Make Name Tags in Word: A Clear Step-by-Step Guide

by JoJo Mrgich

October 8, 2024

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How to make name tags in Word

If you’re looking for a clear guide on how to make name tags in Word, you’re in the right place. The quickest and easiest way to make name tags or name badges in Microsoft Word® is to use a specific template. For example, you can download a free Avery name tag template and then open it in Word. Here’s how to do that:

  1. Download your template
  2. Open File (click enable editing)
  3. Type the names in each space
  4. Optional: Add more sheets
  5. Go to “File” > “Print” and print your name tags

Read on for a more detailed step-by-step guide for making name tags in Word, complete with pictures. You’ll also find helpful tips for printing, adding more pages, and formatting names.

Use this guide to find and download free Avery name tag templates for Word.

Alternate method with built-in Word templates

If you haven’t downloaded a template, you can also find some within Word. For example, many popular Avery name tag templates are already available within Word. However, if you want to make name tags in Word using only the built-in templates, there are a few more steps to follow:

  1. Open Word
  2. Go to “Mailings”
  3. Click “Labels”
  4. Click “Options”
  5. Choose label vendor
  6. Choose product number
  7. Click “New Document”
  8. Type the names in each space
  9. Optional: Add more sheets
  10. Go to “File” > “Print” and print your name tags
Infographic titled 'How to Make Name Tags in Word' showing two methods: 'Built-in Template' and 'Open Template.' The 'Built-in Template' method includes steps: 1. Open Word, 2. Go to 'Mailings,' 3. Click 'Labels,' 4. Click 'Options,' 5. Choose label vendor, 6. Choose product number, 7. Click 'New Document,' 8. Type names in each space, 9. Optional: Add more sheets, 10. Go to 'File' > 'Print' and print. The 'Open Template' method includes steps: 1. Download your template, 2. Open file and enable editing, 3. Type names in each space, 4. Optional: Add more sheets, 5. Go to 'File' > 'Print' and print. The background shows an Avery name badge template (product number 8395).
Compare the steps for making name tags in Word using built-in templates vs. opening a specific template in Word.

What to know before you get started

No matter what material you plan to use for printing your name tags, first you should decide which template method you want to use. One consideration is that built-in Word templates are available when you don’t have internet access or can’t download a file for any reason. You can even find built-in templates in Word for a variety of popular Avery products, including name tags. On the other hand, downloading a free Avery template to open in Word takes only half the steps. All in all, using Avery templates is the quickest and easiest way to create professional name tags using Word.

Whichever method you choose, you will need to know the Avery product number for the name badge product you plan to print. It’s important to match your Avery product and template so that your design prints correctly. Moreover, Avery templates are designed so that you can get the most accurate vision of what your name tags will look like when printed. View the embedded video above to learn how to find and download the free templates for your Avery product, including ones you can use with Word. If you are working with built-in Word templates, this video will walk you through how to find Word templates for Avery products.

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How to make name tags in Word with Avery templates

If you’re looking for how to make name tags in Word using Avery templates that already exist within that program, please skip to this section.

1) Download your Avery name tag template for Microsoft Word

Screenshot of the Avery website showing the Avery Templates search page. The search bar contains the product number '8395' with a green arrow pointing to it. The page header includes navigation options like 'Products,' 'Blank Labels,' 'Custom Printing,' and 'Templates.' The background displays product images, including body lotion and body wash bottles with labels. Below the search bar, there is an option to 'Open a Saved Project' and a section titled 'Find Templates by Product Category.

Go to our template finder page and enter the Avery product number for the name tag or badge product you want to use.

If you don’t know your Avery product number, you can call our onsite Customer Care Center or check out this article in our online Help Center.

Screenshot of the Avery Template 8395 page on the Avery website. The page offers options for designing and printing online, with buttons for 'Start Designing' and 'Let Us Print For You.' A section below titled 'Download Blank Templates for 8395' provides various template file formats, including Microsoft Word (.docx), Adobe Photoshop (.psd), Adobe Illustrator (.ai), Adobe PDF (.pdf), and Apple Pages (.pages). A green arrow points to the Microsoft Word option. The top navigation includes links like 'Products,' 'Blank Labels,' 'Custom Printing,' and 'Templates.

Click the Microsoft Word icon under the options for downloadable blank templates.

Screenshot of the Avery website displaying the 'Download Blank Templates for 8395' section. The section includes multiple template options such as Microsoft Word (.docx), Adobe Photoshop (.psd), Adobe Illustrator (.ai), Adobe PDF (.pdf), and Apple Pages (.pages). The Microsoft Word option is highlighted, and a green arrow points to the blue 'Download Template' button beneath the 'Adhesive Name Badges' section. Below, there is a 'Template Compatibility For 8395' list showing compatible product numbers. The website’s layout includes typical navigation links at the top.

Click “Download Template.”

If you need more help, check out our article with instructions for downloading a Word template from the Avery website.

2) Open the Word file and enable editing

Screenshot of a Microsoft Word document in Protected View displaying an Avery name tag template. A yellow warning bar appears at the top, indicating 'Protected View: Be careful—files from the internet can contain viruses.' To the right of this warning, a green circle highlights the 'Enable Editing' button, prompting the user to click it to make changes to the document. The right side of the screen shows a grid layout for the name tags.

When you download an Avery template for Word, it will be in protected view. All you have to do is click the “Enable Editing” button to start making your name tags.

3) Type the names in each space

Screenshot of a Microsoft Word document displaying an Avery name tag template. The template includes a name tag with the text 'Hello My Name is Emily B.' in the top-left tag space. The green arrow points to the toolbar, specifically highlighting the text formatting options such as font type, size, bold, italics, and alignment. The Word interface shows tabs like Home, Insert, Design, and Layout, providing various editing tools.

Click inside each name tag and use the Word editing tools to add text, images, or shapes.

4) Optional: Add more sheets

Screenshot of a Microsoft Word document displaying an Avery name tag template filled with multiple name tags. The tags show 'Hello My Name is' followed by names: Kevin C., Lisa K., Marisol H., and Melanie Y. A green arrow points to the last name tag with 'Melanie Y.,' highlighting the ability to edit text within the template. The Word interface displays the toolbar with formatting options like font type, size, and alignment, as well as various tabs such as Home, Insert, and Mailings.

Place your cursor at the end of the text on the last name badge in the bottom right. Then press the Tab key until an additional sheet of blank name tags appears.

Copy and paste your design and fill in more names as needed. Use this article for more help adding pages in Microsoft Word.

5) Go to “File” > “Print” and print your name tags

Screenshot of the Print settings in Microsoft Word for an Avery name tag template. The document preview shows multiple name tags with names such as Emily B., Fernando J., Helen M., Jeremy H., and others. A green arrow points to the 'Printer' section, highlighting 'Microsoft Print to PDF' as the selected printer. Another green box highlights the 'Settings' section, showing options like 'Print All Pages' and 'The whole thing.' The left sidebar displays additional print options, including orientation, paper size, and margins.

Don’t worry if the name badge borders don’t show for each sheet; it’s just how some versions of Word display name tags.

However, before you print on your actual name badge sheets, it’s always a good idea to check your printer settings and print a test sheet on regular paper. This article in our online Help Center is a great resource for checking and troubleshooting printer settings.

Once you’re satisfied with your name tag design and alignment, click “print” and follow your usual steps for printing a document.

How to use built-in Word templates to make name tags

Alt text: "Screenshot of the Microsoft Word start screen showing the 'Recent' and 'Suggested searches' sections. The left panel indicates no recently opened documents, with an option to 'Open Other Documents.' The main section on the right displays template options, including a 'Blank Document,' which is circled in green. Other visible templates include 'Welcome to Word,' 'Insert your first Table of contents,' 'Modern chronology,' 'Restaurant brochure,' and 'Education brochure.

1) Open Word

Choose the option to open a blank document.

Screenshot of Microsoft Word with a blank document open. The 'Mailings' tab is highlighted in the toolbar with a green circle. The Mailings tab options displayed include 'Envelopes,' 'Labels,' 'Start Mail Merge,' 'Select Recipients,' and 'Address Block.' The Word interface also shows other tabs such as File, Home, Insert, Design, and Layout.

2) Go to “Mailings”

Open the “Mailings” tab from the top menu.

Screenshot of Microsoft Word with a blank document open, focusing on the 'Mailings' tab in the toolbar. The 'Labels' option is highlighted with a green circle, indicating where to click to create labels. The rest of the toolbar shows additional mail merge options such as 'Start Mail Merge,' 'Select Recipients,' and 'Address Block.' Other tabs visible in the interface include File, Home, Insert, and Design.

3) Click “Labels”

Under the “Mailings” tab, select “Labels.”

Screenshot of Microsoft Word with the 'Envelopes and Labels' dialog box open under the 'Mailings' tab. The dialog box displays options for creating labels, including a preview of the label layout. The 'Options' button is circled in green, indicating where to click to select label vendors and products. The toolbar above shows various mail merge tools, while the rest of the document remains blank.

4) Click “Options”

In the pop-up window, choose the “Options” button.

Screenshot of Microsoft Word showing the 'Label Options' dialog box open within the 'Envelopes and Labels' settings under the 'Mailings' tab. The dialog box displays options for selecting the label vendor and product number. 'Avery US Letter' is selected as the label vendor, and a green arrow points to the dropdown menu where this selection is made. The product list includes different Avery products, with '8395 Self-Adhesive Name Badges' highlighted. Information about the label dimensions and layout appears on the right side of the dialog box.

5) Choose label vendor

Use the drop-down “Label Vendor” menu to choose a label vendor, such as Avery.

6) Choose product number

Next, scroll through the product numbers to choose the exact product you want to print your name tags on.

Screenshot of Microsoft Word showing the 'Envelopes and Labels' dialog box under the 'Mailings' tab. The 'Labels' tab is active, displaying options for creating a new label document. The Avery '8395 Self-Adhesive Name Badges' template is selected. A green circle highlights the 'New Document' button, indicating where to click to create a new document based on the selected label template. The toolbar above includes mail merge options and other tools, while the rest of the document remains blank.

7) Click “New Document”

Finally, choose “New Document” to open up the built-in Word template for your name tags.

Once you have a template open in Word, the next steps are the same. So from here you can jump to step three of the instructions above for making name tags in Word using Avery templates.

Helpful tips for making your own name tags in Word

How do I add a logo to a name tag in Word?

Three-panel screenshot demonstrating how to insert a logo image into a name tag template in Microsoft Word. Panel 1: The 'Insert' tab is highlighted, showing where to start for adding an image. Panel 2: The file explorer window is open, displaying a logo file selected, with a green circle around the 'Insert' button to indicate the action. Panel 3: The name tag template shows the inserted logo above the text 'Emily B. Ask me for a sample!' The 'Picture Format' tab is highlighted, and a green arrow points to the logo, indicating its placement on the name tag.

There are three steps to add a logo to a name tag in Word:

  1. Click the “Insert Tab” and choose the “Pictures” icon.
  2. Choose your logo image file, then click “Insert.”
  3. Format the image using your mouse or the toolbar.

If you don’t have a logo, you may want to check out our article with tips for designing one.

Tips for adding images in Word

For the most professional-looking name tags, make sure your logo image file is compatible with printing. First, check that your file type is compatible with Word: JPG (or J-PEG), PNG, or PDF. Next, make sure the image is at least 192 pixels by 192 pixels with a DPI (dots per inch) setting of 300 or greater. A DPI lower than 300 will result in blurry or pixelated images on your name badge.

How to make sure your name tags all look the same

When using Word to make name badges, the easiest way to make sure they all look the same is to start with one name tag. Format the text, layout, color, and your logo until everything is placed exactly how you prefer. Once that’s settled, you can copy/paste the design into every name tag, then simply go back and change each name.

Wrapping up: How to make name tags in Word with ease

Making name tags in Word is simple, especially when you use Avery templates. Whether you download a template directly or use the built-in options in Word, you can create professional-looking name tags in just a few steps. By following our detailed guide, you’ll be able to customize and print name tags quickly and efficiently. Don’t forget to preview and print a test sheet to ensure everything aligns perfectly. With the right template and a little customization, you’ll have name tags ready in no time—perfect for events, meetings, or any occasion where professional name tags are needed.

Check out our YouTube tutorials for more helpful instructions and walkthroughs for a variety of DIYs. Or find inspiration for your next project on our Instagram and Pinterest pages.

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Author: JoJo Mrgich

JoAnn (JoJo) Mrgich is a copywriter and SEO content writer who began her copywriting career in 2011. A musical theater major at the time, JoJo began writing blog articles, product descriptions, and other online content for a dancewear brand. Since then, she has gone on to write in a variety of fields, from essential oils and natural beauty to fashion and swimwear, finally landing at Avery, which she affectionately calls her "forever home." At Avery, JoJo writes content for the Avery blog, covering everything from organization to party planning, as well as contributing to other online content for avery.com. She is also a technical and content writer for Avery Industrial, where she writes in-depth articles that span a wide variety of topics, from safety compliance to 5S lean practices. In her personal life, JoJo is a big fan of fantasy and science-fiction works such as Lord of the Rings and Star Trek (especially the original series). She also loves going to Disneyland and runs a non-profit social organization of 600 members that brings fans of "nerd culture" together for meet-ups and events in Southern California.