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Video:Organize a Wedding Guest List Spreadsheet

with Rachel Edelman

When planning a wedding, maintaining your guest list is one of the most important things that will help you stay organized (as well as sane). See how to start a guest list spreadsheet to use during your engagement, up to the wedding, and even after.See Transcript

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Transcript:Organize a Wedding Guest List Spreadsheet

Hi, I'm Rachel Edelman for About.com. When planning a wedding, maintaining your guest list is one of the most important things. You will be referring to this list hundreds of times throughout your engagement, up to the wedding, and after.

Start a Wedding Guest List Spreadsheet

First thing to do is start a spreadsheet that will hold all the information. Save it in an accessible place. Each column will hold a different piece of information about your guest. The more detailed you are in putting this together, the easier it will be to access the information to make invitations, place cards and labels.

Type the Guest List Columns

Start with the:
  • Guest: this is a number that many people like to put on the back of the reply card in the invitation
  • Formal Name: is the first line of the Address, like Mr. and Mrs. Charles River, Last Name
  • List A/B: A would mean Brides side, B for Grooms Side
  • Number Invited: All Names, YES, NO, Address1, Address2, City, State, Zip Code, Country, Table, Gift, Thank you sent?

Adjusting the Spreadsheet

You can adjust these headings for your needs. For example, if you need to mark down each person's dinner choice, those columns should be added as well. If you are planning to have a girls' only bridal shower, adding a column for their first names will also be helpful.

Organizing the Wedding Size

Before you continue, talk with your fiance about what size wedding you would like. Share your decision with the rest of your family before asking them for their guest lists. I also recommend asking everyone to divide their lists into MUST invite, LIKE to invite, MAYBE invite.

Updating the Wedding Spreadsheet

Collect the names and add them into your spreadsheet. Be sure to put the number invited to look at your totals. Remember some families may not be able to attend, but be prepared in any case. Once you have settled on who you will be inviting, collect and enter all of their addresses. If someone may be moving before your wedding, put a note and perhaps get a back-up address for that family. Keep the list in alphabetical order by last name.

Add Wedding Gift Info

After any gifts are received, be sure to add it to the list and try to send a thank you note right away. As your invitations start coming back, write in the number of guests who are coming or declining. This will be helpful later when you need a head count for the caterer. This list will help you mail invitations, address cards, do your head out, keep track of your gifts and thank you-s. So, try to always keep your guest list up to date.

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