Creating a Directory using Data Merge and InDesign CS2

[l***@adobeforums.com]

I am trying to create a phone directory using the new datamerge feature in InDesign CS2. I can not figure out how to get more than one merged field onto my page (it should end up with about 50 names/phone numbers in two columns per page). I am using windows 2000. Please excuse me if this is a repeat, I am a new ID user. I love the product, but am on info overload!
Lorna

[Heather Bell]

For each record placement on page #1 draw a seperate text box, each one needs to have an assignment field. Layout one page, and when finished click the merge document option and make sure that you have multiple records turned on per page under the tabbed setting options.
Let's say you file is CSV with a first name, last name, address, city, state, zip, phone, and fax. If you labeled the columns as such, when you import the the data, these will be your field names, draw a separate box for each field, layout one complete "record" in your defined space, then step and repeat however many you'll want on the page, i.e. 50. With the multiple records per page feature set correctly you will have a final merged document that will create it's own number of pages to accomodate all records.

[l***@adobeforums.com]

That is what I thought. It seems like a lot of work, especially if you have 2,000 names! I guess I will stick with merging to Word, then placing it into my doc.

Thanks for the quick response. I appreciate it!

[C***@adobeforums.com]

I do an annual directory of around 4500 names -- believe me it is much
easier to do it in Word and then place that. If you're careful with you
paragraph and character styles in Word and in the import dialog it works
very well. The biggest problem with ID merge is that every record comes in
in a separate text box.

[R***@adobeforums.com]

I'm in the process of producing a directory of about 500 names. The directory is small -- 5x9 -- and there are 5 names per page. I am not drawing a box for each field. That's too much trouble. I have formatted the merge document in InDesign CS2 and the data is coming from a MS Access file.

Believe me, formatting in InDesign is a lot easier than Word, at least for the format I'm using. The only drawback is that each record is in its own text box, but I haven't gotten that far yet.

I'd rather be bitten to death by baby ducks than format anything in Word.

Rosemary

[Heather Bell]

I don't know what the "lot of work is"? All you have to do is layout probably a max of 10 text boxes, assign them a field, step and repeat on ONE page and merge. Where is the work?

[l***@adobeforums.com]

The work comes by having to create 80 individ text boxes the page. I have 2500 names and phone numbers to merge into the document. Each page will contain about 80 names.
<<lastname>>, <<firstname>> tab <<phone>>
This will be in two columns on each page.
Seems like a lot of time spent creating even text boxes not to mention spacing.

[Heather Bell]

So, you have to create three text boxes, label them, and then hit step and repeat # 79 verticle offset something like .125" and then select all and hit step and repeat, horizontal offset, 4.25" (assuming 8.5 x 11 page). And your done. Merge, viola.

[C***@adobeforums.com]

But you still wind up with each record in a separate text box if you use the
ID data merge and that makes last minute tweaking very difficult. I have
done it that way as well is in Pagemaker's data merge (almost identical to
ID's) as well using ODBC in Pagemaker (that was my prefered method until
some one here suggesting starting it in Word). The method of starting in
Word is excellent as long as use correct paragraph and character styles in
Word and set them to import correctly into ID. After trying each way I
wouldn't consider the others again.

[l***@adobeforums.com]

Heather, please excuse the novice question, but, what do you mean by "hit step?"

[Heather Bell]

Don't apologize, I use my own jargin sometimes, and understanding that has nothing to do with being a novice or not. Since you claim to be a novice though, I'm giving you the detailed explanation below: Select anything you need "multiple" up. With the item(s) selected go to your Edit drop down menu, and then "click" (or hit) "Step and Repeat". This brings up a window that allows you to paste items multiple up. So, say you were designing a 4.25 x 5.5 postcard.
But you wanted to print 4 on a 8.5 x 11 page.
You could layout the post card in the top left 4.25 x 5.5 section of the 8.5 x 11 document. When finished designing, select ALL, step and repeat, and make horizontal offset 5.5, you now have two postcards, select all again, make verticle offset 4.25, you now have 4 postcards perfectly spaced on an 8.5 x 11 page.
I hope you were actually asking what step and repeat was and not what I meant by hit. Oh, well.

[K***@adobeforums.com]

Sorry, but so far this has all been wrong.

You don't need a separate frame for each field, and you don't need step and
repeat.

Format a single record in a single text frame, controlling the position of
your fields with tabs or however else you would lay out that page - avoid
tables.

Ensure that the frame is no bigger than it need be because any additional
space will be seen as part of the layout and repeated.

In the create merged documents dialogue select Multiple Rcords in the
records per document page. Then under the multiple record layout tab set up
your margins and the row/column order in which InDesign should fill the
records. Then preview to check it's to your liking.

k.

[C***@adobeforums.com]

Yes, Ken is correct. However, the end result is stll that each reacord is in
a separate frame.

[K***@adobeforums.com]

Agreed. Each record is in a separate text frame - post 2 says "draw a
separate box for each field". You don't need to.


But the business about step and repeat - for which you would have to work
out the increment and number needed to fit the page - is unnecessary because
that's what Datamerge does. In fact, I've just realised it won't work,
because if you step and repeat all you are going to do in the merged
document is fill each page with the same record.


As to the separate text frames yes, I guess in some applications that could
be a bit of a bind. But if you can format using paragraph styles you can
select all the text frames on each page and apply a style fairly quickly
through a document.

Robert Tkaczyk has a script at Studio Exchange that joins text frames but it
doesn't seem to run in CS2 - and it links in click order, says nothing about
selecting all and joining. But that does suggest that it may be feasible to
script joining all text frames in a Datamerge document. How about it Robert?
It would make a useful tool for those making directories with Datamerge.



k

[Heather Bell]

Doesn't this depend on how you have your records deliniated? Since I can place Column 1 and Column 2 of my data base in different positions, which is how I want to use it, if Name is in Column 1 and Phone in Column 2 for instance, don't you need to place a text box for each. If not, how do you data merge multiple Columns in 1 box? I'd be interested to know for the future. Thanks.

[K***@adobeforums.com]

If the fields are going to be placed in a way that they physically cannot
occupy the same text frame then yes, of course, each needs to occupy its own
frame. But if you are making a listing that is effectively name <tab>
telephone, then do just that, put the whole slug in a single frame. I can't
imagine a directory layout in which name and telephone could be placed in
such a way that they can't occupy a single frame, and yet be readily related
to one another in the final merge.

k

[Heather Bell]

I guess what I was thinking about was more the way I use it, certificates, and a few directories, even raffle tickets on occasion. I design my Excel file knowing it's being merged this way and column out to that. Example, name needs to be script at 24 pt, layout a box for that, then date needs to be in upperhand corner, money value, different font size and placement as well. Your excel file would have to be in columns planned for 80 to a page and you would have to go back and highlight and reassign the text field with my method, but it didn't seem that time conuming to me. I am glad to know for future reference you can import a whole row into one field and I will experiment with that. Though, can you assign things different style within the row when you do it this way. For example, name bold, phone number a different font size, etc.? And does it let you assign "leader" text with this method? i.e. placing the word "Phone" before the phone number, or does that have to be in the data file?

[K***@adobeforums.com]

I agree that with things like tickets, or mailmerge letters where you want a
data variable buried in the text you may have to place individual fields in
separate text frames. But the OP was asking about a phone directory.


"can you assign things different style within the row when you do it this
way. For example, name bold, phone number a different font size, etc.? And
does it let you assign "leader" text with this method? i.e. placing the word
"Phone" before the phone number, or does that have to be in the data file?"

You obviously can't use paragraph styles this way other than to set the
basic style. You can, however, override with character styles - or just
format the placeholder text without using styles.

So you could, for example, set the font in a 'directory' paragraph style,
then apply a 'bold' character style to the name placeholder.

Yes you can add other text. A typical phone book line of placeholders might
read:

<<firstname>> <<last name>> (tab)<<title>> (tab)<<department>> (tab) Phone:
<<phone>> (return)
(tab) (tab) (tab) Direct fax: <<fax>> (return)
(tab) (tab) (tab) E-mail: <<email>>


And of course the balance can be reversed, <<name>>, if you are
incorporating an occasional variable word in a much longer piece of text
like a mailmerge letter. Without this function it could take you from now to
<<upcoming public holiday>> to write individual letters.

k

[Heather Bell]

Very good to know, thank you Ken. I don't know how long it will be before I'll have an opportunity to try this out, but it will be very useful if I have something come up in the future.

[K***@adobeforums.com]

Glad to help.

k