Easily Automate Text and Images with InDesign Data Merge

Рет қаралды 38,982

Күн бұрын

#indesigntutorial #datamerge #adobe #adobeindesign #learnindesign #businesscards
Data Merge is a really helpful tool in Adobe InDesign that allows you to pull data from an excel list to automate and batch create designs. In this video: Easily Automate Text and Images - How to InDesign Data Merge
Overview of Steps:
If your design is ready, identify the fields that your design needs.
• Create a spreadsheet in Excel or in the Numbers App on Mac OS with the fields that need to be populated.
TIP: Provide the fields needed and have your client gather the information from their records to take it a step further and make it easier for you.
• In my Example, the fields needed are Name, Title, Phone, Email, & Image.
• Format the information exactly how you want it to be display in your design
• Next, Save As or Export the spreadsheet as a CSV. This is really important or this process will not work. If you’re using Excel on a Mac make sure you manually select Comma Separated Values (.csv) that’s further down the options and not the first option that reads CSV UTF-8 (.csv)
• Open your design file in InDesign
• Locate your Data Merge tab with this icon - if it’s not in your current workspace you can open it by going to Window - Utilities - Data Merge
• Inside the Data Merge tab click this hamburger icon to reveal the options and click on “Select Data Source” and select your .csv file and click Open. The fields will then appear in the Data Merge box as seen here.
• With the Type Tool (T) selected, highlight a field to link. In my case, I’m going to start with the “Name”. Once the text is highlighted head to the Data Merge tab and simply click on the corresponding field. In this case I’m going to click on Name in the Data Merge tab.
• You’ll notice it changed the text in my text box to include "Name" these Angle brackets or greater than less than symbols around the text. This is good because it indicated my text box is linked to a data path.
• I’ll go ahead and do this step to the rest of my fields.
• Once all the text boxes have been assigned, I can now preview my design. Find the preview checkbox inside the Data Merge tab to preview and navigate through all the data by using the left and right arrows next to it. If it at looks right, we can proceed to exporting our merged and completed design.
• Exporting to PDF
• Inside the Data Merge tab click on the hamburger icon to show the options and click on Export to PDF - In this case I want to export All Records - and I’ll make sure my my bleeds, crop marks and other output settings are selected. Next lick Export - Select a Destination - SAVE
If you found this video useful, id appreciate if you drop a like and subscribe for future videos about creative graphic design.
See you on the next video and remember to stay creative!
MUSIC: pixabay.com
STOCK IMAGES: pixabay.com
ANIMATED GRAPHICS: mixkit.com
00:00 - Intro
00:26 - Getting Started with the Spreadsheet
01:20 - Text Data Merge Setup
02:12 - Image Data Merge Setup
03:16 - Troubleshooting Image Data Merge
04:07 - Exporting a PDF of Merged Design
04:57 - Outro

Пікірлер: 90

@trocmari Жыл бұрын

Finally a tutorial that shows problems in data merge and how to solve them!!

@axelbydesign Жыл бұрын

Thank you, let me know if there’s any other questions or troubleshooting I could do on this topic.

@josef1975 Ай бұрын

Hello my friend, today is May 18, 2024 and I'm gonna start a new job in 10 days where, what you show in this video is a FUNDAMENTAL starting point for me because I didn't have an idea that you could do that in InDesign. Thank you!

@sofiatravesi1224 9 ай бұрын

you saved me literally HOURS of work! From the bottom of my soul: thanks!

@PostyshevsBureau Жыл бұрын

Спасибо из Владивостока. Полезное видео.

@PEAKG-Mark 11 ай бұрын

Great video, thank you! Exactly what I was looking for.

@elizabethlotus4214 10 ай бұрын

This was a great video! Thank you so much for posting this tutorial.

@LockeZeRo Жыл бұрын

Really great video, I worked with Data Merge on a previous job and couldn't remember how it worked. This is great as either a reminder of the tool, or an explanation for new users. Well done!

@axelbydesign Жыл бұрын

Thank you for your comment, I appreciate your feedback.

@ned338 Жыл бұрын

THANK YOU! What a time saver 🥳

@axelbydesign Жыл бұрын

Glad it helped!

@BBogue23 Жыл бұрын

I've been trying to figure this out! Thank you!

@axelbydesign Жыл бұрын

I'm glad I was able to help, thanks for watching!

@dazzyd1964 21 күн бұрын

Thank you - just what I was looking for:)

@lucier5527 Ай бұрын

Smart, clear to make this easy. MANY THANKS!

@axelbydesign Ай бұрын

You're welcome!

@sionanenrois1433 11 ай бұрын

This is great - well explained and easy to understand. Thanks!

@axelbydesign 11 ай бұрын

Glad it was helpful!

@seanopenshaw 9 ай бұрын

Dude, that is so sick! Thank you 5,000,000! I'm going to look like a frickin' rock star!

@georgerichardson633 3 ай бұрын

Super clear and useful tutorial - thankyou for making this !

@axelbydesign 3 ай бұрын

Glad it was helpful!

@Artistram3d1 Жыл бұрын

Hi, this worked! I use Variable Data sometimes at work, mainly with lots of numbers for floor stickers, simple black text on white background. I was looking to see if Variable Data is easier in InDesign or Illustrator. I think I've found my answer with your tutorial. Well done, Sir. Automatic New Subscriber! Thank you so much!

@axelbydesign Жыл бұрын

I’m glad this worked for you! Thanks for the sub, let me know if you have any questions regarding this or another process. I can certainly try to help further ✌🏼

@aar0ndanie1 7 ай бұрын

nicely done👌

@axelbydesign 7 ай бұрын

Thanks ✌️

@zani713 2 ай бұрын

As someone with a Windows computer, if you need to copy lots of image filenames: select the files, Shift + Right Click, "Copy as Path".

@axelbydesign 2 ай бұрын

Thanks for your comment and guidance on how to copy lots of image file name 👍

@nicolesy 28 күн бұрын

Do you know if this is possible if the image frame is on a Parent page? I have a large document (1000 pages), and each page has an image frame that comes from a Parent page, but the merge only seems to work if the image frame is on the actual page. I really don't want to copy/paste the same image frame to all of my regular pages.

@TONY_FEZ Жыл бұрын

so well explained - thank you/

@axelbydesign Жыл бұрын

Glad it was helpful!

@aminadabvelazquez440 6 ай бұрын

Boss!!!! thank you!

@axelbydesign 6 ай бұрын

Thanks for watching, I’m glad it helped you out!

@SanjeebanMaji-ve9gv 11 ай бұрын

Very nice! Thank you:)

@axelbydesign 11 ай бұрын

Thank you! Cheers!

@jeansienkin 5 ай бұрын

It not only works with .csv but also with .txt, in my case, I had to save as UTF-16 Unicode Text (.txt) with Excel to make it work with Khmer language because the regular .csv option does not seem to allow special characters / foreign alphabets. Edit: Just realized that it actually works with .csv as well if you click on the import options beforehand and specify UTF character encoding instead of the default ASCII.

@davidmuchiri8934 Жыл бұрын

Thanks Gaona great resource..

@axelbydesign Жыл бұрын

Glad it was helpful!

@JustinaVictoria 4 күн бұрын

So helpful!!

@axelbydesign Күн бұрын

Glad it was helpful!

@AnaJulia-wm5pl 2 ай бұрын

anjo muito obrigada você mudou minha vida

@axelbydesign 2 ай бұрын

De nada, que bom que ajudou 👍

@mazzbie4849 5 ай бұрын

Thanks man

@kanadalux3621 Жыл бұрын

Excelente video, muy útil.

@axelbydesign Жыл бұрын

Muchas gracias, espero y le ayude. Si tiene alguna pregunta también habló Español!

@hannablom5803 Жыл бұрын

Wow, this is brilliant- you really deserve sooo much subscribers! 🙏 Can you make data merge into like an action/script where the exporting happens directly (or something) to automate even more? Or should I ask firstly if actions even exists in Indesign? I'm more used to Illustrator and have just started using Indesign, but data merge sounds like such a time saver. Also- do you know of a way to automate hyperlinking in any way? I'm speaking about hyperlinks between different pages, boxes or numbers within a bigger document and not the hyperlinks used for a link to a webpage. Meaning, if one need to hyperlink hundreds of things, is there a way to do it fast and automated? All the best and thanks for great content 👍

@axelbydesign Жыл бұрын

Hi, thanks for your comment. I haven't looked in to actions / scripts or I haven't had to use the feature but I will look in to it and plan to make a follow up video sometime soon.

@davidsvanholm3920 11 ай бұрын

Thank you for a great video. Do you know if it is possible to have a python program (or some other script) telling InDesign to update a documents data source and export images?

@giulianavolpe6128 9 ай бұрын

loveuuuu

@ekkojoe 10 ай бұрын

Hey this is fantastic. Sorry total newbie here. How do I create 'the path' for the images. You look like you just copy and paste. This clearly isn't the case. Again apologies, how do I create the path for the images? Thanks

@ZoranImsiragic Жыл бұрын

Nice video. Nicely presented. But, you missed the best feature - automatic imposition to a printer sheet!

@axelbydesign Жыл бұрын

That's a really good idea for a video, thanks for your comment!

@user-tv7qt6qb6q 19 күн бұрын

How did you export to PDF so that it’s front-back-front-back of business card..? Going to work on QR gift cards soon, you’re a lifesaver!

@axelbydesign Күн бұрын

Hi, thanks for your question. In my example you can see I have 2 pages, page one is front and page two is back. When you export if done properly the data will populate in that order (front-back-front-back). I hope this answers your question.

@Helenjojoful Жыл бұрын

does this work for longer, more complex documents? for example, I have a Database and I can export it as a CSV file but the file has more extended text fields with commas.

@axelbydesign Жыл бұрын

Commas within your text fields should not be an issue, what causes issues is if you tab or format the text within the excel fields. For example, a formatted paragraph with tabs and enters will not translate on to the layout design inside InDesign

@nycolinog6928 Жыл бұрын

What's the difference between using Easy Catalog and using Data Merge? I need to automatically create many images (product kit images) with the same layout by changing the text and images within it... There's a way to do it using data merge?

@axelbydesign Жыл бұрын

I did a little bit of research on Easy Catalog and it sounds very much like similar things. I’m sure there are some variations in features but the main one is that Easy Catalog is an external plugin that more than likely will cost money. Data Merge on the other hand is already included or a part of Adobe InDesign if you have a current updated version of it. As you see on my video, in order to create alternate designs you’ll need to create a data excel sheet with the required fields and inputs. Link the data sheet to the layout and then assign the fields to each element in indesign I show this on the first half of the video. Watch the last half of my video to learn how to data merge images and also how to trouble shoot if something is not working.

@dickbrock 7 ай бұрын

Great job... thanks! Using this to make 90+ Achievement Awards for our cycling club.

@axelbydesign 7 ай бұрын

Glad it helped!

@axelbydesign 7 ай бұрын

Glad it helped!

@luisisG Ай бұрын

Is having a lot of info that goes in tables in Indesign possible with data merge? Also, I have different paragraphs with images. I am not sure if that will be practical

@axelbydesign 29 күн бұрын

This is a great question, I will do some testing and see if theres anything I can do to help. And if you figured it out, I'd like to learn how.

@wimmeeus4005 Жыл бұрын

Nice. Do you know if it is possible to get pre-formatted text into InDesign? When i import text it loses the breaks and other formatted elements? 🤔

@axelbydesign Жыл бұрын

Hello Wim, thank you for your question. This is in fact something that I'm working to find a solution for. I ran in to this issue when running a product catalog that included the ® to be superscript. Is this what you mean? If not, I'd like to hear more about the issue you are experiencing.

@wimmeeus4005 Жыл бұрын

@@axelbydesign thanks for the reaction. It's sort of what i mean. I want to import a text paragraph with pre-formatted elements like bold text, text breaks, etc... Now i just get text without formatting, just all in one block of text. 🥺

@axelbydesign Жыл бұрын

@Wim Meeus Unfortunately, there are certain limitations one of them being the problem you are mentioning. I have a solution that's almost counter intuitive and not as automated as I would like but it works (sometimes). Once my data is completely FINAL I just do the merge to help with inputing all of the information. Then under the Data Merge menu, I click on *"Create Merged Document"* Lastly, I manually format everything to my preferences. Hopefully Adobe releases an update of where the data can come through formatted correctly.

@haca.studio Ай бұрын

Nice, thank you for the video. I did notice some problems that the CSV file didn't special characters like Ž and ū is there a turnaround for this?

@axelbydesign Ай бұрын

The only way, is kind of a pain but the only way I get it done at this time. Once you have your final data and good to output I would "Merge the document" this will open a new document with all the data converted in to pages and then at this point edit those special characters manually.

@ToddYoungonline 8 күн бұрын

Hopefully you can help. I create a 200 page document that i created a list of 200 quotes in the csv file to be on. I followed the steps, placed the text box, linked the data source, the preview is correct, but when i export to pdf it seems to export each page 200 times and the final pdf only has a single record on each of the 200 pages. I chose all the records in the export and single record per page. I'm knocking my head against the wall.

@ToddYoungonline 8 күн бұрын

i figure it out, sort of. I had to create a single page, not 200 , and data merge to it then export, which created the 200 pages, but wasn't what i was wanting necessarily.

@axelbydesign 2 күн бұрын

Hi, yes so if you have data for 200 items all you will need is 1 page. This one page will get populated with the data from the CSV giving you the output of 200 total pages.

@PM-st6vu Жыл бұрын

any idea how data merge works for multiple pages? say for fields such as address, bio on a new page?

@axelbydesign Жыл бұрын

There is a way, but it goes much more in detail than this video covers. I will plan to create a follow up video and show that process!

@PM-st6vu Жыл бұрын

@@axelbydesign yes please that will be good to have!

@AlexFreixa18 Жыл бұрын

Hi! Thanks for this video, it really helps to understand Data Merge. I have a question about this tool. I need to prepare the layout of this document that has multiple pages. Each page has a vertical grid of images for each column. The problem is that for each page I need to use different amount of columns and rows. For instance, at page one I need 4 columns. 1st column - 4 images 2nd column - 3 images 3rd column - 1 image 4th column - 4 images I could create a whole document with Data Merge following this layout, but the problem comes when I need page two to have a diferent layout regarding columns and rows. For instance, page two now with 3 columns: 1st column - 1 image 2nd column - 4 images 3rd column - 1 images Is there a way to prepare this grid layout for each page individually with Data Marge? It should consider the amount of images in each vertical column grid and number of columns. I tried but im not sure if this was a clear explanation... Hope you have an answer! Thanks!! :)

@axelbydesign Жыл бұрын

This is great question and actually something I’ve ran in to in the past. The best way I went around this limitation is that I used Data Merge to merge the maximum amount of records then manually edited these issues after I was sure the data wasn’t going to change. Data merge is best for highly structured documents, but when I have customization like this I use data merge to get me to the halfway mark and then I adjust from there.

@AlexFreixa18 Жыл бұрын

@@axelbydesign I see. Well I hope Adobe can add this feature some day, it would be a great time-saving. Thanks for your reply!

@ashleytwiss9359 7 ай бұрын

Hi Alex, im having trouble using this tool to merge into a 118 page lanyard file please help!

@axelbydesign 7 ай бұрын

Hi Ashley, how can I help?

@Artistram3d1 Жыл бұрын

Hi again! I've had success with a previous practice file but now am getting an error message, 'The selected data source has one or more empty field names. Please fix the file or select another file'. I save my file as Comma Separated Values (.csv). Did I do something wrong? Or perhaps there's an issue with the data within the excel file? Thank you!!

@axelbydesign 11 ай бұрын

Yes so make sure there aren’t any empty header fields or cells in between your data. For example, make sure all your cells are continuous and don’t skip any. Additionally, make sure there aren’t any unassigned tags on your InDesign file. You may have to reassign if you made any changes. For example if you changed your data file from “name” to “full name” but on your design it still says then that error may occur. How you would fix is by highlighting the full text box and reassigning to the new name. Let me know if this helps, I can help you troubleshoot further and get your error resolved. Thanks!

@steveb5799 Күн бұрын

How can this be used for a product catalogue with multiple product groups per page?

@ariannatoniolo251 9 ай бұрын

is it possible to export the single page pdf files already renamed? I mean automatically renamed during exportation. For example using the name of the person that you have in that page.

@dawit_kassahun 7 ай бұрын

yes, it is possible, but you need to buy a script that lets you do that.

@gustorium Жыл бұрын

hi there! great video ❤ is there an option to export on card to one pdf? so i got multiple pdfs without saving them one by one? thanky ou

@axelbydesign Жыл бұрын

Im not sure I understand your question 100% but let me know if this helps. When you export to PDF in the Export to PDF options panel select the checkbox for “Create Separate PDF Files” then type “^P” or select “Page Number” from the little arrow right below said checkbox option. This should save all pages as separate PDF files. Hope this helps!

@marcolinogames 2 ай бұрын

How i can make this with multiple fields? For example, I have a spreadsheet that has several physical addresses. I would need one store address below the other in the art of indesign, there are hundreds... is it possible?

@axelbydesign Ай бұрын

Yes, so essentially you will create new fields for each address. First you want to determine the maximum number of addresses then make the fields that many times. For example if you have max 5 addresses you will setup your data something like this: Name 1 | Address 1 | Name 2 | Address 2 | Name 3 | Address 3 | Name 4 | Address 4 | Name 5 | Address 5 Then just connect each name and address to the fields you need on your design document just like normal. I hope this makes sense, let me know if it helps. I think I can make a video that will explain it a little better so stay tuned! Thank you!