Excel Tutorial: How To Make Name Tags In Word From Excel


Whether you are hosting a corporate event, a party, or a networking session, creating name tags is an essential task. Not only do they help break the ice and initiate conversations, but they also add a professional touch to any event. To efficiently create name tags, Excel and Word can be used together, offering a convenient and organized way to generate personalized name tags quickly and accurately.

Key Takeaways

  • Creating name tags is essential for events to break the ice and add a professional touch.
  • Excel and Word can be used together to efficiently generate personalized name tags.
  • Preparing the Excel document and setting up the Word document are crucial initial steps.
  • Connecting Excel to Word and inserting merge fields are key components of the process.
  • Previewing and completing the merge allows for a final review and customization of the name tags.

Step 1: Prepare your Excel document

Before creating name tags in Word from an Excel document, you need to ensure that your Excel document is properly prepared. Follow these steps to get your Excel document ready:

A. Enter names in a column

  • Open your Excel document and create a new sheet for your name tags.
  • In the first column, enter the names of the individuals for whom you will be creating name tags. Each name should be in its own cell.

B. Include any additional information such as titles or organizations

  • If you want to include additional information on the name tags, such as titles or organizations, you can create additional columns in your Excel document to include this information.
  • Enter the additional information in separate columns next to the names.

Step 2: Set up your Word document

After you have your Excel spreadsheet ready with the names and any other relevant information, it's time to set up your Word document for the name tags. Here's how to do it:

A. Open a new Word document

Start by opening Microsoft Word on your computer. If you don't have it already, you can download it from the Microsoft Office website or use any other word processing software that you prefer.

B. Access the "Mailings" tab

Once you have a new document open, navigate to the "Mailings" tab at the top of the page. This tab contains all the tools and features you will need to create name tags from your Excel spreadsheet.

Step 3: Connect Excel to Word

Once you have your name tag template set up in Word, the next step is to connect it to your Excel spreadsheet to pull in the data for the name tags.

A. Select "Start Mail Merge" and choose "Labels"

To begin the process of connecting your Excel spreadsheet to Word, open your Word document and navigate to the "Mailings" tab. Click on "Start Mail Merge" and choose "Labels" from the dropdown menu.

B. Click on "Select Recipients" and choose "Use an Existing List"

After selecting "Labels," click on the "Select Recipients" option in the "Mailings" tab. From the dropdown menu, choose "Use an Existing List." This will prompt you to browse for and select your Excel spreadsheet containing the data for the name tags.

Step 4: Insert merge fields

After setting up the layout and design of the name tags, the next step is to insert the merge fields from the Excel spreadsheet. This will populate each name tag with the corresponding name from the Excel file. Here's how to do it:

A. Click on "Insert Merge Field" to add the names from Excel

Once you have the name tag template open in Word, go to the "Mailings" tab and click on "Insert Merge Field." This will display a list of fields from your Excel spreadsheet. Select the field that contains the names you want to add to the name tags. This will insert a merge field into the name tag template for each name in the Excel file.

B. Arrange the layout and design of the name tags

After inserting the merge fields, you may need to adjust the layout and design of the name tags to ensure that the names are displayed correctly. You can format the text, adjust the font size, and make any other necessary changes to ensure that the name tags look professional and are easy to read.

Step 5: Preview and complete the merge

After setting up the name tags in Word using the Excel data, it's time to review and complete the merge.

A. Review the name tags using the "Preview Results" option
  • Once the Excel data is connected to the Word document, you can preview the name tags to ensure they are displaying correctly.
  • To do this, click on the "Mailings" tab, then select "Preview Results" to see how each name tag will look once the merge is complete.
  • Make any necessary adjustments to the layout, font, or positioning to ensure the name tags look professional and presentable.

B. Click on "Finish & Merge" and choose "Edit Individual Documents"
  • Once you are satisfied with the preview, it's time to complete the merge.
  • Click on the "Finish & Merge" option in the "Mailings" tab, then select "Edit Individual Documents" from the dropdown menu.
  • This will prompt Word to create a new document with all the individual name tags, allowing you to make any final edits or corrections before printing.


In conclusion, creating name tags in Word from Excel is a simple and efficient process that can save you time and effort. By recapping the key steps of importing data from Excel to Word, formatting the name tags, and using mail merge, you can easily create professional-looking name tags for any event. The time-saving benefits of using Excel and Word for this task cannot be overstated, as it eliminates the need for manual entry and formatting, allowing you to focus on other important aspects of event planning.

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