How to create certificates from an Excel list (2026)
Put one person per row in Excel with a header row (First name, Last name, Course, Hours, Date, Email), design one certificate with fields such as {{First name}} in place of the name, then merge so that each row produces its own PDF named after the person. Word can merge the certificates but writes them into one document; getting separate, named PDFs needs Acrobat, a macro, or a tool that generates the files directly from the spreadsheet.
Step 1: prepare the spreadsheet
| Column | Example | Why |
|---|---|---|
| First name | Maria | Printed on the certificate, used in the file name |
| Last name | García | Same |
| Course | Workplace First Aid | Course title on the certificate |
| Hours | 8 | Duration line |
| Completion date | 9/12/2026 (Excel date) | Printed in the format you choose |
| maria@example.com | For sending each file afterwards |
Keep one header row, no merged cells, and no blank rows in the middle. If a title line sits above the headers, set the header row number in the tool or delete the title line. Microsoft's data source guide also warns that codes with leading zeros, such as 00399, lose them in a Word merge unless the column is formatted as text.
Step 2: lay out the certificate
In the certificate generator, choose the Certificate (landscape) preset. It sets a double frame, a centered title, centered body text and vertical centering. Then:
- Replace the body with your wording and click the field buttons to insert
{{First name}} {{Last name}},{{Course}}and{{Hours}}. - Add a logo and a scanned signature (PNG or JPG). Both stay on your computer.
- Use
{{#}}for a running number, for exampleCertificate No. 2026-{{#}}. - Set the file name pattern, for example
{{Last name}}_{{First name}}_certificate.
Step 3: check before you download
The tool shows, for the whole list:
- template fields that do not exist in the spreadsheet (download is blocked until fixed),
- rows with empty cells used by the certificate,
- certificates that run over one page because a name or course title is long,
- characters the standard PDF fonts cannot draw (for example Polish "ł"), which are replaced by the closest letter,
- duplicate file names, suffixed
_2, - malformed email addresses.
Use the arrows above the preview to look at each certificate.
Word, Acrobat or a browser tool
| Word mail merge | Word + Acrobat "Merge to Adobe PDF" | Browser tool | |
|---|---|---|---|
| Output | One document with all certificates | One PDF per record | One PDF per row + combined PDF |
| File names from columns | No | Yes | Yes |
| Excel date formatting | Needs a \@ switch on the field (KB 304387) | Same as Word | Read from the cell |
| Mac | Yes | No | Yes |
| Software | Word | Word for Windows + paid Acrobat | Browser |
Sources for the Word column: Use mail merge to personalize letters. For Acrobat: University of Aberdeen guide to Merge to Adobe PDF.
Step 4: send them
Word's email merge cannot attach files on Windows ("You cannot add attachments, but you can include links", Microsoft). The ZIP therefore includes a CSV sending list with each person's email and file name, which you can use with your email client or a mail-merge service that supports attachments.
FAQ
Can I print all certificates at once? Yes. Tick the combined PDF option: every certificate in one file, one per page.
Can I use my own Word design instead of the preset? Yes, in the Word template mode: type {{First name}} and the other fields in your .docx and the tool produces one .docx per row with your formatting. It does not convert those to PDF.
How do I get the date written out, like "September 12, 2026"? Choose "Written out" in the date format menu. It applies to cells that Excel stores as dates.
Is it free? The preview of every certificate is free and downloads are free up to 5 rows. Larger lists need a one-off payment shown on the page, no subscription.