A SIMPLE GUEST-LIST GUIDE
Make the list you need, without setting up a spreadsheet.
A guest list can be for a wedding, birthday, family reunion, volunteer meeting, or dinner. Start with the people you need to keep track of, then add only the details that help you organize that occasion.
Open the free Guest List Maker
1. Decide what one row represents
Use one person per row. For a family of four, enter four people and give them the same household name. This keeps the number of people separate from the number of invitations or households. A guest count is not automatically a count of mailed envelopes.
Keep first and last names separate when you know them. If you have a full name copied from an older list, leave it together until you can check it; guessing where to split a name can introduce errors.
2. Choose useful details
For a small dinner, names and RSVP status may be enough. Mailing invitations? Turn on Mailing address. Sending details yourself by email? Turn on Email. Meal and Table can stay hidden until you need them. You can add up to three custom fields for details such as invitation sent, dietary needs, or a personal note.
A shared household address can be repeated for each person. The tool does not verify postal addresses, deliverability, or email ownership, so check those details before using them for invitations.
3. Add people in the way that suits your list
In Step 2, you can enter a guest using the form, choose Add a name beside the list, paste full names one per line. Names already in the list can be edited directly. Select Remove to delete a row.
Try sample names opens a separate practice list. Select Back to my list to restore your own guests. Practice changes do not get added to your real list.
4. Use RSVP status accurately
Awaiting reply means you have not recorded an answer yet. Change a person to Attending or Not attending after hearing from them. This version does not send invitations or collect replies from guests online. Its RSVP column is an organizer’s tracking field.
Use the RSVP filter in Step 3 when you want a document containing only guests who are attending, still awaiting a reply, or not attending. Filtering an export does not delete anyone from the project.
5. Choose the right download
| Choose | Use it for | Reopens in this tool? |
|---|---|---|
| Word document | A formatted, editable document for Word or Google Docs; layout can vary between programs. | No |
| Spreadsheet CSV | Information for Google Sheets or another spreadsheet; colors and formatting are not included. | No |
| Print / PDF | A clean finished copy. Choose Save as PDF in your print dialog if available. | No |
| Gather & Make project | Every guest and saved detail, for returning here to edit or combining with another project. | Yes |
Keep the editable project even after printing. Your browser’s saved copy can disappear if browser data is cleared or you change devices. Download the project in Step 4 and keep it somewhere you can find again. It contains personal details, so share it only with the people helping manage your event.
6. Combine lists without silently replacing details
Ask each helper to send their Gather & Make project file. In Step 1, open or combine one or several projects. Review the proposed combination before applying it. Matching full names or email addresses are flagged as possible duplicates; different people can share a name, so make the final choice yourself.
Skipping an incoming duplicate keeps the earlier row unchanged. It does not update that row with newer answers. Keep the original files until you have checked the combined list, then download a new project backup.
Your next step
Open the tool, name your occasion, and choose a few fields. Add one person to try the flow, then download a project backup before entering a longer list.