How to Make Name Tags in Microsoft Word

Need to make name tags for an event, classroom, or meeting? You don’t need fancy software—Microsoft Word gets the job done fast and clean. Here’s how to make name tags in Word, step by step.

What You’ll Need:

• Microsoft Word (any modern version)
• A printer
• Name tag paper or labels (Avery is a popular brand)

Step 1: Open a New Document

Start by opening Microsoft Word. You can either create your layout from scratch or save time using a template.

Option A: Use a Built-In Template

1. Go to File > New.
2. In the search bar, type “name tags” or “labels”.
3. Choose a design you like and click Create.

Option B: Use the Label Tool

If you’re using specific label paper (like Avery 5395 or 8395), this method ensures perfect alignment.

1. Click Mailings in the top menu.
2. Select Labels.
3. In the pop-up, click Options.
4. Choose your label vendor (e.g., Avery) and the product number.
5. Click OK, then New Document.

You’ll now see a grid that matches your label sheet.

Step 2: Add Your Content

Click into each name tag cell and start typing. Add:

• Name
• Title or company
• Optional: a logo or image

Use text boxes or insert shapes if you want to customize the layout.

Pro tip: Use a large, clear font (at least 24 pt) so names are readable from a distance.

Step 3: Format It

Make it look good:

• Center the text
• Adjust font sizes
• Add borders or background colors if needed

You can copy and paste the design across the tags once you get the look you want.

Step 4: Print a Test Page

Before running a full batch:

1. Print on plain paper.
2. Hold it behind your label sheet and check alignment against a light.

Adjust spacing or margins as needed.

Step 5: Print the Final Tags

Once everything looks right:

• Load your label or name tag paper into the printer.
• Hit Print.
• Let them dry if you’re using inkjet.

That’s it—you’re done.

Bonus: Save Time with Mail Merge

If you’re making a lot of tags and have a list of names:

1. Create a list in Excel (name, title, etc.).
2. In Word, go to Mailings > Start Mail Merge > Labels.
3. Choose your label format and link your Excel file.
4. Use Insert Merge Field to drop in names automatically.

Then just finish and print. One design, many tags—fast.

Final Thoughts

Making name tags in Microsoft Word is easy once you know where to start. Whether it’s a few or a few hundred, Word helps you get it done without extra software.

Have a favorite template or tip? Drop it in the comments.