7 Replies Latest reply on Mar 16, 2018 8:20 PM by Colin Flashman

    Data Merge: One record per page

    CPD Bookings

      Hi,

       

      As part of my job at work I create scientific abstract books that display research submitted by delegates attending the conferences we organise. So far I have manually inputted all information using copy and paste from excel files. The pages generally look like the image below. The abstracts are collated in excel first and I was hoping that it would be possible to data merge. The only examples of data merge i have seen are for multiple records per page however I would like each abstract (with the name, co-author, institution, title and abstract) to appear on separate pages. Is this possible and if so how?

       

      Screen Shot 2017-01-25 at 09.05.09.png

        • 1. Re: Data Merge: One record per page
          SJRiegel Adobe Community Professional & MVP

          InDesign can absolutely do one record per page - if fact that is its default until a user changes it.

           

          All of your records would need to be lines on the same Excel sheet, and since your green headlines are of varying numbers of lines, for best results you would need to put the placeholder for that header and and the placeholder for the body text into the same text box on the page.

          1 person found this helpful
          • 2. Re: Data Merge: One record per page
            CPD Bookings Level 1

            Fantastic, thank you, worked fine. One issue i am having is that if there is a paragraph break within the Excel sheet, when you come to merge the document it pushes each line on to a new page. Other than using find/change, is there something you can get InDesign to do prior tot he merge to ignore the breaks?

            • 3. Re: Data Merge: One record per page
              SJRiegel Adobe Community Professional & MVP

              I have not found any way to get InDesign to ignore line breaks from Excel - My only fix was to go into Excel and get rid of the breaks. 

              If you need them to be there in your final document, you can replace the in Excel with some sort of placeholder character that is not used elsewhere in your document, and then use find/replace to put them back after the merge.

              1 person found this helpful
              • 4. Re: Data Merge: One record per page
                CPD Bookings Level 1

                Ok, sounds reasonable, thank you very much for your help.

                • 5. Re: Data Merge: One record per page
                  whitneyh92144274

                  I cannot seem to get one record per pages that are facing? I end up with a spread of the same record on both pages?

                  • 6. Re: Data Merge: One record per page
                    SJRiegel Adobe Community Professional & MVP

                    Your starting document should have only one document page with one set of placeholders. Data Merge will generate the correct number of pages based on the number of records you are merging.  

                    You may need to change your document to facing pages after the merge is complete.

                    • 7. Re: Data Merge: One record per page
                      Colin Flashman Adobe Community Professional

                      There is a macro that can be used in Excel to fix line breaks - I use this on my Mac to fix databases where line breaks are present.

                      Try adding the following macro to an Excel document and then run the macro from the macro sub-menu:

                      Sub RemoveCarriageReturns()
                          Dim MyRange As Range
                          Application.ScreenUpdating = False
                          Application.Calculation = xlCalculationManual
                      
                          For Each MyRange In ActiveSheet.UsedRange
                              If 0 < InStr(MyRange, Chr(13)) Then
                                  MyRange = Replace(MyRange, Chr(13), ", ")
                              End If
                          Next
                      
                          Application.ScreenUpdating = True
                          Application.Calculation = xlCalculationAutomatic
                      End Sub
                      

                      This will replace "soft returns" with a comma and a space.