Save money by printing your membership cards using basic Microsoft Excel and Word functionality. Give each member a unique identification number to help you track each member's activity and payment history. Create these identification numbers using successive numbering in which you assign each new member the identification number one higher than the previous member number. You do not need to start the successive numbering with one. Start successive numbering at 1,000 if you want each membership card to display a four-digit membership identification number.
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Things you need
- Microsoft Excel
- Microsoft Word
- Membership list
Open Excel and create a new spreadsheet with a name representative of your organisation. Leave Column A empty. Starting with Column B, create a column for each type of membership information. Name the top cell in each column according to its information type. For example, create one column for "first name," one for "last name," one for "phone number" and one for "email address." Create a new row for each member and type that member's personal information into the matching columns.
Type the heading "Member Number" to Cell A1. Give the first member on the spreadsheet a membership number. Type this number into Cell A2 alongside the rest of the member's personal information. Give the second member the next successive number and type this number into Cell A3. For example, type 1001 into Cell A2 and 1002 into Cell A3.
Highlight Cells A2 and A3 using your mouse. With the cells still highlighted, move the mouse over to the right bottom corner of Cell A3 until a plus sign ("+") forms. Press down on the mouse and drag it all the way down past the last member's row. This will create successive numbering for each member. Save the spreadsheet.
Open "Mail Merge" in Microsoft Word. In some versions of Word, select "Letters and Mailings" from the "Tools" menu bar. Then click the option "Mail Merge" or "Mail Merge Wizard" from the next menu that appears. In later versions of Word, select "Start Mail Merge" from the Mailings tab and then click "Step by Step Mail Merge Wizard." While the Mail Merge process is basically the same for all Word versions, some versions may have slight differences.
Select "Labels" as document type. Click "Next" to continue. In the "Select starting document" tab click "Options" to open the "Options" menu. Select "Business Card" to create membership cards that are the dimensions of standard business cards. Click "Next."
Under "Select Recipients" choose "Use an Existing List." Press "Browse" and select the Excel membership spreadsheet you created. Select "Sheet1" in the table selection. This will open a list of recipients to preview. Press "OK" to confirm.
Customise the sample label that will act as a template for all membership cards. In some Word versions the sample label is the first label on the sheet. Enter the name and address of your organisation prominently at the top of the card. Type the words "Membership Card" in a bold font in the centre of the card.
Move your mouse over to the area on the card where you want personal information inserted. Click on the "More Items" link on the "Arrange Your Labels" screen to add personal information from the Excel spreadsheet into the membership cards. In some versions of Word, you will need to click "Write & Insert Fields" from the Mailings tab instead. Select the Excel column name in the pop-up menu to insert that piece of data into each member's card. Select the "Member Number" field to insert the successive number into each member's card.
Click "Next" to preview the membership cards. This will create a membership card for each member with member's personal data showing up on his card. In some Word versions before previewing you will need to click "Update All Labels" in the "Replicate Labels" section to create membership cards for all members based on the card template you defined and instead of clicking "Preview," click "Merge" to fill each business card with each member's data.
Press "Next" and then "Print" to print the membership cards. Select "All" to print cards for all members. Cut the printed sheets into individual membership cards and laminate for a professional touch.
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