Used Publisher to create nametags for events...suggestions for new program...Word is too cumbersome!

Question

Used Publisher to create nametags for events...suggestions for new program...Word is too cumbersome!

Susan Shipman 20

We have used Publisher for years to print nametags for large and small events. 20 nametags to 500 nametags. Was so easy to create one label, complete the mail merge and then print six tags to a sheet in minutes. We use paper from pcNametag.

Have been trying to use the Word version of mail merge and having to set up a whole page, then make sure you use "Next Record" but not in certain instances or your record will disappear is not going to be a long term solution.

Has anyone found another program or template for printing nametags that is easier. We were spoiled by Publisher and it's too bad Word didn't incorporate those functions into its program prior to retiring Publisher.

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Answer accepted by question author

Ruby Nguyen 3,640 Independent Advisor

Good day Susan,

Since Publisher reached end of life, Word is Microsoft's recommended option for mail merge labels and I understand why it feels more complicated for this task. In Word, labels are arranged in a grid, so the Next Record rule is used to move to the next person in the data source.

Here are some options you may consider:

Option 1: Simplify the Word mail merge process

I recommend checking whether you are using Update Labels instead of manually managing Next Record fields.

Prepare your attendee list in Excel with columns such as First Name, Last Name, Company and Title.
In Word, select Mailings > Start Mail Merge > Labels.
Choose the matching label size. If it isn't available, select New Label and enter the label dimensions.
Select Recipients > Use an Existing List and connect your Excel file.

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Design only the first nametag and insert the required merge fields.
Select Update Labels. Word will copy the layout to all labels and add the required record sequencing automatically.

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Select Preview Results to verify several records.
Select Finish & Merge and print a test page before printing the full batch.

Once the layout is working correctly, save the document and reuse it for future events by connecting a new attendee list.

Option 2: Use Microsoft Access

If Microsoft Access is included with your Microsoft 365 subscription, you can try the Label Wizard.

Import or link your Excel attendee list.
Select the table that contains the attendee information.
Go to Create > Labels.
Choose the label size or create a custom size.
Add the attendee fields to the sample label.
Complete the wizard and review the output in Print Preview.
Print a test sheet before printing the full batch.

Access automatically generates one label per record, so you don't need to manage Next Record fields manually.

I completely understand how these limitations in Word can feel disruptive. It’s not just about aesthetics; these differences can genuinely affect how smoothly you work and navigate your day.

As a forum user, I hope you understand that I don’t have the ability to modify or escalate product issues directly. However, I strongly recommend submitting your feedback through the Word · Community. This is the most effective way to ensure your voice reaches the product team and can be considered for future improvements. Once you've submitted your feedback, feel free to share the link here in the comments. I’ll be happy to upvote it to help bring more visibility.

I hope these suggestions help reduce some of the inconvenience. If you have any questions, please don’t hesitate to reach out at any time.

Thank you for your patience and understanding.

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4 additional answers

Answer 1

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Answer 2

Stefan Blom 357.2K MVP Volunteer Moderator

You can continue using Publisher if you can get an older perpetual license which includes it, for example Office Professional 2021. If you decide to purchase that version, be very careful, because there are many scammers out there. (Office Professional 2021 is no longer sold by Microsoft.)

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Answer 3

Microsoft doesn't have an app specifically for making labels. In your situation, I would employ artificial intelligence. I have received outstanding help from AI, so I highly recommend it. (I like ChatGPT.)

Working with artificial intelligence is no different than working with a live person: The more clearly you can express yourself, and the more relevant detail you can provide, the better an answer you'll get. Sometimes you'll need some back and forth with AI to get all the information you want, but that's also true when you work with a live person.

Here is a prompt that I created for you, which you can customize for your particular needs:

I use Windows 11 on a PC. I need to create nametags for events. A single event may require as few as [20] nametags or as many as [500]. These nametags will be printed by a [laser printer, inkjet printer, some other kind of printer] on [pc/nametag labels, Avery labels, card stock, something else]. The nametags can have these dimensions: [X in. x Y in.] and [A in. x B in]. Please recommend some appropriate apps that I can use to create these labels on my PC.

Answer 4

Avery Design & Print is the most practical alternative to test for this workflow because it provides ready-made label templates and data import without requiring Word’s manual “Next Record” layout.

Recommended workflow: Avery Design & Print

Identify the exact pc/nametag stock number and dimensions.
Some pc/nametag 4-by-3-inch, six-per-sheet inserts are compatible with Avery template 5392, but verify this against the packaging or product page before selecting the template.^1^
Open Avery Design & Print, search for the matching Avery template number, and choose a blank design.^2^
Create one badge design with the required logo, formatting, and variable fields.
Import the attendee spreadsheet rather than manually duplicating badges. Keep simple column headings such as:
- FirstName
- LastName
- Organization
- Title
Map each spreadsheet column to the appropriate text object, preview several sheets, and check that long names fit.
Print one test page on plain paper at Actual size/100%. Hold it behind the pc/nametag sheet to confirm margins and spacing before using the badge stock.

This is the closest option in the available information to Publisher’s “design one badge, merge the list, print six different records per sheet” process. pc/nametag also supplies downloadable templates and mail-merge guidance, although its documented Microsoft workflow uses Word.^3^

If events require on-site check-in and immediate printing

Consider pc/nametag BadgeStream instead of a general desktop-publishing program. It is intended for event check-in, badge design, and badge printing, so it is more appropriate when attendees register or arrive on site rather than when all six-up sheets are printed beforehand.^4^

Confirm with pc/nametag whether BadgeStream supports your existing six-per-sheet paper and printer; the available product information does not establish that compatibility.

Publisher timeline and other alternatives

Publisher remains usable with its current Microsoft 365 functionality until October 1, 2026. Microsoft recommends Word for labels, but it does not provide a direct Publisher replacement with the same workflow. Microsoft 365 subscribers will lose Publisher access as its removal rolls out after that date; perpetual Publisher versions can continue to run, but support ends in October 2026.^5^

Since Word’s label merge has already proved too cumbersome, the sensible transition is:

Continue using Publisher for current events while testing Avery Design & Print.
Re-create the standard badge design as an Avery template.
Run a realistic test with long names and several hundred spreadsheet records.
Save important Publisher originals and export finished designs to PDF before Publisher retirement.

Affinity Page Layout and LibreOffice Draw are broader page-layout alternatives, but the available guidance does not confirm an equally streamlined spreadsheet-to-six-up-name-badge merge. They are therefore less compelling for this specific task.^6^

References