How to create nametags from the registration list, in Word 2002.
Allen Hopkins, 23 Mar 2001
Last updated: 19 Mar 2004

Quick summary

In order to create the badges you need to get the registration data from the web site, save it as a text file, then import this text data into a badge template file (Microsoft Word), do a bit of editing, save the file in a rough form, then re-edit and save the file as three different files which you will use to print out the badges. For badges we use Avery #5384 card stock (3" x 4").

The Registration Data

1. Create a folder on your computer where you will store all the files pertaining to the new badges.

2. Go to : http://www.gigascale.org/gsrcj/workshoplist.jsp

3. On the row for the workshop you're interested in, click the "MailMerge List" button.

4. Save as text: You'll see the registration information appear on the screen, in a somewhat non-human-readable form. Pull down the File menu and select "Save As". In the "Save As..." dialog box that appears, go to the folder you created in step #1, where you will want to save the registration list, and before saving the file change the file name to something ending in ".txt". You might want to name the file after the workshop, or the date of the workshop, or whatever is useful. If using a date for the name, I suggest starting with the 4-digit year, then the 2-digit month, then the 2-digit day. That way, the files you save will be ordered by date when they're ordered "alphabetically".

The "Rough" Badge File

5. Decide which type of badge you want to make and download the appropriate template file into the folder you created in step #1. There are three types, each is different with respect to how it displays the registrant's theme in the lower portion of the badge. Note: Option #3 is only possible if the registration page had been set up to properly acquire each registrant's theme information.

Badge Options	Template File to Use	Samples
#1. No Mention of Theme: Themes are not addressed in the lower portion of badge	badge-no-themes.doc
#2. Single Theme: Use this file when badges are for a single theme. For the sample at right the theme(s) mentioned are "Calibrating Achievable Designs & Constructive Fabrics".	badge-single-theme.doc
#3. Multiple Themes: Use this file when it is desired that several themes are mentioned in the lower portion of each badge. Note: This option only functions when the Registration page has been set up so that registrant's are forced into selecting a "preferred" theme.	badge-multiple-themes.doc

6. Once you've downloaded the appropriate template file, open the file in Microsoft Word. Don't worry if the file already seems to have incorrect registrant information the badges.

7. Edit the workshop information near the top right of each badge. Make sure that the words nestle all the way against the right margin of the badge. To achieve this, simply add space in front of the words to push the text right, or remove space in front to push the text to the left. Below (left) are some examples of the information we have placed in the upper right corner of the badge:

8. If you're generating badges for a single theme, then you can now edit the lower section of each badge so that the theme(s) you wish to display is shown. Each occurrence of the theme wording will have to be edited separately on each individual badge.

9. In the "Tools" menu, select "Letters and Mailings", then "Mail Merge Wizard..." The Mail Merge Wizard window will appear in the right panel of the Microsoft Word window.

10. In the Mail Merge Wizard Panel click on the link, "Select a different list..." This will conjure a "Select Data Source" window. At the very lower extreme of this window you will see a Drop-Down list labeled: "Files of type:". Use the Drop-Down arrow and select "All Files (*.*)". Then, at the very top of the window there is another Drop-Down arrow labeled: "Look in:". Click on the Drop-Down arrow and navigate your way to the text file you created in Step #4. Select the text file and click the "Open" button. This opens the "Mail Merge Recipients" window. Click "OK" and close this window.

11. In Microsoft Word's "Mail Merge Wizard" (right panel), at the very bottom right of the screen, you will see an item labeled, "Step 3 of 6". Click on the link, "Next: Arrange your labels". You are now in "Step 4 of 6".

12. In "Step 4 of 6" click on the link, "Next: Preview your labels". Now you are in "Step 5 of 6".

13. In Step 5 of 6" click on the link, "Next: Complete the merge". Now you are in "Step 6 of 6".

14. Toward the top of the "Mail Merge Wizard" (right panel), click on the link, "Edit individual labels..." This will open up a window labeled, "Merge to New Document". Select "All" and click "OK".

15. From the "File" menu select "Save as..." and save the file in the folder you created in step #1. Name the file something like "badges-dec2002-rough.doc". This file is the badges file you will be using to print out the badges.

The Main File

16. Edit the saved file as you see fit, removing middle initials from the names of participants, etc. A few common corrections to be solved using the "Find and Replace" feature in the Editing menu of MS Word:

• "None" - Some people fail to select a theme, and are thus relegated "None" as their theme. Unless you wish to place something else there, do a find and replace, substituting nothing for "none".
• The name of one of the newly added universities fails to fit within the space of the name tag TO fix this do a find and replace, replacing "University of Illinois at Urbana-Champagne" with "Univ. of Illinois at Urbana-Champagne".
  

17. From the "File" menu select "Save as..." and save the file as something like: "badges-dec2002-complete.doc".

The Blank File

18. Edit the file once more to create a blank file for printing blank badges. To do this you should select and delete all the information from pages #2 and above. This will leave you with page #1 filled with badges and page #2 a blank page. For some reason it's not possible to delete page #2 entirely, but at least if it's empty you won't waste badge paper, as printing the blank page will not damage the stock. To complete the blank badges page carefully delete all the information particular to individuals. The reason to do this carefully is to preserve the formatting. By deleting characters one at a time you can preserve this formatting.

19. Once all the name and company information is removed, select "Save as..." from the "File" menu and save the file as something like: "badges-dec2002-blank.doc".

The Orphans File

20. Often it seems like there are a few individuals who didn't register in time, but who still require badges. Lorie often has a list of these people in an Excel file or written down somewhere. The orphans file can be used to generate badges for these people. To generate this file open the "Blank file" and type in the names and company information on the blank badges. Assuming you carefully generated the Blank file the correctly, the information should appear correctly formatted as you type it in. Once this page is completed, select "Save as..." from the "File" menu and save the file as something like: "badges-dec2002-orphans.doc".

Printing the Badges

21. To print the badges simply open the files in word and print them making sure to place the badge paper stock in the tray beforehand. Also, it's a good idea to print only the first page of the job before printing the entire file. If there is a mistake or if the badge paper is improperly oriented in the paper tray this will prevent wasting a large amount of badge stock.

Job Completed!

22. From the bottom drawer of your desk retrieve the flask of whisky. Drink slowly, but deliberately, making sure not to spill any drops on your freshly-printed badges.