How to Make Name Badge Labels From an Excel List

Written by stephanie ellen
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How to Make Name Badge Labels From an Excel List
Mail merge can help you make name badges. (name plates image by Adrian Hillman from

Microsoft Excel is spreadsheet software that you can use to keep track of people who are attending a meeting or convention and will need a name badge. However, you will need to Microsoft Word's mail merge to print those labels. The mail merge routine pulls information from Excel and formats your labels for you. All you need to do is buy the labels, plug in a few vital pieces of information and print your labels.

Skill level:

Things you need

  • Saved Excel worksheet with names

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    Excel 2003

  1. 1

    Open Microsoft Word.

  2. 2

    Click on "Letters and Mailings" in the Tools menu, then click "Mail Merge Wizard."

  3. 3

    Click on "Labels" in Step 1 of the Mail Merge wizard, and then click "Label options" in Step 2 of the Mail Merge wizard. Select the size of your name badge labels from the list.

  4. 4

    Click "next," then click "Use an existing list," and click the "Browse" button.

  5. 5

    Find your Excel file, then click "Open."

  6. 6

    Find your list in the Select Table box and click it. Check the "First row of data contains column headers" box, then click "OK."

  7. 7

    Look at the word labels to the left (in the Mail Merge Recipients dialogue box) and then click any column labels that match. For example, you might see a match for "name," so click on it. Your basic labels have been created.

    Excel 2007

  1. 1

    Open Microsoft Word. A blank document will automatically open.

  2. 2

    Click the "Mailings" tab and then click the "Start Mail Merge" button.

  3. 3

    Click "Step by Step Mail Merge Wizard."

  4. 4

    Click on the "Labels" radio button, then press "Next: Starting Document."

  5. 5

    Click on the "Start from existing document" radio button, locate your Excel document, then press "Next." Follow the instructions to choose label size and printer, pressing "Next" each time to complete the process.

Tips and warnings

  • Excel data should be in a list with column labels that identify what is in the column (for example, names). This helps you easily set up the mail merge.

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