How to Create Custom Name Badges in Word (A6 & A7 Templates)
*Updated on 25 March 2025*
Designing event name badges in Microsoft Word can be easier than you think. Whether you’re an executive assistant prepping for a conference or an office manager arranging a workshop, you don’t need fancy design software to make professional, personalised name tags. In this friendly guide, we’ll walk through creating an A6 or A7 name badge template in Word – step by step. By the end, you’ll have badges that look great, are easy to read, and even align with your sustainability goals. Let’s get started!
Step 1: Choose the Perfect Badge Size (A6 vs A7)
When it comes to badge size, A6 and A7 are popular choices in Australia for event name tags. Not sure which one you need? Here’s the lowdown:
A7 (74 mm x 105 mm): This is the standard name tag size (about a quarter of an A4 sheet). It’s compact and ideal for most corporate events where you want badges visible but not bulky. Think of A7 as the size of a bank card – easy to clip on and wear all day.
A6 (105 mm x 148 mm): About double the area of A7, A6 badges offer more real estate for information and branding. These are great for conferences or events where you might include logos, QR codes, agenda info, or longer names/titles. An A6 badge is roughly postcard-sized, giving you extra room to play with design elements.
Tip: If you’re unsure, start with A7. Print a test name on an A7 layout and see if everything fits comfortably. If it feels cramped (for example, if you have a long event name, multiple logos, or participants with lengthy job titles), you can size up to A6.
Also consider orientation:
Portrait (vertical) badges offer more depth – good for long names or multiple lines (like name, title, company).
Landscape (horizontal) badges offer more width – handy if you want to include a wide logo banner or side-by-side elements.
Choose the orientation that best suits your content. There’s no wrong choice, just what works for 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
Microsoft Word has a couple of handy methods to create a page of name badges: you can use the built-in Labels feature or set up a custom table. We’ll cover both:
Method 1: Using Word’s Labels Feature (quick and precise for standard layouts) support.microsoft.com
Open Word and go to the “Mailings” tab on the ribbon. Click on “Labels.” This opens the Envelopes and Labels dialog.
Click the “Options” button, then “New Label.” Here, you can define a custom label size which we’ll use for the badges. Name your new label “A6 Badge” or “A7 Badge” accordingly.
Enter the dimensions for your badge (Width and Height) as determined in Step 1. For example, width = 105 mm and height = 148 mm for A6, or 74 mm x 105 mm for A7. Set the page margins and number of labels per row/column if needed (for A6 on A4 paper, you might fit 2 per page; for A7, up to 4 per page).
Click OK to save the label definition, then back in the Labels dialog, click “New Document.” Word will create a new document with a table layout matching your badge size
. Each cell in the table is one badge. If you don’t see cell borders, go to Layout > View Gridlines so you can see the badge outlines.
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.
Now you have a blank badge template set up to the right size.
Method 2: Using a Table Manually (good for custom layouts or if you prefer manual control)
Set Page Size: Open a new Word document. Go to Layout (or File > Page Setup on older versions). Choose the paper size that matches your badge sheet. If you plan to print on A4 paper and cut out badges, you might keep A4 as the page size, but adjust margins to fit badges. Alternatively, set a custom page size to one badge and you’ll print multiple pages. For simplicity, let’s assume you’ll print multiple badges per A4 sheet – set page size to A4 and use narrow margins to maximize space.
Insert a Table: Go to Insert > Table and create a table with the number of rows and columns you need (e.g., 2x2 for four A7 badges on an A4 page, or 2x1 for two A6 badges on A4). Each cell will be one badge.
Set Cell Size: Click inside the first table cell. Go to Table Properties (right-click the table > Table Properties). Set the row height and column width of the cells to match your badge dimensions (74x105 mm for A7, or 105x148 mm for A6). Ensure you’ve unchecked “Automatically resize to fit content” so the cells stay at fixed size.
You should now see a table layout on your page representing your badges. If the table doesn’t fill the page as expected, adjust the margins or spacing accordingly. You might have some blank space if the badge sizes don’t perfectly tessellate on A4, and that’s okay.
Both methods achieve the same result: a Word document formatted with badge-size rectangles ready for your content. The Labels method is a bit quicker since Word does the table for you, while the manual table gives you flexibility if you have a very custom paper or layout.
Pro Tip: Save this document as “EventBadgeTemplate.docx” so you can reuse it for future events. You’ve done the setup work – next time you’ll jump straight to designing.
Step 3: Design Your Event Badge Content
Now for the fun part – designing the badge itself. Here are the key elements and tips for making a name tag that’s both attractive and functional:
What Information to Include
Attendee Name: This is the star of the show. Use the full name, and consider making the first name extra prominent. We suggest using a large, bold font for names. Aim for readability from a few meters away – in practice, that often means at least ~36–48 pt font or bigger for first names. (In fact, some experts recommend first names in 48–72 pt range for conferences, especially if you really want them seen at a distance.) The last name can be slightly smaller or on the same line depending on design, but still clear. Remember, a name badge’s main job is to help people remember names without awkward squinting.
Job Title and Company/Organization: This can be in a smaller font (say 12–18 pt, depending on space). It’s secondary information, usually placed below the name. It provides context (“Ah, that’s Lara from Marketing at XYZ Corp”). Keep it short – if someone has a very long title, you might use a second line or a smaller font to fit it neatly.
Event or Company Logo: Including the event logo and/or your organisation’s logo adds branding and a professional touch. This can go at the top or bottom of the badge, or even as a faint background image. Just ensure it doesn’t overpower the attendee’s name. A common approach is placing the event logo at the top center or top-left corner.
Event Details (Optional): Some badges include the event name, date, or location (especially for multi-day conferences or festivals). This is optional and often in small text at the very top or bottom. It can help serve as a souvenir or for attendees who go to many events to recall which is which.
QR Code (Optional): Many modern events add QR codes to badges. Scanning a QR might pull up the attendee’s LinkedIn, the event schedule, or a feedback form. If you want to include a QR code, ensure you leave a clear space for it (typically one corner of the badge). Make it at least 2×2 cm so that it’s easily scannable. This can be a neat way to add interactivity to an otherwise static badge.
Pronouns or Other Info (Optional): Depending on your event’s culture, you might include pronouns (e.g., “She/Her”) or a category (like track or team name) in a small font. Only include extra details if they serve a purpose for your attendees – less is more, so the badge doesn’t get cluttered.
Need More Tips? See our indepth design guide with visuals
Design Tips and Best Practices
Font Choice: Stick with clean, sans-serif fonts for maximum legibility. Fonts like Arial, Helvetica, Calibri, or Verdana are great because they are easy to read at a glance. Fancy or cursive fonts might look pretty on screen, but they can be hard to read on a badge, especially in dim conference halls or busy expo floors. Save the artistic fonts for other materials; for name tags, clarity wins.
Font Sizing Hierarchy: Establish a clear hierarchy. For example, Name: 48 pt, Bold, Title/Company: 28 pt, Regular, Other info (like pronouns or table number): 18 pt Italic. This way, someone’s eyes immediately catch the name first, then the supporting info. Test by looking at it from about an arm’s length or two away – can you read the name easily? If not, go bigger.
Alignment and Spacing: Center alignment often works well for text on a badge, but left-align is okay too for a modern look (like name left, logo right, etc.). Just avoid chaotic placements. Ensure there’s enough whitespace (margin) around the edges of the badge so text isn’t crammed to the border. A badge that’s too full is overwhelming; breathing room makes it look polished.
Use Shapes or Lines: Word lets you insert shapes, lines, and icons. You can use a simple line or divider to separate the name from the title, or a colored shape as a background accent. For instance, a light color band across the bottom could hold the company name or a sponsor logo. Just be careful not to distract from the main info. Design elements should frame the content, not compete with it.
Consider Guest Comfort: If your badges will be worn with lanyards or clips, remember not to put essential info at the extreme bottom where it might be obscured by a badge holder or lanyard clip. Also, avoid designs that require people to tilt or turn the badge to read (e.g. text going vertical).
If you need some creative inspiration, there are plenty of name badge design examples on sites like Dribbble and Behance with free templates and ideas. But even with basic Word shapes and fonts, you can achieve a sleek look by following the principles above.
Step 4: Add a Splash of Colour (Wisely!)
Color can take your badge from bland to beautiful – but it can also affect readability, so choose carefully:
Stick to a Simple Palette: It’s usually best to use 1 to 3 main colors. Often, using your company or event brand colors is a smart choice (and it reinforces branding). For example, if your company’s colors are blue and white, you might use blue text for the name or a blue border on the badge. Too many colors can look chaotic and unprofessional. A unified scheme looks tidy and intentional.
High Contrast = High Legibility: Always ensure the text strongly contrasts with the background. If your badge background is white or light, use black or dark-colored text. If you have a dark background, use white or a light color for text. The goal is that someone can read the name in low light or from a distance without strain. A common mistake is using, say, a medium blue text on a slightly lighter blue background – it might look stylish on screen, but from a meter away it’s hard to read. Test print if using colored backgrounds or text to be sure.
Color Psychology (for the curious): Colors subtly influence how we feel. Blue conveys trust and professionalism (popular for corporate events), green suggests growth or sustainability (great for eco-themed events), red can signal excitement or urgency (good for attention, but use sparingly so it doesn’t overwhelm), yellow is cheerful and warm (but use on text cautiously – it can be hard to read on white), orange feels friendly and energetic, and purple can feel creative or premium. You don’t need to deep-dive into theory, but be mindful: a neon pink badge will set a very different tone than a navy blue one. Choose what aligns with your event’s vibe.
Keep Accessibility in Mind: Some attendees might have color vision deficiencies. A classic example: red-green color blindness. If you use red text on a green background, that text might virtually disappear for some people. As a rule, avoid problematic combos like red/green, green/brown, blue/purple in critical areas. Also, patterns or watermarks behind text can reduce contrast – it’s safer to keep the area behind text solid or very subtly patterned.
In short, use color to highlight and complement, not to obscure. A pop of color on a name or a border can make the badge look lively, but always double-check that the key info (names!) stand out crisply.
Step 5: Print and Test Your Badges
After all that design effort, you’ll want to make sure the badges print perfectly. Here’s how to ensure a smooth print run:
Use Quality Paper or Card: For a professional feel, print on a sturdy paper or light cardstock that’s compatible with your printer. Standard office paper (80gsm) is a bit flimsy for name tags. Aim for 200gsm or higher weight paper, or use purpose-made blank name badge stock if available. (Some office supply stores carry A4 sheets of perforated cards in A6 or A7, which can be handy.)
Test Print on Plain Paper First: Before you hit “Print All” on 100 badges, do a single page test on regular paper. This lets you check alignment, margins, and that nothing is getting cut off. Print one page, cut out a badge, and see how it looks at actual size. Is the text clear? Does everything fit? This step can catch issues like text running too close to the edge or a mis-positioned logo. It’s much easier to tweak your Word file now than to realize a mistake after printing a whole batch.
Check Your Printer Settings: In Word’s print dialog, make sure the paper size and orientation match your design (e.g., A4 paper, portrait orientation). If you set a custom page size for each badge, ensure your printer can handle that or adjust to print multiple per sheet. For label templates, Word should handle the layout, but it never hurts to glance at the print preview.
Print a Small Batch First: If you have a lot of badges, consider printing a handful (5-10) first and verifying the output. Ensure the ink coverage is good (solid blacks, vivid colors), and that front/back (if you print double-sided) align correctly. This can also help avoid wasting a whole ream if the printer toner is low or if the cardstock feeds differently than expected.
Cutting and Assembly: If you printed multiple badges on one sheet, use a guillotine or craft cutter for clean, straight edges. Scissors work in a pinch but can yield wavy lines – not ideal when you want a neat, professional look. If using pre-perforated badge paper, carefully detach the badges. Attach lanyards or clips as needed. For clip-on plastic holders, just slide the paper badges in (and remember, Terra Tag and sustainability fans – try to avoid single-use plastic holders if possible!).
Bonus Tips: Make Your Badges Shine (and Stay Green)
Keep it Simple: It’s worth repeating – simplicity wins. An uncluttered badge with clear text will always “outperform” a complicated, art-heavy badge when it comes to real-world use. Attendees will thank you when they can read each other’s names easily during networking.
Ask for Feedback: If you have colleagues around, show them a printed sample. Do they immediately see the person’s name and info? Getting a fresh pair of eyes can catch things you might overlook (like “Hey, maybe use a lighter blue for better contrast,” or “This font is great!”).
Plan for Spares: Print a few blank badges or ones with common surnames, etc., in case of last-minute registrations or reprints. Having a small stash of extras at the event (along with a marker or printer on-site) can save the day when an unexpected guest shows up or someone loses theirs.
Think About After the Event: As a sustainability-conscious organiser, consider what happens to these badges when the event is over. Name tags are often tossed out – which is why Terra Tag advocates for eco-friendly options. If you use paper badges (as we’ve created here) and avoid plastic covers, your badges are recyclable. Even better, you could opt for badges made from seed paper (which attendees can plant) or recycled paper materials for an even greener approach. (Yes, we happen to know a thing or two about that!) For instance, avoid plastic lamination – it makes the paper non-recyclable. A well-designed paper badge can still look top-notch without a plastic sleeve, especially if printed on good cardstock. Pair it with a biodegradable lanyard, and you’ve drastically cut down the event’s waste.
Mail Merge for Bulk Names: If you have a long attendee list in Excel and want to automate placing each name into the badge template, Word’s Mail Merge can be your friend. It’s a more advanced move, but worth it for big events to avoid typing each name. In Word, go to Mailings > Start Mail Merge > Labels, select your badge template, and then import the Excel list. This way, Word will generate a badge for each name automatically. It might take a little practice, but it’s a lifesaver for creating hundreds of badges efficiently. (Plenty of tutorials online if you want to try this.)
Final Thoughts
Creating custom name badges in Word is totally doable – and you don’t need to be a graphic designer to get great results. By picking the right size, keeping the design clear, and following the steps above, you’ll produce badges that make introductions easier and your event more personable. Plus, with a few eco-friendly choices, you can reduce waste while you’re at it.
Remember, a name badge is a small thing that can have a big impact on event experience. When someone squints at a tiny name tag, that’s a missed connection. But with a well-crafted badge, you’re saying “We’ve paid attention to details” – and that reflects on your whole event or brand. So give yourself a pat on the back for tackling those details!
Need sustainable conference name badges for your next event? Terra Tag has you covered with eco-friendly options. We offer plantable seed paper badges and recyclable paper name tags – complete with biodegradable lanyards – so you can make your event greener without any extra hassle. Check out our range of sustainable name badges to elevate your event and reduce its carbon footprint. Here’s to an event that’s memorable for all the right reasons!
