In this article
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
- Full list of merge fields
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 your certificate template in Microsoft Word
- Open a new document in Microsoft Word. If you already have a certificate template, and just want to edit the fields on it, skip to the 'Start Mail Merge' section below.
- 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. Remember to include spaces e.g. between 'contact first name' and 'contact last name' fields. See the full list of merge fields available.
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).
Full list of merge fields
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
Registration/contact merge fields
Certification merge fields (only if you are sending certificates for a certification)
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.