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Baha_is_of_Alaska
Participant
January 12, 2018
Question

Newsletter Direct-to-print Mail Merge with InDesign?

  • January 12, 2018
  • 3 replies
  • 1852 views

My organization produces a quarterly newsletter in-house that generally is from 32-60 pages. Ledger-size paper folded and stapled into a booklet by the printer. We've been using MS Publisher, but want to move to something that will make an easier transition/sharing of content in other ways, such as on our website and social media, so InDesign seems like it might be a good fit.

But, we'll still need to print the paper version (roughly 600 copies per run) for the foreseeable future, and we're doing that now (from Publisher) by directly printing using Publisher's mail-merge function, such that each copy printed has the name, address, and USPS postal barcode information (for bulk mail presort and bundling).

From what I can see, so far, InDesign wants to generate multiple PDFs, which would then get printed individually. Is there a way to print directly from InDesign, using a data source file for the merge information, similar to how we're doing this now with Publisher?

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3 replies

joet082964
joet082964
Inspiring
January 16, 2018

If you are using a commercial printer, this should be a fairly easy process for them. It is a common workflow with InDesign. Maybe you can ask them how they can help you with it?

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Baha_is_of_AlaskaAuthor
Participant
January 16, 2018

Dear Joet082964,

The newsletter is produced entirely in-house, currently using Publisher for layout/file creation, and a Samsung X7600 color laser printer (with saddle-stitch booklet-maker) for printing. Commercial printing still too pricey an option for our small non-profit, so we need a production/file creation option that allows us to do a direct-to-print mail merge - which Publisher does, but, apparently, InDesign does not.

-Gavin

Colin Flashman
Community Expert
Colin FlashmanCommunity Expert
Community Expert
January 13, 2018

Data Merge can merge to either a new InDesign file or PDF. Using InDesign alone, there is an option to merge to individual InDesign files (i.e. one record = one InDesign file) or this range can be increased using the "record limit per document" in the create merged document dialog box. The same dialog box exists when exporting to PDF but the record limit per document doesn't  work for this export method.

To my surprise, the feature of directly merging to print isn't requested in Adobe InDesign's wish list: Adobe InDesign Feedback

For myself, I see a benefit of merging to an intermediate file prior to print as it gives me a chance to catch any last-minute errors not visible in the base file.

There is a plug-in called XMPie that will allow you to print it's version of a Data Merge directly, but I do not use it (though I have used it several years ago).

I don't know what printer/copier you're printing to, but if it is running a EFI Command Workstation Fiery RIP, it's easier to export to PDF and then drag/drop the PDF onto the RIP and control the settings from there. My employer's workflow with the use-case that you have would be to make a base PDF file with the magazine content only, then a separate PDF containing the variable data from Data Merge, and then use a feature on the RIP to combine both PDFs together so that the RIP doesn't have to process an unwieldy amount of data.

If the answer wasn't in my post, perhaps it might be on my blog at colecandoo!
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Baha_is_of_AlaskaAuthor
Participant
January 16, 2018

Dear Colin,

Thanks for taking the time to respond. You wrote:

"For myself, I see a benefit of merging to an intermediate file prior to print as it gives me a chance to catch any last-minute errors not visible in the base file."

In our case, the only difference between each printed version of the document is the address information for the recipient. Once we've verified that the merge process is displaying the correct fields in the initial printed copies, there is no need or desire to inspect every copy prior to printing (as might be the case, for example, with a catalog with content customized for each recipient). Our content is 100% the same for every recipient, except for the name/address/postal bar code information derived from the data merge file (an Excel file, in our case).

A full-resolution PDF file of one copy of a typical newsletter is in excess of ten MB (lots of color photos), so having to create 750-800 of those (or a single InDesign file containing 750-800 versions) just seems unwieldy, unnecessary and extraordinarily (and excessively) resource-intensive.

-Gavin

ashleew44226948
ashleew44226948
Inspiring
January 12, 2018

For something like that I think you'd need a plugin or standalone software. As far as I know data merge only outputs to a file, not directly to the printer.

I've heard Fusion Pro and Printshop Mail mentioned for workflows like this in the past, but I've never worked on the production side of things for projects of that volume, so I couldn't give a personal recommendation for either. Maybe someone else here can point you in the right direction.

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Baha_is_of_AlaskaAuthor
Participant
January 16, 2018

Thanks, ashleew44226948. It does sound like what we need to do is not supported by InDesign, which is unfortunate (for us). Must not be much of a need for users to do direct-to-print from within InDesign. We'll probably continue to limp along with Publisher for as long as we're still generating a printed newsletter.

-Gavin

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