How to create personalised name badges from an Excel spreadsheet
When you need personalised name badges for a conference, training course or business event, you do not have to create every badge separately.
Supply one badge design together with an Excel spreadsheet containing the attendee details, and the names can be merged into the design to create a complete personalised set.
Set up your spreadsheet
Use one spreadsheet row for each person and give every piece of information its own clearly labelled column.
Use the first row for clear headings such as First name, Surname, Job title, Company and Badge type.
Enter one attendee on each row. Do not place several people within the same cell or row.
Keep first names, surnames, job titles and company names in separate columns.
Avoid merged cells, blank rows, hidden information, colour-coded instructions and unnecessary notes within the attendee list.
Example spreadsheet layout
| First name | Surname | Job title | Company | Badge type |
|---|---|---|---|---|
| Amira | Khan | Events Manager | Westfield Events | Organiser |
| Daniel | Lewis | Operations Director | Lewis Logistics | Speaker |
Check the wording carefully
The information in the spreadsheet will be used to create the badges, so enter everything exactly as it should appear in print.
Check
Names and surnames
Capital letters and punctuation
Job titles and company names
Titles such as Dr or Professor
Avoid
Typing names entirely in capitals unless required
Unnecessary spaces before or after names
Different spellings of the same company
Using abbreviations that attendees may not recognise
Keep the badges easy to read
A badge does not need to contain every piece of information you hold about an attendee.
Make the attendee’s name the largest and clearest part of the badge.
A name, company and short job title will usually be enough.
Shorten unusually long job titles where possible.
Avoid including telephone numbers, email addresses or other information that is not needed.
Long entries may need to be reduced in size to fit the badge. Keeping the information brief helps every badge remain clear and consistent.
Add a badge type column
For larger events, add a separate column to identify different groups of attendees.
Different badge types can use different colours while retaining the same overall design. Use the same wording consistently throughout the spreadsheet—for example, do not mix “Staff”, “Event Staff” and “Team” unless these are genuinely different categories.
Supply your badge artwork
Your spreadsheet only needs to contain the details that change from one badge to another. Supply the logo, colours, background and other fixed design elements separately.
You can supply a finished badge design containing one example name, or send your logo and an explanation of the layout you would like.
Finished badge size
85 × 54mm
Artwork size with bleed
91 × 60mm
Safe area
Keep names and logos at least 4mm from the finished edge.
What happens after you order?
Choose your badge type, quantity and production time.
Upload the Excel spreadsheet, badge design, logo and any relevant instructions after checkout.
We merge the attendee information into the design and email you a PDF proof showing the personalised badges.
Printing begins once you have checked and approved the PDF proof.
Check the PDF proof
Before approving your badges, check for:
Misspelled or missing names
Duplicate attendee entries
Incorrect badge categories
Missing companies or job titles
Text that is too small or difficult to read
Correct colours, logos and orientation
It can be helpful to ask another person to compare the proof with the original attendee list before you approve it.
Allow for late additions
Event lists often change at the last minute. Order a few blank badges for unexpected attendees, replacements or names that arrive after the personalised badges have been produced.
Spare badge holders and lanyards can also be useful on the day of the event.
Not sure which type of badge to order?
Our main name-badge guide compares lanyard badges with compact pin-and-clip badges and explains what information your badge design should include.
Order personalised name badges
Send us your badge design and Excel attendee list, and we will prepare a personalised PDF proof for you to approve before printing.