How to Place Graphics Behind Mail-Merge Text Fields on Name Badges

Let’s say you are asked to prepare name badges for the attendees of an upcoming business conference. You have already created a database of the conference attendees’ names, titles, and respective companies. You will merge that database with a Word document (using the Mail Merge Helper) to create the name badges. But when your manager asks you to place a graphic as a background on each badge, you get stuck.

So, let’s see if we can get you un-stuck.

1. It is very helpful to see the fields and borders on the page. Click Tools > Options… > View tab. Select Field Shading: Always and check the Text boundaries box.
   
   
2. Start with a blank document, and use the Mail Merge Helper (Tools > Mail Merge…). In Step 1 of the Helper, create Mailing Labels in the Active Window.

Note: For our purposes here, it is assumed that you are familiar with the Mail Merge process in general.

3. In Step 2, open your Data Source and set up your Main Document. For illustrative purposes, let’s use the Avery Neck Hanging Badge – Name Badge. These labels are 3” High and 4” Wide, and they display three to a page.
   
   
4. Insert your Mail Merge fields.
   
   
5. Click Merge in Step 3 of the Helper. The data will merge to a new document. However, you don’t want to be there yet—so simply close the new document without saving it to return to the main merge document.
   
   
6. Select the entire column of labels, and click Center alignment.
   
   
7. Format the text (color, font, size, etc.).

Note: Name badges must be legible from a distance. Resist the urge to use wacky fonts! Make sure the font size is large, and the colors you select are practical.

8. Click in the first cell immediately preceding the first field. Press Shift + Enter a few times to move the text down towards the middle of the label cell. Do the same in the other two label cells.

Note: You must press Shift + Enter for the first return in the first cell. (Try just hitting Enter, and you’ll see what happens.)

Merge Design Doc – Fields

9. Click at the top of the first table cell. Click Insert > Picture > From file... on the Menu Bar. Find your graphic, and insert it.
   
   
10. Click to select the graphic. Then click Format > Picture on the Menu Bar, and select the Layout tab.
    
    
11. Select In Front of Text and select Center Horizontal Alignment — but don’t click OK yet!
    
    
12. Click the Advanced... button.
    
    
13. Un-check the Move object with text option. Leave Allow overlap checked. Click OK, and OK again.
    
    
14. Make sure the graphic is still selected. Resize it and drag it around to fit it exactly the way you want it in the label cell.
    
    
15. Hold down Ctrl and drag to copy the graphic onto the second cell and then again onto the third cell. (There’s no use going through all the previous steps again unnecessarily.)

Note: Click Tools > Options > View > Object Anchors to see the graphic’s anchor. It should rest next to the cell where you are placing your graphic.

16. Return to the graphic in the first cell and select it.

IMPORTANT! Make sure the graphic is centered and aligned properly, because after you complete the next step, you won’t be able to access the graphic again.

17. Go to the Drawing Toolbar (which runs at the bottom of the Word window) and click Draw > Order > Send Behind Text.
    
    
18. Repeat for the other two labels.
    
    
19. If necessary, use Shift + Enter to re-position the text exactly where you want it.
    

Merge Design Doc – Graphics

20. Turn on the Mail Merge toolbar, and click Merge... . A window appears.
    
    
21. Make sure you are merging to a New Document, and All records are selected. Then click the Merge button.
    
    
22. Make formatting adjustments to individual labels as needed.

End Result!