How Do I Change Spreads To Single Pages In Indesign

Tutorial Details

Difficulty: Avant-garde

Estimated Time: 35 minutes

In this tutorial we'll show you how to data merge multiple records from a spread sheet (Numbers or Microsoft Excel) into a document with InDesign's data merge characteristic. Information technology is a complex technique that can create bully – looking informational design when used correctly.

Can be used for:

Badges
Designed Data Lists
Informational Graphics
Catalogues

What you'll demand:

Information source (.CSV file)
InDesign document

IMPORTANT: Rules for multiple record data merge

A multiple record information merge tin can only be produced from a single folio InDesign document . Having 2 or more than pages restricts information merge to single-record mode.
Everything on the certificate page – even if information technology has no information placeholders in it – will be duplicated in the merge process. If the other objects on your page prevent more than i tape from fitting (such as a large background image), data merge will bear as if information technology'due south producing a single record layout because the document tin't accommodate more than one tape per folio.

So if there are page elements you desire on the pages that don't need to be function of the merge, move them to the chief page.

#1 Get all the dynamic information in a CSV file

In this example I am using Microsoft Excel in Windows; yet, these steps should be similar to Numbers in Mac Bone.

Add whatsoever information you'll need in the data merge onto the spread canvas.

Instance:

Project Proper noun
Department

For any content you do not want duplicated on the page, add it to the master page. This could be an introduction or an paradigm etc. To data merge an prototype we need to place the link to the image in the CSV file and provide the heading "@img". In Excel this should be typed as '@img. The ' provides a resolution to an Excel bug where it doesn't recognise @img by itself.

Make certain y'all have your headings across the summit and records underneath as shown.

Export your data to a CSV format (comma delimited file). If y'all take multiple sheets of data attempt and consolidate them to one. If non the different sheets will exist separate CSV files.

#2 Open your prepared InDesign file – this should include your designed primary pages.

Set your design in InDesign. You tin can use master pages for the layouts and content you don't want duplicated on the same page. Annihilation that is going to be data merged needs to be on the main folio otherwise it won't work.

#iii Set your information merge design – use paragraph and character styles to make changes later on on easier.

The data merge pattern is something that will have tweaking to get correct. At this step we only want to create the design and layout. So use text boxes, tables, image boxes, lines, colour etc.

Make certain to use paragraph styles and character styles to permit changes to exist made in future updates to the document. Finally make sure to grouping everything and then the design layout is maintained.

#4 Optional: Change any text boxes to Auto size height, width or both nether text frame options.

Text Frame Options contains a few features such as Column width flexibility, balancing, Inset Spacing, Vertical Justification, Baseline options and Machine-Sizing. This is accessible from the top menu under Object – Text Frame options.

The content from the excel file that nosotros are using has variable content length. For example Project 1 has a brusque project description and Project 2 has a long project description.

InDesign tin can adjust the size of the text box then that no text becomes overset. To exercise this we go to Text Frame options – Auto size and select (for the purpose of this design) Tiptop merely. We want the text to catamenia downwards and so also select the arrow pointing downwards underneath the Auto-Sizing drop down.

#5 Select CSV file to exist merged in InDesign

Along the acme carte, go to Window – Utilities – Data Merge and a new panel should pop up. Click the further options button and click "Select Information Source".

From here select the CSV file and click open. In that location should now be a list of data field titles.

#6 Put your data field titles in the design – make sure information technology's on one page only.

Now start adding the information field titles to the design. This will insert placeholder text which will be substituted in the merged version of the file with a record.

#seven Mode placeholders if necessary

As part of your design you should have styles already. If not, modify the paragraph or grapheme styling as necessary and create a new style from information technology by highlighting the text and clicking "Create new style"

#8 Optional: Put in an image – generic image sizing can be applied at the information merge.

We as well want to add an image to our pattern. As function of the CSV nosotros imported an image link. InDesign volition automatically link to that image. Add together the epitome placeholder to the frame past but clicking the frame and so clicking the data field title.

#9 Create Merged Document – select multiple records on driblet downwardly for records per document page. Select record range if need be.

Go to the information merge panel, click the driblet down and select "Create merged certificate".

Under "Records per Document Page" select "Multiple Records". If this area is greyed out then y'all demand to delete any extra pages that you take in your document so that you are left with ane page (having multiple pages in the master page layout is fine).

If you don't want to merge the whole CSV then select the range by row.

#ten Select generate overset text and warning images missing

Make sure "Generate Overset Text Report" and "Warning When Images Are Missing" is selected.

#xi Click on multiple record layout and preview

By the preview we see everything is overlapping and needs more space in-between.

#12 Adapt columns and rows depending on your sizes, adapt by either columns or rows first.

Nether the spacing section we tin increase the spacing between the columns and the rows until null is overlapping. This is corking if you have specific placement needs in your blueprint.

#13 OPTIONAL: Nether options select fitting that you want to apply to images.

Depending on the image sizes, yous may decide to fit or fill up frames proportionally. In this instance we desire to fill frames proportionally.

#14 Click OK to merge document

This volition create a new certificate that has the merged information in it. Information technology will create equally many pages as it needs to merge all the data you selected. We can delete or add together pages as necessary.

#15 Apply Master Pages

At present apply the main pages equally needed by dragging and dropping the chief folio onto the page you want to apply information technology to. Now merely organise the information in their right places.

#16 Use Main Pages

Now apply the master pages equally needed past dragging and dropping the master folio onto the page you want to apply it to. Just organise the information in their correct places.

Conclusion

In this tutorial nosotros've learned:

How to use Data Merge in InDesign
How to merge multiple records per a page
How to format an InDesign document for multiple records

I hope yous accept found the tutorial helpful. Feel gratuitous to comment beneath.

Linaka Greensword is a Digital Creative and provides digital training for enthusiastic learners. She works as a Digital and Web specialist for an international consultancy. Visit www.linaka.co.uk to learn more.

Source: https://gcostudios.com/designing-and-data-merging-with-multiple-records-in-indesign-cs6/

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