Labels-single spacing - how to make default Word 2007

[Icemaiden]

I've set my default template/document in Word 2007 to single space for all
new documents. However, this doesn't seem to hold true when trying to do a
mail merge with labels??!!?? I can't seem to find a way to change the
default label document - if there is such an animal.... I want all my
documents to be single spaced - labels, envelopes, letters etc. - I want it
to be the default (don't want to manually change each and every document I
create). If I choose to change to a different paragraph style, I will! I
don't want MS to choose for me.

Help!?!?!
Thanks.
LT

 

[Doug Robbins - Word MVP]

Are you talking about line spacing or paragraph spacing. Possibly you have
the paragraph spacing in the Normal style set to have 12pts after it and
because the elements of the address are in separate paragraphs, they appear
to be double spaced.

You may also be using the addressblock which has each element of the address
in a separate paragraph. Instead of doing that, just insert the individual
merge fields into the label in the configuration that you want them,
separating each with a new line feed (Shift+Enter) rather than a carriage
return if you want to retain the space between paragraphs in your Normal
style.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Icemaiden]

Well, I changed my "normal" style to be single spaced a while ago so that
doesn't seem to be the solution and I don't use the address block for the
merges, I put in each separate field. So what I'm hearing, is there is no
way to set the default label document to be single spaced?! I have an office
of 21 people that use Word merges with Access and I'd really like to be able
to tell them how to configure their software to work correctly.

Sometimes I really dislike Microsoft with their holier-than-thou decisions
on what they think people should use. Office 2007 is a prime example!

Thanks.

LT

 

[Beth Melton]

You should modify your Normal style and set it back to the original defaults
since making changes to it can lead to other style issues, such as Table
styles. Then, create a new document based on your Normal template, display
the Styles task pane (press Ctrl+Alt+Shift+S), click Manage Styles at the
bottom, select the Set Defaults tab, and make your changes there. Select the
option, "New documents based on this template" The Normal style will then
follow your defaults for all new documents.

Unfortunately, this doesn't resolve the problem with merging labels.: -(
From what I can ascertain, when the Word table is inserted to create the
label structure, it's also adding space before each paragraph and a left and
right indent. For example if using Avery 5160, 5.55 pts of space is added
before each paragraph and 0.08" left and right indent. This is direct
formatting and not added by your Normal style. I don't like this either and
I suspect there will be several others who will also have issues with it. (I
suspect this is a failed attempt at adding a bit of padding before the first
paragraph.) Note that it appears as though this only applies to Labels and
not the Letters when creating a merge. Letters will use whatever style, or
direct formatting, you opt to use.

What I'd recommend is to set up a template for each label definition you use
for your merges. This can be accomplished by selecting the Merge document
(labels) and then modifying the formats - you could select the table and
then click "Clear Formatting" on the Home tab in the Font group. Place the
template in a shared folder and point your users' Workgroup template folder
to that location. Then instruct your users to use the appropriate template
for their merge. Then all they would need to do is associated the data
source although if that's the same each time then you could include that in
your template as well which actually might save time in the long run.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Graham Mayor]

It is nothing to do with single spacing, but with inter-paragarph spacing.
The default setting for normal style (used for labels) is to have 12 points
of space after each paragraph and it is that that appears to show the double
spacing on the labels (the address lines each being a paragraph).

It seems odd that Microsoft swapped Normal style and the No spaced stype
while leaving normal as the default style for labels. They would have been
better creating a normal spaced style and left normal unspaced as in
previous versions. You can make these changes if you wish as long as you
remember to save them in normal.dot.

If you don't like Microsoft products there are alternatives you can buy.

--
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Graham Mayor - Word MVP


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[Icemaiden]

Thanks for the reply. It is odd that they swapped out styles. I have
changed the normal.dot document and it still switches over to having 5.6
point before a line. Can't seem to change it and save it as a default. I'll
have to recommend that people create a master template of their own and use
that...

I have no choice but to use MS Office at work. I also serve as "helpdesk"
for 21 people in the dept. and it becomes frustrating when MS makes global
decisions about how they feel businesses should format their documents and
not provide a way of personalizing. Generally I like MS Office - I just
don't like the inability to save my preferencial default settings.

Thanks again.

LT

 

[Beth Melton]

If you read my reply in this thread, you'll see that they added direct
formatting - they didn't change the style.

I suspect the reason behind this is it's a failed attempt at adding some
padding before the first line. Many users have problems with their printers
placing the data too high on the labels which results in the tops of the
characters being cut off. Of course I don't know for sure, but that would
make sense.

btw, templates are the best way to ensure your preferred settings are always
saved -= especially in the corporate environment. One never knows when their
profile will be dumped and they are back to the defaults once again. ;-)

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Graham Mayor]

The normal template in Word 2007 will be normal.dotm (or dotx) rather than
normal.dot which was for earlier versions, and suggests that you are editing
the wrong file. It is certainly possible to set the normal style to have no
space before or after and thus have labels which match. Right click 'Normal'
on the home tab. Choose 'Modify'. Remove spacing from the paragraph
formatting options. Check the 'new documents based on this style' check box
and when you close out of Word (plus Outlook if running) , save the normal
template when prompted.

--
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Graham Mayor - Word MVP


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[Beth Melton]

Have you actually tried this in Word 2007 and *mail merge* labels, Graham??

Regular labels are fine and they automatically use no spacing with no need
to modify the defaults. It's when using mail merge this occurs. As soon as
you select Labels as the main document type, space *before* each paragraph
and single space are added as direct formatting. The new defaults use 10 pts
space after (not 12) and 1.15 lines between.

Additional Notes:
- When using Outlook 2007, Word is irrelevant since Outlook no longer uses
Winword.exe and does not use Normal.dotm.
- If you want to avoid the issues with table styles, and other style nuances
we experienced in past versions, then you should modify the Document
Defaults and leave the Normal style unmodified.
- The Normal template for Word 2007 is always Norma.dotm - never
Normal.dotx.

~Beth Melton

 

[Graham Mayor]

OK - I see what you mean.

I had prepared my web page
http://www.gmayor.com/merge_labels_with_word_2007.htm based on the default
settings of Word 2007 and noted in it the problem with spacing of the
addresses. I subsequently modified the normal style which is used as in
previous versions as the default for tables and took it as read that it
would apply also to tables created as part of mail merge - which as you
point out it doesn't. Although the suggestions on my web page for dealing
with the spacing remain valid, the reasons don't so I will have to
re-address that over the weekend

--
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Graham Mayor - Word MVP


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[Icemaiden]

Thanks you both, Beth and Graham, I was starting to think I was totally
missing something and was nuts. I will direct users to make a default
template to use and maybe MS will add something in the future so this won't
be necessary!

Thanks for your time!

LT

 

[Graham Mayor]

I made the changes to my web site yesterday, which you may find of
interest - All your users would have to do is save the formatted merge
source document and attach the data file as required (assuming the same
field names)
http://www.gmayor.com/merge_labels_with_word_2007.htm

--
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Graham Mayor - Word MVP


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[Graham Mayor]

Incidentally, as an illustration of how confused this function is, if you
start by adding a label layout to a document from the labels tool on the
mailings tab, and then use Select Recipients to add the data source then
Insert Merge field to insert the fields (rather than use the Start The Mail
Merge) to start the merge and select the label format, the padding is not
added.

You would then have to go to the Start The Mail Merge Button, set the
document type to labels and then cancel out of the label dialog to set the
merge type as mailing labels. This doesn't then add the unwanted padding
either. I suspect this is why I missed the padding issue in the first place
as I have tended to carry over practices learned with earlier versions and
as a matter of course I would start from the table format I wished to use.

You could even add the document type selector to the QAT - it is in the
tools 'not on the ribbon' and called 'Main Document Setup'

--
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Graham Mayor - Word MVP


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[Beth Melton]

Incidentally, there is still some misinformation on your page regarding Word
2007 labels.

Do you happen to still be using a beta version?

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Beth Melton]

I guess I don't see this as confusing. The extra padding is a function of
the Label Options dialog box when used with Mail Merge. If you don't use the
dialog box to create the label definition then the padding will not be
added. If you use the dialog box then the padding will be added since the
procedure for creating the label definition occurs when you click OK in the
Label Options dialog box.

As a matter of fact, I think mail merge in Word 2007 is the least confusing
so far. The Mailings tab categorizes each primary process for mail merge
into groups on the tab: Start Mail Merge, Write & Insert Fields, Preview
Results, and Finish. I think it's even more straightforward than the old
Mail Merge Helper. This was good but it didn't include the process for
inserting the mail merge fields. Once the dialog box closed you needed to
know to use the mail merge toolbar and find the command to insert the
fields. If you follow the commands on the Mailings tab for mail merge from
left to right, each step is presented to you. Perhaps this is an example of
how trying to continue to implement old methods will make things more
confusing in the new version?

Regarding adding the "Main Document Setup" command to the QAT, how does this
work any different than using the Start Mail Merge command on the Mailings
tab? The extra space is still added since it appears to be calling the same
routine as the Start Mail Merge command.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Graham Mayor]

I guess I don't see this as confusing. The extra padding is a
function of the Label Options dialog box when used with Mail Merge.
If you don't use the dialog box to create the label definition then
the padding will not be added. If you use the dialog box then the
padding will be added since the procedure for creating the label
definition occurs when you click OK in the Label Options dialog box.

Agreed, but lots of people want to use templates to create label merges.
What is confusing is that the padding is only added when you start the merge
from the Start Mail Merge tool and not when you start from a document and
change the document type subsequently, either using the Start Mail Merge or
the similar tool which can be added to the QAT.

As a matter of fact, I think mail merge in Word 2007 is the least
confusing so far. The Mailings tab categorizes each primary process
for mail merge into groups on the tab: Start Mail Merge, Write &
Insert Fields, Preview Results, and Finish. I think it's even more
straightforward than the old Mail Merge Helper. This was good but it
didn't include the process for inserting the mail merge fields. Once
the dialog box closed you needed to know to use the mail merge
toolbar and find the command to insert the fields. If you follow the
commands on the Mailings tab for mail merge from left to right, each
step is presented to you. Perhaps this is an example of how trying to
continue to implement old methods will make things more confusing in
the new version?

I have no argument there either, the comments concerned primarily the
addition of the padding, which I had missed as attributable to the new label
merge function (but which is not an inherent part of labels nor of merge
generally). Even the dreadful AddressBlock field now works properly most of
the time.

Regarding adding the "Main Document Setup" command to the QAT, how
does this work any different than using the Start Mail Merge command
on the Mailings tab? The extra space is still added since it appears
to be calling the same routine as the Start Mail Merge command.

It doesn't work differently - but the space is not added if you merely
change the document type (of an already loaded template) to labels and then
continue the merge process.

--
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Graham Mayor - Word MVP


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[Graham Mayor]

I don't intentionally post misleading information on my web site, so OK,
I'll bite. What is wrong with the information as it now stands? I have
checked my comments using Word 2007 in its safe mode, but I will concede
that it is possible to get so close to a project that you miss things or
misinterpret things that others see.

I have added a paragraph at the start of the page as it would appear that I
am advocating sticking to ancient ways, whereas my intention was to show
that they were still available. I have also added a hyperlink to allow
readers to jump over the following section.

I am not using nor ever have used the beta version?

--
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Graham Mayor - Word MVP


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[Beth Melton]

Beth Melton wrote:

It doesn't work differently - but the space is not added if you merely
change the document type (of an already loaded template) to labels and
then continue the merge process.

If I start with my own labels and use the Main Document Setup command to
change the label type the space is still added. Are you not seeing the same
thing?

--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Graham Mayor]

If I start with my own labels and use the Main Document Setup command
to change the label type the space is still added. Are you not seeing
the same thing?

Not if you have already attached the data source.

Start with a label format on screen (either from a template or from the new
document feature of the Label tool under Mailings). Attach the data source
(Select Recipients). Whether you now add the fields or change the document
type to 'labels' the space is not added. It is only added if you choose the
document type before you apply the data source.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Beth Melton]

Not if you have already attached the data source.

Start with a label format on screen (either from a template or from the
new document feature of the Label tool under Mailings). Attach the data
source (Select Recipients). Whether you now add the fields or change the
document type to 'labels' the space is not added. It is only added if you
choose the document type before you apply the data source.

I've tried various methods attempting to figure out what you are seeing but
in each scenario, even if I keep the same label type, when I change the type
to labels the space is still added.
--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/