Frequently asked questions about file spine labels

Searches for documents can take a lot of time. You can make better use of your time by labelling your files in a meaningful way. HERMA offers a variety of file spine labels for this purpose. Here you’ll learn where to find the right templates and what programs you can use to print them.

Designing file spine labels with Label Assistant Online
Label Assistant Online, the free design software from HERMA, gives you a choice of templates for labelling files according to your needs. The templates include a variety of creative designs. Examples are a wood look, chalky look and stone look. Or with a border. Blank templates in the required format can be designed and lettered as you wish. One special characteristic of these labels is the opaque paper they are made of. If you need to put a new label over your old one, it will conceal the one underneath it. Choose a free design template for your labels and add new text fields to include important information. Use this layout for all the labels and print your HERMA file spine labels with an inkjet printer or laser printer. If you prefer to use other programs to design your labels, HERMA provides free templates for them as well. You’ll find them here:

• ● Word
• ● InDesign
• ● Illustrator
• ● Die cut templates

You can choose between the following:

• ● Wide file spine labels
• ● Narrow file spine labels
• ● Non-adhesive spine insert labels

Affix the self-adhesive labels to your ring binders or other files. You can remove them if you need to. Slide the non-adhesive spine insert labels into their transparent windows. You can also affix preprinted year labels in various colours to your files.

Here’s a tip: Use different colours, for example green, yellow, red, white or blue, for additional orientation. It’s also wise to print labels in capital letters so that they can be easily read from a distance. Sorting your files according to content is also very important. Practical index dividers with pictures can help you group documents with the same subject matter.

Designing file spines label on your computer or online: Tips on lettering
Keep the following points in mind when making file spine labels:

• ● Use a system that you can adhere to consistently
• ● Use different colours for orientation
• ● Print labels in capital letters so that they can be read from a distance
• ● Add a logo to give the folders a professional look and make use of them as advertising
• ● Include meaningful information so that users can clearly see what is inside
• ● For better use in the future, label your files according to years using preprinted year labels

All of this is easy with Label Assistant Online, and there is no need to download software or templates. You’ll find numerous templates with attractive label designs. To help you get started, here is a short tutorial showing the most import steps in designing file spine labels.

The same suggestions apply when you make labels for private use. For example, you can use different coloured folders for cars, sales contracts, bank statements and insurance contracts. Here, too, it is essential to include information on the year or time period. You can even print small pictures on the labels for easy identification. If you prefer using a familiar software program on your computer, HERMA offers templates for Word, InDesign and Illustrator, along with die cut templates.

Lettering file spine labels by hand
Hand lettering of file spine labels can give them a personal touch, and you can add your own symbols. However, there’s always the risk of making a spelling mistake or running out of space on the label. For this reason, it’s smart to trace out the lettering in pencil beforehand. Also pay attention to the points mentioned above. You’ll quickly see how much time this can save you when searching for documents!

Do you want to put your files in order? Self-adhesive file spine labels are ideal for this purpose. They are a fast and easy means of keeping track of your documents. When designing file spine labels you have a number of options: You can design them with MS-Word or use one of our creative design templates in Label Assistant Online.

Creating and printing file spine labels with HERMA templates
Templates from HERMA that are pre-formatted for Word, InDesign and Illustrator make it especially easy to design your labels. Select a template with an appropriate design and format, and then download it. Alternatively, you can add the necessary information in LabelAssistant Online.
You don’t have to create your own template, and that saves a lot of time. By adding, moving or deleting text fields, you can make room for all the details you need on your label. You can also upload images, shapes or logos and add them to the label. When you’re finished, you can see your results in the print preview and print the labels yourself.
This video explains all the available functions and elements in LabelAssistant Online.

Creating file spine labels in Word (with your own template or a HERMA template)
If you want to work with Word, HERMA has label templates that you can download for free at any time. These are blank templates that you can fill with your data. For example, you can add your company logo, inscriptions and organization notes.
If you want to create your own template in Word for HERMA labels, here’s what to do:

1. Enter HERMA as the label manufacturer
2. Select the label number of the product.
3. Click on “New Document” to open a new document in the chosen label format
4. Save the document as a template so that you can use it again later
5. Now you can add the necessary information to the label

Printing file spine labels
When you have finished designing your file spine labels, it’s best to use the print preview to make sure that all the information is correct. Then you can print them with an inkjet printer or laser printer. Put one or more sheets of HERMA file spine labels into your printer and start printing.