Word Labels/Tables and Top Vertical Text Alignment (Word XP)

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I am trying to create labels that have the text aligned at the very top of the label (these are labels for file folders, and I want to use the largest possible fonts). When the font is small (size 12 – any font) – the text is aligned at the top., When I enlarge the font to e.g. arial 40, the font shifts closer to to the bottom (e.g. looks like bottom alignment), leaving too much white space on the top of the label to show properly on the hanging or manila folder label). Do you have any suggestions? Thanks.

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What label type are u using? I am going to assume you are using a File Folder label, which most measure .54″ in height. Firstly, let me explain Word’s points… 72 points = 1 inch; therefore, 36 points = 1/2 inch, 54 points = 3/4 inch, and 18 points = 1/4 inch (This is the proportionate size of each letter you type – usually based on the uppercase of that letter). When you choose a font size of 40 points, it cannot possibly fit in the .54″ space of the label. Try making your font size smaller (36 points or less)so that it can fit properly in the space of the label. Let me know if this helped ? good luck… trish

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Thanks all – I am using the File Folder Label , like Avery 5266, 5366… I have set the alignment to top – from playing around with this I am starting find that I will have to set up my own table and specify the exact label height – and maybe sset the top margin to less to get the font/text to top align – so far none of these other techniques have worked.

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Hi Doris:
Did you check the table settings after you make your labels? i.e. as the last step, select the labels & then set the vertical alignment to top. Does this not work either?

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Yes, unfortunately this does not work either. I have worked on this some more and find that there are 2 interrelated problems. The only way I can get top alignment is to set the top margin to less than it really is – then the text starts higher up in each cell. Also the text tends to creep up or down as you go down the table (page). I found the reason apprears to be the cell height settings, when in inches, go to 1/100ths of an inch, and that may not be enough to keep text the label text from “moving to a different vertical position in the cell”, e.g. it is not exact enough. I plan to try to use points or millimeters and see if a more exact setting will keep the text in the same position in each cell. Thanks for your interest.

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Hi Doris:
I’m wondering if you could attach a page of labels to your post so someone could take a look at it. I’ve had the “text creep” problem in the past & found that I had to change the settings slightly. They can also be caused if you are using size A4 paper & have Tools/Options/Print tab/Allow A4/Letter paper resizing ticked. Make sure that option isn’t checked, as it will change your table size.

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Try changing the paragraph line spacing rule from Single or At Least to Exactly, and some large number that will keep the relative spacing that you like. Word will stop ignoring your “Raised” settings.

Alternately, you can set the exact line height to the font size or smaller, but to compensate for the squeeze between paragraphs, you might need to increase the Space After setting. The attached graphic has examples at 11 and 48 points.

(Note: this was played with in Word 2000.)

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Jscher2000, Phil etc. – Solved. Tried all that you said. Thanks. here is the story. Changing the top margin to a lower number forces everything higher up and is one way to solve this. Jscher200 – gave another way which gives you more control – I have attached a file that shows the details,; as you suggested – Format–>Font–>Character Spacing–>Set Position to Raised (Left by at 3 pt) – This only makes a difference if you also do: Paragraph–> Spacing/Line spacing=Exactly, At: 42 pt (which is my font size). This combination put the letters at the top. THANK YOU so much !!!!

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The attach did not work for showing the example of the solution to vertical top alignment – sorry I have tried twice, but the system never finishes uploading the attachment.

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Hi Doris… it’s me again… I noticed that lots are trying to help with your situation… this time I have attached a document and I used the same label u suggested 5266. I’m demonstrating in this file how when the font size changes (12.. 24.. 36.. 40.. 48) the text moves down more and more… this is a font problem (as I suggested before). The font needs the leading space for some of its characters which may be higher. Watch where the cursor is blinking and it is using that leading space which means that the font requires the space. If this label table is not behaving the same way, let me know… maybe you can attach your label and we can figure it out from there… look forward to hearing from you… trish

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Check whether your paragraph format has any Space Before (from the Format Paragraph menu). If space before or space after is not zero then set it to zero.

StuartR

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In addition to the other two tips, select your table (labels are a table) & choose Table Properties/Cell tab & make sure the vertical alignment is set to top, not center.

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Hello,

Perhaps among all these other tips, you might consider this:

It is the nature of font measurement to include a bit of white space at the top of the tallest letters so that the letter decenders (y,g, and so on) don’t bump into the tops of the upper case letters. So in reality, 72 point letters are not one inch high, but a bit less. If you drew lines along the bottom of two normally spaced lines of 72 point text, the drawn lines would be one inch apart, but the letters would not be one inch high.

Now, if your eyes haven’t glazed over yet, this means that the larger the font you select, the more white space will be automatically included at the top of a line of text. You can eliminate this white space by choosing Format, Font, Character Spacing. Then in the Character Spacing line, raise the text by a couple of points until you get the tops of the upper case letters exactly where you want them, without cutting off part of the letter. This technique will push the top of the letters to the extreme top of the line of text possible, and eliminate any white space at the top of the letters.

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Hi Bob:
I had downloaded the document that Doris attached to her post & already tried raising the character position. However, I found that raising or lowering the character position didn’t change anything with respect to table cell borders. It only affects the distance between the previous & next lines. Have you gotten a different result?

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Dear Doris, Phil, and all.

Well, I see what you mean. This is a perplexing problem. I even tried to turn the entire thing landscape, thinking that the tolerances on the sides of cells are more forgiving than the top cell tolerances, but alas, no go.

So, here’s my next proposal. Fill your table cells with print, knowing full well that the top will fall about 10% (rough estimate) below where you actually want the cells to be. Now, adjust your page margins so that the top margin for your labels is 10% too high, which will effectively move your text up where you want it to be.
For example, let’s assume (always dangerous) that there’s 5 points of white space between the top of your text and your label, when the font size is set to 48 points. So, if the labels start one half inch down the page, reduce the top margin on your labels page to .45 inch (10% less than .5), and your text should line up with the top of your labels.

That’s what I’d do, anyway…. Or maybe I’d do the thing in Microsoft Publisher, which is more forgiving of such things as margins around text.

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