Create, format, and upload certificate templates – Arlo Online Support | Training & Event Software

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The following article describes how to create and then upload your certificate templates using Microsoft Word.

Important: If you have existing certificate templates when you begin using Arlo, you will need to follow these steps to add the merge fields that Arlo will populate data to.

Create certificate templates
Upload certificate templates
Save certificates with a special font
Format certificate dates and numbers

Create certificate templates

Download sample data

Open the Settings menu.
Select Certificate templates.
Press Download sample merge data.
Select Registration data if your certificates are for event completion or select Certification data if your certificates are for certifying attendees using our certifications feature.
Save the file to your computer.

Open and format a Microsoft Word document

Open a new document in Microsoft Word.
In the Layout menu press Orientation and select Landscape.
Press Size and select either A4 or Letter (US).

Start Mail Merge and select list

In the Mailings menu, press Start Mail Merge and select Letters.
Press Select Recipients and select Use an Existing List.
Select the data file you downloaded and saved on your computer in the first step of this process.
Press OK.

Insert merge fields

In the Mailing menu, press Insert Merge Field.
Select the field you would like to insert from the menu and press Insert.
Repeat this step for all merge fields you would like to show on certificates using this template.

Custom fields

Custom event, contact, and registration fields can be added to certificates. Note: Only custom single-line text fields are supported. To be able to do this, you must have custom fields enabled on your platform. Available fields will appear in your sample merge data, and will then appear in the merge field selection box.

Multiple presenters

If you have multiple presenters, you can include up to the first 5 on your certificate template using the following fields (where [n] is replaced by numbers 1-5).

presenter[n]_full_name
presenter[n]_first_name
presenter[n]_last_name
presenter_full_names_list_comma_separated
presenter_full_names_list_newline_separated

Certification data

If you have used Certification data to create certificates for your certifications, you will also have the following fields available:

Professional Development (CPD) hours/points

Read how to record CPD hours/points on an event that can then be displayed on certificates using the CPD merge fields.

Preview results

In the Mailings menu
- Select Preview Results to see an example of how the certificate will look with some actual data.
  Note: Learn how to format certificate dates and numbers.

Save

Save the file to your computer or drive. Learn how to save a certificate with special fonts.

Upload certificate templates

Note: Templates larger than 4MB cannot be uploaded. You can compress images on templates to make the file size smaller.

Upload a brand new template

Open the Settings menu.
Select Certificate templates.
Press Add Template.
Note: Templates larger than 4MB cannot be uploaded. You can compress images on templates to make the file size smaller.
Press Browse and select the file you previously saved to your computer.
Enter a name for the new certificate template.
Press Add Template.
Repeat this process for any other templates you need to upload to Arlo.

Upload a new version of an existing template

Open the Settings menu.
Select Certificate templates.
Hover over the Certificate template you would like to replace, and select Upload new version.
Find the certificate template's word document which contains your changes, and upload the new version. Any certificates sent from now, using this template, will reflect the changes made to the template.

Save a certificate template with special fonts

If you are using a special font, you may need to embed it in the file by following these instructions, so that it will render the font correctly when converted to a PDF.
Select Save as.
Select Tools then Save Options.
Select Embed fonts in the file
Select Embed only the characters used in the document
Select OK.
Save the file to your computer.

Format certificate dates and numbers

Certificates will use Microsoft Word's default date and number format. You may wish to change these.

Begin the process to create a new certificate template or edit existing certificate template.
Open the certificate template in Microsoft Word.

Date formatting

Select the field containing a date.
Press <Shift><F9>.
Change the text to one of the following to produce the desired format. To display dates as;
- 7 January 2013 change to { MERGEFIELD Event_end_date \@ "D MMMM YYYY" },
- 07-Jan-2013 08:30 AM change to { MERGEFIELD Event_end_date \@ "DD-MMM-YYYY hh:mm AM/PM" }
- 07-Jan-2013 change to { MERGEFIELD Event_end_date \@ "DD-MMM-YYYY" }
- 7/1/2013 change to { MERGEFIELD Event_end_date \@ "D/M/YYYY" }

Number formatting

Select the field containing a number.
Press <Shift><F9>.
Change the text to one of the following to produce the desired format.
- Round to 1 decimal place and only show the decimal place if the number includes a decimal change to { MERGEFIELD Event_pd_points \# #.# }, e.g. 10.0 is displayed as 10, 10.2 is displayed as 10.2, 10.46 is displayed as 10.5.
- Round to 2 decimal places and only show the decimal places if the number includes decimals change to { MERGEFIELD Event_pd_points \# #.## }, e.g. 10.0 is displayed as 10, 10.2 is displayed as 10.2, 10.46 is displayed as 10.5, 10.468 is displayed as 10.47.
- Round to 1 decimal place and always show 1 decimal place in the number change to { MERGEFIELD Event_pd_points \# #.0}, e.g. 10.0 is displayed as 10.0, 10.2 is displayed as 10.2, 10.46 is displayed as 10.5, 10.468 is displayed as 10.5.

Formatting text and inserting images

In the Home menu, use the standard Microsoft formatting tools to change fonts, add spacing, apply colours, and so on.
In the Insert menu, select Picture to insert an image (e.g. your logo).

Certificates

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