Merging Appropriate Data with Word-Processing/DTP Documents

Merging Data with Word-Processing/ DTP Documents

Introduction
- Merging data refers to the process of combining data from a database or spreadsheet into a Word-Processing or DTP (Desktop Publishing) document. This is often used for creating multiple similar documents such as letters or invoices, which differ only by few details.
Source of Data
- The data used for merging with Word-Processing/DTP documents comes from tables in a database. Each row in the table represents a unique record that will be used to create an individual document during the merge process.
- Another source of data is spreadsheet files. The data from specific columns can be merged into the Word-Processing/DTP document.
Process of Merging
- The merge process begins with creating a master document in the word processor or DTP software. This document should contain all the standard information that will appear in each finished document.
- Then, insert merge fields into the master document where you want the database or spreadsheet information to appear. These include placeholders for data such as names, addresses, dates, and any other unique data fields.
- You then connect your master document to your data source. The data can be selected based on specific criteria if needed.
- Finally, the Word-Processing/DTP program merges the data into the master document, creating a series of new documents, each one customised with the information from one record in the database/spreadsheet.
Applications of Merging
- Merge operations are widely used in businesses for creating customised documents such as invoices, letters, labels, or certificates.
- Other common uses include mail merging to produce customised mailings to multiple recipients, creating personalised newsletters, event invitations or mass emails.
Possible Errors
- Be mindful of data formatting. If data in the database or spreadsheet is not formatted correctly, it might not appear as expected in the merged document.
- Typos or incorrect data in the database or spreadsheet will appear in the merged document as well.
- The layout of the document may need adjusting after the merge, especially if the data fields are of varying lengths. Make sure to preview your document and adjust formatting as required before finalising the merge operation.