Mail Merge - multipe records to a page

I'm trying to print a legal size document with 4-up labels using 4 different mail merge feature without success.i.e. I have a mailing list of 150+ records that I am looking to print to the 4 labels on the legal sized document.
Tried using the mulitiple records options in numeous ways without success... also tried placeholders in master without success...
Any clues as to what I must be missing?
Thanks in advance for any guidance!

The problem is most likely that you have other stuff on the page.
The multiple records per page function works by reproducing EVERYTHING on the page as many times as will fit using your spacing options. If there is boilerplate text, that probably is too large to allow any duplication.
One way to handle this is to put that text on a master page, apply the none master to the merge template page, create one instance of the label in the upper left position, and merge. Once the document is merged you apply the master with the text to all pages. That will give you 4 different labels per page.
If you want four copies of the sme label, copy the label block into the other three positions on the page and merge using one record per page. Under that scenario you can leave everything on the page instead of moving it to a master.
Peter

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Merging multiple records onto one page

I have two questions for successfully setting up a mail merge:
1. I have a .csv file that contains multiple records. All but one column contains one line of text. I have one column in the record that contains several paragraphs of text.
Problem: The merge sees the paragraph returns (or line breaks) as an indicator to go to the next record. What's the work-around for this?
2. I need the records to flow one after another.
Problem: It's merging one record per page.
Background that may help (maybe merge is not the feature I should be using):
I'm designing a newspaper that contains about 150 book reviews. The reviews stem from a database that I'm exporting as a csv. Rather than converting/formatting the reviews from the database by hand (like I have been doing), I thought InDesign must have some automated way of handling this.
This is an example of what one record looks like:
Italian For Beginners
By Kristen Hammel
Random House, $12.95, 53 pages
Don’t be fooled by the //Italian for Beginners// cover photo of an Audrey Hepburn look-alike on the back on an Italian motorcycle with her arms around a handsome man. This novel is stronger and meatier than another “American falls in love in Italy” love story. Yes, the protagonist Cat Connelly escapes to Italy to find herself after tiring of being the center of everyone’s dismay as an unmarried 34-year-old overly-responsible sister, daughter, and granddaughter.
And yes, there is romance, but it comes with a twist. The best part of the novel is watching Cat shed her carefully constructed identity and past. Harmel’s character discovers an authentic Rome from a family, insider’s perspective. The Italizan zest for life and her own connection to Italy allows her to throw off her accountant-style persona and take risks. As Cat examines her deep-seated fears and biases, she also discovers those things that give her true peace, joy and satisfaction.
Will Cat fall in love with a handsome Italian? Or will she fall in love with her own long-suppressed Italian heritage and natural gifts? Read the novel to find out, and you’ll also find a bonus at the end of the novel: five authentic recipes inspired by Italian for Beginners. Mangi, mangi, buon appetito!
Reviewed by John Smith
Can anyone help?

First the easy part. To get multiple records per page, create only one placeholder in the upper left position. ID duplicates EVERYTHING on the page as many times as it can using your spacing selections. If you have one element at the top of the page and another at the bottom, for example, ID will not be able to put additional records on that page because there is no space.
Text frames should be no larger than necessary to hold the data. They won't grow or shrink to fit during the merge, so you'll have gaps if the length of the text varies from record to record.
Now, for how to fix the line-break problem. In the data file substitute a character, or group of characters you won't be using anywhre else for each return. After the merge use Find/Change to replace the substituted cahracters with real breaks.
Peter

Mail merge to PDF adds extra page

I am using Acrobat 9 Pro on an XP platform (sp2), doing a mail merge from a MS Word (2003) document and sending by email. The resulting PDF document attached in the email includes an extra, blank page. Anyone seen this before?
The original document is a certificate and includes a border around the full page.
Thanks!

Since you are doing the mail merge from WORD, you can more simply just open the print menu and change the printer to the Adobe PDF printer. Then check the document to be sure there is only 1 page (There will probably be 2). Fix the page issue and do your mail merge. Changing the default printer is not required unless you are doing the conversion from outside WORD - changing in the print menu is adequate.

Mail Merger w/ Hyperlink Pics Using Pages

Hi all,
I'm trying to create a mass email using excel or a .txt file and pages. I need to make hyperlink .jpgs in the email (which I've done in Microsoft Word before). The hyperlink box always seems to be greyed out for this option. Any tips on how to do it? If you can't do it in pages how can I do it?
Also any helpful articles on merging your pages doc with your mail program?
Thanks

Also, this is on pages 09'

Custom Spacing in Mail Merge Multi Record Layout

I am working on a 20k row list of numbers that I need to turn into 3.0"x0.75" labels. The printer is 26 wide (printable area) and I am looking to create 25.6"x22" sheets, with space in between each label for identification purposes. I have successfully created a 25.6"x11" document with .2 spacing between columns (8 across, 12 down) -- see example01. I would like to be able to create a bigger page size (25.6"x22") that would then be trimmed down after printing into sheets 6.4"x11" -- is it possible to make a bigger gap (example02) between the twelve on top and the twelve on the bottom of the sheet to allow for easier trimming at the 11" mark? any insight appreciated!
Thanks!
-g-
Example 01:
Example 02:

Not when doing a multiple record per page data merge.

Data Merge - Multiple Records on 1 Page

Ok, I've searched the forum for this question. There are still similar answers, but my issue is unique.
I am trying to make an invoice that shows how many services they bought, how much those services cost and how much they owe.
I exported a CSV file of 1,500 customers from a separate program.
The issue is that the .CSV file sorts each service on a different row.
E.G.
          A                   B                    C               D          E          F
1   Service 1     John Smith     12345 street     city     state     $100.00
2   Service 2     John Smith     12345 street     city     state     $25.00
3   Service 3     John Smith     12345 street     city     state     $50.00
4   Service 4     John Smith     12345 street     city     state     $75.00
5   Service 1     Jack Brown     12345 street     city     state     $100.00
6   Service 2     Jack Brown     12345 street     city     state     $25.00
7   Service 1     Mary Johnson 12345 street     city     state     $50.00
8   Service 1     Nick Stewart    12345 street     city     state     $75.00
(colors just indicate different clients)
Rows 1 - 4 needs to be on one page, 5 - 6 on the next page and so forth. Is there a way to filter it so similar files get sorted onto the same page? All rows with "John Smith" would be filtered in sequence onto the same page. Does anyone know how to do this?

CarrionMisery wrote:
Ok, I've searched the forum for this question. There are still similar answers, but my issue is unique.
I am trying to make an invoice that shows how many services they bought, how much those services cost and how much they owe.
I exported a CSV file of 1,500 customers from a separate program.
The issue is that the .CSV file sorts each service on a different row.
E.G.
          A                   B                    C               D          E          F
1   Service 1     John Smith     12345 street     city     state     $100.00
2   Service 2     John Smith     12345 street     city     state     $25.00
3   Service 3     John Smith     12345 street     city     state     $50.00
4   Service 4     John Smith     12345 street     city     state     $75.00
5   Service 1     Jack Brown     12345 street     city     state     $100.00
6   Service 2     Jack Brown     12345 street     city     state     $25.00
7   Service 1     Mary Johnson 12345 street     city     state     $50.00
8   Service 1     Nick Stewart    12345 street     city     state     $75.00
(colors just indicate different clients)
Rows 1 - 4 needs to be on one page, 5 - 6 on the next page and so forth. Is there a way to filter it so similar files get sorted onto the same page? All rows with "John Smith" would be filtered in sequence onto the same page. Does anyone know how to do this?
As Peter S. notes, your database program needs to output the data differently. It's possible that InDesign's Data Merge isn't the best approach for the best control over the final form of this material.
For example, you may find that you need a total of all invoices for that customer at that address in that time period, so you'd have to reprogram the database output for that result. Perhaps you'd need more detail about the individual items and sub-items on each invoice, so again, reprogram. And, you may find that you want more control over the typographic appearance of the information on the page. Back to the drawing board again!
Exporting from the database to InDesign Tagged Text is an alternate approach that may be useful, and exporting to XML is another. James Maivald's book on XML for InDesign Users has good examples. I'm not aware of any specific material on tagged text, but InDesign's Help should have some information that could get you started. Google searches for InDesign XML database output, and InDesign tagged text database output, are two useful search phrases.
HTH
Regards,
Peter
Peter Gold
KnowHow ProServices

Data Merge several records on single page?

I'm working on a large layout of grad photos with names, years and pictures.
I'm trying to data merge my excel spread sheet so I can have all the images, names and years on a single page. There are around 4000 images total (spread through 5 layouts), so I don't want to have to place all the photos individually, type names and years individually, then re-arrange when we need to add additional images.
My issue is that the same data is reapeating in all the fields on the page. Even when I create a new page, the same data is appearing.
If I preview the data, I can scroll through each one, but only one ever displays at a time. The multiple data per page option is grayed out in the data merge window every time I try. I'm using InDesign CS4.
Is there something I'm doing wrong, or is there another way to approach it?

I agree it seems as if you have duplicated data in your source though I can't gray out the multiple data page option if I try. Perhaps there is something to poick up with this clip. Good Luck & let us know how you make out.
http://www.theindesigner.com/podcasts/tid43_theindesigner_43.mp4

New to Pages, mail merge help needed

OK, I tried to get some help a couple of days ago in the Numbers discussion pages but apparently the invoice I'm trying to create won't work. (At least, no one has replied to the other post.)
So I've given up on trying to create a usable Invoice in Numbers ('09) for my friend's graphic design business and am now trying to use the Invoice template in Pages ('09) instead.
I've managed to insert Mail Merge fields in the document and link them to a stand-alone Numbers document containing the client addresses. However, when we open the template to try and create a new invoice, the Pages>Edit>Mail Merge option only allows us to select the table containing the addresses, not individual addresses. The result is that Pages only imports the first person in from our database (the Numbers table).
If anyone out there can offer help - even if it's just to say "forget it, you're better off writing things out by hand" - I'd really appreciate it.
Another issue for the Invoice I'm trying to do in Pages is use the Inspector to create a Pop-up cell. Apparently, that is only an option in Numbers. But if I can get some help on the first issue, I figure something else out.
I won't bother posting a screenshot or anything unless someone really needs it. (Maybe that's why I didn't get help before...)

Thank you for the reply - the video was very helpful!
AnaMusic wrote:
Perhaps this > http://macmost.com/using-mail-merge-in-pages.html
can offer some assistance on Mail Merge...
I can now get the Mail Merge to pull up separate pages in a document for everyone on the list.
I did some more checking on the MacMost site, but didn't find an answer for the next part of my problem:
Being able to select different people from the Numbers table before completing the Mail Merge. Since we haven't yet entered her full client list into the database, I can simply delete an invoice that doesn't apply from the resulting mail merged document. My worry is in having to do that once we have her full client list (about 200 names so far) in that database.
I've tried to see if it made sense to break the list into separate groupings, but even an alphabetical grouping (A-G, H--N, etc.) seems odd. I know I was able to make selections when I used Microsoft Word mail merge - do you know if Pages has something similar? (I know, Pages isn't meant to be an Apple clone of Word, but it's hard to know if I'm just looking in the wrong place on the forums and in the manuals/user guides.)
Thank you again!

Mail merge in Pages using Address Book - problem with fields

I am a fan of using the many of the Mac OS, iLife and other Apple applications together and just purchased iWork '09. I'd never done mail merges in previous versions of Pages, but I decided to try today with my Address Book data. I stumbled across some problems related to Address Book that have bothered me for some time and wonder if there is a simple go-around. Many of the cards in my Address Book have more than one line in the street address field. For example, they have street and street number in one line and the apartment number in the second. When Pages encounters such vCards in my Address Book, it doesn't know what to do and skips the next line of the address, which includes city, state and zipcode. I have also altered my Address Book template to include such things as the person's college (as I work with lots of college students), but this field is not recognized in Pages' mail merge feature. So, if I put the college name at the beginning of the street field in Address Book (which is what I have done until today), I can get excellent mail labels to print from Address Book, but I now I realize that this causes the mail merge problems in Pages described above. If I list the college elsewhere in the vCard, such as under the guise of "department" (an accepted field for mail merge in Pages), I lose the ability to get accurate mail labels in Address Book. Any ideas?

Page's Mail Merge doesn't show up any "Custom" fields in its list?

Import mail merge list from APPLE WORKS into PAGES

How can I get a AW or CW mail merge list to work in Pages?

Save the list from AppleWorks as a tab/comma delimited text file then open that in *Address Book* or Numbers.
To see how to merge from Numbers:
http://www.freeforum101.com/iworktipsntrick/viewtopic.php?t=142&mforum=iworktips ntrick
or to produce Labels & Business cards:
http://www.freeforum101.com/iworktipsntrick/viewtopic.php?t=182&highlight=busine ss+cards&mforum=iworktipsntrick
Peter

How to go to the next record during mail merge in Pages

I'm trying to create a directory booklet using Pages and Numbers. I have names and addresses listed in rows in Numbers, and I'm trying to use Mail Merge to transfer the data to Pages. After the merge is complete, however, I'm left with one page per name/address, rather than one page with multiple addresses.
Is there a way to resolve this? I'm not creating mailing labels, but it follows the same concept. Is it possible to insert some sort of "next record" field, so that the data moves to the next row in Numbers?
Thanks for your help. I'm new to Pages and am feeling very frustrated!

Cathy,
Use Find and Replace to replace the Section Break character codes with nothing (empty replace field). The document will then collapse with as many records per page as will fit.
Jerry

Mail merge 2 or more records per page...

Hi. OK, I can't stop using AppleWorks. I just purchased Bento ...oh man we have a long way to go... My question is: How can I make the most of a sheet of paper when I am trying to merge 2 or more small documents to a page? That is, I don't want to print out one page per merged document when I can easily get three or four on a sheet (stacked) I remember that it was posted here in the past. Can any one help on this? Thanks so much. J Langlois

Two possible solutions:
Set up your "merge" as a Labels layout, defining the label so as to fit as many to the page as you wish.
OR
Set up your merge document as a full page document, using 4x the font size you want on the printed version (for 4 docs to a page), then use the Layout menu item in the Print dialogue to have your printer print four pages to one sheet. This method depends on your print driver supporting this Layout feature.
Regards,
Barry

Data Merge: Multiple records in a Multiple Page Document

I looked in the InDesign help and under Limitations for merging multiple records it reads:
You cannot merge multiple records if the data fields appear on a document page in a document with multiple pages, or if data fields appear on multiple master pages.
I'm using InDesign CS 5.5. I produce a 4-page newsletter printed on both sides as a booklet, folded and stapled and each folded page size is 8.5 x 11 (a four page booklet on 11×17 paper) I want to print our 250-name mailing list on the outer cover but have discovered that it only prints the whole thing then staples it or I need to manually print each issue per name.
Is there a way around this? If we have to use a third party software, would you let me know what to look for? Any suggestions are appreciated.
Thanks for your help.
Amy

How many names are you trying to put on each newsletter? I suspect only one, and that you've misiniterpreted the Help file. That warning applies to putting multiple records from the data file on the SAME page, like a sheet of labels.
Just so you know, using Data Merge to do a mailing where you are addressing multiple copies of a static document is potentially VERY inefficent. Data Merge needs to make a page for every page that will be printed, so if you have a 4-page newsletter with 1,000 subscribers you will wind up with a 4,000 page document just to get the name and address on one page, and your printer will be re-processing all those duplicate pages for each newsletter. If you have a commercial grade copier/printer there may be a variable data printing module availble for it that will merge your list at print time so you need only send a 4-page file and print 1000 copies (or you can send the job out to a printer who can handle this kind of work), or if you want to print in-house anddon't have VDP capabilities, I recommend doing two files.
The first file should be the side of the sheet that doesn't change. Print that first as a single page doing x plus a few extra copies (in case of jams in the printer when doing the second half) where x is the number of newsletters you need. The second file is the other side of the sheet with the addresses, which you do as the Data Merge, and will end up as x pages. After printing the first side, flip the stack and reload so you are printing on the blank side, then send the merge document, asking for one copy.

Iwork:Pages:Mail Merge:text boxes?

In iwork: I have in a Pages document, 20 (1 7/8" square) text boxes that I am trying to mail merge info from a Numbers document. I have tried linking the text boxes and when I click to mail merge the info so that each text box has info from a line in the Numbers doc. it won't work and ends up giving me many pages with just one text boxes with the info from my Numbers doc. Can anyone help? Is what I'm trying to do possible?

qgirl7 wrote:
In iwork: I have in a Pages document, 20 (1 7/8" square) text boxes that I am trying to mail merge info from a Numbers document. I have tried linking the text boxes and when I click to mail merge the info so that each text box has info from a line in the Numbers doc. it won't work and ends up giving me many pages with just one text boxes with the info from my Numbers doc. Can anyone help? Is what I'm trying to do possible?
QG,
You can do this with the addition of one simple step: Find and Replace.
I can't give you specific directions since I don't know what label layout you are using, and I'd rather leave that part to you anyway. A Mail Merge to Pages gives you one record per Section. To combine all the sections, all you need do is Find and Replace the Section Break characters and the 1-record per page document will collapse into multiple records per page, as many as will fit.
Here I have a small database for a team roster, in Numbers and I wish to print to labels in Pages.
Numbers doc looks like this:
And, Pages doc looks like this:
After the Merge, the first page of my new document has one record per page and looks like this:
To collapes the document, I bring up the Find and Replace panel:
Continue in next post...

How to get pages ver 5 mail merge to work using numbers as a data source

As a long time user of MS Word and Excel, I use the mail mail merge feature to create invoices by merging client contact info into the invoice template. At the end of Nov-2013, I changed to a new-to-me MBP-15. After purtchasing and downloading Pages, Numbers and Keynotes, I had difficulty using my Word/Excel files as a merge in Pages and Numbers. Apple support has told me that the feature no longer works in Pages/Numbers version 5 in the OS 10.9 op-sys. What a BIG disappointment. I've begun to find some work arounds, but they are a pain in the @$$.
Does anyone have any updates on this issue?
Has anyone found a simple to use work around?
Any help is appreciated.

Apple has removed over 90 features from Pages 5.
http://www.freeforum101.com/iworktipsntrick/viewforum.php?f=22&sid=3527487677f0c 6fa05b6297cd00f8eb9&mforum=iworktipsntrick
Pages '09 should still be in your Applications/iWork folder.
Archive/trash Pages 5 and rate/review it in the App Store, then get back to work.
Peter

Mail Merge - multipe records to a page

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