How to Create Custom Name Tags with Word Mail Merge and Excel
Question details
The user needs to generate custom-sized (54 mm x 90 mm) name tags on A4 paper by merging a list of names and job titles from an Excel spreadsheet into a Word label template.
- Product
- Word, Excel
- Device & OS
- not provided
- Scenario
- Creating event badges or corporate name tags that require specific label dimensions, repeating graphics (like a logo), and dynamic data pulled from a spreadsheet.
- Observed behavior
- Needs to properly configure the label options, margins, and vertical pitch in Word to match the custom dimensions before importing the Excel data and graphics.
Ensure your Excel dataset is clean, with column headers clearly defined in the first row (e.g., 'First Name', 'Last Name', 'Job Title') and no blank rows before your data.
Configure Custom Label Dimensions for Mail Merge
Start with a standard label template in Word and manually customize its dimensions to fit the exact 54x90 mm requirements.
Microsoft Word provides built-in label templates, but you can customize them if your exact size isn't listed. By selecting a template close to your requirements and adjusting the details, you can perfectly align your labels for A4 printing.
Open a blank Word document, navigate to the 'Mailings' tab, click 'Start Mail Merge', and select 'Labels'.
In the Label Options dialog box, choose 'Avery A4/A5' from the Label vendors dropdown. Pick a template that is close to your required size, such as 'Avery 4820' or 'U37'.
Click the 'Details' or 'New Label' button. Here, manually change the Label height to 54 mm and Label width to 90 mm. Adjust the vertical pitch, horizontal pitch, and margins to fit your exact A4 label sheet layout, then click 'OK'.
Go to 'Select Recipients' > 'Use an Existing List' in the Mailings tab, locate your prepared Excel spreadsheet, and open it to link the data.
In the first label on your document, insert your company logo and arrange it. Then use 'Insert Merge Field' to place your data (like Name and Job Title). Once designed, click 'Update Labels' to replicate the layout across the entire page, and finally click 'Finish & Merge' to generate the tags.
Easily Create Custom Name Tags with WPS Office
WPS Office offers a powerful and intuitive Mail Merge feature. You can effortlessly import Excel spreadsheets and customize label dimensions to generate professional name tags without complex formatting issues.
- 1. Open WPS Writer: Launch WPS Office, open a new Writer document, and navigate to the 'References' tab.
- 2. Start Mail Merge: Click 'Mail Merge', then select 'Open Data Source' to import your prepared Excel list of names and titles.
- 3. Set Up Label Dimensions: Use the page layout settings or an existing label template to define your 54x90 mm tag boundaries.
- 4. Insert Fields and Merge: Place your logo and use 'Insert Merge Field' for the dynamic text. Click 'Merge to New Document' to preview and print your customized name tags.
Frequently Asked Questions
How do I make my logo appear on every single name tag?
You only need to insert and position the logo inside the first (top-left) label of your document. Once you have added your logo and merge fields there, click the 'Update Labels' button in the Mailings tab. This will automatically copy your exact layout to all other labels on the page.
Why are my custom labels misaligned when I print them?
Misalignment is usually caused by printer scaling. Before printing, ensure your printer settings are set to 'Actual Size' or '100% scale', and that 'Fit to Page' is disabled. Also, double-check that your top and side margins in the Label Details exactly match your physical label sheet.
Can I add different job titles for each person without typing them manually?
Yes. As long as your Excel spreadsheet has a column specifically for 'Job Title', you can select 'Insert Merge Field' in Word and choose the Job Title column. When you finish the merge, Word will dynamically pull the corresponding title for each person automatically.
