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The data source file can also include text or paths that see images on disk. If you do not include the quotation marks, each name is treated as a separate field. You cannot insert a line break within a field in the data source file. However, if any characters, including spaces, appear on the line, the line is not deleted.
By adding image fields to the data source file, you can allow a different image to appear on each merged record.
The symbol is required only in the first line; subsequent lines should include the image paths. If you get an error message when you type the symbol at the beginning of the field, type an apostrophe ' before the symbol such as ' Photos to validate the function. Some applications, such as Microsoft Excel, reserve the symbol for functions.
You can use InDesign to view the path of an image on your operating system. 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. Once your data source file is created, you need to set up the target document and insert the fields from the data source file.
The target document contains data-field placeholder text and graphics, such as the design that you want to appear on every postcard. These fields become available to add after you select a data source. When you merge data, InDesign creates a new document that replaces the fields with the data you designated in the data source file. You can place data fields on either a parent page or a document page. Before you insert fields into your target document, select a data source in the Data Merge panel.
You can have only one data source file selected per target document. If an alert message indicates that it cannot open the file, or if incorrect fields appear in the list box, you may need to edit the spreadsheet or database file and save it as a comma-delimited, tab-delimited, or semicolon-delimited file.
Once the data source is selected and fields are loaded in the Data Merge panel, any changes made to the data source are not reflected in the target document until you update the data source.
When you select the data source, a list of data field names appears in the Data Merge panel. These names are identical to the column heads from the data source file. Icons indicate whether the field is text or an image. You can select and format these placeholders as you would any other text or graphic. You can assign an image field to an existing frame to create a floating image. Or, if the insertion point is in a text frame or if text is selected when you insert an image field, a small placeholder is inserted as an inline frame.
You can resize the image placeholder to 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, and unintended field types, must be corrected in the source application and then updated using the Data Merge panel. Drag a field name from the Data Merge panel list, and drop it onto the text frame to add the placeholder. If you drag a text field onto an empty frame, the empty frame becomes a text frame.
You cannot create a valid field by simply typing the field name or editing an existing field. You must insert it from the Data Merge panel. 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.
Though the data entries can be a mix of email, sms, hyperlink, or plain text type. Enter them in the. To generate QR codes, follow these instructions:. If you insert data field placeholders on parent pages, you have advantages that are not available when you insert placeholders on document pages:. The resulting merged document contains the original placeholders on its parent pages and includes the merged results on document pages as overridden parent page items. The merged document maintains a connection to the data source, so if records in the data source are modified, you can update the merged document contents by choosing Update Content In Data Fields.
This option is especially helpful if you change the layout in the merged document and then need to add new data from the data source. The settings in the Create Merged Document dialog box are the same as those used in the target document, so you can quickly re-create the current document with the same appearance. You can also use these shared settings to create an identical document with a different data source, or create a new document with a slightly modified layout.
If this option is not selected, the data will not be merged. See Create parents. You cannot place data fields on both parent pages and document pages. To merge properly, you must apply a parent containing data fields to the first page of the document. If an error message indicates that InDesign cannot merge the document because no placeholders are present, you may have added the placeholders to the left parent page in a one-page document.
Page 1 is based on the right parent page, so add the placeholders to the right parent page. The changes will be reflected in the Data Merge panel.
If the changes are not reflected in the document after updating, deselect Preview to turn it off, and then select Preview again to turn it back on. If you generate a merged document from a target document in which data fields appeared on parent pages, you can update the data fields in the merged document. When you preview records, the Data Merge panel displays actual data from the data source file instead of the field placeholders.
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. To go to a specified record, click the navigation buttons at the bottom of the panel. You can also type the number of the record you want to preview in the navigation text box at the bottom of the panel, and then press Enter or Return.
Some issues may arise or correct themselves when you switch between previewing modes. Keep the following in mind:. Placeholders replace the preview content when the Preview Record option is not selected.
If you delete an image as well as the frame containing the image, or delete a whole text string, when you deselect the Preview Record option, the placeholders will not appear as they have also been removed. Also, if the Preview Record option is selected, the data will not reflect the updated placement settings until you deselect and select the option again. If you try to save the document in preview mode, you will receive a message prompting you to turn off preview mode before saving your document.
When you add a text data field to a document, the placeholder text for the field is entered using the formatting attributes such as font and size active at the insertion point. To change placeholder attributes, select the placeholder text, and then change the formatting attributes as you would with other text.
To change a placeholder, select the placeholder or the actual data, and select a different field name in the Data Merge panel. In Story Editor view, text placeholders are displayed in the same way as hyperlinks. Some Data Merge panel options are not available in Story Editor view.
Use the Content Placement Options dialog box to specify the default settings for the current document or for all future data merge projects.
You can specify how the image is placed, whether images are linked or embedded, whether blank lines are removed for empty fields, and the maximum number of records for each merged document. 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 appropriate information from the data source file.
When you merge a document that includes data field placeholders on parent pages, those parent page items will be copied into the parent pages in the newly generated document. On the Records tab, for Records To Merge , select All Records to merge all the records in the data source file, select Single Record to merge a specific record, or specify a Range of records to merge.
Choose Multiple Records to create more than one record per page. For example, to print mailing labels. You cannot merge multiple records if the data fields appear on a document page in a document with multiple pages, or if data fields appear on multiple parent pages. Select Generate Overset Text Report With Document Creation to automatically open a report that tracks overset conditions created during the merge of the data into the InDesign document.
See Overset text reports. Select Alert When Images Are Missing to display a missing link alert when one or more images are not available.
If you selected Multiple Records on the Records tab, click the Multiple Record Layout tab, and specify the following:. For Margins, type values to specify the distance between margin guides and each edge of the page.
You can click the Page buttons to navigate the records. Click the Options tab and specify the placement options. See Content placement options. Then specify the filename and location, and click Save. See Adobe PDF options. If the data source file points to any unsupported file formats or images that are not available, you may need to correct the data source file to point to a supported file, correct the path to any missing file, or simply move the file to the correct folder so 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:. Deleting a record in the merged publication will not reflow the remaining records into the empty placeholder.
When you merge to a PDF file, all the options are the same as when you create a merged InDesign document. After merging a document with data placeholders on parent pages, you can change the layout of the merged document and still update the values of data fields in the data source.
Use the Update Data Fields to update the data fields while maintaining the layout of the document. This option is available only in a merged document in which data placeholders appear on parent pages. This option works best 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. 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. Fit Images Proportionally. Fit Images To Frames. Fit Frames To Images. Preserve Frame And Image Sizes. 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. Fill Frames Proportionally.
Places the image so that its height or width fills the frame, leaving the rest of the image cropped. Content-Aware Fit. Use Existing. Applies the existing individual frame fitting option for image frames.
This option is useful when you want to choose an already existing fitting on the destination frame. Center In Frame. 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 the InDesign document.
Remove paragraph returns inserted for empty fields. This is especially useful for mailings in which you have an optional address field. This option ignores soft returns. If any characters, including spaces, appear on the line, the line is not deleted. Apple Inc. Caterpillar Inc. ConocoPhillips Costco Wholesale Corp. Exelon Exxon Mobil Corp. MetLife Inc. Occidental Petroleum Corp. Raytheon Co. Schlummberger Simon Property Group, Inc.
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