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May 4, 2010
Answered

Data Merge: Cannot get multiple records per page

  • May 4, 2010
  • 13 replies
  • 158716 views

I am working with a client who is trying to do a directory in Indesign. There are about 1,800 people with information like address, title, employer, phone, etc. This info is on an Excel spread sheet. I made a text, tab delimited and a CSV file from the spreadsheet. I set up a two column text box on each page and want these entries to fill the columns. I am only able to get one person's information per page. Multiple records per page yields no different result. I also had the multiple records option grayed out on a couple tries. I have tried this many times, even tried setting up a simple spread sheet with 9 items. No luck. HELP! I'm brand new to this feature.

Chris

Correct answer Steven329880464gk1

Im a very beginner user of Indesign, but these steps will help anybody else out who is having issues with multiple records not showing up, ESPECIALLY if you have a background image.  The following is for a multipage document using the same BG image, but multiple records on top.  This will not cover how to make a valid csv file, as thats easily found elsewhere.  I am working In Version 2023

• Make new document.  Uncheck "Facing Pages"
• In the Properties Panel (Window > Properties),  In the Page section, Select the Dropdown to "Parent", then click Edit Page.
• File > Place your image.
• Deselect the image.
• In the Properties Panel (Window > Properties),  In the Page section, Select the Dropdown to "1", then click Edit Page.
• Here is where you make all your text or image boxes to be Data Merged.  Do only 1 set of things that need to be replicated.
• Now when you preview the merged document, and select "Multiple Records" in the dropdown menu, you should see multiple records on a page.
• You will have to manually adjust the blank spacing around each record, and column, and row in the Multiple Record Layout Tab.


Hope this helps!

13 replies

Steven329880464gk1Correct answer
Participant
May 10, 2024

Im a very beginner user of Indesign, but these steps will help anybody else out who is having issues with multiple records not showing up, ESPECIALLY if you have a background image.  The following is for a multipage document using the same BG image, but multiple records on top.  This will not cover how to make a valid csv file, as thats easily found elsewhere.  I am working In Version 2023

• Make new document.  Uncheck "Facing Pages"
• In the Properties Panel (Window > Properties),  In the Page section, Select the Dropdown to "Parent", then click Edit Page.
• File > Place your image.
• Deselect the image.
• In the Properties Panel (Window > Properties),  In the Page section, Select the Dropdown to "1", then click Edit Page.
• Here is where you make all your text or image boxes to be Data Merged.  Do only 1 set of things that need to be replicated.
• Now when you preview the merged document, and select "Multiple Records" in the dropdown menu, you should see multiple records on a page.
• You will have to manually adjust the blank spacing around each record, and column, and row in the Multiple Record Layout Tab.


Hope this helps!

Participant
January 21, 2025

Thank you! This was the issue for me, you've just saved me a huge headache

Participating Frequently
February 16, 2023

Hi. I am having a similar issue. I am on a MacBook using ID 18.1.

We have an INDD document with three vouchers. 

The data is coming from a CSV file from Excel (comma separated values). This data seems clean to me. 

 

The INDD doc is one page only. The first voucher only populates the information, the other two do not.

I do not receive errors. I will attach what I am seeing in my settings. Not sure what is wrong or how to fix it. I have been reading other posts on this as well.

Peter Spier
Community Expert
Community Expert
February 16, 2023

Remove the two extra vouchers from the template page. DataMerge reproduces EVERYTHING on the page, not just the fields, so you don't have any extra room for multiple records as it it is set up.

Participating Frequently
February 16, 2023

Genius! I did not realize that. Thank you so much!

Participant
November 20, 2021

My problem (and fix) was that I was only getting one mail merge per page, no amount of adjusting margins etc would help.

Turns out, there was a white text frame in the background layer that was causing me grief. Merge was attempting to duplicate this per entry (I assume).  Removing the background text frame and the multi-merge worked close to expected.  

PapelMac
Participant
September 26, 2018

Thank you so much I have struggled with this and now I know! 

GHMarketing2019
Participant
February 28, 2018

Wow. This is super helpful. Spent two days with colleagues and IT trying to figure this out - managed it on the first try after reading the post.

Participant
December 9, 2017

I was having this problem as well. None of the above solutions worked for me. It turns out my problem was that I had pasted a template (for mailing labels) into the document. The techs I ended up chatting with could only solve the problem by starting over from scratch without the template in there. Deleting it from the original did not help. I was able to use the template, just had to delete it BEFORE trying to create the merged document. Hope this saves someone some time and frustration!

Participant
December 17, 2017

nrgini, this is the EXACT same issue I had. I had to start over without the underlying template on the page and then it would finally work. Thank you for your post!

Participant
December 14, 2016

I was having this same issue with InDesign CC 2017 and just figured it out. It's not like Word where you create all of the records and simply link them by using <<Next Record>>. I needed to create labels 8-up to an 8.5x11 sheet. Instead of creating multiple text boxes and placing them within the page, and adding the merge fields to each one, you just create ONE text box. Then in the Utilitities/Data Merge window select Multiple Records (instead of Single Record). Then go the the Multiple Records Layout tab within that window. Use the settings there to position multiple text boxes. Then when you merge, the records will move to the next one instead of adding the same information on one page multiple times.

Participant
June 24, 2016

I had the same issue, I'm doing a postcard (4up on a 19x13 canvas)  / all the postcard had to have a difference address (for a mailout).

I made it work. I had to make a 1up document (9.5"x6.5" / quarter page of 19x13) - make my mail merge and export as PDF.

Once I have this file made, I use a plugin in Acrobat called "Quite impositioning plus 3" (I'm sure there's other out there)

and make "n-up page" (2 collomn and 2 rows = 19x13) - same Idea of making a booklet, it's sorting the page for me and making the 4up.

Voilà, I got my file ready to go.

kdowney2014
Participant
September 21, 2016

I had the same dilemma trying to merge a 287 piece list into an Avery 5395 template (sticky name badges) I created in InDesign CC2015. I finally figured it out by using part of Sergio's method above (1 up document the size of a single label). After merging the data file, I went to Impose Online - Free Online Imposition Software and did a manual imposition using the margins & gutter dims of the label. Using this method make sure that you do the math... I had 287 unique records and with 8-up on each label you only need to create 36 forms. Finish the steps and import the final merged document into an ID 8.5x11 page. I had previously imported a generated pdf of the actual label itself from MS Word to that page. Found a slick trick on how to do that HERE. Worked like a charm!

Let me know if this helps you out.

handpaintedstudio
Known Participant
March 16, 2016

You know I've been have some great difficulty using the data merge feature as well. I currently have so many projects happening that I don't have any other choice but to start to implement the data merge feature. However I've only had it work the way I needed it to once a year ago.

Now I'm trying to set up coupons and have been roughing out how to work it into a very basic file.

So here I've set my variables to call the head of the column in my csv file. Also have selected it to see and use multiple records. When I run it is where I see there's an issue.

Here is the preview trigged, as you can see a lot of not what I want.

Here's a snap from the csv file

What am I doing wrong?

Any suggestions?

Legend
March 16, 2016

I think you have two separate issues coming into play that are causing two separate errors.

1) It looks like your template has all twelve instances of the coupon set up on it. That is why you are seeing 12 of the same value in your result.  Put just one instance of your coupon, with column and row spacing set to zero, and data merge will take care of duplicating the coupon, and filling in the appropriate data.

2) You have what I think are crop marks on the page, and that is what is causing your whole setup to offset. Data merge works with everything that is on the page, and duplicates all of it according to the offsets in the data merge dialog. That's why the edges of your crop marks are where the edge of your first box should be.

Your template should look like this just before the merge.  Nothing on the page except one of the coupon.

You can add the crop marks on the master page after the merge. (or before, if the coupon is on the document page.

Participant
March 31, 2016

Thanks to SJRiegel and Ben Frey for the pictures. Those are super helpful.

I'm having trouble, though, because my option to choose how many records to include on each document page is grayed out.
What am I missing?
Thanks for any and all help, ya'll!!!

wckdtall
Inspiring
October 28, 2015

I also found this to be a frustration, however, as per usual when Adobe doesn't come through with an easy solution, I did my image layout in Photoshop, and utilized basic math in InDesign to figure out my settings. Turned out the spacing options relied on the margins, but I was able to utilize the gap tool to figure out the row and column spacing, once I duplicated my ideal text frames. Not ideal, but it worked.

didiermazier
Community Expert
Community Expert
October 28, 2015

InDesign merging has always been frustrating.

Just for info… There are very effective third party plug-ins. I myself work with InData from EmSoftware since a long time. Made some sophisticated directories with more than 40 K entries. You can program any conditional imports, set up variables and so on. You can download a fully functional free demo (limited to 50 some lines imports) to check if you are OK with the way it works. If not you can check Easy Catalog which is not bad at all… but much more expensive. To my knowledge InData price is only around 400 USD. I am not involved with both of these two companies so my advice is… well my advice.

wckdtall
Inspiring
October 28, 2015

‌Great to know! Sounds awesome! That price point is much too high for me NOT to develop workarounds however, especially considering their SEO is not so good, and you have to search with the keyword plugin in order to get it to show up. But if I'm in a pinch and do this frequently, I know where to look! Thanks!!!!