Best Way to Organize a Guest List Spreadsheet

raidawn11

 

Hi! I'm new here!

I am getting ready to start our guest list and was wondering if anyone had hints or tips for organizing an Excel spreadsheet. I am having trouble with how to list names especially with couples who have separate last names.

What other columns would you add aside from name(s), children, address, email, phone, STDs/invites sent, RSVP's received (and attending or not), gifts received, thank you cards sent?

TIA!

I have been reading these boards for a little while and I am so thankful for the knowledgeable brides who help give advice on etiquette! I am striving to do the right things!  

AddieCake

This is why I just did this kind of stuff with a pen and a few pieces of notebook paper. No figuring anything out. Just the simple act of making a lists. Voila! 

[Deleted User]

I have a hard time with exel.( Im in the medical field we dont use it lol) My computer engineer FI was exasperated at my inability to set up our guest list in excel..needless to say he did it.

 we did everyones name on a line. for couples with different last names its just listed as " Jane doe and john smith"  for the address:  street, city, state, house number and zip all have thier own colum. then I have "seats given, final count, gift, thankyou note sent" all in thier own colums. hope this makes sense! and help you!

Jen

 edit: Oh also I think i may have pinned excel templates on pinterest..ill see if i can find it

edit again: here it is! it has quite a few templates that might be helpful!

http://apracticalwedding.com/spreadsheets/

raidawn11

Thank you!
I will probably end up using both a notebook and Excel for ease and organization. My FI is the Excel dude in our house, I need a lot of guidance as well!

mlg78

Off the top of my head my columns are:

Guest name, Date name (whether their spouse, significant other or +1 that I'll later fill their name in), address, city & state, zip, then I had a column of shower and bachelorette and marked if they're on the invite list for either of those.  I'll add other columns as I need them (like gift received, thank you sent, etc.).

jravenna

I am a complete Excel addict, and had three different spreadsheets within a month of our engagement (guest list, budget and to-do list). I played with the format for the guest list a few times and finally settled on this:

For guest names, I put the formal names as they will appear on the envelope (for instance, "Mr. and Mrs. John Doe and Jane Smith"). This way, it accounts for different last names or multiple people living at the same address (like roommates).

Next to that I have a column for # Guests Invited, so if there are additional people whose names aren't necessarily on the invitation (like children or "plus ones"), I can account for them in my expected head count. So basically, each line on the spreadsheet is an invitation. I include the names of the people that invitation will be addressed to, and the number of people invited with that invitation.

I also have a column for # Guests Confirmed, in case the RSVP number is different from the # invited. This should help me get an accurate head count to my caterer right before the wedding.

Addresses - as someone mentioned above - should be street adress, city, state and zip each in their own column. The only real reason to do it this way is if you plan to use mail merge to address your invitations (this is the format MSFT Office recognizes), but I also just think it looks cleaner and makes info easier to find.

It's nice to have columns for email address and phone number in case I need to track anyone down for RSVPs, or if my bridesmaids or parents need to get in touch with someone.

On the left side, I have columns for "Save the Date Sent," "Invite Sent," and "RSVP Received" -- I'll put an X in each column as it happens.

Finally, my last column is for "Informal Names" -- things like "Mom and Dad" or "Billy and Chuck" -- this is what I'll write on the inner envelope. This will also include children's names if the invite itself isn't being addressed to them, but they're still invited.

I know that's a lot - I'm kind of a nutcase when it comes to spreadsheets. I'm happy to send you a blank copy of mine if you want to give me your email address!

Also, this is totally a personal prefernce thing, but I recommend using Google Docs for these spreadsheets. It makes it so much easier for my FI, mom and MIL to all look at it when/if needed.

Hope this helps!!

raidawn11

Thank you all so much! Really helpful. I figure it is best to start off on the right foot so I don't have to keep changing things up!

Wahoo! Double workday Monday is half way done! Hope you all had a great day!