Excel is an excellent desktop-based spreadsheet application used by millions of users worldwide to organize massive datasets. Users can leverage it to plan and manage their weddings by creating required cards, sending invitation emails in bulk, tracking guest responses, etc.
You already know that managing a wedding guest list can be both challenging and time-consuming when you have hundreds of visitors.
But don’t worry because managing the guest list with Excel is a piece of cake.
In this article, we have discussed the top 5 wedding guest list Excel template.
We will take a deep dive into both basic and advanced templates, so make sure to read the article until the end. The good news is that all of them are free to download!
5 Best Wedding Guest List Templates (Excel)
Numerous wedding guest list templates are available online. But we understand how urgent it is for you to get on track and start preparing for your precious ceremony.
So, we have done the heavy lifting for you.
Here is a list of the best wedding guest templates to help you manage guests and send invitations.
1. Wedding Guest List Tracker by SoftwareAccountant
Click Here To Use This Template!
This is a very easy-to-use wedding guest list tracker by SoftwareAccountant.
It comes with a few automated features, like displaying the remaining days for your wedding to help you stay ahead of time. For it to work, you need to provide the wedding date in cell A3.
Additionally, Once you add all visitors to this wedding guest list, the template automatically counts the number of guests and displays it on the left side of the spreadsheet.
The template allows you to add guest details such as the name, phone number, email address, residential address, etc. It also uses a dropdown for the “Invitation Sent” and “Thank-you sent” columns to ensure that users can quickly track whether the same is sent or not.
The template has an attractive design. Feel free to share it with others and let them fill out the guest list for you.
2. Wedding Guest List Template by ExcelDataPro
Click Here To Use This Template!
This is a highly interactive wedding guest list template that can be used to simplify the guest list tracking job.
Exceldatapro’s template consists of 2 sheets:
- Wedding List Organizer
- Wedding Invitee Summary
In the Wedding List Organizer sheet, you are prompted to specify the event’s name and date, the invitee’s name and status, invitation details, and much more. It features dropdowns for the “Invitation Sent” and “Thank you” columns with “Yes” or “No” options for easy tracking.
Additional columns help manage meal preferences and seating arrangements for adults and children.
The Wedding Invitee Summary sheet dynamically populates the summarized data based on the information obtained from the first sheet.
It also has a Catering Expense Calculations section; you can input the price per plate, and the template will automatically calculate the total expenses for the wedding.
This template helps manage and organize your wedding guest list efficiently.
3. Wedding Guest Planner Template by Wordlayouts
Click Here To Use This Template!
Another beautifully designed spreadsheet template to simplify your wedding invitations and guest accommodations.
The template includes multiple sheets as follows,
- Guest List
- Guest Info
- Cover Sheet
- Config
Each of them serves a specific purpose, which is clear from their name.
- The “Guest List” sheet offers a header to include the names of the bride and the groom. It allows you to enter the wedding date and the RSVP date and calculates the “Days to go”. It also prompts you to enter the guest name, group, the number of guests invited, and the guests attending the wedding.
- The “Guest Info” sheet saves all the information about the guests, such as their address, city, state, and country of residence, who are attending the wedding.
- In the “Cover Sheet” of this template, you can record the cost of the plate per guest attending the wedding ceremony and the reception functions.
This is one of the best Wedding Guest Planner templates to make your day memorable.
4. Wedding Invitation Tracker Template by TheHungryPlaice
Click Here To Use This Template!
This is another comprehensive template that you can download and customize for free.
The left side of the template features a section for entering the wedding date. Then, it automatically counts the days remaining, the number of guests who accepted the invitations and outstanding RSVPs.
The main section includes columns for guest names, invitation sent status, RSVP status, guest address details, etc.
The “RSVP Summary” sheet summarizes the guests attending and not attending, along with the outstanding RSVPs. This information helps the new couple track their guest count and finalize wedding preparations.
5. Wedding Guest List Invitation Tracker by Spreadsheetpoint
Click Here To Use This Template!
This is an advanced wedding guest tracker from Spreadsheetpoint focusing on tracking invites.
On the left side of the template, you can track the number of days remaining for your wedding. It also automatically calculates the number of sent and pending invites.
You can easily add the guests’ names, phone numbers, emails, and mailing addresses. Checkboxes are provided to mark the contacts to whom you have sent the invite and who have responded to it.
The template includes two more spreadsheets apart from the guest list tracker,
- Guest Gifting List – As from the name itself, this spreadsheet allows you to prepare gifts for families and friends invited to your wedding. The spreadsheet will enable you to define the time or venue to give the present, along with names and respective gift items. Use the check box to mark if the gift is ready for the person. On the left side of the spreadsheet, you can see the total number of gifts to prepare, how many are ready, and how many remain.
- Guest List’s Food Preferences – This spreadsheet lets you plan your food and expenses properly on your wedding day. You can use the checkbox to mark if your guests love to eat beef, pork, chicken, or vegetables. Also, if you are aware of a few guests’ diet restrictions, you can add them to this template. You can quickly determine the number of adults and children attending your precious moment. Finally, you can define the Cost per Person, and the spreadsheet will automatically calculate the Total Food Cost.
This is an advanced template with a basic design. Do not touch any formulas in the sheet, as doing so can break the sheet and cause a few features to stop working.
Download this all-in-one template if you are searching for the best wedding guest tracker.
How to Create a Wedding Guest List in Excel
If you did not find a perfect template from our top picks discussed above, feel free to quickly create one from scratch using the steps discussed in this section.
Many enthusiasts use Excel to create beautiful and advanced templates for multiple purposes.
Here’s the screenshot of the template we are about to create,
Let’s begin.
STEP #1 – Design the Table Header
A comprehensive table header is all you need to track guests and ensure everyone is invited on time correctly.
Below are the steps to design the table header for our wedding guest list tracker:
- Open a new Excel worksheet
- Select the entire first row
- Increase the height of the row as shown below
- Select the cell “A1”
- Type “Name”
- Click on cell “B1” and enter “Phone”
- Repeat the above steps and enter the column header names as shown in the following image
(Our column header names are Name, Phone, Email, Mailing Address, City, State, ZIP, Invited by…, Category, Invitation Sent?, RSVP, Gift description, and Thank-you sent?) - Select all the column headers as shown below
- Change the cell background color to dark green (Hex Code – #013220)
- Reduce the default font size to 9
- Change the font alignment to the middle
- Change the font color to white
- Make the font bold
Here’s how the header now looks like,
Make sure to include the required columns as per your preference. The template is simple and straightforward.
STEP #2 – Design the “Config” Sheet
This sheet is created to define the values that will be used across dropdowns for the following columns,
- Invited by
- Category
- Invitation Sent?
- RSVP
- Thank-you Sent?
Let’s begin,
- Click on the cell “A1”
- Type “Invited By”
- Click on the cell B1 and enter “Category”
- Repeat the above steps and enter the column header names as shown in the following image
- Change the cell background color to dark green (Hex Code – #013220)
- Reduce the default font size to 9
- Change the font alignment to the middle
- Change the font color to white
- Make the font bold
Here’s what the table looks like,
Add the following values to the column. Make sure to edit and add new entries according to your unique requirements.
That’s it! Your “Config” sheet is ready.
STEP #3 – Add dropdowns to the table
In this section, we will be adding the dropdowns to the following columns.
- Invited by… (Column H)
- Category (Column I)
- Invitation Sent? (Column J)
- RSVP (Column K)
- Thank-you Sent? (Column M)
Let us have a quick look at the steps to add the dropdown for the “Invited by…” column and then repeat the same for the rest of the columns.
Here are the steps,
- Select the entire column H
- Hover to the main menu and click on the “Data” tab
- Click on the “Data validation” dropdown from the “Data Tools” section
- Select the “Data Validation” option from the list
- A new “Data Validation” dialog box will appear on your screen
- In the “Settings” tab, click on the “Allow” dropdown and select “List”
- In the “Source” tab, select predefined values from the “Config” sheet for the column “Invited By” as shown in the GIF below
Voila! You have created a dropdown for the column “Invited By”.
As mentioned earlier, follow the same steps to create the dropdown for the remaining columns.
STEP #4 – Add a Summary section
The summary section is used to highlight the total number of guests, number of days remaining, invites sent, etc.
Refer to the following image,
Here are the steps to create a summary section,
- Select the entire column A by clicking on it
- Right-click on it and select “Insert”
- Increase the width of the newly inserted column
- In the cell A2, type “Date”
- In the cell A4, enter “Day”
- Type “Days Remaining” in the cell A6
- Enter “Total Guests” in A8, and “Invite Sent” in A10 as shown below
- Change the cell background color to dark yellow (Hex Code – #B8860B)
- Reduce the default font size to 16
- Change the font alignment to the middle
- Change the font color to white
- Make the font bold
Next, in cell A3, you need to enter the wedding date manually.
We will use the value in cell A3 to display the wedding day using the following formula automatically,
=TEXT(A3,”dddd”)You need to copy and paste the above formula in the cell “A5”.
To calculate the Days remaining, we will use the formula as follows,
=A3-TODAY()Make sure to change the date format to “Number”, as shown in the GIF below,
Similarly, for calculating the total guests, use the formula,
=COUNTIF(B2:B1001, "<>")And to calculate the number of invites sent,
=COUNTIF(K2:K1001, "TRUE")Once you have inserted the formulas in the required cells, adjust the column width and row height as needed to improve the aesthetics.
Our final output would be as follows,
You can use the following link to download the template we created. It is free and customizable without any limitations.
To Summarize: Wedding Guest List Excel Template
Wedding guest list tracker templates discussed above come with all of the required functionalities to successfully track the number of guests and invites sent.
Excel is an easy-to-use spreadsheet program with an intuitive interface. In addition to the ready-to-use templates, creating your own template from scratch is also easy.
Make sure you correctly insert the formulas across the cells discussed above.
Let us know in the comments section if we are missing any excellent wedding guest list tracker templates worth adding to this article. Also, if you are stuck somewhere while creating a wedding guest list tracker from scratch, then feel free to comment below.
Please refer to our blog section for more such templates to manage events like a pro and improve day-to-day productivity using Excel.