Use Microsoft Word Tables To Add Monograms To Invitations

Tips On Adding Monograms & Pictures to Stationery

4 up rsvp cards with monogram

Creating tables in Microsoft Word allows you the convenience of printing multiple small cards on one standard sized 8 1/2 x 11 sheet (multiple-ups) – but there is one thing that is not so convenient about using tables – adding pictures and monograms to them!

Although Word is a great word processing program that allows you to do all kinds of great things with wedding stationery, quite simply, it is not a page layout program, which limits it when it comes to adding design elements other than text. While adding images and monograms to multiple-up table documents is certainly something you can do, it requires a bit more time and effort than it would using page layout software.

If Word is the only program you have access to for designing your multiple-up wedding stationery (which is the case for many) – don’t fret and don’t get frustrated! We’ve worked with Word tables quite a bit, and we’ve found some tips and tricks that make this process a bit easier, all of which we are happy to share below.

The Basics: How to Add Images & Text Box Monograms to Word Docs

If you have never worked with clip art, photos, or text boxes (for monograms) in Word, here is a brief overview of how it works:

In a Nutshell
To add a photo, graphic, or monogram to a Word document, all you have to do is insert the image/text box into the document and format the box layout to Behind Text. This allows you to set the image or text box wherever you want without affecting the layout of the text that you have already worked so hard to format.

format image or text box layout to behind text in word

For More Detail
For detailed information on adding images and text box monograms to Microsoft Word documents, please consult the following articles:

How to Add Graphics and Photos to Wedding Invitations in Microsoft Word
How to Print Monograms on Wedding Invitations in Microsoft Word

Seems simple enough right? In a plain old Word document, it is! However, when it comes to adding image and text boxes to your table document, things can get a little hairy.

Boxes & Tables – Where & Why Things Can Go Haywire
When you set an image or text box Behind Text inside of a table, you are not only setting it to fall behind the text you have laid out, but the table that the text resides in as well. This may cause the following complications:

  • The box gets “stuck” behind the table – no movement or editing allowed after placement without moving the entire table
  • The box gets “lost” between tables if placed too far to the edge, no movement or editing allowed
  • Size or location of table may change when placing text or image box inside

Now as promised, here are the suggestions we have for getting around these little annoyances:

As our example piece, we will add 4 monograms to a 4-up response card document that we have made with tables.

uncheck resize for contents

Before You Begin. . .
Make Sure Table Size is Locked in Place

The addition of text or images boxes to tables can cause them to expand in size to accommodate the box. Since the size of your tables corresponds to the size of the cards you need printed, you want to make sure they remain the same size regardless of what you put in them, simply done by changing a setting in Table Properties.

After your tables are the size you want them to be, navigate to Table Properties > Options. In the Options menu, un-check the box that reads “Automatically resize to fit contents.” This way, the addition of an image or text box will not alter the size of your tables/cards regardless of how large it is.

Now Save a Back Up Copy!
Save is Your Best Friend!

The biggest tip we can give you is to save, save, save your progress as you go!

  • Once your tables are formatted, are the right size, and are locked into that size, save!
  • After you start entering your image or text boxes and something is “right”, save!
  • If you aren’t sure how long ago you saved, save!

It may seem a little excessive, but trust us, we’ve been there, and that back up copy is key! If you’re always saving, it’s not a big deal if something goes wrong and your formatting goes astray, because you can always go back to your “good” copy.

Edit, Undo is Your 2nd Best Friend

As we said above, once you place an image or text box “behind” a table, it may become difficult or impossible to edit or move. If you insert a text/image box in the wrong place, or it just doesn’t look quite right to you, undo it right away, because you might not be able to go back to fix it later.

We recommend placing one box at a time, and after probably several undos and redos, saving your document when it looks right to you – because again, if you forget to undo, you will always have that good copy to fall back on.

Get Image or Text Box Size/Color/Opacity Right First, Then Move

Before formatting your image or text box to lay behind the text, make sure it is the size, color and opacity you want it to be. This will save you some time and some undo-ing.

Why? Although text and image boxes can sometimes be moved after placement (discussed next), size, color, and opacity are more difficult to change without deleting and reinserting or yet another edit, undo.

extend text box beyond table for access

Stretch Boxes Beyond Table
So They Can Be Accessed for Movement

Behind text text boxes can be moved after placement if, and only if, the box that surrounds it falls outside of the table. See below.

If the box outline is completely inside of the table, it becomes “stuck” beneath the table and can not be accessed for movement or deleting without moving the entire table.

Note about Image & Text Box Differences:
When you stretch the outline of a text box to fall outside of the table, the shape and size of the letter is not affected, but when you stretch an image outline, the image expands. If possible, place your image so that the outline sits outside of the table, as stretching the box will cause expansion and warping.

If All Else Fails, Print Twice!
Print Images/Monograms First, Text After

If after all these tips you still find yourself getting frustrated, there’s a very simple solution – print twice.

print text and image separately if all else fails

Run your paper through your printer once for images or monograms, then again with just text.

Although this is a roundabout way of doing it, you will not have to worry about your images or monograms affecting your text layout, nor will you have to go through the whole formatting process.

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If you have any questions, comments, or additional tips for working with tables in Word, let us know! Post a comment below!


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