Create a catalog merge

Use catalog merge (catalog merge: The process of combining information from a data source with a template to create pages that display multiple records per page. You can add the merged pages to an existing publication or create a new publication. ) to create pages for a publication that displays one or more items per page, such as a catalog, a directory, or a photo album. The Microsoft Publisher Mail and Catalog Merge Wizard guides you through the catalog merge process step-by-step.

When you start the Mail and Catalog Merge Wizard to perform a catalog merge, the current publication becomes your catalog merge template. You use the catalog merge template to set up the way the records from your data source (data source: A file that contains information that can be merged into a publication. For example, a list of names and addresses, or paths to pictures you want to use in a mail or catalog merge. You must connect to a data source to perform a merge.) will look in the merged pages. You cannot merge information from your data source into the catalog merge template itself. You should start the Mail and Catalog Merge Wizard in a new publication, and not in the publication to which you plan to add the merged information. After you have created a catalog merge template, you can use it again, whenever you update the information in your data source, to create additional sets of merged pages.

The following tips will help you create a successful catalog merge:

  • Start the catalog merge in a new publication.
  • Limit the length of your catalog merge template to one page.
  • If you want to merge pictures into your publication pages, include either file names or paths (path: The route that the operating system uses to locate a folder or file; for example, C:\House finances\March.doc.) for the picture files you want to merge in your data source. Do not include the actual pictures or images in your data source.
  • Set up the catalog merge template with the page dimensions that you want for your final merged pages.
  • If you plan to add the merged pages that you create to the end of an existing publication, make sure that your catalog merge template matches the existing publication in the following ways:
    • Page size (height and width)
    • Page view (one-page spread or two-page spread)
    • Publication type (Web or print)
    • Page order (left-to-right or right-to-left)

ShowStep-by-step instructions for creating a catalog merge

The following procedures provide detailed step-by-step instructions for creating a catalog merge.

ShowBefore you begin: Set up the page for your catalog merge template

  1. On the File menu, click New.
  2. In the New Publication task pane, do one of the following:
    • To create merged pages for a print publication, click Blank Print Publication.
    • To create merged pages for a Web publication, click Blank Web Page.
  3. Set the page size and orientation you want for the merged pages in your final publication.

ShowHow?

  1. On the File menu, click Page Setup.
  2. In the Page Setup dialog box, select the options that you want, and then click OK.

ShowStep 1 of 5: Select a merge type

  1. On the Tools menu, point to Mail and Catalog Merge, and then click Mail and Catalog Merge Wizard.
  2. In the Mail and Catalog Merge task pane, under Select a merge type, click Catalog Merge.
  3. Click Next: Select data source.

ShowStep 2 of 5: Select data source

  1. In the Mail and Catalog Merge task pane (Step 2: Select data source), click Browse.

By default, Publisher opens the My Data Sources folder. If your data source is located somewhere other than the My Data Sources folder, you may need to browse to locate it.

  1. In the Select Data Source dialog box, click the data source (data source: A file that contains information that can be merged into a publication. For example, a list of names and addresses, or paths to pictures you want to use in a mail or catalog merge. You must connect to a data source to perform a merge.) that you want.
  2. Click Open.

Depending on the type of data source you select, other dialog boxes may appear requesting specific information. For example, if your data source is a Microsoft Excel worksheet that has information on multiple tabs, you need to select the tab that contains the information you want, and then click OK.

  1. In the Catalog Records dialog box, select the records you want to include.

ShowHow?

  1. Do one of the following:

ShowUse the check boxes to select records

  • In the Catalog Records dialog box, select the check boxes next to the records you want to include, and clear the check boxes next to the records you want to exclude.

ShowTip

If you want to include only a few records in the list, click Clear All, and then select the records you want.

ShowFilter items in the list

If you only want to use certain entries in your list, you can filter your list by a specific criterion. After you filter the list, you can use the check boxes to include and exclude records.

  1. Click the arrow next to the column heading of the item you want to filter by.
  2. Click any of the following:
    • (Blanks) displays all the records in which the corresponding field is blank.
    • (Nonblanks) displays all the records in which the corresponding field contains information.
    • If your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information. For example, if your data source is a lists of properties for sale and there are multiple property records that list Buffalo as the city/location, you can filter on Buffalo.

The Catalog Records dialog box displays only the designated records. To display all the records again, click (All)

ShowSort items in the list

If you want to see items in alphabetical order, you can sort the items in your list.

  • In the Catalog Records dialog box, click the column heading of the item you want to sort by. For example, if you want to display the list alphabetically by city/location, click the City/Location column heading.
  1. Click OK to return to the Mail and Catalog Merge Wizard. Publisher will use the records you designated for the merge.
  1. Click Next: Create your template.

ShowStep 3 of 5: Create your catalog merge template

To create your catalog merge template, you insert merge fields (merge field: A placeholder for text or pictures that you insert into your publication. Information from a data source (such as a name, address, or image) is inserted in each merge field. You can format, copy, move, or delete a merge field.) into the repeating catalog merge area (catalog merge area: The area in a catalog merge template into which merge fields are inserted. When a merge is completed, data from a data source populates each field, and the catalog merge area will repeat and display multiple records on each page.) of your template. When you complete your merge, the information from the relevant data fields (data field: A category of information that corresponds to one column of information in a data source. The name of each data field is listed in the first row (header row) of the data source. "PostalCode" and "LastName" are examples of data field names.) of your data source will populate these merge fields. The merge fields will repeat on the pages of your merged publication just as you have arranged them in the catalog merge area. They will repeat once for each record in your data source until all of the records that you selected for the merge are displayed. If you insert merge fields outside of the catalog merge area, they will not repeat when you complete your merge.

  1. If you want, move or resize the catalog merge area.

ShowHow?

You can change the way the catalog merge area repeats on the page by moving or resizing it in your catalog merge template. You can determine the number of times the catalog merge area will repeat by moving your mouse pointer over the area. A ToolTip will display information about how many times the catalog merge area will repeat on the page.

  1. Click the Catalog Merge Area to select it.
  2. Position the mouse pointer over one of the handles (handle: One of several small shapes displayed around an object when the object is selected. You can move or reshape an object by clicking on a handle and dragging.) on the Catalog Merge Area, and then drag the mouse.
  1. Insert merge fields into the catalog merge area.

ShowHow?

  • In the Mail and Catalog Merge task pane (Step 3: Create your catalog merge template), point to the field that you want to insert, click the arrow on the right, and then click Insert as Text or Insert as Picture.

If you click Insert as Text, Publisher inserts a merge field within a text box into the Catalog Merge Area. If you click Insert as Picture, Publisher inserts a merge field within a picture frame into the Catalog Merge Area.

Publisher inserts each merge field within a new text box or picture frame, unless a text box in the catalog merge area is already selected. If a previously inserted text box is selected when you insert a new merge field, the merge field will be inserted into this selected text box.

  1. Repeat Step 2 until you have inserted all of the fields that you want from your data source.
  2. Arrange the text boxes or picture frames containing the merge fields in the Catalog Merge Area.

ShowHow?

Do any of the following:

ShowMove a text box or picture frame

  1. Select the text box or picture frame that you want to move.
  2. Position the mouse pointer over the text box or picture frame until the pointer changes to the Move pointer Move pointer.
  3. Drag the text box or picture frame to a new position.

ShowResize a text box or picture frame

  1. Select the text box or picture frame that you want to resize.
  2. Position the mouse pointer over one of the handles (handle: One of several small shapes displayed around an object when the object is selected. You can move or reshape an object by clicking on a handle and dragging.) on the text box or picture frame until the pointer changes to the Resize pointermove ruler.
  3. Drag the mouse until the text box or picture frame is the size you want.
  1. If you want, apply formats to the merged fields to change the appearance of the merged data.

ShowHow?

To format the merged data, you must format the merge fields in your catalog merge template.

  1. In the catalog merge template, select the field containing the information that you want to format, including the surrounding merge field characters («« »»).
  2. On the Format menu, click Font, and then select the options that you want.
  1. Type any recurring text or information that you want to appear next to the information from your data source. For example, add a currency symbol next to the merge field for a price.
  2. Click Next: Preview.

ShowStep 4 of 5: Preview your catalog merge template

You can preview the records from your data source within the catalog merge area. The catalog merge area will not repeat on the page when you preview your records.

  1. In the Mail and Catalog Merge task pane (Step 4: Preview your catalog merge template), do one of the following:
    • To preview entries in order, click the navigation buttons Back button Forward button to see what other entries will look like in your publication.

Merge fields are replaced by information from the first entry of your data source. You cannot edit your data source entries here, but you can format, move, or delete data.

  • To find and preview a specific entry in your data source, click Find a record, and then enter the search criteria in the Find Entry dialog box.
  1. If necessary, make changes to your record list. Do one of the following:
    • To exclude a particular record from the merge, click Exclude this record.
    • To change the list of records, click Edit record list, and then make your changes in the Catalog Records dialog box.
  2. After you have completed your catalog merge template and you have inserted all of the merge fields into the Catalog Merge Area, click Save As on the File menu. Type a name for your catalog merge template in the File name box, and then click Save.
  3. Click Next: complete the merge.

ShowStep 5 of 5: Complete the merge

  1. In the Mail and Catalog Merge task pane (Step 5: Complete the merge) do one of the following:

ShowCreate a new publication with the merged pages

  1. Under Merge, click Create new publication.

Publisher creates a new publication with the merged pages.

  1. In your new publication, click Save as on the File menu. Type a name for your new publication in the File name box, and then click Save.

ShowAdd the merged pages to an existing publication

If you plan to add your merged pages to the end of an existing publication, make sure that your catalog merge template matches the existing publication in the following ways:

  • Page size (height and width)
  • Page view (one-page spread or two-page spread)
  • Publication type (Web or print)
  • Page order (left-to-right or right-to-left)

Publisher cannot add merged pages to an open publication. If you are working on the publication to which you want to merge, be sure to save and close it before you complete your merge. You cannot add merged pages to the catalog merge template itself.

  1. Under Merge, click Add to existing publication.
  2. In the Open Publication dialog box, locate the publication to which you want to add the merged pages, and then click Open.

Publisher adds the merged pages to the end of the existing publication.

  1. In the existing publication, click Save on the File menu to save your updates.

ShowTip

  1. If necessary, save any changes that you made to your catalog merge template. You can use this catalog merge template again to create additional merged pages whenever you update the information in your data source (data source: A file that contains information that can be merged into a publication. For example, a list of names and addresses, or paths to pictures you want to use in a mail or catalog merge. You must connect to a data source to perform a merge.).
 
 
Applies to:
Publisher 2003