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NAME BADGE PRINTING USING MICROSOFT WORD
MAIL MERGE & HUNTER OPERATIONS TEMPLATES
This short guide is in 3 Parts:
Part 1: Simple merges for our Badge Inserts.
Part 2: How to create Double Sided Name Badges.
Part 3: How to print names and data UPSIDE DOWN (For Name Tents and Place Cards.)
· If the template opens blank then click anywhere on the page
· The Table Tools Box will appear in the top menu bar and it will offer the choice of two tools Design and Layout: Select Layout
· Now the tab View Gridlines will appear somewhere in the top menu bar: Select it
· Before starting the mail merge make sure that you have given the columns in your data source - ie Excel Spread Sheet or other - meaningful names. In the examples below we have called the column of first names first, the column of surname last, the column of organisations org.
DON´T FORGET THAT OUR ALTERNATIVELY TEMPLATES FOR THE
MICRO-PERFORATED A4 NAME BADGE INSERTS & ECO- FRIENDLY NAME BADGES
ARE AVAILABLE TO DOWNLOAD TOO
STEP A
· With the downloaded template open click Mailings in the top menu bar.
· Now click Select Recipients and from the drop down menu choose Use Existing List. This will allow you to navigate to your list of names and open it.
Your screen will now appear like this (note the top left badge is blank)
STEP B
Now click Mailings- Insert Merge Fields and click in the drop down box click on each field (first, last and org in our example) that you wish to appear on the badge.
Your screen will now appear like this (note the top left badge)
STEP C
Click Mailings - Update Labels
Your screen will now appear like this (if you have applied a little formatting)
STEP D
· Finally click Mailings - Finish & Merge.
· From the choices that appear select Edit Individual Documents.
· A box called Merge To New Document appears.
· Select All and then okay.
Your screen will now appear like this AND YOU ARE READY TO PRINT.
Sometimes Meeting Organisers wish names etc. to appear on both the back and the front of the Name Badge. A first thought is to print the names on the front of the Badge as in PART 1 and then to turn the badges round in the printer and repeat the process. BUT THIS WON’T WORK.
It won’t work because in reversing the sheets you are reversing the position of the badges too. So the back and front names will not match. The answer is to print two badges side by side with the same name and then fold them over. Fortunately this is very easy. Mailmerge can handle it easily and Nicholas Hunter Name Badges are perforated to fold perfectly.
Here is how to do it.
STEP A
Follow steps A, B, and C in Part 1: BASIC MAILMERGE NAME BADGE PRINTING. Click into each record in the RIGHT HANDCOLUMN and delete the text <<Next Record>>
STEP B
Now go to Mailings-Finish Mergeand. Select Edit Individual Documents where from the box called Merge To New Document you will be able to select All and then YOU ARE READY TO PRINT
Hunter Operations Name Tents come to you fully formatted for upside down printing so that no formatting is required by you.
However we thought it might be helpful to explain the settings we have made before giving the few simple steps that are needed to use our templates. In fact Microsoft Word cannot turn running text (that is names or data that change on each document) a full 180 degrees – that is upside down. But it can turn running text 90 degrees . This is done by applying the Text Direction Button (found in Table Tools - Layout) to highlighted text. The other essential setting ( already applied in our templates ) is to set the document on screen to Landscape orientation and not to portrait.
NB : Saving Your Finished Place Card Document:: If you save as a Word 2010 document , on printing Word will remind you for each page of the document that print area comes into to margins and will ask if you wish to continue . To avoid this nuisance we suggest you store as a Word 2007 or earlier document (This choice is available in save as type option in the save menu).
So here following are instructions for our two sizes of Name Tent- Large Size and Small Size.
LARGE SIZE NAME TENT MERGE GUIDE
STEP A
· With the downloaded template open click Mailings in the top menu bar.
· Now click Select Recipients and from the drop down menu choose Use Existing List. This will allow you to navigate to your list of names and open it.
· Now place the cursor in the first column, click Mailings- Insert Merge Fields and click in the drop down box on each field (First, Last, Org in our example) that you wish to appear on the Place Card.
STEP B
Place the cursor In each of the other three columns in the document and , click Mailings- Insert Merge Fields and click in the drop down box click on each field that you wish to appear on the Place Card (or you could copy and paste)
STEP C
· Now place the cursor in the third column from the left - in front of the first field that you have inserted. Click Mailings –Rules and from the drop down box select NEXT RECORD.
· You are nearly finished. Proceed as with any Mailings merge.
That is click Mailings- Finish & Merge.
· From the choices select Edit Individual Documents. A box called Merge To New Document appears. Select All and then okay.
YOU ARE READY TO PRINT!
SMALL SIZE NAME TENT MERGE GUIDE
STEP A
·· With the downloaded template open click Mailings in the top menu bar. Now click Select Recipients and from the drop down menu choose Use Existing List .This will allow you to navigate to your list of names and open it.
· Now place the cursor in the first (Top Left ) Place Card , click Mailings- Insert Merge Fields and click in the drop down box click on each field (First , Last and Org in our example) that you wish to appear on the Place Card.
STEP B
Place the cursor In each of the other eleven Place Cards in the document and , click Mailings- Insert Merge Fields and click in the drop down box click on each field that you wish to appear on the Place Card (or you could copy and paste)
STEP C
· Now place the cursor in the third column from the left - in front of the first field that you have inserted. Click Mailings –Rules and from the drop down box select NEXT RECORD
· Your screen will now appear like this (NB: To make things clearer we have coloured the Next Record Command Red –but in fact it will of course be black in actual application).
You are nearly finished ! Proceed as with any Mailings merge.
That is click Mailings- Finish & Merge. From the choices that appear select Edit Individual Documents . A box called Merge To New Document appears. Select All and then okay.
YOU ARE NOW READY TO PRINT !!
