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.
- 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.
- 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
Note: For our
purposes here, it is assumed that you are familiar with the Mail Merge process
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.
- Insert your
Mail Merge fields.
- 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.
- Select the
entire column of labels, and click Center alignment.
- 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.
- 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
- Click at the top of the first table cell. Click Insert > Picture > From file... on the
Menu Bar. Find your graphic, and insert it.
- Click to select the graphic. Then click Format > Picture on the Menu Bar, and select the Layout tab.
- Select In Front of Text and select Center Horizontal
Alignment — but don’t click OK yet!
- Click the Advanced... button.
- Un-check the Move object with text option. Leave Allow
overlap checked. Click OK, and OK again.
- 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.
- 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
- Return to the graphic in the first cell and select it.
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.
- Go to the Drawing Toolbar (which runs at the bottom of the
Word window) and click Draw > Order > Send Behind Text.
- Repeat for the other two labels.
- If necessary, use Shift + Enter to re-position the text
exactly where you want it.
Merge Design Doc – Graphics
on the Mail Merge toolbar, and click Merge... . A window
- Make sure you
are merging to a New Document, and All records are selected.
Then click the Merge button.
formatting adjustments to individual labels as needed.