Labels and Envelopes in Word 2013

Transcription

1 Labels and Envelopes in Word 2013 Labels... 2 Labels - A Blank Page... 2 Selecting the Label Type... 2 Creating the Label Document... 2 Labels - A Page of the Same... 3 Printing to a Specific Label on the Page... 3 Label Design... 3 Alignment on the Label... 3 Table Styles... 4 Selecting Cells... 4 Shading... 4 Borders... 4 Painting Borders... 4 Custom Borders... 5 Creating a Label with a Picture and Text... 5 Text Wrap of Pictures... 5 Creating Custom Labels... 6 Printing the Labels... 6 Envelopes... 7 Creating an Envelope... 7 Choosing the Envelope Size... 7 Choosing the Printing Options... 8 Envelopes in Documents... 8 Adding the Envelope to a Document... 8 Changing the Envelope Information in a Document... 8 Changing the Envelope in a Document... 9 Changing the Delivery Address Box... 9 Copying an Envelope to Another Document... 9 Removing an Envelope from a Document... 9 Printing the Envelope Printing Just the Envelope Printing the Envelope and the Document Pictures on Envelopes A Picture in the Return Address A Picture on the Envelope Text Wrap of Pictures Technology Training Resources can be found at Page 1

2 Labels Labels can be created and printed. A page of labels can be created where the information can be typed on each label. A full page of labels with the same information on each label can be created. A single label can be printed on a specific label on the sheet. Labels - A Blank Page A page of labels can be created and information entered later. In the Create group, click on Labels. Click on the Labels tab. In the Print section, choose full page of the same label. Note: Clicking on the Print button sends the document to the default printer without the ability to make choices or changes. Selecting the Label Type The type of label should be selected. The currently selected label type is displayed in the Label: section. Click on Options. In the Label information section, click on the Label vendors: down arrow and select the company that produced the labels being used. In the Product number window, select the desired label number. Examine the Label information: section to make sure the correct labels was selected. For non-standard labels, see Creating Custom Labels on page 6. Click on OK. Creating the Label Document Click on New Document. Enter the desired information on the labels. Note: A table is created so that the information is printed in the desired location on the page. Some of the cells in the table represent the spaces between the labels and information should not be entered in those cells. Label Space between labels Page 2

3 Labels - A Page of the Same A page of labels that are the same can be easily created. In the Create group, click on Labels. Click on the Labels tab. Click on Options and choose the desired label type as described in Selecting the Label Type on page 2. In the Address window, enter the desired information that is to be on each label. In the Print section, choose full page of the same label. Click on New Document to open the labels as a document. Format the labels as desired. Printing to a Specific Label on the Page It is possible to print to a specific label or labels on a page. In the Create group, click on Labels. Click on the Labels tab. Click on Options and choose the desired label type as described in Selecting the Label Type on page 2. Click on New Document. Identify the cell(s) in the table which correspond to the label(s) on which to print. Enter the desired information in the identified cells. Label Design The design of the labels can be customized as desired. Customizations include changing the alignment, the colors and shading, and borders. Alignment on the Label The information in labels can be adjusted horizontally and vertically. Click in the first label. The alignment can be changed in the cells one at a time or by selecting the entire table. To select all cells in the table, click on the Select Table button. On the Ribbon, click on the Layout tab of the Table Tools. In the Alignment group, click on the desired alignment button. Page 3

4 Table Styles The table with the labels can have styles applied to it. Table styles may have colored borders, a color fill, and/or other aspects. Click in the table. On the Ribbon, click on the Design tab of the Table Tools. In the Table Styles group, hold the mouse over each style to see a preview of the effect on the labels. To see more options, use the up and down arrows or click on the More. Click on the desired style. Selecting Cells Separate cells can be selected rather than the entire table. Move the cursor to the right edge of the cell until the cursor changes to a dark arrow pointing up and to the right and then click. The cell is selected as noted by the highlighting in the cell. Hold down the Ctrl key while using the above method to select each cell to be included. Select the desired option for the selected cells. Shading The labels can be shaded with a color. Select the cell(s) to be shaded. On the Ribbon, click on the Design tab of the Table Tools. In the Table Styles group, click on Shading and hold the mouse over each color to see a preview of that color applied to the labels. Choose the desired color. For more color options, click on More Colors. Borders Labels frequently do not have borders, but they can have borders. The borders here described follow the borders of the cells in the table. Select the cell(s) to have borders. On the Ribbon, click on the Design tab of the Table Tools. In the Borders group, click on Line Style and choose the desired style. Click on Line Weight and choose the desired thickness. Click on Borders and choose the desired arrangement. Painting Borders Borders can be painted on the table as desired with the Border Painter. In the Borders group, click on Border Styles and choose the desired style. Click on Pen Color and choose the desired color. The cursor is now in the shape of a brush. Click on each border in the table to be painted. In the Borders group, click on Border Painter to turn it off and return to a normal cursor. Note: By choosing white as the pen color, the Border Painter can be used to erase borders. Page 4

5 Custom Borders Borders can be designed from a menu of options. Select the cell(s) to receive the custom border. In the Borders group, click on Borders > Borders and Shading. Click on the Borders tab. In the Setting: section, click on the desired option. In the Style: box, use the slider to locate the desired style and then click on it. Click on the Color: down arrow and choose the desired color. Click on the Width: down arrow and choose the desired width. In the Preview section, click on the diagram to apply borders or click on the buttons at the side and bottom to the desired areas. Click OK. Creating a Label with a Picture and Text A label can have a picture as well as the text. Create the document with the desired labels as noted Labels A Blank Page on page 2. Click in a cell for a label. Enter the desired text. Insert the desired picture. Resize and adjust the picture as desired. The picture can be placed on the left side with the text on the right when the text wrap is set to Square. Highlight the picture and the text. Copy it and then paste it into the other cells for labels as desired. Text Wrap of Pictures The text wrap of a picture determines how it is placed in the text. The default in Word 2013 is for the picture to be In Line with Text. Click on the picture. The Layout Options button appears to the right of the picture. The layout options in the With Text Wrapping section make the text wrap around the picture. Choose the desired option. The most frequently used is the Square wrap. Click on the picture and drag it to the desired position. Page 5

6 Creating Custom Labels Labels can be created to match a custom size and arrangement. In the Create group, click on Labels. Click on the Labels tab. Click on Options. Click on New Label... Click in the Label name: box and enter a name for the label. Measure the label and enter the dimensions for the Top margin, Side margin, Label height, and Label width. Enter the number of columns of labels on the sheet in Number across. Enter the number of rows of labels on the sheet in Number down. Measure the distance from the top of one label to the top of the next label and enter the measurement in Vertical pitch. Measure the distance from the right edge of one label to the right edge of the next label and enter the measurement in Horizontal pitch. Click on the Paper size: down arrow and choose the paper size. Click OK. Click OK. Click on New Document. Enter the desired information in the cells of the table where the labels are located on the page. Printing the Labels Click on the File tab and then click on Print. Check Printer to make sure the correct printer is selected. Examine the Preview to see if everything looks as it should. Make changes as needed or desired with the buttons in the Settings section. o To change the number of copies being printed, enter the correct number in Copies. o To change the orientation of the page, click on Orientation and choose Portrait or Landscape. o To change the size of paper, click on Letter and choose the desired size. Be sure to load the labels in the printer before clicking on Print. Click on Print. Page 6

7 Envelopes Envelopes can be printed using Word. An envelope can be added to a document so that they are one file. The envelope can then be printed by itself or at the same time as the document. Envelopes are usually placed in the manual feed tray of the printer. Care should be taken to place the envelope in the manual feed tray so that it prints correctly. Creating an Envelope In the Create group, click on Envelopes. Click on the Envelopes tab. The Preview section displays where the Delivery address and the Return address will be printed on the envelope. The Feed section displays how the envelope should be fed into the printer. Enter the Delivery address and the Return address. Click in the Delivery address: box and enter the desired address. Click in the Return address: box and enter the return address. Note: Clicking on the Print button sends the document to the default printer without the ability to make choices or changes. This may stall the printer as it waits for the envelope to be placed in the manual feed tray. Choosing the Envelope Size The size of the envelope should be selected. The font and location of the addresses on the envelope can also be selected. Click on Options. Click on the Envelope Options tab. Click on the Envelope size down arrow and choose the desired size of envelope. In the Delivery address section, click on Font to choose the font of the delivery address. Adjust the position of the Delivery address in From left: and From top: OR leave it on Auto. In the Return address section, click on Font to choose the font of the return address. Adjust the position of the Return address in From left: and From top: OR leave it on Auto. Click on OK. Page 7

8 Choosing the Printing Options The way the envelope is placed on the manual feed tray in the printer can be selected. Click on Options. Click on the Printing Options tab. In the Feed method section, click on the desired method of feeding the envelope. Note: The envelope can be placed on the left side, the center, or the right side of the tray. The envelope can also be fed in from the top or the side of the envelope. In the Feed method section, click to choose whether the envelope will be placed Face up or Face down on the tray. The Feed from: is usually left on Automatically Select. Some printers work better if the Feed from: is set to Manual Feed in Tray 1. Click on OK. Envelopes in Documents Adding the Envelope to a Document The envelope can be added to a letter so that a single file has the envelope and the document. Click on Add to Document. A window opens asking if the return address should be saved as the default return address. The default return address appears in the Return address: box each time an envelope is created. It can be changed as desired. Click on No to not make the information in the Return address: box the default return address. Click on Yes to make the information in the Return address: box the default return address. The envelope appears above the letter (document). The document can now be written as normal. The envelope can be printed when the document is printed. Changing the Envelope Information in a Document The information on the envelope attached to a document can be changed. Click on the information in the Return Address and make the desired changes. Click in the Delivery Address. The Delivery Address box is highlighted. Make the desired changes to the Delivery Address. Page 8

9 Changing the Envelope in a Document The envelope attached to a document can be changed. In the Create group, click on Envelopes. Click on the Envelopes tab. Click on Options. Click on the Envelope Options tab. Click on the Envelope size down arrow and choose the desired size. Click on OK. Click on Change Document. For information on changing other aspects of the envelope, refer to Choosing the Envelope Size see page 7. Changing the Delivery Address Box The size and location of the delivery address on the envelope can be changed. Click in the Delivery Address. The Delivery Address box is highlighted. Move the cursor to the edge of the Delivery Address box. Click when the cursor changes to a four-headed arrow to select the Delivery Address box. To resize the Delivery Address box: o Place the cursor over a button at the corner of middle of an edge of the Delivery Address box. o The cursor becomes a two-headed arrow. o Drag the Delivery Address box to the desired size. To move the Delivery Address box: o Place the cursor over the edge of the Delivery Address box so that the cursor in a four-headed arrow. o Drag the Delivery Address box to the desired location. Make the desired changes to the Delivery Address. Copying an Envelope to Another Document An envelope can be copied from one document and pasted into another document. Highlight all the information on the envelope. Copy the envelope by pressing Ctrl C. Open the document the envelope is to be attached to. Click in the document. Paste the envelope into the document by pressing Ctrl V. Removing an Envelope from a Document The envelope can be removed from a document. Highlight all the information on the envelope. Press the Delete key. The envelope is removed from the document. Page 9

10 Printing the Envelope An envelope that has been attached to a document can be printed by itself or at the same time as the document. Printing Just the Envelope Just the envelope can be printed. Click on File. Click on Print. The envelope is the first page of the print job. Use the arrow(s) at the bottom of the Preview screen to navigate to the first page of the print job. OR click in the page number box and type 1. Click on the Print All Pages button and choose Print Current Page. Click on the Printer button and choose the desired printer. Click on Print. Printing the Envelope and the Document The envelope and the document can be printed at the same time. Note: Be sure to load the envelope in the printer before printing. Click on File. Click on Print. Click on the Print All Pages button and choose Print All Pages. Click on the Printer button and choose the desired printer. Click on Print. Be sure to place the envelope(s) in the printer. The envelope is printed first and then the document. Pictures on Envelopes Pictures can be printed on an envelope. Pictures should usually not be placed under or by the delivery address as a courtesy to the postman. A picture might be added to the return address or as a decoration on the envelope. A Picture in the Return Address A picture can be placed in the return address. Click at the beginning of the return address. Insert the desired picture. The picture can be placed on the left side with the text on the right when the text wrap is set to Square. For information on Text Wrap of Pictures, see page 11. Resize and adjust the picture as desired. Page 10

11 A Picture on the Envelope A picture can be placed on the envelope that is not in the Return Address box or the Delivery Address box. Copy the desired picture. Right click on the envelope where the picture is to be placed. In the Paste Options: section, click on the Picture button. Make adjustments to the picture as desired. For information on Text Wrap of Pictures, see page 11. Text Wrap of Pictures The text wrap of a picture determines how it is placed in relation to the text. Click on the picture. Click on the Layout Options button to the right of the picture. The default in Word 2013 is for the picture to be In Line with Text, which causes the picture to act like typed text in its placement and alignment. The layout options in the With Text Wrapping section are: o Square The text wraps around the picture fluidly. o Tight The text wraps around the picture tightly and fluidly. o Through The text wraps around the picture tightly and fluidly. If the picture has an open space in the middle, the text will also flow into it. o Top and Bottom The text wraps above and below the picture but not next to it. o Behind Text The picture appears behind the text. o In Front of Text The picture is placed over the top of the text. Choose the desired text wrap option. The most frequently used is the Square wrap. Click on the picture and drag it to the desired position. Page 11