WD: How to Format "Margins" Within a Table Cell or Label (176539)


The information in this article applies to:

  • Microsoft Word 97 for Windows
  • Microsoft Word 98 Macintosh Edition
This article was previously published under Q176539

SUMMARY

In Word, to position text within a label, each label or cell "margin" can be adjusted by setting left and right indents and spacing before and after the text.

This article assumes you have already created a label sheet and saved it as a template.

For additional information on creating custom labels in Word, please see the following article in the Microsoft Knowledge Base:

142965 How to Create and Save Custom Labels in Word

MORE INFORMATION

In these instructions, "cell" refers to the label on the label sheet and "table" refers to the label sheet itself.

Positioning Text Within a Single Cell

To position text in a single cell in a table, follow these steps:
  1. Create a new document based on your label template.
  2. Position the insertion point in the first paragraph of the first cell.
  3. Type the first line of address text.
  4. On the Format menu, click Paragraph.
  5. Under Indentation Left, type (in inches) the desired distance from the left edge of the cell to the first word. If desired, type a measurement for the right edge of the cell; this is usually not required.
  6. Under Spacing Before, type (in inches or points) the desired distance from the top edge of the cell to the first line of text.
  7. Click OK, and then press ENTER.
  8. To remove the spacing before on the second paragraph, click Paragraph on the Format menu. Under Spacing Before, change the value to 0 pt and then click OK.

    NOTE: Spacing Before should only be applied to the first line of the cell so that no spacing appears between the lines of the address.
  9. Type the remaining lines of the address.

Positioning Text Within Every Cell

The following steps explain how to position text within every cell of the whole table, depending on your version of Word:

Word 97 for Windows
  1. Create a new document based on your label template. To turn on paragraph marks, follow these steps:

    1. On the Tools menu, click Options. Select the View tab and under Nonprinting Characters, click to select All.
    2. Click OK.
  2. Position the insertion point in the first paragraph of the first cell.
  3. On the Format menu, click Style, and then click New.
  4. In the Name box, type Rest of Label. For Style For Following Paragraph, select the "Rest of Label" style.
  5. Click Format, and then select Paragraph from the list.
  6. Under Indentation Left, type (in inches) the desired distance from the left edge of the cell to the first word of the address. Click OK.

    NOTE: If you plan to use these styles in other label documents, select the "Add To Template" check box. This new style will be available for use in any other document based on the current template.
  7. Click OK.
  8. Click New, and type the name First Line of Label. For Style for Following Paragraph, select the "Rest of Label" style.
  9. Click Format, and then select Paragraph from the list.
  10. Under Indentation Left, type (in inches) the desired distance from the left edge of the cell to the first word of the address. Under Spacing Before, type (in inches or points) the desired distance from the top edge of the cell to the first line of text. Click OK.
  11. If desired, select the Add To Template check box. (See the NOTE after step 6.) Click OK, and then click Apply.
  12. On the Edit menu, click Select All.
  13. In the Style box, select First line of Label.
  14. Click somewhere in the document to deselect the selection and save the document.
The first paragraph of each cell of the table or label should now be formatted with the First Line of Label style. Once you begin to type the address information, the remaining address lines will be formatted with the Rest Of Label style.

Word 98 Macintosh Edition
  1. Create a new document based on your label template, turn on paragraph marks by:

    1. On the Tools menu, click Preferences. Select the View tab and under Nonprinting Characters, click to select All.
    2. Click OK.
  2. Position the insertion point in the first paragraph of the first cell.
  3. On the Format menu, click Style, and then click New.
  4. In the Name box, type Rest of Label.
  5. Click Format, and then select Paragraph from the list.
  6. Under Indentation Left, type (in inches) the desired distance from the left edge of the cell to the first word of the address. Click OK.

    NOTE: If you plan to use these styles in other label documents, select the "Add To Template" check box. This new style will be available for use in any other document based on the current template.
  7. Click OK.
  8. Click New, and type the name First Line of Label. For Style for Following Paragraph, select the Rest of Label style.
  9. Click Format, and then select Paragraph from the list.
  10. Under Indentation Left, type (in inches) the desired distance from the left edge of the cell to the first word of the address. Under Spacing Before, type (in inches or points) the desired distance from the top edge of the cell to the first line of text. Click OK.
  11. If desired, select the Add To Template check box. See NOTE above. Click OK.
  12. Click Apply.
  13. On the Edit menu, click Select All.
  14. In the Style box, select First line of Label.
  15. Click somewhere in the document to deselect the selection and save the document.
The first paragraph of each cell of the table or label should now be formatted with the 'First Line of Label' style. Once you begin to type the address information, the remaining address lines will be formatted with the 'Rest of Label' style.

For additional information about this situation in earlier versions of Word, please see the following article in the Microsoft Knowledge Base:

142966 WD: How to Format Margins Within a Table Cell or Label

Modification Type:MajorLast Reviewed:10/8/2003
Keywords:kbhowto kblayout KB176539
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