How to Create Custom Name Badges in Word (The Stress-Free Guide + Free Templates)
*Updated on 27 June 2025*
We’ve all been there. The event is days away, the guest list is finally final, and "sort out name badges" is sitting at the top of your to-do list. The last thing you need is a battle with complicated design software.
Good news: you don't need it.
Whether you’re an executive assistant prepping for a major conference or an office manager arranging a workshop, Microsoft Word is a surprisingly powerful tool for creating professional, personalised name tags.
This guide is your complete playbook. We'll walk you through everything, step-by-step, from setup to printing, and share pro secrets to make your badges look like they were designed by an agency.
Pressed for Time? Here's the 60-Second Version
Choose Your Size: A7 (74x105mm) is standard and compact. A6 (105x148mm) offers more room for logos and content.
Set Up in Word: Go to Mailings > Labels > New Label to create a custom badge size. Or, insert a table and manually set the cell dimensions. (Our tip: The Labels feature is faster!)
Design for Clarity: Use a big, bold, sans-serif font (like Arial or Open Sans) for first names. Make it readable from 3 metres away.
Automate with Mail Merge: Use Mailings > Start Mail Merge to connect an Excel guest list and avoid typing hundreds of names manually.
Download Our Resources: Skip the setup and grab our free templates
Step 1: Choose the Perfect Badge Size (A6 vs A7)
First, decide on the size that fits your event's needs. In Australia, A6 and A7 are the most popular choices for a reason.
A7 (74 x 105 mm): The Compact Professional
This is the standard, passport-esque size. It's perfect for most corporate events where you need a badge to be clear but not bulky. It feels unobtrusive.A6 (105 x 148 mm): The Creative Powerhouse
At roughly postcard size, A6 gives your content breathing room. It's the ideal choice if you have bold creative, long names, multiple logos, a QR code, or even a mini-agenda on the badge.
Our advice? If you're unsure, start with A7. If the design feels cramped, size up to A6.
For orientation, Portrait (vertical) is great for stacking info (Name, Title, Company), while Landscape (horizontal) works well for wide logos. There’s no wrong choice. It comes down to your design. Once you know your size and orientation, you’re ready to set up the template.
Step 2: Set Up Your Name Badge Template in Word
There are two ways to build your template in Word. Here's a quick guide to help you choose the best method for you.
| Method | Best For... | Pros | Cons |
|---|---|---|---|
| Using Word's Labels Feature | Precision and speed for standard layouts. | Quick, precise, Word does the math for you. | Less flexible for unusual layouts. |
| Using a Manual Table | Full control and custom layouts. | Infinitely customisable. | Takes a few more clicks to set up. |
Method 1: Using Word’s Labels Feature (Recommended)
Open Word and navigate to the Mailings tab.
Click Labels. In the pop-up window, click the Options button.
Click New Label. This is where the magic happens.
Define Your Badge:
Give it a name, like "A7 Event Badge"
Enter the dimensions for your badge (A7 = 74 mm x 105 mm; A6 = 105 mm x 148 mm)
Set the page margins and number of labels per row/column (e.g., Set Number across to 2 and Number down to 1 to fit two A6 badges on a single A4 page).
Click OK
Back in the main window, click New Document. Word will instantly create a new document with a perfectly sized table, ready for your design.
Duplicate for more badges: If you need more badges than the default shown, simply copy and paste the table or go to Insert > Blank Page to add another page of labels. You can also set the number of badges per sheet in the label setup step.
Method 2: Using a Manual Table
Open a new Word document and go to the Layout tab. Set Margins to "Narrow" to maximise space
Go to Insert > Table and create a 2x2 for four A7 badges on an A4 page OR 2x1 for two A6 badges on A4
Right-click on the table and select Table Properties
In the Row tab, check "Specify height" and set it to A7=10.5 cm OR A6 = 14.8 cm
In the Column tab, check "Preferred width" and set it to A7=7.5 cm or A6 = 10.5 cm
You're all set!
Pro Tip: Once your template is created, save it immediately as Event_Badge_Template.docx. You've just saved your future self a lot of work.
Tired of the Template Tussle Already?
Let's be honest, sometimes Word has a mind of its own. If you'd rather skip the setup and get straight to designing, we've got you covered.
Step 3: Design Like a Pro (Even If You're Not)
This is where you turn a blank box into a brilliant badge. Focus on clarity and hierarchy. A name badge has one primary job: help people connect.
The Anatomy of a Great Badge:
First Name: The HERO
Make it huge. Use a bold, clean font (Arial, Helvetica, Calibri are great) at minimum 38pt. It should be readable from across a room.Last Name: The Sidekick
Can be smaller or on the same line. 28 pt works wellJob Title & Company: The Context
This is secondary. Use a smaller font (14-18pt) and place it below the nameLogo & Event Details: The Branding
Place your event or company logo at the top or bottom. Keep it subtle—it shouldn't overpower the nameQR Code (Optional)
A fantastic way to link to an agenda or LinkedIn profile. Place it in a corner and make sure it's at least 2cm x 2cm
*Design Rule of Thumb: If you have to squint, it's not big enough. Print a test, stick it on the wall, and walk back 2-3 meters. Can you still clearly read the first name?
Need More Tips? See our indepth design guide for design inspiration and beautiful design examples
Want to Skip the Guesswork?
We've distilled thousands of event badge designs into one simple checklist. Download it, print it, and keep it on your desk.
Step 4: The Mail Merge Lifesaver (For 10+ Guests)
If you have more than a handful of guests, do not type each name manually. Word's Mail Merge feature is a game-changer that will save you from hours of tedious copy-pasting and potential typos.
Prepare Your List: Create a simple Excel spreadsheet with columns like FirstName, LastName, JobTitle, Company.
Start the Merge: In your Word badge template, go to Mailings > Start Mail Merge > Labels.
Select Recipients: Click Select Recipients > Use an Existing List... and choose your Excel file.
Insert Fields: Click in your first badge. Now use the Insert Merge Field button to place your fields (<<FirstName>>, <<LastName>>, etc.). Style them (font, size, colour) exactly how you want them to appear.
Update All Badges: Once the first badge looks perfect, click the Update Labels button. This will magically copy your design and fields to all the other badges on the page.
Preview & Finish: Click Preview Results to see how it looks with real names. When you're happy, click Finish & Merge > Edit Individual Documents to create a new Word document containing all your finished badges.
Step 5: The Pre-Flight Check (Printing & Cutting)
You're almost there! A great design deserves a great print job. Here’s how to avoid common printing pitfalls.
Your Print-Perfect Checklist:
Paper Matters: Use a sturdy 200-300gsm cardstock for a premium feel. Standard office paper is too flimsy.
Test Print First: Always print a single page on plain paper to check for alignment issues or errors before printing your full batch.
Check Printer Settings: Ensure your printer is set to the correct paper size (A4) and high-quality printing.
Use a Guillotine: For clean, professional edges, use a paper guillotine or a craft cutter. It's much cleaner than scissors and avoids the dreaded wonky edge.
Have Spares Ready: Print 5-10% extra blank badges. You'll thank yourself when last-minute guests arrive.
Step 6: Plan for Reality (The Pro Moves)
Terra Tag Plantable Name Tags and Compostable Lanyards | Leave No Trace
A great badge goes beyond design—it considers the human experience and the planet.
The Lanyard Test: Where will the lanyard clip or holes go? Ensure they don't punch through a name or logo. Our template shows a safe zone.
Think About the After-Party (for your badges): Most badges end up in the bin. By using paper or cardstock and avoiding plastic lamination and holders, you've already created a recyclable badge.
Go Truly Green: For your next event, consider badges that leave no trace. Pair your design with a biodegradable lanyard and plantable seed paper for a truly memorable (and sustainable) experience.
Loved the Free Template and Instructions? Imagine the Full Service.
You've just saved time and stress with our free resources. When you're ready to make your next event even easier and more sustainable, let us handle the badges for you. Get an instant no-obligation quote in 10 seconds from our product page - you can email it to yourself.
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Your Questions, Answered (FAQ)
Q: How do I handle last-minute guest list changes?
A: This is why you print spares! Have a few blank badges ready and a good quality marker on hand. If using Mail Merge, you can simply add the new names to your Excel sheet and merge a single new page of badges.
Q: What's the best font size for readability?
A: For first names, aim for a minimum of 38pt. For everything else (last name, title, company), 12pt to 28pt is a good range. The golden rule: readable from 2-3 metres away.
Q: Can I put QR codes on the badges?
A: Absolutely! They're great for linking to schedules, contact info, or websites. Just ensure the QR code is at least 2cm x 2cm and placed on a high-contrast background to ensure it scans easily.
Q: How do I print double-sided badges in Word?
A: The easiest way is to create a two-page template. Page 1 is the front, Page 2 is the back. Print all the Page 1s first, then re-insert the paper into your printer (you may need to test which way it needs to be flipped) and print the Page 2s. Most modern printers also have a "Print on Both Sides" option in the print dialog.
