copy and paste to complete Word label templates. Copy and paste allows you to duplicate your design more accurately compared to setting up each label one by one. It’s also a much faster way of completing label templates.

Please note: this tip assumes you are creating label templates with a single design (or multiple copies of two or more designs). To print a different design onto each sticky label, you will need to set each one up individually.

The way you use copy and paste to complete label templates will depend on whether or not there are any gaps between your blank labels. We’ve created guides for three different A4 label layouts.

First you will need to set up your required design in the top left label. Next select your design. Place your cursor in the bottom left corner of the first label and quickly triple click the left button. This selects the content AND formatting options you have applied to your design. Finally, copy your design using the Copy icon in the Home tab at the top of the page or use a keyboard shortcut by pressing the Control Key (Ctrl) [Windows] / Command Key (⌘) [Mac] and the C key.

Copy & Paste – Label Templates With No Gaps

If there are no gaps, select the entire label template and paste into all of the blank labels in one go.

You can use this technique with any of our RECTANGULAR LABELS WITH SQUARE CUT CORNERS.

  • Put your cursor above the first column until it turns into a solid black arrow pointing downwards.
  • Click and hold down the left button as you move your cursor above the last column.
  • Release the button and your blank labels will be highlighted by a light grey background.
  • Paste your design into the cells using the Paste icon in the Home tab or use a keyboard shortcut by pressing the Control Key (Ctrl) [Windows] / Command Key (⌘) [Mac] and the V key.

Label Planet - copy and paste - label template with no gaps

Copy & Paste – Label Templates With Gaps Between Columns Only

If there are gaps between the columns of blank labels you cannot simply select the entire label template. You will end up pasting your design into the gaps as well as into the blank labels. Usually, this results in your designs being misaligned, overlapped, or both when you try to print your label template.

To use copy and paste to complete your label template, you need to select just the columns of blank labels.

You can use this technique with most of our RECTANGULAR LABELS WITH ROUNDED CORNERS.

  • Position your cursor above the first column of blank labels until it turns into a solid black arrow pointing downwards. Click the left button to select that column.
  • Move your cursor above the second column of blank labels (NOT the gap between the first and second columns).
  • Hold down the Control Key (Ctrl) [Windows] / Command Key (⌘) [Mac] on your keyboard as you left click once to select that second column. Both the first and second columns of blank labels should now be highlighted in grey to indicate they are selected. The column representing the gap between them should remain non-highlighted.
  • Repeat this process for each column of blank labels.
  • Paste your design into the cells using the Paste icon or the keyboard shortcut.

Label Planet - copy and paste - label template with gaps between columns

Copy & Paste – Label Templates With Gaps Between Columns & Rows

If there are gaps between the columns AND rows of blank labels, you could complete your label template by pasting your design into each label. This is fine for label templates with only a few blank labels per sheet but becomes a time consuming process with smaller label sizes.

We recommend using copy and paste (and a careful selection process) to fill in groups of blank labels and so speed up the process of completing your label templates.

You can use this technique with our ROUND LABELS, OVAL LABELS, and SQUARE LABELS.

  • Paste your design into each of the blank labels in the top row individually. Left click inside each blank labels and use the Paste icon or keyboard shortcut to add your design. Repeat this for each blank label in the top row.
  • Next select the top row – including the blank labels and the gaps. Position your cursor inside the first label. Click and hold down the left button as you drag your cursor inside the last label in the row. Release the button and the top row should now be highlighted in grey to indicate it has been selected.
    If your design fills your blank labels you may end up selecting your design rather than the blank label. In this case, left click inside the gap below the first label in the top row. Use the up arrow key on your keyboard to move the cursor inside the first label. Hold down the shift key on your keyboard and use the right arrow key to move your cursor into the last label in the top row.
  • Copy the top row using the Copy icon or the keyboard shortcut.
  • Now left click once inside the first label in the second row. Use the Paste icon or the keyboard shortcut to paste your design into that entire second row. Repeat this process with the first label in each of the rows of blank labels in your label template until it is complete.

Label Planet - copy and paste - label template with gaps all round

Next Week On Template Tuesday: How To? – How To Print Address Labels Using “Mail Merge” In Word

Selecting Content In Word Label Templates 101

Tuesday, 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

Paste Options In Word Label Templates 101

Tuesday, 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

How To? – How To Add Designs To Word Label Templates

Tuesday, 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

Label Templates Orientation 101

Tuesday, 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