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How to Make Your Wedding Guest List Excell Spreadsheet. Free Download

Congratulations! You’re engaged! I bet your head is spinning with all the people and plans you hope to include in your special day! It is time to start putting names to paper {or spreadsheet} and building your Wedding Guest List. How big will your wedding be? How expensive? All these answers and more are truly contingent on your Wedding Guest List, the headcount and the numbers involved. Did you know that the best way to control your budget is to control your Guest List? It is…

We recommend you make your Guest List in an Excel Spreadsheet. With the ability to sort and calculate there really is no better method. In fact, we prefer it so much, we’re going to give you a FREE one and walk you through building it!
If you do not yet have Microsoft Word or Microsoft Excel you can download them both from the Microsoft Website.


Bonus Read | How to Mail Merge your Wedding Guest List & Why ou Should



Download your Spreadsheet and launch a 4 Email Mini-Series that will walk you through Assignments 1B & 1C:


After clicking [Get the Email] you’ll be sent a confirmation email {check your spam!} once you confirm your email is correct you’ll be sent a second email which contains the download and the next assignment in the miniseries. The Excel cannot be directly downloaded from the website, you must confirm your email address to receive it 🙂

How to Make Your Wedding Guest List Spreadsheet

In your first email, after subscribing to the 4 Email Mini-Series, click the link to the shareable file, and use the downward arrow icon to download it.  It should then open as a Microsoft Excel Spreadsheet on your computer. If you are a MAC user… well, find a PC or a comparable version for MAC, but I don’t think our equations will still work.

When you open it you will see three Sheets. Now, this looks very confusing at first but we’ll walk you through it and you’ll be organized in no time! If you have no experience with Microsoft Excel you will want to have a one on one walk through to understand the keying terms.

Our spreadsheet has a lot of correlating links that already connect the 3 Sheets:

  • A. Your Guestlist- Getting Started {HERE in this post}
  • B. Estimated/Actual Expenses- {In the ECourse Mini-Series}
  • C. Budget Breakdown- {In the ECourse Mini-Series}

Many of the cells are also locked, and un-editable to you for the integrity of the formulas. If for some reason you need to edit a cell, simply send me an email and I’ll help you through it.

Assignment 1A: Getting Started

On Sheet 1, replace everything that we have coded in GREEN with your own personal information. Insert as many rows as you need to allow for all your guests. Once you have replaced the sample information with your own, highlight the cell and turn the text color to black.

Event management and RSVP tools

How to Make your Wedding Guest List Spreadsheet. Tutorial and Assignments

Guest Names

Start on Sheet 1. Enter all of your potential guests, everyone you would ever hope to invite if you had an infinite budget, {some will be put on the B-list in case A-listers decline} using this format of the columns:

  • RSVP Tracking # {leave alone for now}
  • Last Name
  • First Name(s)
  • Guest Name in this format, “& John Smith” it will be important for the label mail merge when we do invitations
  • Mailing Address
  • City, State
  • Zip Code
  • How many people are invited per this row
  • How many people have RSVPed per this row
  • Wedding Side: Bride or Groom
  • Relation to the couple: Family, Friends, Work, etc Make them precise
  • Kids- if this party includes any children under 10 years old
    1. All kids must already be included in the Column G count!
  • List- Which List for priority invite this guest is on: A, B, C or D {we’ll cover all of this more later}
  • SENT- is a column dedicated to you checking their invitation off after it’s been mailed
  • Bridal Shower Invites- You can use this same list to mail merge your Bridal Shower invitations

 How to Make your Wedding Guest List Spreadsheet. Tutorial and AssignmentsHow to Make your Wedding Guest List Spreadsheet. Tutorial and AssignmentsHow to Make your Wedding Guest List Spreadsheet. Tutorial and Assignments



Launch the Email Mini-Series

The Email Mini-Series will walk you through Assignments 1B-1C. Enjoy! Best of luck tracking and organizing! You can still use the first Sheet of the Guest List even if the budget calculations are a bit much. You’ll still be glad you had them on a Spreadsheet!


The Next Assignments…20160914_134209

We do have 3 more Wedding Guest List Assignments to help walk you through it if you wish to elaborate.

  • Bookkeeping on Sheet 2 and other purchases all your fun Project Block Ingredients = Assignment 2
  • Tracking your RSVPs and saving some money = Assignment 3
  • Addressing your Invitations “Properly” by combing through prefixes, guests, children and how to address outer envelopes = Assignment 4

Sound like assignments you might want to follow through with?

Download your next Assignments on Etsy

This post is a piece of our {FREE} I’m Engaged ECourse

We’ve put together an 8 email online course that sends you automated advice and planning structure for your first 2 weeks of wedding planning.  In it we walk you through several main topics that you should educate yourself on including the best practices for:

  • Interviewing & Hiring your Vendors
  • Building your Budget and Guestlist {HERE!}
  • Family Talks you should have about your wedding planning
  • Building those “recipes” for styling the wedding
  • and most of all, how to save money when you start spending!

The ECourse guides you through our 7-Day Get Going Strategy where you have a handful of assignments to complete in 2 days before the next email arrives. It is a quick, organized, to-the-point ECourse that will send you off in the right track as you continue planning.

 What to do when you get engaged. A FREE Wedding Planning ECourse What to do when you get Engaged. A 7-Day Free ECourse for Wedding Planning

The I’m Engaged ECourse is completely free. Educate yourself now….

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11 thoughts on “How to Make Your Wedding Guest List Spreadsheet {Free Download & Tutorials}”

    1. Hi Annie! You should be able to add as many rows as you need so long as you’re inserting them between Rows 3-5 which are un-protected. Does that make sense? If you want to email it to me I can share it back to you?

  1. Hi Kandice,

    I am also having troubles with the protected cells and it correctly counting how many invitations I need. Would you please also send me an unprotected copy?

    Thank you so much!! 🙂

  2. Hi Kandice,

    I was looking a couple of other list but I love your spreadsheet the most! Would it be possible to share an unprotected version?

  3. Hi Kandice, I am having trouble being able to change the text color of any of the green cells as well as adding additional rows between rows 3-5. Are you able to send me an unprotected version? Thanks so much!!

    1. Emailed you 🙂
      I am now uploading a completely unprotected version to the blog… the only reason it was protected was to prevent the formulas from being altared, so Team, just don’t change your formulas! 😉

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