Long names don't fit or get cut off
A template that looks right for “Amy Li” breaks for “Alexandra Montgomery-Fitzgerald” or “歐陽志明 Au Yeung Chi Ming”. Mail merge, Canva-style bulk tools and InDesign data merge all use one fixed text size, so long names overflow the box, wrap onto a second line or are cut off.
How to fix it
- Find the longest name in the list before you design (sort by length in Excel with =LEN()), and size the name box for that one.
- If one size can't fit everyone, use a smaller size or a two-line layout for the few longest names instead of shrinking everybody.
- Check every page of the preview — not just the first few — before printing.
In Zavemate: Each name is sized to fit its own badge or certificate, so short names stay large and long names shrink only as much as they need. Any name shrunk a lot is listed for you to check on the proof.
Each certificate needs to be its own PDF, named after the person
For emailing certificates you need one file per person — but Word mail merge produces one long document, and design tools often export one combined PDF. Splitting it by hand and renaming 200 files takes hours.
How to fix it
- In Word, merge to a new document and print to PDF, then split it in Acrobat (Organize Pages › Split) — the files still have to be renamed by hand.
- A macro or script can save each record separately with the name in the file name; this needs some setup and testing.
- Use a tool that exports individual files directly.
In Zavemate: You get a print-sheet PDF for printing and a ZIP with one PDF per person, named with a number and the person's name (for example 001-Amy-Li.pdf), so they are ready to attach to emails.
Mail merge repeats the same name, or some fields stay empty
When several badges or labels share one page in Word, every badge after the first needs a «Next Record» field — without it the whole sheet shows the same person. Fields also stay empty if the column heading in Excel changed after the merge was set up.
How to fix it
- Use Mailings › Update Labels after editing the first label, so «Next Record» is copied to every other label on the page.
- Keep the Excel headings short and unchanged (Name, Company, Table) and make sure the first row is the heading row.
- Use Preview Results and click through several records — not just the first — before you finish the merge.
In Zavemate: There is no merge to set up. Open the CSV or Excel file, choose which column is the name and which columns print, and the whole sheet is laid out with every person in order.
Chinese and English names on the same badge
Bilingual names are longer, and fonts are a common trap: a font without Chinese characters shows empty boxes (□□□), a system font can be swapped when the file is opened on another computer, and mixing two fonts makes the Chinese and English look mismatched.
How to fix it
- Use one font that covers both Chinese and English, such as Noto Sans TC (free and open source), and embed it in the PDF.
- Put the Chinese and English names in separate columns, so you can show them on two lines or choose which one prints.
- Open the final PDF on a different computer or phone before printing to check that no characters are missing.
In Zavemate: The files use Noto Sans TC, embedded in every PDF, so Traditional Chinese and English print the same on any computer. Bilingual names are fitted like any other name.
Prints come out shifted, too small or don't match the cut lines
The most common cause is the print dialog: “Fit to page” or “Shrink oversized pages” scales the file down a few percent, so badges no longer match the holder size or pre-cut sheets. Printers also differ by a millimetre or two.
How to fix it
- Always print at 100% / Actual size, never “Fit to page”.
- Print one test sheet on plain paper and hold it against the badge holder or pre-cut sheet before printing the rest.
- Leave a small margin inside each badge so a slight shift doesn't cut into the text.
In Zavemate: Files are made at actual size on A4 or A3 with cut lines, and the proof shows every sheet exactly as it will print. Print it at 100% / Actual size and the badges match the size you chose.
The list itself is messy
Lists from registration forms often have blank rows, extra spaces, names in capitals, or columns such as email and phone that shouldn't print. Excel can also change data on its own — turning some text into dates or dropping leading zeros.
How to fix it
- Remove blank rows and use =TRIM() to clear extra spaces; =PROPER() fixes names typed in capitals (check names like McDonald by hand).
- Set columns such as ID numbers to Text before pasting, so Excel doesn't change them.
- Keep the columns you don't want to print — just don't place them on the design.
In Zavemate: Rows without a name are skipped, and you choose which columns print — email or phone can stay in the file. Names can be edited, added or removed in the page, and the list never leaves your browser.
Someone's name changes after you've printed
Late registrations, spelling corrections and replacements arrive right up to the event. With a manual workflow, every change means opening the template again and hoping the layout still matches.
How to fix it
- Keep one master list and make all changes there, not in the finished file.
- Save the design as a template so a late badge comes out identical to the rest.
- Print a few blank badges or certificates in the same design for walk-ins.
In Zavemate: Edit the list and make the files again with the saved design. Within 7 days, only the names you added use credits.
