WEBVTT X-TIMESTAMP-MAP=LOCAL:00:00:00.000,MPEGTS:0 00:00:07.160 --> 00:00:12.120 In this video, we're going to take this boring old Excel file with all this data in it, 00:00:12.120 --> 00:00:16.140 and then make it work in InDesign by creating these placeholders, 00:00:16.140 --> 00:00:17.730 first name, last name, company, 00:00:17.730 --> 00:00:21.060 and then generating a file that has loads of people's names in it. 00:00:21.060 --> 00:00:23.415 You can see here, I made a hundred. 00:00:23.415 --> 00:00:27.495 Cool. Let's go and do that now in InDesign. 00:00:27.495 --> 00:00:30.870 The first thing we need to do is we're going to create our little swing tags, 00:00:30.870 --> 00:00:33.135 so we're going to go to "File," "New Document." 00:00:33.135 --> 00:00:35.810 Now best thing to do for size is to go down to 00:00:35.810 --> 00:00:37.820 your local stationary supplies store and just 00:00:37.820 --> 00:00:42.305 figure out what the plastic little sleeve that they go into, the size it takes. 00:00:42.305 --> 00:00:44.740 I'm pretty sure they all use inches, 00:00:44.740 --> 00:00:47.190 even if you're not in America. 00:00:47.190 --> 00:00:48.800 Four inches by three inches, 00:00:48.800 --> 00:00:50.210 but go and check just to make sure, 00:00:50.210 --> 00:00:53.120 sometimes the business cards sizes is just to take business cards. 00:00:53.120 --> 00:00:55.945 But we're going to use the four inch by three inch. 00:00:55.945 --> 00:00:58.310 In terms of this one we're going to set the margins to 00:00:58.310 --> 00:01:01.640 zero just because I just don't need them for this case. 00:01:01.640 --> 00:01:03.245 In terms of the blade, 00:01:03.245 --> 00:01:05.690 we'll use eighth of an inch, 00:01:05.690 --> 00:01:10.520 so 0.125, or three millimeters all round. 00:01:10.520 --> 00:01:13.795 Great. I'm going to grab my rectangle tool, 00:01:13.795 --> 00:01:16.745 I'm going to draw a rectangle that covers this bottom bit. 00:01:16.745 --> 00:01:22.505 That's where the company name's going to go and I'm going to flip with our red paint. 00:01:22.505 --> 00:01:24.140 It's not part of that because it's a new document, 00:01:24.140 --> 00:01:26.190 so I am going to click it over here. 00:01:26.590 --> 00:01:29.760 I'll make it a little bit smaller. 00:01:30.080 --> 00:01:36.110 Next thing I want to do actually is bringing my logo file place in your 05 Data Merge. 00:01:36.110 --> 00:01:38.170 There is one called green logo. 00:01:38.170 --> 00:01:41.790 Bring them in and get them about there. 00:01:41.790 --> 00:01:46.530 W, it's going to be okay, maybe. A little bit there. 00:01:46.530 --> 00:01:49.670 Now we need to connect the Excel file. 00:01:49.670 --> 00:01:52.535 The trouble is, Excel won't actually connect directly. 00:01:52.535 --> 00:01:55.505 Weirdly you have to open up your Excel file in Excel, 00:01:55.505 --> 00:01:57.185 which is not weird, I guess. 00:01:57.185 --> 00:01:59.300 that's the wrong file. Let's open them up. 00:01:59.300 --> 00:02:01.070 We're going to start with this one here, 00:02:01.070 --> 00:02:05.720 the Garden Awards Attendees and that's what this file looks like. 00:02:05.720 --> 00:02:08.020 You can see there's lots and lots of data in this one. 00:02:08.020 --> 00:02:11.625 But the XLS is or the XLXS won't work, 00:02:11.625 --> 00:02:14.160 you just need to open up an Excel or Google Docs, 00:02:14.160 --> 00:02:18.715 whatever you can to open it up and go to a File just do a Save As. 00:02:18.715 --> 00:02:21.380 Instead of our XLSX, 00:02:21.380 --> 00:02:24.295 we're going to drop that down and go to this one that says CSP. 00:02:24.295 --> 00:02:26.305 That's the one that InDesign can accept. 00:02:26.305 --> 00:02:28.450 Don't need to change anything else. Hit save. 00:02:28.450 --> 00:02:30.880 I have already done it for us in our examples. 00:02:30.880 --> 00:02:32.335 If I connect it now, 00:02:32.335 --> 00:02:34.075 it's going to connect to the CSV, 00:02:34.075 --> 00:02:35.900 but not the Excel file. 00:02:35.900 --> 00:02:38.240 Let's open up our data image panel. 00:02:38.240 --> 00:02:40.935 Let's got a window, let's go down to utilities, 00:02:40.935 --> 00:02:42.850 let's go to dot image. 00:02:42.850 --> 00:02:44.770 It tells you what to do here. 00:02:44.770 --> 00:02:50.275 But the first one is the merge here and we're going to click on Select Data source. 00:02:50.275 --> 00:02:52.420 Remember, you can see these ones that are grayed out, 00:02:52.420 --> 00:02:53.485 it won't work for these. 00:02:53.485 --> 00:02:58.360 I'm in 05 data image and we're going to work with the Garden Awards attendees. 00:02:59.120 --> 00:03:02.200 If I jump back into Excel, 00:03:02.450 --> 00:03:06.810 you can see it's bolt through the hitting names or the column names. 00:03:06.810 --> 00:03:08.320 If you don't have these, 00:03:08.320 --> 00:03:10.630 go into your file and just add them to it. 00:03:10.630 --> 00:03:12.400 It's going to make life easier you working in 00:03:12.400 --> 00:03:15.325 InDesign ,you might have to insert a row and just type them in. 00:03:15.325 --> 00:03:17.785 Cool. You don't have to use all of these. 00:03:17.785 --> 00:03:19.345 I want first name, last name, 00:03:19.345 --> 00:03:20.635 I don't want the entry fee, 00:03:20.635 --> 00:03:22.765 I don't want the email address or entry date, 00:03:22.765 --> 00:03:24.385 I want the company name. 00:03:24.385 --> 00:03:26.530 Cool. You can decide on what you want to have, 00:03:26.530 --> 00:03:27.925 I'm going to move that off to the side, 00:03:27.925 --> 00:03:29.765 I'm going to grab my type two, 00:03:29.765 --> 00:03:33.410 and I'm going to draw a nice big type box. 00:03:34.230 --> 00:03:38.155 It is there. All I need to do is mucosa fleshing. 00:03:38.155 --> 00:03:39.865 I'm going to cut the word first name, 00:03:39.865 --> 00:03:43.460 put our attention on a keyboard and put in last name. 00:03:43.460 --> 00:03:49.010 Cool. I'm going to style this now to look like it did in the early part of this video. 00:03:49.010 --> 00:03:51.110 I'm going to move them so they are centered. 00:03:51.110 --> 00:03:54.530 I'm going to highlight these guys and make them centered. 00:03:54.530 --> 00:03:57.630 They both going to be roboto. 00:04:01.360 --> 00:04:05.615 This is going to be bold. Where is bold? 00:04:05.615 --> 00:04:10.050 there is it. I'm going to increase this one here. 00:04:10.050 --> 00:04:12.900 I'm going to max out the size. How big? 00:04:12.900 --> 00:04:17.120 You'll have to look at your names list and see how many characters that person has. 00:04:17.120 --> 00:04:19.550 You've got somebody with a really big foreign name, 00:04:19.550 --> 00:04:21.920 you might have to have a slightly smaller font. 00:04:21.920 --> 00:04:23.540 We can test it, it's easy enough. 00:04:23.540 --> 00:04:26.390 Select it all. I'm going to make it the green color. 00:04:26.390 --> 00:04:28.965 This guy here is going to be the light version. 00:04:28.965 --> 00:04:31.710 Now I'm just messing around designing. 00:04:31.710 --> 00:04:34.380 Now it's hard to work with his first name, last name. 00:04:34.380 --> 00:04:37.140 What we can do is see it says preview in the corner. 00:04:37.140 --> 00:04:41.795 It will pull through only the first entry from your database list. 00:04:41.795 --> 00:04:43.505 So Robyn Ward, not very long, 00:04:43.505 --> 00:04:45.050 so it's going to fit just fine. 00:04:45.050 --> 00:04:46.955 I'm going to select the role and just make it a bit bigger. 00:04:46.955 --> 00:04:50.805 Here we go. You can cycle through them see this arrow? 00:04:50.805 --> 00:04:52.875 I'm going to go through Robyn Ward, 00:04:52.875 --> 00:04:56.805 Mark Rose, Lyty, Sergio. 00:04:56.805 --> 00:04:59.555 We got lots of names and none of them are very long, 00:04:59.555 --> 00:05:02.030 so this is going to work out just fine. 00:05:02.030 --> 00:05:04.910 This is not actually done ,this is just previewing. 00:05:04.910 --> 00:05:08.555 You can it turn on and off, but it's not meant to be the finished one. 00:05:08.555 --> 00:05:10.880 There's a last part of this to this, to export it. 00:05:10.880 --> 00:05:13.145 This is just previewing it through. 00:05:13.145 --> 00:05:14.810 There's one more thing I need to do, 00:05:14.810 --> 00:05:15.950 is my company name. 00:05:15.950 --> 00:05:18.680 I've got nothing selected, grabbed my talk to, 00:05:18.680 --> 00:05:23.570 drag out a box, and I'm going to click in company. I'm going to do the same thing. 00:05:23.570 --> 00:05:25.745 I'm going to center it, grab it. 00:05:25.745 --> 00:05:27.500 Some of the company names get quite long, 00:05:27.500 --> 00:05:29.840 so I'm going to have it so it's all the way across. 00:05:29.840 --> 00:05:31.915 Oop, not that far across. 00:05:31.915 --> 00:05:34.700 I'm going to use my eyedropper tool like we did earlier, 00:05:34.700 --> 00:05:36.515 I'm going to grab all of this. 00:05:36.515 --> 00:05:39.680 Grab my eye dropper tool still that one. 00:05:39.680 --> 00:05:42.005 I've got the roboto thing, 00:05:42.005 --> 00:05:45.895 make it a little bit smaller maybe make the font paper. 00:05:45.895 --> 00:05:50.420 Hit preview and you can see some of these business names are a lot longer, 00:05:50.420 --> 00:05:53.255 so I'm probably going to have to go smaller on the font. 00:05:53.255 --> 00:05:54.755 Select all the list. 00:05:54.755 --> 00:05:58.300 A bit smaller, hope this fits in. 00:05:58.300 --> 00:06:00.425 I might have to do a print as well, 00:06:00.425 --> 00:06:02.450 because this is printing at thirteen points. 00:06:02.450 --> 00:06:04.760 It's not very tiny, but it might be maybe a little too 00:06:04.760 --> 00:06:08.610 thin to read so I'm going to go up to regular. 00:06:08.890 --> 00:06:12.185 Let's have a look through a few of these. 00:06:12.185 --> 00:06:14.385 They look like they're all going to fit. 00:06:14.385 --> 00:06:18.170 Cool. That is how you can connect the two up. 00:06:18.170 --> 00:06:21.905 The next thing I want to do is I want to export this thing. 00:06:21.905 --> 00:06:24.575 First of all, I'm going to save it. Let's save it. 00:06:24.575 --> 00:06:26.509 Let's call this one on my desktop, 00:06:26.509 --> 00:06:28.430 in my InDesign class files, 00:06:28.430 --> 00:06:30.260 this is going to be called my Green at 00:06:30.260 --> 00:06:39.700 Heart awards night tags and I'll call this one V1. 00:06:42.110 --> 00:06:45.480 To save it, I need to turn this off. 00:06:45.480 --> 00:06:51.525 Saved. This here is like the template, 00:06:51.525 --> 00:06:53.490 you're going to end up with two files. 00:06:53.490 --> 00:06:57.020 You've got this one plus the one you generate with all the names in it. 00:06:57.020 --> 00:06:58.805 You can click this little icon here, 00:06:58.805 --> 00:07:01.840 create merge document, click on this. 00:07:01.840 --> 00:07:03.835 There's a few different options, 00:07:03.835 --> 00:07:05.810 we're just going to leave it all as standard 00:07:05.810 --> 00:07:08.105 because it's probably what you're going to need to do. 00:07:08.105 --> 00:07:09.880 Let's click Create. 00:07:09.880 --> 00:07:13.725 What happens is I've got two files open at the moment, 00:07:13.725 --> 00:07:15.945 but it's generated a third. 00:07:15.945 --> 00:07:19.710 A nice little thing that appears here is no overset text were generated. 00:07:19.710 --> 00:07:24.465 Overset text is that little red cross in the corner that says the text couldn't fit. 00:07:24.465 --> 00:07:26.570 This is going to be good, so you're doing business cards and it's for 00:07:26.570 --> 00:07:28.760 like I've done jobs for 10,000 people, 00:07:28.760 --> 00:07:32.800 at a big company and you hit that button. 00:07:32.800 --> 00:07:35.420 You don't want to have to go and double check 2,000 names or 00:07:35.420 --> 00:07:38.975 10,000 names to see if any of those names are too long and won't fit. 00:07:38.975 --> 00:07:41.915 This is just telling you, "Don't worry, all is cool." 00:07:41.915 --> 00:07:45.160 The difference between this one which is my template, 00:07:45.160 --> 00:07:46.785 which has got first name, last name, 00:07:46.785 --> 00:07:49.800 place holders and the second one is the naming. 00:07:49.800 --> 00:07:51.710 Can you see here, it's called V-1, 00:07:51.710 --> 00:07:52.850 that's got a hyphen one. 00:07:52.850 --> 00:07:55.925 It's not super clear. 00:07:55.925 --> 00:07:58.880 But if I save this one now, instead of hyphen one, 00:07:58.880 --> 00:07:59.930 I might give it a bit of name, 00:07:59.930 --> 00:08:01.430 I might call this one, 00:08:01.430 --> 00:08:03.515 I can't think of a better name. 00:08:03.515 --> 00:08:07.535 Don't call it final, remember that'll kill it's job. 00:08:07.535 --> 00:08:10.740 We need to call it, calling 00:08:10.740 --> 00:08:13.800 it output because I can't think of a better name at the moment. 00:08:13.800 --> 00:08:17.315 Just call the first one template and then the next one not template. 00:08:17.315 --> 00:08:20.930 It's saved and what we can do is look at the pages panel, 00:08:20.930 --> 00:08:22.130 which mine is disappeared. 00:08:22.130 --> 00:08:24.955 Window, let's go to Pages. 00:08:24.955 --> 00:08:27.165 I drag it back in here. 00:08:27.165 --> 00:08:28.535 I know why I dragged that out. 00:08:28.535 --> 00:08:31.505 I was using a very different project while I was making these tutorials. 00:08:31.505 --> 00:08:33.575 As you can see, I have a page one, 00:08:33.575 --> 00:08:34.730 page two, page three, 00:08:34.730 --> 00:08:38.430 and you'll see, you see all these names here it's made a document with all of these. 00:08:38.430 --> 00:08:40.715 If I'm printing in the office, I can hit print, 00:08:40.715 --> 00:08:44.070 obviously I can print, what is it a hundred different names. 00:08:44.070 --> 00:08:46.475 Or I can send this to the print it out and now to get printed 00:08:46.475 --> 00:08:49.340 and hopefully get trimmed up and then send back 00:08:49.340 --> 00:08:51.020 to me so I can put them into 00:08:51.020 --> 00:08:55.115 the little clear name sleeves at the welcome desk when people arrive. 00:08:55.115 --> 00:08:57.470 I got my hot seat on this gala night to hell, 00:08:57.470 --> 00:09:00.095 even though I've totally just made this thing up. 00:09:00.095 --> 00:09:05.370 But anyway, I'm sure it will be the great night that my friends is Data merge.