Import images referenced in Excel file

[steveg87687011]

Hi

I've used data merge extensively in the past and know it's possible to import images referenced in an excel file.

I'm currently producing Specification sheets linked to data in a constantly updating master database, using 'create links when placing text and spreadsheet files'.

I would like to be able to import a number of icons/logos (which vary from product to product).

Is it possible to do this using the standard 'create links' procedure?

MTIA

Steve

[Eric Dumas]

Hi,

It is possible if you start with a @ symbol to reference the location path of each image.

look at Merge data to create form letters, envelopes, or mailing labels in Adobe InDesign  and scroll down t...

[steveg87687011]

Hi Eric

thanks. I thought that the '@' function import was only valid if using the Data Merge function.

Data Merge isn't useable in this instance as I don't have a range of data under set headings.

Steve

[Eric Dumas]

Hi,

You should check what variables can do for you, or custom scripts.

This is outside my expertise.

[jane-e]

steveg87687011  wrote

I'm currently producing Specification sheets linked to data in a constantly updating master database, using 'create links when placing text and spreadsheet files'.

When you say “linked to data”, can you explain further? I see a couple of things this might mean.

[steveg87687011]

Hi Jane-e

I have an InDesign file into which I import data from an Excel file (currently just text and digits). I use the 'create links when placing text and spreadsheet files' preference so that when the Excel database is updated, the InDesign file updates accordingly. The Excel file contains areas of data/cells that are not needed. Because of this I create 'named ranges' in Excel of the parts I do require and import them as separate blocks of data.

There are a number of logos/icons relevant to each worksheet/product that I currently place manually, the usual way, in InDesign. It would be of great benefit if I could place/import these logos into the Excel file and place them in the InDesign document as a named range from Excel as I do the text/digits.

I can create a named range in Excel that contains an icon/logo, but the field is blank when imported into InDesign.

Steve

[jane-e]

If you put the logo itself into Excel, that won’t work out of the box. Sometimes scripters work magic, and you might be able to hire one.

Follow Eric’s link above and test it with 3 or 4 images. The header for the column has to have the @ symbol, i.e. “@logos”, and the images have to either be in a certain folder or the entire path has to be included. It should be explained in that link.

InDesign will link to the original images, not to the ones that are inside Excel.

Try it with a few and report back if it works.

[steveg87687011]

Hi Jane-e

Thanks, I understand the principle in Eric's post, and know this method if using Data Merge, but Data Merge isn't suitable for my purpose. I have a couple of hundred worksheets, each to be imported into its own specification sheet, rather than just one database containing with variable fields.

Many thanks, Steve

[jane-e]

Okay, sorry for giving you information you already know.

I'm still trying to understand the Excel workflow. You choose Insert > Picture > From File and put the image next to the row in Excel? Note that the image does not show up in the formula bar because it is not in a cell. I think that's where the issue is that you can't place the logos from Excel to InDesign. It's how Excel is programmed.

Do I understand it now?

[steveg87687011]

Hi Jane-e

Yes, that's the process I used. Although it looks as if it's not possible to import an image directly from Excel into InDesign - hence the '@images' function in Data Merge with a reference to an external image.

It is possible to paste an image into an Excel cell (through 'Format Image' after you Insert it), but it doesn't import into InDesign from there either. There is an 'href:' option that I've not fully explored yet, I'm sure it must be possible. Hopefully a javascript expert will happen along and show how it's done, when you know what you're doing!

Steve

[jane-e]

I'm on a Mac, but can bring it up in Excel on Windows when I get home if I need to—I use both.

Right-clicking shows Format Picture, which brings up the Format Picture panel. What do you do next to put it into the Formula bar (where it says fx)?

I've used Excel since 1992 (version 4) and I've never seen pictures go inside a cell. I don't think it's changed, but maybe! It would be in the Formula bar if it were inside, and that is blank for me.

I'm on version 16.17.

[steveg87687011]

Hi Jane-e

I use Excel on a Mac at the office - I use a pc at home but don't have excel - I use Libre Office as it's free.

Apparently when you insert a picture in Excel it sits on an invisible layer that floats over the background.  I found a tip online - I'm sure what it says below is what I did.

1. Resize the inserted picture so that it fits properly within a cell, make the cell bigger if needed, or merge a few cells.
2. Right-click the picture and select Format Picture…
3. On the Format Picture pane, switch to the Size & Properties tab, and select the Move and size with cells option.

Good luck

Steve

[jane-e · Accepted solution]

Hi Steve,

I played with it some more and lo and behold, I got it to work, and I hope it's the way you want it to.

First, know that Option + resize will snap to the edges of the cell in Excel, but be careful not to distort.

I copied the Excel table to Word and saw that it had automatically anchored the images, and it appears that Excel is now anchoring images as well, but we can't see hidden characters, so that gave me an idea.

I saved the Excel file in Excel format.

In InDesign, I chose File > Place > Shift + Open to get Options

The two changes are made to the defaults are:

• Table: Formatted table
• Include Inline Graphics (enabled)

Is this what you are looking for?

[steveg87687011]

Hi Jane-e

thanks very much. My initial test following your help worked well.

I'll have to investigate making all the graphics the correct size, and the best format for import/output to end result

Steve

[jane-e]

Hi Steve,

I learned something too—about Excel, so thank you!

I started using spreadsheets with DOS Lotus 123 and quickly moved to Excel about 24 years ago. I’m not sure exactly when it started anchoring the graphics, but the anchoring is what makes it work when importing to InDesign. You should be able to set the column size (and row height) by number in both programs.

InDesign has another way of working with graphics in tables, but I think this will work as is.

There may be more to discover about this new Excel feature!