How to Make Name Tags From a Spreadsheet

Here is how to make name tags from an attendee list in a spreadsheet. Name tags help people remember each other, whether it is a conference, a class, a wedding or a team day. Use a badge sheet, put the first name in large print and add the company or role in small print below it. Then print one test sheet before you run the whole list.

What you need

• A printer and a badge label sheet. The Avery® 5395 sheet has 8 tags per sheet. Its sheet numbers 8395 and 45395 use the same layout.
• A list of names in a spreadsheet, with a heading row. Include first name and last name in separate columns, so you can print them in different sizes.
• Badge holders, lanyards or pin-on clips, sold separately. Choose them after you check the tag size.

Set up the attendee list

A clean list makes the tags easy to print. Use one row for each person, and add these columns:

• First name
• Last name
• Company, school or group (optional)
• Role or title (optional)
• Table, room or group (optional, for weddings and events)

Check spelling. Names are the one thing guests notice first, so a quick check is worth the time. Sort the list by last name, or by table, so you can find people when you check the printed sheets.

How to make name tags: a big name and small details

A name tag works best when a person can read the first name from across the room. A simple layout looks like this:

1. First name, large and bold, on the first line.
2. Last name, medium size, on the second line. For a casual event, you can leave it out.
3. Company or role, small, on the last line.

Use the same layout for everyone. A guest should be able to find the first name at a glance, and the role should be easy to skip. If the name is long, shorten the font size for that tag only, so the rest of the sheet stays even.

For a wedding, you can add a table name or number in a small font. For a class, you can add a grade or room. Keep the number of lines small, so the text stays easy to read.

Name tag layouts for common events

Use a layout that fits the event. These three work for most groups:

• Conference or workshop. First name large, company below it, role in the smallest text.
• Classroom or club. First name large, with the class, group or team name below. Skip the last name if everyone knows each other.
• Wedding or party. First name large, with the table or group number below. Keep the table name short so it fits on one line.

Test each layout with two or three names of different lengths before you print the whole list.

Print the name tags in Word

Word can print name tags from a list with mail merge. Use these steps for the basic layout.

1. Open a new document and go to Mailings › Start Mail Merge › Labels.
2. Under Label products, choose your brand. Under Product number, choose the badge number on your box, then click OK. If it is not listed, click New Label and enter the size from the box, then give it a name.
3. Go to Mailings › Select Recipients and open your spreadsheet.
4. Go to Mailings › Insert Merge Field and place First Name on the first line of the label. Add the Last Name and Company fields on the next lines.
5. Select the first name and make it bigger and bold. Make the company line smaller.
6. Go to Mailings › Update Labels, then Mailings › Preview Results to check the labels.
7. Go to Mailings › Finish & Merge › Print Documents.

Print a single test sheet on plain paper before you use the badge stock.

Use LabelPeel for a list

If you already have your list in a spreadsheet, paste it into LabelPeel. It turns each row into one tag on the sheet you choose. You can pick the columns, or type wording with {Column} placeholders, such as {First} on the first line and {Company} on the second.

Use the AI helper to change the look in plain words. For example, you could ask it to put the first name on its own line in big letters, or to make the company line smaller. It changes every tag at once. LabelPeel is free while in beta, and you can try it on the home page without an account.

For a classroom, try a first-name-only layout. For a conference, add the company and role. For a wedding, add the table or group. For more on lists, read how to print labels from Excel.

Print a test and check the fit

1. Print one test page on plain paper, at the same size as the badge sheet.
2. Hold the test page against a sheet, against a window or a light.
3. Check that each tag lines up with the printed lines.
4. Place a tag in a badge holder. Check that the name is readable and not cut off.
5. If the text is off, nudge the position by a few millimetres, then print a new test.

Only print the full run once the test looks right.

Common problems

The text is cut off at the edge. Make the first name a smaller size, or shorten the company name. Long names need a short font.

The tags are not in the right place. Check the product number and print at 100%. A test on plain paper will show the problem.

Some tags are blank. Remove blank rows from the list, or fill in the missing names.

The names do not fit the holder. Measure the holder before you buy. Print one tag and place it in the holder to check the size.

Two people have the same name. Add the company, table or group on the second line, so you can tell them apart.

Tips for an event

Make the tags before the day, so you can fix mistakes with time to spare. Print a few extra tags for walk-ins and late registrations, and keep the spare sheets in a plain envelope. For more on sheet sizes, see the Avery label sizes chart, or the templates page for every sheet LabelPeel supports.