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


The information in this article applies to:

  • Microsoft Word for the Macintosh 6.0
  • Microsoft Word for the Macintosh 6.0.1
  • Microsoft Word for Windows 6.0
  • Microsoft Word for Windows 6.0a
  • Microsoft Word for Windows 6.0c
  • Microsoft Word for Windows NT 6.0
  • Microsoft Word for Windows 95
This article was previously published under Q142966

SUMMARY

In Word, you can use the Page Setup dialog box to position text on a single page, in a column, or in the whole document. However, 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

The following steps explain how to position text in a single cell in a table:

  1. Create a new document based on your label template.

    For additional information, please see the following article(s) in the Microsoft Knowledge Base:

    142965 How to Create and Save Custom Labels in Word

  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.

    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:

  1. Create a new document based on your label template, turn on paragraph marks, and position the insertion point in the first paragraph of the first cell.
  2. On the Format menu, point to Style, and click New.
  3. In the Name box, type Rest of Label. For Style For Following Paragraph, select the "Rest of Label" style.
  4. Click Format, and then select Paragraph from the list.
  5. 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.
  6. Click OK.
  7. Click New, and type the name First Line of Label. For Style for Following Paragraph, select the "Rest of Label" style.
  8. Click Format, and then select Paragraph from the list.
  9. 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.
  10. If desired, select the Add To Template check box. See NOTE above.
  11. Click OK then click Apply.
The first paragraph of the cell 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.

To copy this cell's formatting to the remaining cells of the table, see the next section entitled "Copying Cell Formatting".

Copying Cell Formatting

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The following macro copies the formatting of the first cell to the remaining cells in the table. Position the insertion point in the first cell of the table. On the Tools menu, choose Macro. Give the macro a name. Under Macros Available In, select your template name, and then click Create. Type the macro code as follows: 
   Sub Main
      CharRight 1, 1
      CopyFormat
      TableSelectTable
      PasteFormat
   End Sub
On the File menu, click Close and click Yes to save the changes to the template.

Running the Macro

  1. Position the insertion point in the first paragraph of the first cell.
  2. On the Tools menu, click Macro.
  3. Select the macro name, and then click Run.
Once the macro has been run, each cell should now be formatted with the 'First Line of Label' style. At this point, you can either use the document and type your addresses, or you can save the document as another template if this formatting will be used again in the future.
Modification Type:MinorLast Reviewed:8/17/2005
Keywords:kbhowto kblayout KB142966
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