How To Merge Excel Data In InDesign CS6?File Repair Tool Blog
Want to merge your excel spreadsheet data into your InDesign CS6 document? If yes then this tutorial will surely going to help you a lot. So let’s get started!
InDesign is a rich and sometime mysterious program, well adobe name it as “page layout application” but it’s not mentioned what kind of page it is! Some people use it for print pages other uses it for Onscreen, interactive pages. The one type of page it is not particularly suitable for is web page because while InDesign can export HTML, it can’t export “HTML page geometry” that is where the text and graphics should be on the web page.
InDesign’s built in data merge Excel to InDesign feature is an extremely useful feature to create product catalogues, mailing labels, letters, envelopes, business cards, coupons, ads, or any other data publishing jobs. InDesign data merge enables you to create an InDesign document that contain field placeholders and then automatically populate another document from a file containing all the data.
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Adobe makes it easy to import .XLS spreadsheet from a Microsoft Excel file directly into an InDesign document. Well many options are there to make this task possible. Often you can just select the default options then manipulate the spreadsheet as you would merge any object in an InDesign document. However these options also give you plenty of control over the import process so you can create and use the spreadsheet exactly as you need it.
Steps To Merge Excel Data In InDesign CS6
Step 1: Open the Target Document
Firstly open the target document template that has the .indd file extension. If you see a “can’t open file “ InDesign error message. This is likely to be because the target documents was created in a newer version of InDesign and can’t be opened with your version. In that case, check for the same a *.inx or *.indl file extension and open it.
InDesign can only work for data merge if the Target Document has a single page. If the target page has multiple pages then you need to delete the pages you are not using for the data merge you are about to generate.
Step 2: Select Data Source
Now you need to describe what your data source is about. Also check that you can only have one Data Source selected per Target Document.
Now open the Open Data Merge panel for this go to:
Window > Automation > Data Merge or Window > Utilities > Data Merge
Note: if you don’t know how data merge works, the panel describes the easiest steps of the process.
- Choose Select Data Source from the panel menu.
2.Now drag data fields from the panel to frame on the page.
3. Choose Create Merged Document from the panel menu.
Those instructions will only appear if no data source file is selected for Target Document. Once the data source is selected you will see the data fields instead.
Step 3: Define the data fields form
When the preview option is turned off, you see where the data from your data source file will go. Notice the characters around the field name this sign will get added automatically to indicate data source field. If any text doesn’t contain this symbol around the n it is directly added into the target document.
Using available fields in your data merge panel, you can add, delete or replace fields.
To add a new Data Source field: place your caret where you would like to display the field and then click on the field name in the data merge panel.
To change a Data Source field:
Select the field (including the ) after then click on the field name that you want to delete from the data merge panel.
To delete data source field: select the field (including the ) and delete it just as you delete regular text.
Inserting, changing or deleting images works in the same way; only you have to select the image placeholder first.
Step 4: Create Merged Document
Now for the creation of the merged document you can either click the Create Merged Document icon in the data merged panel or choose Create Merged Document from the Data Merge panel menu.
If you want to check out some more setting options then choose create merged document from the data merge panel menu as this will open the create merged document dialog windows with several options.
If you have buyed data merge template from best InDesign Templates then check Settings.pdf for sample settings to create the merged document.
Records To Merge:
In this section you will ask the Data Merge that which records to merge and in what order. If you are merging all records from your data source, select “all records”. Select “single records” to merge a specific record. Specify the “range” if there are multiple records.
Records per Document Page:
You can select either single or multiple records on a page. “Single Record” will itself generate page containing one or more copies of the same record using your target documents layout.
“Multiple Records” will automatically generate pages containing multiple records using the layout options in the Multiple Record Layout option of the Create Merged Document dialog window.
If the multiple records option is not selectable then make sure that you only have one page in your each Target Document.
Select generate overset text report with document creation to automatically create a report that will tell you which data from your data source were too long and didn’t fit into the provided placeholders.
Select Alert When Images Are Missing to create a report that will tell you which images are missing in the merged document.
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Layout Records:
Choose whether you want records to be arranged by row or by column and specify the spacing between rows and columns.
At any point of time you can preview how your merged document will look by selecting the “Preview Multiple Record Layouts” checkbox.
After seeing preview of the merged document if you don’t find any issue then, click to the “ok” option and this will generate the merged document.
