Using InDesign to merge list of names from Excel to a Photoshop file

[SeoulGal]

I'm hoping someone can help please. I have created an invitation in Photoshop using images, colour and text in varying fonts. When creating a pdf to print however, the text is often blurry or has bits missing. I also need to be able to do a sort of mail merge where the names on the invitations are all different (I have a list in an Excel file). I'm told that In Design is the software to use for this. Does anybody know how to do this? I've tried Googling but don't know what terms to type in to find an answer. I gather one should do the design and image work in PS but all text in ID? The problem is that I'm only proficient in PS and as I add text, I often move bits of the imaging around to fit. Would I still be able to do this in ID? Also, I have an action in PS to create individual pdf files using my list of names but the resulting files are massive! If anybody is able to point me to some tutorials then that would be great. Thank you 🙂

[Joely]

You are looking for the Data Merge feature… 

https://helpx.adobe.com/indesign/using/data-merge.html

The Photoshop File (background) needs 300ppi and RGB or CMYK Color mode. And also 3mm offset/bleed on each side.

Then place this Image (PSD/TIFF/JPG) in your InDesign-Document with the size of your invitation.

I'm sure there is a good class/course for Indesign/Photoshop around your corner.

Good luck.

[BobLevine]

If there is any text in that image it needs to be saved as a PDF to retain the vector properties.

[SeoulGal]

Thank you, yes, I do save as a pdf. That's the problem. Bits of the text are simply missing when I do that. I've tried all types of settings too. That's when somebody recommended using ID for the text part. I'm just trying to get my head around having to use 2 pieces of software to do something I've always only done with 1. I don't want to be switching backwards and forwards all the time.

[SeoulGal]

That's a great link, thank you. Does ID save it as something other than a PSD file? I'm concerned about being able to switch back and forth between the two seemlessly. Everything I've read so far points to having to convert files to a pdf. It needs to remain fully editable at all times both for the images and the text.

[Dave Creamer of IDEAS]

You can do this in Photoshop using Variables too. 

https://helpx.adobe.com/photoshop/using/creating-data-driven-graphics.html

Follow Bob Levine's advice on saving as a PDF from Photoshop for text clarity. To keep the file size down, do not include layers or Preserve Photoshop Editing Capabilities when saving as PDF.

[SeoulGal]

Thank you, yes, I know how to do it all in Photoshop but the text loses quality. There are bits missing and when printing, the quality is awful. Text is no longer crisp even though it looks perfect on screen even when zoomed in. I already exclude layers and Photoshop editing capabilities when saving as a PDF. The problem I'm having is being forced to use 2 separate pieces of software to create one single item. As I edit things a lot as I go along it will mean constantly switching back and forth and having to export it each time. It's such a palaver. Photoshop is brilliant right up until I print it and text is no longer crisp. If I have to first save my psd as a pdf before exporting then I can no longer put it back into Photoshop if I need to make changes to the images. It doesn't sound to me as though it would be seemless. Or am I misunderstanding?

[Dave Creamer of IDEAS]

Do you have effects added to the text in Photoshop? If so, some effects will still cause the text to rasterize.

However, you shouldn't have "bits missing"--that possibly points to another problem, such as a protected or corrupt font. 

[SeoulGal]

Thanks, I don't have effects so possible the fonts are somehow protected or corrupt as you say. I shall persevere trying to figure out how to use both PS and ID. Thank you for your help.

[Dave Creamer of IDEAS]

In InDesign, try placing the Photoshop file in the background.

Place some text boxes with some sample text--same specs (font, size, etc.) as you used in Photoshop.

Make a PDF and see if it outputs correctly.

Also, do you get the same error in Photoshop if you use a different font?

[BobLevine]

The thing you need to understand is that professionals, (and make no mistake, these are professional tools) do not use just one tool in a toolbox.

You need to understand what each tool is used for and then put your project together.

[SeoulGal]

Yes, I realise that. Being a photographer/PS expert it was just the use of ID and problems printing that still elude me. Thank you, as I mentioned above, I shall just have to persevere trying to figure out the best way to use ID. It's just too expensive to buy on the off-chance so I was trying to gather as much info as possible up front (and yes, I know you can trial it. Been there, done that, it expired and I'm no closer). Thank you for your help.

[BobLevine]

If the only tool you're planning to use is Photoshop, you'll get a lot more help in the Photoshop forum.

Someone may be able to point you to an action or a plugin that can help you out.

[Dave Creamer of IDEAS]

Don't worry about it--we all have to start sometime.

If you can figure out the font problem in Photoshop, you should be able to use variables.

You can find lots of tutorials on YouTube for Variables in Photoshop and Data Merge in InDesign. 

Also, Lynda.com has a 30-day trial and lots of good videos.

[Colin Flashman]

Yes, Data Merge in InDesign is definitely suited to the task of invitations, direct mail or numbered stationery.

My own site colecandoo.com features many Data Merge tricks, including links to some that have also been written for indesignsecrets.com. There is a youtube channel that I definitely recommend watching though, and that is Card at Work - he creates magic-the-gathering style playing cards using InDesign's Data Merge.

In addition, I have a free script available on my website that will export Data Merge to single records, but only as PDF or INDD. InDesign can only do this with InDesign files, and calls the resulting files untitled-1, untitled-2... but my script uses a field/many fields in the database to determine the end filename. The script can be found here: https://colecandoo.com/scripts/ . There is an additional version of the script that will also export to more formats such as png, eps or jpg, but this is is a paid script.