Nametag Template

Creating a Nametag

A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic, usually for one or more days. Is often advertised to a targeted audience, however can be open to the public and generally includes a registration process. and Event Services uses nametag stock produced by Print and Mail Services. Each page of nametags contains 8 tags that come pre-printed with the Princeton University shield in the upper left hand corner. We encourage you to order your nametag stock from Print and Mail Services when possible.  

To make nametags  

  1. Create a Microsoft Excel Spreadsheet of the information that you want to include on the tags. 

    Tip: Separate First and Last names to make sorting easier 

    Tip: Title each column the same as the in the CES Document  (first name) (last name) (Organization) those will be important later in the process. 

  2. Download the CES Nametag template (linked above) and open it in Microsoft Word 

  3. Select “Mailings” from the upper toolbar 

  4. Select “Select Recipients” from the lower toolbar 

  5. Choose “Use an existing list” from the dropdown menu and select your Excel file. If the file has multiple tabs you will need to select the correct table for the merge.  

  6. Place your curser in the first box and then click “Insert Merge Field” 

  7. Add the appropriate fields to your nametag in the layout that you would like.  

  8. Click “Rules” and select “Next record.” This will not appear on your final nametags but will be the code to the Can refer to an area of study or a set of grouped co-curricular activities designed to achieve a specific educational curriculum or experience. May also refer to digital or printed programs connected to an event, conference, etc.  to create the next nametag.  

  9. Select “Preview Results” 

    Tip: Make sure to spot check several pages to make the merge did not skip a row of data from the Excel file.  

  10. If the preview is correct then select “Finish and Merge” 

  11. Congratulations! You’ve made nametags 

    Tip: Save the merged file.  

    Tip: Save the template so you can easily revisit for reprints or future events. 

  12. Print a few pages on scratch paper to check the alignment and spacing.  

    Tip: This will help you make any corrections needed and conserve the nametag stock for the final product. 

  13. Print your nametags on nametag stock.

    Tip: Make sure your printer ink and toner are ready to handle the print job.  

    Tip: If you have a shared printer, check with colleagues before you print, because it may take time to complete the printing process.  

  14. Inevitably there will be a typo, misprint, or someone will register on-site.  

    Tip: Always have extra blank stock at the registration to write out a nametag. 

Finding A Pre-Loaded Template 

If you are using nametag stock from a supplier such as Avery or Office Depot then there is a good chance that your nametag template has been preloaded into Microsoft Word. To find your template, open up a Word document and select “Mailings” from the toolbar. *insert screen shot* Click on “Start Mail Merge” and then select “Labels” from the drop down list *insert screen shot*. When the Label Options box pops up look for Label Information and select your vendor from the list *insert screen shot*. After you have selected your vendor, locate the product number which will be displayed prominently on the box. This is usually a four or five digit number *insert screen shot*. Once you have located your product number, find and select the matching number int he lower left corner of the label Options box *insert screen shot*. Select “Ok” and you will be returned to your document, now with a nametag template. This method works for all types of labels including tent cards and envelope labels.  

Tip: Similar steps can be repeated for tent cards. 


These resources from Microsoft and Avery are useful tutorials for creating nametags. 

Avery Nametag Template Library (Can only be used with Avery products) 

Mail Merging – Working with Excel and Word 

How to Do a Mail Merge