Well, actually, you can. But it takes several more steps than using ID software tailored for creating and printing beautiful ID cards for your employees, students, guests, and others. We looked at both Microsoft (MS) Word and an ID-specific software program. Here's what we found.
MS Word
The only way to create your employee, student, or guest ID cards is to use the "Mail Merge" functionality in MS Word. It matches a Word document with a database document to fill in information from a database. To access your database, it's best to have records stored in an Excel spreadsheet or an Access database. Microsoft programs sync best with other Microsoft programs.
Most experts recommend you start with an MS Word document where you start with Mail Merge and choose a label the size of your ID cards. It's up to you to design the layout of the "label" and include elements like graphics (photographs) and text.
Not only do you need to import cardholder information from an MS database, but you also need to figure out how to get your pictures, logos, and other graphics into your design. You may end up importing your employee photos a file at a time to edit it so it fits your card design. If you're printing dozens or hundreds of ID cards, this can seriously damper your efforts. The time involved is prohibitive for those who need to process multiple ID cards.
While you can find ID card templates for MS Word, they're usually a third-party venture. This means you'll spend more time customizing and more time managing the printing process. Since Microsoft doesn't feature an ID card template, you're at the mercy of programmers for ease of use and functionality.
When using MS Word to print your ID cards, you must control all variables. For instance, you need to know the size of the card, top and side margins, label height and width, page size, the specific template you're using (Avery or C-Line), and so much more—before you even think about printing.
MS Word is accessible to most people. But the time you spend importing graphics, adjusting the design, and making sure cards print out correctly can be excessive.
ID card software
The beauty of ID card software is that it's customized for creating amazing ID cards for your employees, students, visitors, and others. ID card software offers templates to help you design an ID card that meets your needs, but also offers the opportunity to edit and create something that meets or exceeds your brand's message and security needs.
ID card software uses templates that offer you everything you need to create stunning and targeted ID cards that meet your security and other needs. Templates from an ID card software program focus on the specific security and identification needs that companies like yours need to address. MS Word's templates are handy for a quick fix, but lack the targeted needs of companies focused on security and other needs.
Regardless if your ID card system is direct-to-card or dye sublimation, choosing an ID card software program helps you easily achieve a cohesive distribution system. Taking advantage of ID card software offers ID cards that look good and incorporate the elements you need in your ID cards. The difference is a manual effort for MS Word and an easy-to-use automated effort when you choose ID card software.
Why use ID card software
Numerous tips to help you create employee/student ID badges lean towards using ID card software. For example:
- Textured colors. Your ID card software program lets you create vibrant, customized ID cards featuring textured colors that best meet your brand's coloring and messaging. An ID card software program helps you focus on your brand's coloring while avoiding color bands, especially in photos. In addition, ID card software let you print outstanding colors while optimizing photo prints.
- Technology cards. Smart chips and applicable antennas mean you need to pay attention to layout. Making sure you accommodate the chip and antennae helps you avoid these elements while placing critical information around spots you must avoid when printing.
- Color efficacy. Your ID card software helps you manage colors so that photo pics and other color-dependent elements are true. ID card software means you focus on the actual color palette and print color IDs with correction brightness and color. This is particularly important for companies with brand recognition. You need the exact colors to present your employee ID cards in a cohesive manner.
- Image management. ID card software helps you manage logos, bitmaps, jpegs, and other elements into a cohesive design that means your original element doesn't result in distortion when imported into your ID card software program. You need not enlarge or reduce your image to fit in the ID card software's elements. It automatically adjusts it to fit.
Final thoughts
Regardless of your ID card printer's make, model, and manufacturer, you can find software that exceeds what MS Word can do and takes you to the next level of ID card production. While most people gravitate to MS Word, an ID card software program is as easy to master as an MS Word program. It also powers its connections with a variety of databases for input and an ease-of-use factor that makes it simple to create ID cards. If you need a faster, easier, more reliable way to generate employee, student, visitors, and other Id badges, look into ID card software to find the best solution for your needs.
Not sure there to turn? Contact an Idesco ID Expert at 212-889-2530 to discuss your options. We are vendor agnostic which means you get an unbiased recommendation on the best solution for your business and budget needs.