If you’re sending out a mailing, one of the easiest ways to save time and energy (and look more professional) is to merge information directly onto the printed piece(s). Depending on who you talk to, this is called data merging, mail merging, or variable data publishing. To do this, you’re going to need to create a properly formatted file for the printer. It’s actually pretty easy. Here’s how.
This first thing you’ll need is the right software. Microsoft Excel works fine for this. But you can use any software that is capable of generating a Comma Separated Value (.csv) file.
Next, when you first create your data file, make a column heading for every element of data you’ll be including. Elements could be Name, Address, Address2, City, State, Zip, etc. Some people include City/State/Zip in the same field because they are always printed together. That’s fine too.
Once you have your headings, add or import your data. Make sure there are no line breaks in your cells!
Now that you’re done adding the actual data, you’ll need to save the file properly. “Save As” a .csv file. You’ll need to find .csv in the file type drop down.
That’s it! Send your file to the printer with instructions as to where each element should be merged into the final print!