Merge pictures into a publication

You can merge pictures into your publication when you create either a mail merge (mail merge: The process of combining information from a data source with a publication to print a batch of individually customized publications.) or a 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. ). Before you begin your mail merge or catalog merge, you may need to do some preparation in order to set up 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.) so that it points to the location of the picture files you want to use.

To successfully merge pictures into your final publication, you must do both of the following:

ShowSet up a data source with picture file information

When you create or update your data source in preparation for your mail merge or catalog merge project, you need to 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. Do not include the actual pictures or images in your data source.

You can merge only one picture per merge field. If you want to merge several pictures for each record in your data source, you will need to add a column or data field (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.) per record to your data source for each of the pictures that you want to use.

  1. Open the data source file that contains the information you want to update; for example, a Microsoft Excel worksheet.
  2. Create a new column or data field for each picture type that you want to include.
  3. Type a unique column heading or name for each picture data field that you create.

These names will become the names for the 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.) that you select when you create your mail merge or catalog merge. You should make sure that each name is unique so that you can determine which picture each field represents.

  1. In each of the picture fields for each of the records in your data source, do one of the following:
    • If you plan to save your picture files and your data source in the same folder, type the file name for the relevant picture. For example: firstphoto.jpg
    • If the pictures files will be located in a different folder from the data source, type the path for the relevant picture. For example: C:\Documents and Settings\Username\My Documents\My Pictures\Catalog Project\firstphoto.jpg.
  2. When you have finished adding picture information to your data source, save your updated data source file.

ShowInsert the merge fields that represent picture files as picture fields

If you want to merge pictures into your publication, you need to make sure that you insert any merge field (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.) that represents a picture file as a picture field by clicking Insert as Picture when you first insert the merge field. If you do not designate the merge fields for pictures as picture fields, Microsoft Publisher will merge the picture file information from your data source as plain text.

ShowInsert merge fields for pictures into a mail merge publication

  1. If it is not already open, open your mail merge publication.
  2. On the Tools menu, point to Mail and Catalog Merge, and then click Insert Field.
  3. In your mail merge publication, click where you want to insert the merge field for a picture.
  4. In the Mail and Catalog Merge task pane (Step 3: Create your publication), in the list box under Create your publication, point to the field that you want to insert, click the arrow on the right, and then click Insert as Picture.

Click Insert as Text or Insert as Picture.

Publisher inserts a merge field within a picture frame into your mail merge publication at the insertion point you selected.

  1. Repeat Step 3 until you have inserted all of the fields that you want from your data source.

ShowInsert merge fields for pictures into a catalog merge template

  1. If it is not already open, open your catalog merge template.
  2. On the Tools menu, point to Mail and Catalog Merge, and then click Insert Field.
  3. In the Mail and Catalog Merge task pane (Step 3: Create your catalog merge template), point to the field that you want to insert as a a picture, click the arrow on the right, and then click Insert as Picture.

Click Insert as Text or Insert as Picture.

Publisher inserts a merge field within a picture frame into the Catalog Merge Area.

  1. Repeat Step 3 until you have inserted all of the fields that you want from your data source.
 
 
Applies to:
Publisher 2003