Variable Text in InDesign

InDesign has a data merge tool that allows you to do variable data right in InDesign. This is a excellent way to start doing variable data and it’s very simple to use. In this demonstration we will be using a postcard from the marketing department that was created for you to market variable data. I will be demonstrating this postcard for manual multi-up output and using a list that has been run through mailing software.

Variable Graphics in InDesign

InDesign has the ability to do variable graphics. By adding a link to your graphics in the list file and starting your header name with ‘@, InDesign will see that field as a graphic field. In this demonstration I will be showing you how to edit the list and applying variable graphics using InDesign.

Here are some data cleaning tips in Excel, just click on the heading to see a demonstration of that tip.

Getting Rid of Special Characters

Special characters can make your list non-usable. They can cause the start of a new record in the middle of a record, making your data jump around. Microsoft Excel does not have the ability to see special characters, therefore you must use Microsoft Word to get rid of these characters. You can copy and paste your list from Excel to Word to accomplish this. The example list is an export from Printer’s Plan. It has placed some Manual Line Breaks in the Address’s field. This demonstration will show how to get rid of them.

Separating Columns

You may run across a list where one column of information should be separated out into two columns. Like an address field that contains secondary address information such as the Suite number. Microsoft Excel can do this with its Text to Columns feature. This demonstration will show you how this feature works.

Text Function – Trim

You may run across a list or in the process of cleaning a list where there are extra spaces at the begining or ending of a field. This can cause your data to shift when you don’t want it to. You can use the Trim Function in Microsoft Excel to delete these extra spaces. This demonstration will show you how this feature works.

Text Function – Upper & Proper

If the applicaion you are doing your variable data in does not support changing text to upper or lower case, you will need to change your list before you use it. You can use the Upper & Proper Functions in Microsoft Excel to make these changes to your list. This demonstration will show you how this feature works.

Merging columns from one list to another

In this exercise we have information provided to use in two different lists. We are going to use Microsoft Excel to merge information from one list to another and then verify that the information moved matches up with the correct records. This demonstration will show you how to accomplish this.

De-dupe a list

The best way to de-dupe a list is to use your mailing software. If you don’t have mailing software though or you need to de-dupe a list that will not be used for standard mail, you can use a function in Microsoft Excel to de-dupe your list. This demonstration will show you how this works.

Prep a List for Manual Multi-up

If your variable data software has a way to multi-up with priorities, there is no need to do this. But if you are using a mail merge tool in an application like InDesign CS2, you will need to do this manually. You can do this in Microsoft Excel. This demonstration will show you how this works.

Other Resources

Top ten ways to clean your data

Excel’s TRIM function removes extra spaces in cells

CLEAN & TRIM functions to fix Bad Data

Data Cleanup Tips for Microsoft Excel