How to Make a Guest List on Google Sheets: A Step-by-Step Guide

Creating a guest list on Google Sheets is straightforward. You start by setting up a new Google Sheet, then add columns for relevant details like names, contact information, and RSVPs. Customize your sheet to fit your event’s needs and share it with collaborators. This method allows for easy tracking and updates.

How to Make a Guest List on Google Sheets

In this section, we’ll walk through each step to create a detailed and organized guest list on Google Sheets. By the end, you’ll have a fully functional guest list that you can easily manage and share.

Step 1: Open Google Sheets

First, open Google Sheets by navigating to

You can either create a new spreadsheet or open an existing one. If you don’t have a Google account, you’ll need to sign up first.

Step 2: Create a New Sheet

Next, click on the "Blank" option to create a new spreadsheet.

This gives you a fresh canvas to work with. Make sure you name your sheet something recognizable, like "Event Guest List."

Step 3: Add Headers

In the first row, add headers for the information you want to track, such as "Name," "Email," "Phone Number," and "RSVP Status."

These headers help keep your data organized. You can also add headers for additional details like “Dietary Restrictions” or “Plus One.”

Step 4: Enter Guest Information

Start filling in the guest information under each header.

You can type each guest’s details manually or copy and paste from another source. Make sure you double-check for accuracy.

Step 5: Format the Sheet

Use formatting options to make your sheet easier to read. For example, bold the headers and freeze the top row.

Formatting can help you quickly locate information. Freezing the top row ensures your headers stay visible as you scroll down.

Step 6: Share the Sheet

Finally, share the sheet with anyone who needs access by clicking on the "Share" button and entering their email addresses.

Shared access allows others to view or edit the guest list, making it easier to collaborate and keep the list updated.

Once you’ve completed these steps, you’ll have a comprehensive guest list that can be easily accessed and updated by you and your team.

Tips for Making a Guest List on Google Sheets

  • Use Conditional Formatting: Highlight cells based on RSVP status to quickly see who has confirmed.
  • Create Drop-Down Menus: For RSVP status, dietary restrictions, etc., to ensure consistency.
  • Use Data Validation: Prevent errors by restricting input types in certain columns.
  • Backup Your Sheet: Regularly save a copy to avoid losing information.
  • Collaborate Wisely: Limit editing permissions to avoid accidental changes.

Frequently Asked Questions

How do I share my Google Sheets guest list?

Click the "Share" button in the upper-right corner, enter the email addresses of the people you want to share with, and set their permissions to "View" or "Edit."

Can I customize the headers?

Absolutely! You can add any headers that suit your event’s needs, like "Table Number" or "Gift Status."

How do I track RSVPs?

You can create a column for "RSVP Status" and use a drop-down menu with options like "Yes," "No," and "Maybe."

Is it possible to sort the guest list?

Yes, you can sort your list by any column by selecting the column header and choosing the sort option from the menu.

Can I access the sheet offline?

If you enable offline mode in Google Drive settings, you can view and edit your sheets even without an internet connection.

Summary of Steps

  1. Open Google Sheets.
  2. Create a new sheet.
  3. Add headers.
  4. Enter guest information.
  5. Format the sheet.
  6. Share the sheet.


Creating a guest list on Google Sheets is not only efficient but also makes managing your event a breeze. With steps that are simple enough for an 8th grader to follow, you can organize all necessary details in one easily accessible place. Plus, features like sharing and conditional formatting make collaboration and updates straightforward. Whether you’re planning a wedding, birthday party, or corporate event, Google Sheets offers flexibility and convenience.

Now that you know how to make a guest list on Google Sheets, why not give it a try? It’s free, user-friendly, and can be tailored to fit any event. If you found this guide helpful, feel free to check out our other articles on event planning and management tools. Happy planning!