If all of the text is in one text box the the space for the signature could possibly move up or down depending on the length of the merged text. This can be a problem if you want to place a signature at the end of the letter. If the body of your letter has areas in it that will be merged with the data, like a donation amount for donor letters, be aware that the length of the information you are merging can fluctuate and cause your text to reflow. Design your letter appropriately marking the areas that will include data from the merge with designations like > and > so you can replace them with the merged data. If your letter is two sided, create a two page 8.5x11 document. Step 3: Set Up Your InDesign FileĬreate your form letter as an 8.5x11 page.
This will generate a document that has each piece of data separated by a comma or tab depending on the format you save it as. Once you have all the rows and columns adjusted, you need to save the Excel spreadsheet as a comma-delimited file (.csv) or a tab-delimited (.txt) file. You will most likely want your envelope to have the mailing name and address in all caps, but on the form letter you will want the salutation to be in upper and lower case. If each row is typed in all caps, then the merged document will be in all caps. When checking your Excel spreadsheet and making sure that all labels and rows are correct, how the data is input into each row is how it will show when you merge the document into InDesign. Row one of your spreadsheet should have the labels for each column be sure that each column has a unique label to keep them separate when merging into InDesign. and rows that have the information for each recipient of the form letter and envelope. The data source file is most commonly an Excel spreadsheet set up with columns that have the designated labels for name, salutation, address, etc. Using the same data source file, we can create both the letter and envelope easily. For this example, we will look at an Excel spreadsheet that contains information that needs to be used to create a form letter and envelopes. Data merge is commonly used for form letters, addresses on envelopes, mailing labels and can even be used for numbering. What Does Data Merge Do?ĭata merge allows you to take an Excel Spreadsheet, with rows and columns of data, and merge those fields into their assigned places in InDesign.
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In this installment of Learning Adobe InDesign, we take a look at data merge (also known as a mail merge) and how to set up your InDesign document.
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