15 SEP

How to merge data in Adobe InDesign

Whilst organising our 10th Anniversary Party here at Evoluted, I needed to print out some personalised data for a prize draw, and found myself trying to figure out how to do this in InDesign. I knew I could save a lot of time by importing a spreadsheet rather than inputting all the data one by one. Here’s how I went about it…

Step 1 – Organise your data

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For this I had a Google Docs Sheet. I kept things simple with one column of data, with a header row, but you can have multiple columns, such as name, company etc.. For merging data, you will need to download your spreadsheets as a .csv file.

Step 2 – Create your InDesign document

Create your InDesign document and style it ready to receive the data. If you are having multiple records on one page, for example labels, save room for the additional entries.

Step 3 – Select the data source

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For this you will need the Data Merge panel, it can be found by going to Window > Utilities > Data Merge. Once you have the panel open, select the small menu in the top right of this box and click on ‘Select Data Source’. Here you can select the .csv containing your data.

Step 4 – Insert data fields

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You can drag and drop the data fields from the Data Merge panel to your document. Then you can style the type to how you would like it to display.

Step 5 – Create merged document

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To create your merged document, go to the small top right menu in the panel again and press ‘Create Merged Document’, this will open an option box. Here you can select whether to use all of the data or a certain amount.

For multiple records, there is a small drop down box to elect. You can tick to preview how the document will look. You can also click on the tab for Multiple Record Layout and adjust the spacing of your records.

Once you are happy with how your document looks, just click OK to create your document.

Written by Jenny Hadfield

Jenny is a designer at Evoluted and enjoys doing well thought out designs for print and web. She likes real ale, proper pubs and motorbikes. She isn't very good at FIFA... Read more posts by Jenny Hadfield

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