Posts Tagged ‘Word Templates’

Template Tuesday: How To? – How To View The File Format Of A Label Template

Tuesday, February 13th, 2018

This week, we’ll explain how to view the file format of individual files to find out if a particular label template is in a file format that is compatible with your software.

Generally speaking, most companies will indicate the file format used for their label templates (as we do) BUT if you have a label template file and don’t know its file format, the easiest way to determine the file format is to look at the file extension.

The file extension is a set of (usually three) letters that follow the last full stop in the FULL file name. File extensions are usually hidden by default, so the file name you see is actually only part of the full file name.

The left hand column below shows the file name that appears when file extensions are hidden; the right hand column shows the full file name of those same files when file extensions are set to display.

Label Templates Definition File Format File Extension

There are a number of ways to view file extensions but the easiest is to bring up the file information for an individual file.

How To View File Extensions: Windows

Step 1: Open the file manager; originally known as “Windows Explorer”, the file manager was renamed in Windows 8 as “File Explorer” by clicking on this icon:

Label Templates Icon Windows File Explorer

Step 2: Navigate to the folder where you have saved your label template (downloaded files are usually saved to the “Downloads” folder in Favourites).

Step 3: Right click once on your label template file and select “Properties” from the list.

Near the top of the General tab you will see “Type of file” – next to this will be the file extension of your label template.

How To View File Extensions: Mac

Step 1: Open the file manager (“Finder”) by clicking on this icon:

Label Templates Icon Mac Finder

Step 2: Navigate to the folder where you have saved your label template (downloaded files are usually saved to the “Downloads” folder in Favourites).

Step 3: Right click (hold down the Control key as you click) once on your label template file and select “Get Info” from the list.

About halfway down the Information Window you will see a section called “Name & Extension”, which will contain the full file name for your label template (including the file extension) – if the section is not expanded, click on the section title to open it up. If the “Hide extension” box is checked, uncheck it to reveal the file extension.

TOP TIP

It is always best to view the file extension via file information – especially when downloading files from the internet. Malicious files may be given a file name that makes it LOOK like the full file name is showing – tricking a user into thinking that it has a particular file format – when the true file format is actually hidden.

For example, a file might be named “FileName.docx” to make it look like a normal Word document BUT looking at the file information would reveal that the full file name is actually  “FileName.docx.exe” – meaning that the file is actually an executable program and should NOT be opened.

Next Week On Template Tuesday: Downloading Label Templates 101

Template Tuesday: Definitions – What Does “File Format” Mean?

Tuesday, February 6th, 2018

To use a standalone label template file you need to make sure that the file format of that label template is compatible with the software you want to use to design your self adhesive labels – in other words, your software needs to be able to read (display) and write (change) the label template.

File Format – A Definition

A “file format” is a technical standard used to encode information so that it can be stored in a computer file. File formats may be designed to store one particular type of data (e.g. just images) or a number of different types of data (e.g. sound and video). Different types of data can also be stored using a number of different file formats; for example, text may be stored in a .docx or a .txt file format, images may be stored in a .jpg or .png file format, and sound may be stored in a .mp3 or .aac file format.

Most software only supports a small selection of file formats. This is because most software is designed to perform a specific type of task (e.g. word processing) and so only file formats that can encode the information involved in that type of task (e.g. text) will be supported.

While computers and software can use a range of factors to determine the file format used to encode a particular file, for human users the easiest way to identify the file format is to look at the “file extension” – this is the set of letters that comes at the very end of the FULL name of a file, after the last full stop. File extensions are usually three letters but can actually be anything between one and four characters long; they’re also usually hidden by default – we’ll explain how to view file extensions for individual files next week. Label Templates Definition File Format File Extension
The left hand column shows the file names of our label templates as they appear in the Windows File Explorer with file extensions hidden; the right hand column shows the FULL names of those same files as they appear when file extensions are displayed.

Reading Versus Writing – What Is The Difference & Why Does It Matter?

Without going into unnecessarily complicated definitions, all these two terms mean is:

  • READ: your software can open and display the contents of a file
  • WRITE: your software can change the contents of a file

Some software may offer limited support for specific file formats, which means that it only has SOME of the features required to display (and change) certain content within a file. In this case, your software will usually replicate the file as closely as possible (for example, Word opens such files in its “Compatibility Mode”).

If your software can only read a label template file you will not be able to add your design and if it only offers limited support you may find that the replicated version of your label template isn’t as accurate as the original (producing the wrong alignment) or that you can’t change specific elements within the label template.

The key thing to remember is: just because your software opens a label template this does not mean that you can edit it. Reading a file format is a much simpler task than editing a file format, which means that a lot of software will allow you to open files without the ability to make changes.

Converting Label Templates Into “Native File Formats”

If your software can read but not edit a particular file format, you may be given the option to convert your file into a “native” file format – i.e. the default file format used by your software.

This CAN be a useful workaround but ONLY if the conversion process doesn’t interfere with the sizing and layout of the label template.

For example, Word can create table rows as small as 0.4mm BUT Pages only allows rows as small as 3.2mm; if your Word template has gaps of less than 3.2mm between each row of labels and you convert it to a Pages document, Pages will automatically expand the gaps to 3.2mm – destroying the alignment of your label template.

If you do convert a label template into a different file format, always double check the measurements to make sure they are correct for your label size.

You can find detailed measurements for all of our label sizes on our Template Information Pages.

Label Planet’s Label Templates

All of our label templates are supplied in a .docx file format (our Word Templates) and a .pdf file format (our PDF Templates). You can use our Word label templates with any word processing software that can edit the .docx file format (such as Word, Word For Mac, Pages, and LibreOffice etc) and you can use our PDF label templates with any graphics software that can edit the .pdf file format (such as InDesign, Illustrator, Photoshop etc).

When you download one of our label templates, you may be given the option to save the file or to open it; we recommend saving the template to your device before opening your software and using the “File > Open” menu options to locate and open that saved template.

You can find all of our label templates by visiting our Label Templates Home Page; alternatively, navigate to the product page of the label size you have bought from us and click on the purple “Label Templates And Printing Information” link below the product image.

Next Week On Template Tuesday: How To? – How To View The File Format Of A Label Template

Definitions – What Does “Compatible” Mean?

Tuesday, January 30th, 2018

If you’ve been looking at designing and printing your own self adhesive labels, you’ve probably seen the word “compatible” being thrown around with alarming regularity – with regards to inkjet labels and laser labels, label templates, and software.

This week, we’ll talk you through what “compatible” actually means (in the context of designing and printing label templates) and why it is so important to printing A4 labels.

Compatible – A Definition

When two (different) items are compatible, they can be used together without the need to adapt or modify one or both of those items.

In the context of label templates and blank labels, in order to create a set of perfectly printed sticky labels you need to use a label template that is compatible with your label size, a label template that is compatible with your software, and printer labels that are compatible with your printer.

Compatible – Label Sizes & Label Templates

To print your required design onto your blank labels in the correct position, you need to use a label template that is compatible with your label size – that is, your label template needs to use the same label size AND layout as your sheet labels.

It is important to remember that, while some manufacturers and suppliers supply the SAME LABEL SIZES, they may use DIFFERENT LABEL LAYOUTS (so the same size of label is laid out differently on each A4 sheet – meaning that they may use different page margins and/or different gaps between the blank labels).

All of our label templates have been set up using measurements taken from the cutters used to make our self adhesive labels to ensure that the label size and layout in each template exactly matches those of the relevant sheet of blank labels. Where we list “compatible” Avery templates, we have checked the Avery measurements to ensure that they match the label size and layout of our adhesive label products.

Compatible – Label Templates & Software

If you are using a standalone label template (i.e. an individual file or document that you open using a software application on your computer), you must make sure that the FILE FORMAT of your label template is compatible with your software – in other words, that your software can both READ and EDIT your label template.

“File format” simply refers to the way that information in a file is encoded; your software will be able to read and/or edit specific file formats – but not others. This is why it is important to make sure that the label template you download uses a file format that your software can both read* and write* – otherwise you will not be able to add your required design to your label template.

*READ: your software can open and display the contents of a file.

*EDIT: your software can open, display, and change the contents of a file.

See next week’s Template Tuesday for a more detailed guide to file formats.

At Label Planet, we supply Word templates (with a .docx file format) and PDF templates (with a .pdf file format).

Compatible – Laser Labels & Laser Printers / Inkjet Labels & Inkjet Printers

Finally, you need to make sure that you are using printer labels that are compatible with your printer; this means that the materials used to make your sticky labels are suitable for the printing process used by your printer.

Laser printers use a dry printing process (applying heat and pressure) to bond a dry powder (toner) onto surfaces; this means that laser labels are made with materials that offer a smooth surface and resistance to (short term) exposure to high temperatures.

Inkjet printers, however, direct droplets of ink onto surfaces where they dry in place to form a final printed image; this means that inkjet labels are made with materials that are slightly porous in order to allow printing inks to dry more quickly and effectively in the correct position.

At Label Planet, we list the printer compatibility of all of our adhesive labels on range pages, product pages, and product packaging.

Next Week On Template Tuesday – How To? – How To Find Out If A Label Template Is Compatible With Your Software

How To? – How To Find & Open A Built-In Template In Word

Tuesday, January 23rd, 2018

To find and open a built-in label template in Word, simply follow these simple steps:

1. Open Word and create a new BLANK DOCUMENT

2. Click on the MAILINGS tab at the top of the page and then click on LABELS. This will bring up a “Envelopes and Labels” box; to access the list of built-in templates, click on the OPTIONS button.

3. Ensure that the LABEL VENDOR is set to AVERY A4/A5 and locate your Avery template in the list. Click OK, and then click on the NEW DOCUMENT button in the “Envelopes and Labels” box.

TOP TIPS:

Some of our label sizes are compatible with Avery’s Zweckform range; this will be noted on the template information page and you will need to set the label vendor to Avery Zweckform).

There are a LOT of built-in Avery templates in this list; left click once on ANY of the codes and type the first character(s) of your code to jump down the list.

A new Word document will open, containing the label template you have chosen. You should be able to see the layout of your labels in the form of a table with a light grey dotted outline (see right).

If you can’t see the outlines, you have Table Gridlines turned off; to turn them on, left click once anywhere in the middle of the page to bring up two “Table Tools” tabs at the top of the ribbon. Click on the LAYOUT tab and then click on the VIEW GRIDLINES button.


To find out what Avery template code you need to use to print the self adhesive labels you have bought from Label Planet, simply visit the product page for your sticky labels and click on the purple “Label Templates And Printing Information” link – this will take you to the Template Information page for that label size, where any compatible Avery codes will be listed just below the measurements of that label size.

Alternatively, you can start from our TEMPLATE HOME PAGE; select your label shape and then locate your label size in the list.

Next Week On Template Tuesday: Definitions – What Does “Compatible” Mean?

Designing A Label Template – Top Tips For…Round Labels & Oval Labels

Tuesday, October 10th, 2017

This week, we’re taking a quick look at our top tips for designing ROUND LABELS & OVAL LABELS.

Their curved and ever-changing edges can make these labels a bit more difficult to design (and print) accurately, especially if you need to rely on software (and hardware) that isn’t really geared up for pin-point accuracy when it comes to creating the perfect label design on circular labels and oval labels. HOWEVER, our top tips should help to give you a head start in designing your own round labels and oval labels with as little stress as possible!

TOP TIP NUMBER ONE: always centralise your design.
One of the easiest ways to create beautiful looking labels with a minimal amount of fuss is to centralise your design; this means that your design will be positioned in the centre of each label, which helps to prevent parts of your design getting cut off at the edges and can stop white edging appearing on your labels (this occurs with coloured backgrounds, where the printer doesn’t quite line up your design perfectly, leaving part of the label unprinted – as most labels tend to be white in colour, this is referred to as “white edging” although “blank edging” would probably be more accurate).

At Label Planet, ALL of our label templates are set up with a central alignment so you don’t have to remember to set this up before you start designing.

TOP TIP NUMBER TWO: use a bleed area if you want to add a coloured background and/or border.
A bleed area is basically a blank space outside of the actual area being printed that is used to overlap a design in order to avoid white edging.

Bleed is used for all kinds of printed materials, including labels where the blank spaces between labels can be used as a bleed area. This technique is ideal for designing round labels and oval labels, which always have at least some blank space between and around each label.

Even if there is only a few millimetres between two labels, you can still use this space to avoid white edging. Basically, all you need to do is to very slightly oversize your label design so that its edges overlap each label; when you come to peel your printed labels off their backing sheet, you shouldn’t get any blank unprinted areas at all.

You must make sure that you don’t include any important design elements at the very edges of your labels – if they fall into the bleed area, they will be left behind when you remove your labels from their backing sheet.

TOP TIP NUMBER THREE: use a thick border if you have to use a border at all.
While we’d generally say that borders can be more trouble than they’re worth, if you do absolutely HAVE to have a border on your labels you should make the border as thick as possible so that you can still make use of the bleed technique described above.

It is unlikely that a standard printer would be able to reproduce a very narrow border accurately enough to line up that border perfectly all the way around an oval or circular label – which will probably lead to some white edging. It will also emphasise the fact that your labels are (very slightly) misaligned, which can spoil the overall look and finish of your labels.

To overcome this, you can increase the size of your border so that it will overlap the edges of your labels all the way around – leaving behind a (more or less) even border with no blank unprinted gaps when you remove your labels from their backing sheet.

TOP TIP NUMBER FOUR: accept the limitations of the software you are using.
While some people will make their own labels using graphics software that is designed specifically for creating complex and detailed graphics, other people will be “making do” with software that isn’t really designed for this purpose.

While most software has tools that can be used when designing a label template, they simply won’t be as sophisticated and accurate as those provided in graphics software – and you may need to simplify your design to make sure that it can be replicated by your software.

For example, many people use Word to design labels and, while it is perfectly possible to create decorative AND professional looking round labels and oval labels in Word, you do need to adapt the tools that are available in Word to the task of adding a design to a label template (and have a bit of patience with their limitations).

It is also worth noting that Word is NOT sophisticated enough to create templates that show the outlines of round labels and oval labels. Instead, Word templates are made up of tables that replicate the layout of a sheet of labels; the square or rectangular cells in the table represent the spaces in which each round label or oval label sits (so that the outermost points of each label touches the four sides of the corresponding square or rectangle). This means that you may need to use a bit of trial and error to make sure that your design aligns correctly with your labels (by performing a few test prints onto paper).

Next Week On Template Tuesday: Designing A Label Template – Why The Kiss Principle Creates Perfectly Practical Labels

Designing A Label Template – Top Tips For…Rectangular Labels

Tuesday, October 3rd, 2017

This week, we’re taking a quick look at our top tips for designing RECTANGULAR LABELS.

TOP TIP NUMBER ONE: check if your labels have rounded (radius) corners or square cut corners.
Square cut corner rectangles have sharp, pointed corners naturally formed by two sides meeting at a 90° angle, while rounded corner rectangles have curved corners that form an arc – the corner radius can vary from a very rounded corner to a very slight arc at the extreme of each corner.

Generally speaking, there isn’t much difference between designing a rounded corner rectangle and a square cut corner rectangle unless you are trying to create a border or shaped element within your design that follows the outline of your labels (radius corners included) exactly.

The other thing to consider is that rounded corner rectangles tend to have selvedges and gaps between (some of) the labels as part of their layout. This means that you are less likely to run into problems with the printable area of your printer (see top tip number 2) or when printing full coloured backgrounds (see top tip number 3) if you are using rounded corner rectangles rather than square cut corner rectangles.

At Label Planet, we specify whether a product has rounded corners or square cut corners in the product description on the individual product page for each item that we supply. Our rectangular paper labels are also sold through two separate range pages; Rectangular Labels With Rounded Corners and Rectangular Labels With Square Cut Corners.

TOP TIP NUMBER TWO: check if your labels have selvedges.
A selvedge is a blank area at the edge of a sheet of labels. This area is used to help make sure that most (if not all) of the surface area of each label falls within the “printable area” of an A4 sheet.

Most desktop printers CANNOT print all the way to the edge of an A4 sheet of paper, creating both a “printable area” (in the middle of the sheet) and an “unprintable area” (around the edges of the sheet).

While rounded corner rectangles tend to have selvedges built in to their layouts by default, some square cut corner rectangles are made by simply dividing the full area of an A4 sheet into equally sized rectangles – meaning that part of some of the labels will inevitably fall into the “unprintable area”.

If your labels don’t have selvedges OR if your printer’s printable area doesn’t extend as far as the selvedge that is present on your label sheets, there are a few easy workarounds you can try:

  1. Avoid using full colour backgrounds (so the coloured elements of your design – that actually require print to be added to your labels – will fall into the printable area of your sheets).
  2. Reduce the size of your overall design (so it fits into the printable area of your sheets).
  3. Choose a different label size! It is more than likely that there will be a similar label size available – just with rounded corners.
  4. Get access to a printer with an “Edge-To-Edge” or “Borderless” print setting (this allows the printer to print the full area of an A4 sheet).

We list layout measurements for all of our label sizes on our individual template pages so you can use the page margins to check how much blank space there is at each edge of a particular sheet of labels. Our square cut corner rectangles with selvedges at the top and bottom of each sheet also have an “S” after the first part of the product code (e.g. LP10/105S, LP16/105S DF, LP21/70S MWPO etc).

It is worth checking the page margins of square cut corner rectangles AND rounded corner rectangles because some rounded corner sizes do sit quite close to the edges of their sheets.

If your printer does not have an “Edge-To-Edge” or “Borderless” print setting, you may be able to find the printable area of your printer by visiting the manufacturer’s website or checking your printer’s manual. Alternatively, you can use this quick-fix method to check for yourself:

  1. Open a blank Word document.
  2. Go to the “Layout” tab, click on “Margins” and “Custom Margins”, and change the Top/Bottom/Left/Right margins to 0.
  3. Click on the “Insert” tab, and use the “Shapes” option to add a rectangle that fills the ENTIRE page of your blank document.
    Top Tip: change the colour of the rectangle to a light colour to avoid wasting too much ink/toner.
  4. Print your document (ignore any warnings that your margins are too small and DO NOT allow Word to automatically “fix” your margins).
  5. Your printed sheet will now indicate how much of an A4 sheet your printer can print (i.e. its printable area) and how much it cannot print (i.e. its unprintable area).

TOP TIP NUMBER THREE: take care with full colour backgrounds and borders.
There are very few rectangular label sizes that feature gaps between the rows AND columns of labels; while this isn’t an issue for most people, it can become problematic if you are trying to add a full colour background and/or border to your label design. This is because it can be tricky to get a standard printer to print EVERY label in EXACTLY the right position on your label sheets; if the alignment is even slightly out, you can end up with part of your label design overlapping the edge(s) of your labels and (if your labels don’t have gaps between them) partially printing on another label.

If the edges of your label design are all the same colour, then you might be able to get away with a very slight misalignment BUT if the edges change colour at all then any misalignment will show up when you remove a label from its backing sheet.

Usually, the way to sidestep this problem is to use of “bleed areas”; i.e. to deliberately overlap your design into a blank space around each label so that the full colour background or border extends beyond all of the edges of your labels (preventing both white edging and overlapping onto neighbouring labels).

As mentioned, however, most rectangular sizes don’t have gaps between the labels; while rounded corner rectangles tend to have gaps between the columns of labels, both rounded corner and square cut corner rectangles will have at least some labels that “butt up” against each other along one or more of their sides.

This means that if you are struggling with your alignment, you may need to try:

  1. Changing your design so that the background and/or border are uniform in colour all the way around each label (so it is possible to disguise any slight overlap).
  2. Reduce the size of your design to create a blank/white border around the edges of your labels.
  3. Remove the coloured background and/or border from your label design altogether.
  4. Choosing a different label size! There may be a close label size that does feature gaps between all of the labels.
  5. Take your labels to a professional printer; they will have access to printers that offer a higher level of precision than standard desktop printers (allowing them to recreate your design with enough accuracy to prevent any noticeable overlap).

TOP TIP NUMBER FOUR: use your alignment tools to keep your label design organised.
Many rectangular label designs will contain a number of different elements or areas within the design, such as a space for a company logo, an address, a message, health and safety warnings, contents, or even a blank space to add information.

To keep all of those elements under control within one label design, you can use alignment tools to assign each element a particular alignment to help keep it out of the way of other elements in your design.

For example, while it’s always best to use a central alignment for your overall template, you can alter the alignment for individual items to make sure that items that should be on the left of your design are always positioned to the left, while items that should be on the right of your design are always positioned to the right.

Remember, if you are including multiple elements in your label design and you are using Word, you should change the “Wrap Text” option for images and shapes to “Tight” (or “In Front Of Text”) and consider using text boxes if you want to be able to precisely position separate sections of text.


You can find templates and material options for all of our rectangular label sizes on our Templates For Rectangular Labels With Rounded Corners and Templates For Rectangular Labels With Square Cut Corners pages.

Next Week On Template Tuesday: Designing A Label Template – Top Tips For…Round Labels & Oval Labels

Designing A Label Template – When & How To Use A Bleed Template

Tuesday, September 26th, 2017

This week, we’re taking a look at Bleed Templates – which are definitely not as gruesome as they sound!

As we’ve mentioned in previous posts, if you’re creating a label design that uses a full colour background you can sometimes end up with white edging around the edges of your labels where your printer hasn’t quite managed to line up your template perfectly with your labels. While you COULD try to fix this by manually adjusting your template, it’s more than likely that this is actually a near-impossible task, which makes it much quicker and easier to produce your labels by oversizing your design slightly to prevent any white edges from appearing at all.

This means that the outer edges of your design will sit outside the edges of your labels – in other words, your design “bleeds over” into the non-label areas of your label sheets. While you CAN achieve this effect using a standard template (and simply oversizing your design as needed), you can also use a purposely designed “Bleed Template”, which will have a “bleed area” included around each label in the template.

There are a few different ways that this bleed area can be created but to keep things simple, we’ll take a look at the ways WE have created bleed areas in our bleed templates.

PDF TEMPLATES
In our PDF templates, each label is represented by a solid black outline and the bleed area around each label is outlined by a dotted grey line (meaning that the “bleed area” is the area between the solid black line outlining the label and the dotted grey line outlining the extent of the bleed area).

WORD TEMPLATES
In our Word templates, we have merged the bleed area with the area that represents each label on a sheet; in some cases, where the gap between each column of labels is larger than the gap between each row of labels, there will still be a blank column representing the gap between the labels (and their respective bleed areas), but most of our bleed templates will not show any gaps between the labels. Generally speaking, therefore, the areas that are outlined in these templates show the labels themselves COMBINED with their respective bleed areas.

SO, WHEN & HOW SHOULD YOU USE A BLEED TEMPLATE?
You should use a bleed template if you want to create a label design with a coloured background (e.g. with a coloured background, full size image, or a border) AND the label size you are using has gaps between and around each label.

It is possible to use bleed with labels that don’t have gaps between and around each label BUT only if your design is consistent around its edges; you can simply oversize your design in a standard template to avoid white edging BUT if your design changes colour and the edges do not match then you may end up with inconsistencies in your printed labels. For example, if you oversize a photo of a landscape (where the background shifts from blue sky at the top to green fields at the bottom), you may end up with the bottom edge of the landscape printing onto the top of the label below it (so you have a green edge where it should be blue).

This also means that you can’t create specific bleed templates for these label sizes and layouts; you would end up placing bleed areas within areas that represent actual labels on your sheet, which would obviously cause problems when you try to add your design to these overlapping areas.

For each of our label sizes where it is possible to create a bleed template, we have tried to include as much bleed area as is physically possible on that particular label size and layout. This is determined by taking the size of the gaps between the rows and/or columns of labels and halving this measurement. As shown above in our LP15/51R Word Bleed Template, the gaps between the rows and columns is 2mm, which allows for a bleed area of 1mm all the way around each label. Where the gaps between the rows and columns differ in size, we take the smaller measurement; for example, in our LP24/45R label size, the gap between the rows of labels is 3mm and the gap between the columns is 4mm – in order to create a CONSISTENT bleed area all the way around each label, we take the smaller measurement (3mm) to determine that the bleed area available for this label size is 1.5mm.

When using a bleed template, you simply need to add your label design to the template so that the outermost points of your design fall into the bleed area provided. While you DON’T have to fill the bleed area, you DO need to make sure that your design doesn’t extend beyond the limits of the bleed area (otherwise it may end up creeping onto another label) AND that any important elements within your design don’t fall into the bleed area (otherwise they will be cut off).

In other words, if your design contains important elements at the very edges of your labels you will need to extend your design so that these elements remain within the labels themselves, while the extended area falls into the bleed area and can be safely discarded.

When using Word Bleed Templates, you will need to take additional care because they only show the combination of each label and its bleed area (i.e. they do not show where a label finishes and the bleed area starts); this means that you will need to CENTRE your design (so that its edges fall into the bleed area) and – as always – we strongly recommend doing a test print of your template onto paper so that you can double check if your design will be printed correctly (and make amendments if necessary).

Next Week On Template Tuesday: Designing A Label Template – Top Tips For…Rectangular Labels

Designing A Label Template – How To Create Window Stickers Using A Mirrored Template In Word

Tuesday, September 19th, 2017

This week on Template Tuesday, we’re taking a look at Mirrored Templates; these are templates that contain a label design in reverse (i.e. that is “mirrored”) so that it can be printed onto transparent labels that will be stuck onto one side of a glass object (e.g. a window) and viewed from the other side.

Some printers actually offer a “mirrored” or “reversed” print setting, which will take a standard (non-mirrored) template, reverse it, and print this reversed version onto your labels. If, however, you don’t have this option available to you, you will need to create a mirrored template.

While graphics packages (such as Indesign, Photoshop, Illustrator etc) will allow you to easily manipulate your design to create a mirrored template, it isn’t always as straightforward when it comes to finding the right tools in Word.

Basically, what you need to do is to flip or reverse the items in your label design to create a mirrored or reversed version.

NB: remember, you only need to do this for items that include some element that needs to be viewed in a specific direction; e.g. text, arrows, or images containing text.

There are TWO ways to mirror an item in Word (depending on the type of item you need to mirror):

FLIP

This is the quickest method; you simply left click once on your item to bring up the relevant “Format” tab at the top of the page (i.e. Picture Tools for images and Drawing Tools for shapes, text boxes, and WordArt), then click on the “Rotate” tool in the “Arrange” section and select “Flip Horizontal”.

The only problem with this method is that it doesn’t work for items like text boxes and WordArt; if you use this tool on these items, it will simply flip the text box that contains your text or the background to your WordArt and not the text itself.

ROTATE

This method involves a few more steps BUT can be used on images, shapes, text boxes, and WordArt. First you left click once on your item to bring up the relevant “Format” tab at the top of the page, and follow these steps depending on the item you are reversing:

IMAGES:
Click “Picture Effects”, then “3-D Rotation”, and select “3-D Rotation Options” – change the value of “X Rotation” to 180.

SHAPES:
Click “Shape Effects”, then “3-D Rotation”, and select “3-D Rotation Options” – change the value of “X Rotation” to 180.

WORDART & TEXT BOXES (to mirror the text AND its background):
Click “Shape Effects”, then “3-D Rotation”, and select “3-D Rotation Options” – change the value of “X Rotation” to 180.

NB: if you haven’t added a background to your text box, you may find that following these steps adds a pale grey background to your text. To change this back (or to add a background), you will need to click on the “Drawing Tools Format” tab at the top of the page, click on the “Shape Fill” option in the “Shape Styles” section of the ribbon, and select the colour you want to use for the background of your text box (if you don’t want ANY background colour, then choose “No Fill”).

WORDART & TEXT BOXES (to mirror the TEXT ONLY):
Click “Text Effects”, then “3-D Rotation”, and select “3-D Rotation Options” – change the value of “X Rotation” to 180.

After reversing a text box or WordArt, the text will automatically be reversed back to its “normal” direction when you left click on it once (allowing you to read the text properly while you make changes) before returning to its reversed form when you click outside of the item.


We supply mirrored Word templates for all of the label sizes that are available in our transparent label materials; these can be found on the template information page for these sizes under the “Word Templates” column (called “Mirror Portrait” and “Mirror Landscape”). These templates contain a mirrored text box in each label. You can, of course, delete these text boxes if you want to create a mirrored design that doesn’t use a text box (for example, if you just want to print a mirrored image) or you can use one of our standard templates and apply the methods described above to create your own mirrored design.

Next Week On Template Tuesday: Designing A Label Template – When & How To Use A Bleed Template

Designing A Label Template – Labels & Mail Merges 101

Tuesday, September 12th, 2017

If you are printing your own labels using Microsoft Word and you need to add different information to each label then you definitely need to know about Mail Merges.

A mail merge basically takes a single document (e.g. a letter or a label template) and a data source (e.g. a spreadsheet of addresses or a database of product information) and merges the two together to create multiple documents (or labels) that share the same basic design but are uniquely personalised with the information from each of the records within the data source. In other words, for example, you end up with 50 letters that are personalised with each recipient’s name and address OR you end up with a set of 100 labels that share the same basic design but are personalised with a different product number.

There are a few different ways to complete a mail merge but this post will focus on the Mail Merge tool that is built into Word – and specifically how to use the “Step By Step Mail Merge Wizard” to design a set of labels that share a common design but are allocated unique information from a data source.

To begin the Mail Merge Wizard, you simply open Word, create a blank starting document, click on the “Mailings” tab at the top of the page, and then click on “Start Mail Merge” and select “Step By Step Mail Merge Wizard” from the drop down menu.

The Wizard then guides you through the SIX steps involved in completing a mail merge, which go something like this:

Step 1: Select document type
As the mail merge tool can be used to create a variety of documents, first you need to let Word know what sort of document you are creating: to do this, simply click on “Labels” in the Mail Merge Wizard panel on the right hand side.

Step 2: Select starting document
You now have the choice of using a template that you have downloaded from somewhere else or made yourself (using the “Start from existing document” option) or using a built-in template that is compatible with your labels (using “Change document layout” and “Label options”).

For example, our label size LP21/63 is compatible with Avery code L7160, so you would click on “Change document layout” and then “Label options”, make sure that the Label vendor is set to “Avery A4/A5”, and choose L7160 from the list – as shown below.

While you can use a standalone template OR a built-in template, you need to bear in mind that the Mail Merge tool will work more efficiently with a built-in template because Word is updating a template that is basically a part of itself (allowing the Mail Merge steps to be completed automatically) – if you use a standalone template, however, you will need to perform some of the steps yourself.

Step 3: Select recipients
Next you select the data source that you want to use for your mail merge; you can create your list at this point but it’s generally easier (and quicker) if you’ve already got your data source set up and saved somewhere before starting your mail merge.  Click on “Browse” to navigate to the folder where your data source is saved.

First you will be shown a pop up box titled “Select Table”, which allows you to do TWO key things:

  1. If your data source contains multiple tables (or sheets, if you are using a spreadsheet), then you need to indicate which table or sheet holds the information that you want to add to your labels.
  2. You can also let Word know if your data source has column headers for your data (for example, if the top row in your spreadsheet indicates the contents of each column – e.g. “Name”, “Address Line 1”, “Product Code”, “Price” etc).

Next, you will be shown another pop up box titled “Mail Merge Recipients”; this shows you a list of the records that will be used to populate your labels – you can sort and filter your data at this point to exclude any records that you don’t want to use.

Once you have confirmed that you are happy with your list (by clicking “OK”), the wizard will then automatically add the rule “Next Record” to each label in your template (apart from the first, top left, label) – as shown below.

STANDALONE TEMPLATE: if you are using a standalone template, you will need to add the “Next Record” rule yourself. You left click once inside the second label in your template and then click on the “Rules” button in the “Mailings” tab at the top of the page and select “Next Record” from the drop down menu. You can then repeat this for the remaining labels OR you can copy the rule you have already added and paste it into the rest of the labels.

Step 4: Arrange your labels
This is the stage where you add your label design; as always, the best way to do this is to add your design to the top left label before copying this into the rest of your labels – the Mail Merge even provides a useful button (“Update all labels”) that does this for you automatically.

When you want to add a piece of information from your data source, you need to add a placeholder to your design – this takes the form of the column header you provided in your data source enclosed by two outward facing arrow heads (known as “guillemets” or “double angle quotation marks”) – like this: «column_header». You can either use preformatted options (e.g. the “Address block” and “Greeting line” options shown in the Mail Merge Wizard panel) or you can manually add a piece of information by clicking on the “More items” option.

In our example, we have added a company logo to the top right corner of the label, added a placeholder in a large bold font for the product code, and added text and placeholders for the rest of the information that is to be added to our labels (Label Size, Labels Per Sheet, Avery Code, Sheets Per Pack, Labels Per Pack, and Price). The text that does NOT have guillemets will remain as part of the design, while the placeholders enclosed by the guillemets will be replaced by the information from the data source that they represent.

REMEMBER: the information that replaces your placeholders may take up MORE space or LESS space once you complete the merge. You can check this in the next step (Preview your labels) and you can go back and forth as many times as you need to make sure your design and your information merge together in a way that fits neatly onto each label.

If you do need to make any changes, remember you only need to make them to the top left label before using the “Update all labels” to add your updates to the rest of the labels.

STANDALONE TEMPLATE: if you are using a standalone template, the “Update all labels” button is not available and you will need to add your design to the rest of your labels using the usual “copy and paste” method.

Please note that you MUST ensure that the “Next Record” rule sits at the start of each label, otherwise your labels will not be updated with the correct set of information from your data source.

Step 5: Preview your labels
At this point, the wizard will create a mock-up of what your finished label template will look like – so you can check for any errors or problems in your design (and correct them) before you complete your merge.

We recommend scrolling through a few of your “recipients” (i.e. the records in your data source) to make sure that your information fits neatly into your label design – ideally, if you know that a particular record contains information that is longer than the other records you should make a point of checking how that record fits into your label design (you can use the “Find a recipient” option in the wizard panel to do this).

For example, some people who use the Mail Merge tool to print address labels will assume that they can go ahead and print their labels because the preview of the first few addresses in their data source looks fine – unfortunately, when they go on to print the full set of labels, they discover that some records have more address lines and this pushes their design (and their addresses) off the edge(s) of their labels.

If you do find that you have one or two records that contain information that doesn’t quite fit into your design, remember you have the option of going back to the previous step and changing your label design slightly OR you can use the “Edit recipient list” in the Mail Merge Wizard panel to edit the information for those records (if you can) so you don’t have to change your whole design for the sake of a few records.

Step 6: Complete the merge
Finally, you can complete the merge and print your finished labels.

BUT DON’T JUST YET!

As always, here at Label Planet, we recommend using a little caution and doing a test print before you print your full set of labels onto your label sheets. Click on “Print”, select the bottom option, and enter “1” into the “From” field and enter the number of labels per sheet in the “To” field (in our example, we’re printing LP21/63, which has 21 labels per sheet – so we would enter 1 in the “From” field and 21 in the “To” field). This will print one sheet only and will allow you to double check that your template will print onto your labels with the correct alignment before you print your full set of labels.

Remember, after you select the records you want to print, you will be directed to the Printer Properties box; you should take a moment to go through the settings to make sure your printer is correctly set up for printing onto A4 label sheets as follows:

  • Select a specific “Labels” or “Heavy Paper” print option
  • Make sure the page size is set to A4
  • Make sure your printer is set up to print to the media bypass tray
  • Make sure no scaling options are selected (e.g. “Fit to page” / “Fit to sheet” / any percentage less than 100%)
  • Make sure no options such as “Ignore Printer Settings” or “Use Default/Driver Settings” are selected

Once you are happy with your test print you can load your labels into your printer (making sure that you use the media bypass tray if your printer has one) and print your full set of labels.

Next Week On Template Tuesday: Designing A Label Template – How To Create Window Stickers Using A Mirrored Template In Word

Designing A Label Template – Using Word’s Arrange Toolbar To Create A Perfectly Arranged Template

Tuesday, September 5th, 2017

Last Template Tuesday was all about the design tools available in Word; this Template Tuesday, we’ll be taking a closer look at ONE of these design tools categories – “Arrange” – and how it can help you to arrange all of the different elements within your Word label template so that they slot into place to form your final finished design.

The “Arrange” group of tools is available on both the “Picture Tools” and “Drawing Tools” format tabs, which means that you can use these tools to arrange all of the different types of objects that you might use to create a label design in Word – including images, text boxes, WordArt, and shapes. The “Arrange” section is positioned towards the right-hand side of the format toolbars (as shown below) and contains eight different tools that you can use to arrange your design elements.

TOOL ONE: POSITION
This option determines where your item will appear relative to the page AND how your text will be positioned around your item; there are NINE options available to choose from (excluding the default “In Line With Text” option, which is automatically applied to new items unless you select another option).

The default option will insert your item into the specific position that you selected before adding your item (i.e. wherever your text cursor was positioned before you inserted your item) and will align your item so that its bottom edge lines up with the line of text at that position – if you haven’t added any text yet, it will be aligned with the blank space Word provides because it assumes you will want to add text at some point!

The other nine options position your item according to the most extreme or central points on your page – i.e. the top left corner, the centre of the top edge of your page, the top right corner, the centre of the left edge of your page, the centre of your page, the centre of the right edge of your page, the bottom left corner, the centre of the bottom edge of your page, and the bottom right corner – and will then position any text you have added around your item.

Unfortunately, while this tool can be useful if you are creating a particular page layout for a document such as a letter or brochure, this tool isn’t all that useful for label templates where you need to arrange items WITHIN the TEMPLATE and not WITHIN the PAGE.

TOOL TWO: WRAP TEXT
Perhaps the MOST USEFUL tool when it comes to creating label templates that contain different items (especially text and something else – like an image); this tool allows you to choose how you want your text to fit around a particular item. This is especially important in Word because – as its default setting – Word will prioritise text over anything else that you add (even if you don’t actually add any text), which means that it will position your text FIRST (or a blank space for the text that it assumes you want to add) and then position everything else around that text (or blank space).

This default setting is called “In Line With Text” and you should ALWAYS change this for any item that you add to your label template to give yourself greater control over the positioning of that item – not only because it allows you to position your text around your items (rather than your items around your text) but also because it allows you to use design tools that are otherwise unavailable to you while the “In Line With Text” setting is applied (TOP TIP: if you are ever trying to change an item in Word and the option you want to use is greyed out you should try changing the Wrap Text option applied to that item first).

While the Wrap Text option that you choose will depend entirely on what you want to do with your item, we particularly recommend “Tight” and “In Front Of Text” as these options are generally the most effective solutions for most label templates created in Word – although you should be able to use any of the options successfully (just as long as you avoid “In Front Of Text”!)

  • SQUARE: this creates a square (or rectangular) box around the edges of your item – known as a “bounding box” – and positions your text around the outside of this box.
  • TIGHT: this option positions your text around the actual edges of your item; while you won’t see much of a difference if your item is square or rectangular (for example, a rectangular text box), you will notice that the text is positioned much differently if your item is a different shape (such as a circle or oval).
  • THROUGH: this option gives you even finer control than “Tight” – although you do need to add in another step to get the full effect. This option allows you to position text so that it follows the shape of your item INCLUDING any “white space” (a blank space) within your item. For example, if you have an image that has a blank space in the top right corner, you can allow your text to be positioned within that area but not over the rest of the image. To do this, you need to select the “Through” option and then use the “Edit Wrap Points” option in the Wrap Text drop down menu to indicate which areas of your item you want your text to occupy.
    Please note: to do this you MUST use an item that has a TRANSPARENT background layer to allow your text to show through the transparent “white space”. If your item has a solid colour as its background layer (even if this is white) then this colour will sit in front of your text and prevent it from being visible.
  • TOP & BOTTOM: this option places your item on its own (individually sized) line with your text sitting in lines above and below the top and bottom edges of your item respectively.
  • BEHIND TEXT: this option places your item on a different layer to your text and positions that layer behind the text layer; this option gives you much greater control over where your item is positioned and can be used to create a “background” to your text BUT you need to take care that you don’t end up positioning your item behind the table that provides the outline of your labels or other items that you are using to create your label design.
  • IN FRONT OF TEXT: similarly, this option places your item on a different layer to your text but this option places it in front of your text layer (rather than behind it); this option can be an ideal way to control the position of items BUT might prove a bit cumbersome if you are trying to place multiple items in very specific positions to create your final design.

Please note: you can control how closely your text sits to your item by clicking on “More Layout Options” in the Wrap Text drop down menu and then increasing or decreasing the Top/Bottom/Left/Right “Distance from text” options at the bottom of the pop-up box that appears.

TOOLS THREE & FOUR: BRING FORWARD / SEND BACKWARD
These are the tools you’ll need to use if you want to layer multiple items to create your overall design. There are THREE options available for each type of “movement”:

  • Bring Forward / Send Backward: this moves your item forward or backwards by ONE layer.
  • Bring To Front / Send To Back: this makes your item either the very top or very bottom layer in your design construction.
  • Bring In Front Of Text / Send Behind Text: as we’ve mentioned Word always prioritises text, so it will always put layers that contain text in front of other items – these options allow you to move your items in front of or behind your text layer(s).

TOOL FIVE: SELECTION PANE
This tool comes in useful if you’re creating a label design with a LOT of different items; when you select this tool, it creates a list of ALL of the items that you’ve added to your label template, allowing you to select one simply by clicking on its name in the selection pane list – which is ideal if one of your items has accidentally ended up behind another item so you can’t click on that first item to move it somewhere else or to bring it in front of the second item.

TOOL SIX: ALIGN
Like “Position”, this option allows you to change the position of your item on the page BUT it doesn’t change the way your text is positioned around that item and it is designed specifically for positioning items RELATIVE to another item or to the page itself (or the page margins). This tool can be useful when distributing items across a label design BUT will “snap” items into specific positions based on predetermined gridlines in your document. While you CAN change the sizing of these gridlines to give yourself more control, you may find that the tool doesn’t give you quite as much “freehand” control as you’d like.

TOOL SEVEN: GROUP
An excellent tool if you need to move ALL of the items in your label design by the same amount in the same direction. This tool allows you to select all of your items and then “group” them into a single item; this means you can move your items together, in exactly the same way, and maintain the spacing between them as you do so (compared to trying to move all of your items individually, which is unlikely to produce the accuracy you need).

TOOL EIGHT: ROTATE (AND FLIP)
You can use this tool to rotate items (for example, to change an image from portrait to landscape) or to flip items horizontally or vertically (which is particularly useful if you need to create a mirrored template – we’ll be talking about these types of templates in a later blog post).

Next Week On Template Tuesday: Designing A Label Template – Labels & Mail Merges 101