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InDesign CS6 Data Merge Problems

Posted on 2014-02-09
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Last Modified: 2014-02-25
Hello!

I am working on a draft guide, and all of the info from my client has been compiled in a excel document.

I have exported the file as a csv and have done a data merge in Indesign CS6; however, I am getting odd blanks and breaks within my file when I created the merged document.

Please see the attached InDesign file for reference.

Since I'm dealing with a document involving multiple pages, I'd love to figure out the issue instead of having to correct everything by hand.
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Question by:halipe
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by:halipe
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PDF of the indesign file is attached as well as the excel sheet with data needed for the data merge
Copy-of-SlantData-2014.xlsx
The-Slant-04-2013.pdf
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by:Dan Craciun
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Can you post the indd file? So I can check the result using my computer.
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by:halipe
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Dan Craciun earned 500 total points
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The Problem is in the data source.

If you look in the Excel file, for ex in cell E3, you'll see that it has 2 lines of text:
Oviedo, FL
Oviedo, Fla

When converting to csv, those cause a line break, thus breaking that row into 2 lines that Indesign import into 2 pages.

There were several paragraph characters inside your data source. Removed them and attached the csv.

Did not see any more problem pages in Indesign

HTH,
Dan
Copy-of-SlantData-2014.csv
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by:halipe
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You are a lifesaver! Thank you SO much. This fixed it!

I have about 100 other entries that will be coming my way. Is there any way you can tell me how exactly you fixed the file, so that I'll know what to do moving forward?

Thank you again. You have saved me HOURS.
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Expert Comment

by:Dan Craciun
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The easiest way is to look inside the csv using a text editor.
I use Notepad++, but plain/old/vanilla notepad will do just fine.

Just make sure Format->Word wrap is NOT selected.

Then just look at the beginning of the lines: if it's a player's name, it's ok. If not, then probably that line was cut because of an end line character in Excel.
Put the cursor at the beginning of the line and press backspace, to join the line with the previous one, where it belongs.

You'll get quickly the hang of it. It took me about 30 sec on your file.
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by:Dan Craciun
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Here's a quicker way: in Excel, press CTRL+H (Find and Replace).
Click in the Find box and press CTRL+J. The cursor will change to a dot (.)
Click on the Replace box and press SPACE.
Then click on Replace All

What you just did is delete all the line breaks in the file and replace them with spaces, so now you can save as csv and all will be ok.

HTH,
Dan
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by:halipe
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So, the CTRL+J does not work in Mac Excel 2011. Any thoughts on how to do this?
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by:Dan Craciun
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Have you tried COMMAND + J? I don't own a Mac, but usually you can substitute CTRL with COMMAND and ALT with OPTION.

If it does not work, try inserting it manually as OPTION+010 or OPTION+013.

HTH,
Dan
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by:halipe
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Got it to work using dreamweaver as my text editor and your previously mentioned advice.
The Option 010 wont work either

Thanks!
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by:Dan Craciun
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You're welcome.

You could ask someone with a PC to make the substitutions in excel...
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by:halipe
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So, it appears this will no longer work!!! Any suggestions on how to fix it?

https://www.dropbox.com/s/dbjp2sq91cash8l/TheSlant-DraftGuide-2014-PlayerSheet.indd

Wishing the client had had me do all the merging at once, as I feel the going back in multiple times has caused issues.

If i try to update the source with the next round of info. all of the fields in my data merge go blank.....
Copy-of-SlantData-2014-WR.csv
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Author Comment

by:halipe
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Just figured it out. the line of code with the data merge titles had gotten erased.
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Expert Comment

by:Dan Craciun
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I see you updated the indd with Indesign CC. I only have Indesign CS6, so you will need to do a save as and choose "Indesign CS4 or later"
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Expert Comment

by:Dan Craciun
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Good, cause your csv file looked OK :)
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by:halipe
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Seriously - cannot thank you enough for all of your help with this. You've saved me SO much time!

I do have two fields that I will need to go back through and enter for all of the pages. Any suggestions on the best way to go about doing this? Will I have to go in page by page and do it by hand, or could I figure out a way to data merge it? (it's the vertical and bench press that were just recorded at the combine....)
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by:Dan Craciun
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Are those 2 new fields or fields that were already on the page, but you had them blank in the csv?

If they are new, redo the template and then re import the data.

If they were in the template, but with no content on the csv, empty the template and then re import the data, cause it's faster.
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by:halipe
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they are two fields that are already on the page but they're blank

Empty the template within indesign and just code for those two fields? It wont touch anything I've already merged, right?

But how do i get it to do this for all the pages? Originally if i tried to data merge on a multi-page document it would not work....
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Expert Comment

by:Dan Craciun
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No, empty the template and re import all your data. You will lose any manual formatting you've done so far.
It won't work to import just those 2 fields.
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Author Comment

by:halipe
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well poo. there are 125 pages currently. grrrrr.
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