Guest list workflow
How to Make Wedding Place Cards from an Excel Guest List
Put one guest on each row, keep the six supported fields in separate columns, then import the XLSX or CSV file in Add Data to generate personalized place cards in one batch.
A clean workbook is faster to review than dozens of individually edited cards. The guest name drives each card; the other fields add table context, food indicators, and useful grouping data where the selected layout supports them.
STEP 01
Prepare the six guest-list columns
Use one header row and one row per guest. WedPapers can normalize common header wording, but clear labels make the import review easier.
| Column | What to enter | How WedPapers uses it |
|---|---|---|
| Guest Name | The name that should appear on the card | Creates the personalized guest record and printed name |
| Table Number | The guest’s final assigned table label | Can appear on cards and is required by table-finding pieces |
| Meal Choice | Beef, chicken, vegetarian, or your own service label | Can map to a controlled meal indicator |
| Dietary | Dietary requirements such as vegan or gluten-free | Can map to controlled dietary indicators |
| Allergy | Allergy information that your team needs to retain | Can map to controlled allergy indicators |
| Party / Group | Household, family, or another planning group | Keeps the group identity in the structured guest list |
STEP 02
Clean the workbook before import
Remove decorative title rows, merged cells, and blank spacer rows. Keep the final spelling and table label in the same row as each guest.
- One guest per row
- One value type per column
- Final spelling and capitalization checked
- Table labels consistent, such as 01–12 or Oak–Willow
- Meal and dietary labels written consistently
- Workbook saved as XLSX or CSV
STEP 03
Select Design and the Place Card format
Open Place Cards in the Maker. In Select Design, choose a supported flat or folded format, confirm the print setup, and select a built-in template or eligible uploaded artwork.
- — Format and print setup are chosen before layout adjustments.
- — Uploaded artwork must be PNG or JPG and is used as a locked background.
STEP 04
Import the file in Add Data
Move to Add Data, choose file import, and select the XLSX or CSV file. Review the normalized guest rows instead of assuming every source header or value was interpreted correctly.
- Confirm the total guest count
- Open several short and long names
- Check that table and food fields stayed with the correct person
STEP 05
Review in Preview & Export
Use Component Preview to inspect individual names and Print Preview to inspect the imposed sheet. Download a watermarked proof PDF for free when you need an offline check. A one-time unlock for Place Cards enables print-ready PDF exports for that covered piece in the current Wedding Project.
- Inspect the longest guest name
- Confirm front and back behavior for folded cards
- Check paper size and orientation
- Proof spelling, table labels, and indicator meanings