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What do you need to know about free software?
Using the Data Merge panel in InDesign, you can easily create multiple variations of your document by merging a data source file (CSV or TXT file) with an InDesign document. For example, use the data merge functionality to create hundreds of variations of letters, envelopes, or mailing labels quickly and accurately. Data merge is also referred to as mail merge.
All you need for data merge is a data source file and a target document.
(Mac OS) Example of image references in data source file
Note:
You can use InDesign to view the path of an image on your operating system. Insert an image in an InDesign document, and then use the Links panel to view the image’s location. With the image selected, choose Copy Info > Copy Full Path from the Links panel menu. You may need to edit the path after you paste it in your data source. This technique is especially useful for images on a server.
Onceyour data source file is created, you need to set up the targetdocument and insert the fields from the data source file. The targetdocument contains data-field placeholder text and graphics, suchas the design that you want to appear on every postcard. These fieldsbecome available to add after you select a data source.
The target document includes fields from the data source withfield placeholder text shown.
When you merge data, InDesign creates a new document that replacesthe fields with the data you designated in the data source file.You can place data fields on either a master page or a documentpage.
Before you insert fields into your targetdocument, select a data source in the Data Merge panel. You canhave only one data source file selected per target document.
Note:
If an alert message indicates that itcannot open the file, or if incorrect fields appear in the listbox, you may need to edit the spreadsheet or database file and save itas a comma-delimited or tab-delimited file.
Once the datasource is selected and fields are loaded in the Data Merge panel, anychanges made to the data source are not reflected in the targetdocument until you update the data source.
Whenyou select the data source, a list of data field names appears inthe Data Merge panel. These names are identical to the column headsfrom the data source file. Icons indicate whether the field is textor an image. When data fields are added to your document, they becomefield placeholders, such as <<Company>>. You can selectand format these placeholders as you would any other text or graphic.
You can assign an image field to an existing frame to createa floating image. Or, if the insertion point is in a text frameor if text is selected when you insert an image field, a small placeholderis inserted as an inline frame. You can resize the image placeholderto determine the size of the merged images.
Once you insert a data field, InDesign remembers its data source.Any errors in the list of fields, such as typos, empty fields, andunintended field types, must be corrected in the source applicationand then updated using the Data Merge panel.
Text field placeholders appear in the target applicationwithin double angle brackets (such as <<Name>>)using the current formatting attributes (such as font and size).
Note:
You cannot create a valid field by simply typingthe field name or editing an existing field. You must insert itfrom the Data Merge panel.
Insert an image data field in thetarget document
You can integrate a QR code in the merged document. Following are the different types of QR code fields that can be added via a Data Merge workflow:
To generate the QR codes the data entries in the .txt or .csv files, which are used as Data Source, are in the following format:
Though the data entries can be a mix of email, sms, hyperlink, or plain text type. Enter them in the .csv and txt field in the above mentioned format with a # sign on their column name. To generate QR codes, follow these instructions:
If you insert data field placeholders on masterpages, you have advantages that are not available when you insertplaceholders on document pages:
Note:
If you’re adding data fields to a master page, make sure thatthe text frame containing the data fields allows master item overrides.Select the text frame on the master page and choose Allow MasterItem Overrides On Selection from the Pages panel menu. If this optionis not selected, the data will not be merged. (See Create masters.)
You cannot place data fields on both master pages and document pages. To merge properly, you must apply a master containing data fields to the first page of the document.
Note:
If an error message indicates that InDesigncannot merge the document because no placeholders are present, youmay have added the placeholders to the left master page in a one-pagedocument. Page 1 is based on the right master page, so add the placeholdersto the right master page.
Note:
If you generate a merged document froma target document in which data fields appeared on master pages,you can update the data fields in the merged document.
Before you merge the target document and data source file, it’s a good idea to preview the records to make sure that field data will appear properly when the information is merged. When you preview records, the Data Merge panel displays actual data from the data source file instead of the field placeholders. For example, instead of seeing <<Company>>, you might see Adobe. You can use the navigation buttons on the Data Merge panel to cycle through the records.
If you find problems with any of the records, such as typographical errors or extra spaces, it is recommended that you edit the source file in its original application. (See About data source files.)
Note:
To go to a specified record, click thenavigation buttons at the bottom of the panel. You can also typethe number of the record you want to preview in the navigation textbox at the bottom of the panel, and then press Enter or Return.
Someissues may arise or correct themselves when you switch between previewingmodes. Keep the following in mind:
Whenyou add a text data field to a document, the placeholder text forthe field is entered using the formatting attributes (such as fontand size) active at the insertion point. You can then edit the placeholdertext’s attributes to control the look of the actual data.
Note:
In Story Editor view, text placeholdersare displayed in the same way as hyperlinks. Some Data Merge paneloptions are not available in Story Editor view.
Use the Content Placement Options dialogbox to specify the default settings for the current document orfor all future data merge projects. You can specify how the imageis placed, whether images are linked or embedded, whether blank linesare removed for empty fields, and the maximum number of recordsfor each merged document.
Afteryou format the target document and insert fields from the data sourcefile, you’re ready to officially merge the information from thedata source with the target document. You can merge the recordsto another InDesign document or directly to PDF. When you merge,InDesign creates a new document or PDF based on the target document,and replaces the fields in the target document with the appropriateinformation from the data source file.
When you merge a documentthat includes data field placeholders on master pages, those masterpage items will be copied into the master pages in the newly generateddocument.
If the data source file points to any unsupported fileformats or images that are not available, you may need to correctthe data source file to point to a supported file, correct the pathto any missing file, or simply move the file to the correct folderso that InDesign can find it and place it.
You can choose Multiple Records to create more than one record per page. For example, if you are printing mailing labels, you want to print more than one label per page. The way records appear in the merged publication depends mainly on the layout options. Here is a list of limitations you might encounter when using the Multiple Records option:
Whenyou merge to a PDF file, all the options are the same as when youcreate a merged InDesign document. The resulting PDF takes advantageof PDF XObjects for the static parts of the page, resulting in areduced-size, efficient PDF.
After merging a documentwith data placeholders on master pages, you can change the layoutof the merged document and still update the values of data fieldsin the data source. Use the Update Data Fields to update the datafields while maintaining the layout of the document. This optionis available only in a merged document in which data placeholdersappear on master pages.
The changes that have been made by updating the datafields appear in a log file.
Note:
This option worksbest when you simply edit or add records in the data source file.If you add placeholder fields, add new fields to the data source,or change the settings in the Create Merged Document dialog box,use the Create Merged Document option to generate a new merged document.
The Overset Text Report appears if the Generate Overset Text Report option is selected in the Create Merged Document dialog box, and if one or more fields include overset text after the data is merged.
The report displays each overset instance in a numbered list showing the page number the text appears on, overset character/word count and a snippet of the overset text.
If the report appears when you create a merged document, use the report to fix the overset condition. For example, you may want to increase the text frame size, decrease the font size, or edit the text.
The following options appear in the ContentPlacement Options dialog box:
Maintains the image’s aspect ratio but scales the image tofit within the frame (default).
Scales the image so that its aspect ratio is identical tothe frame’s aspect ratio.
Preserves the image size but adjusts the frame size to matchit.
Places the image at its intrinsic size into the frame, aligned to the upper-left corner of the frame. The image is cropped if too large for the frame.
Places the image so that its height or width fills the frame,leaving the rest of the image cropped.
Automatically fits an image inside the frame based on the image content and frame size.
Aligns the center of the image to the center of the frame. This option is disabled if you have selected Content-Aware Fit as the fitting option.
Creates a link, or file path, to the original image file.If this option is not selected, all image data is embedded in theInDesign document.
Remove paragraph returns inserted for empty fields. Thisis especially useful for mailings in which you have an optional addressfield. This option ignores soft returns. If any characters, includingspaces, appear on the line, the line is not deleted.
Specifies the maximum number of records for each merged document. When this threshold is reached, a new document is created. This document has the number of pages necessary to hold the remaining records being merged (up to the per-record limit). This option is available only when Single Record is selected.
Specifies the maximum number of pages for each document. When the threshold is reached, a new document is created with the number of pages necessary to hold the remaining records being merged (up to the per-page limit). This option is available only when Multiple Records are selected from the Records Per Document Page menu when merging.
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