You can use DataLinker to merge data from multiple records into a text frame or a table in Adobe InDesign. This process is called merging and allows you to automatically generate content using external data sources.
Merge Data into a Text Frame
Follow these steps to merge data into a text frame:
Insert fields
In your InDesign document, place the text cursor where you want the first field to appear.
In the DataLinker palette, double-click the desired field.
The field name will appear in the text frame surrounded by non-printing brackets.
Repeat for any additional fields you want to include.
Note: You can only merge records from a single data source. Selecting fields from multiple sources prevents merging.
Select merge content
Highlight all the text and fields you want repeated for each record.
Be careful—everything selected will be duplicated for each record during the merge.
Run the merge
In the DataLinker palette menu, choose Merge.
In the dialog that appears, specify the range of record numbers to merge (first and last record).
Click OK.
DataLinker will insert data from all selected records, repeating the highlighted text for each one. All formatting from the original text is preserved.
Merge Data into a Table
You can also use DataLinker to populate InDesign tables directly from a database.
Insert fields into cells
Place field names into the table cells where you want data to appear.
Each cell can contain a single field, multiple fields, or plain text.
Select cells for merging
Highlight all cells containing the fields you want to merge.
You can select multiple rows or merged cells.
Tip: DataLinker copies as many rows as you select and reproduces them for each record.
You can merge one record into multiple rows or take advantage of InDesign’s cell merging and formatting features.Run the merge
From the DataLinker palette menu, choose Merge.
Enter the record range to merge and click OK.
DataLinker fills the table with the selected records while preserving all existing table and cell styles.
Autoflowing Merged Data
When you merge, DataLinker automatically autoflows data into new pages if a text frame overflows. It duplicates the pages containing your text frames and continues flowing data.
To ensure each record starts on a new page:
Insert a column break at the end of the last frame you want to flow into.
This forces DataLinker to create a new page for each record.
Using InDesign’s Smart Text Reflow (Optional)
While DataLinker’s own autoflow feature is recommended, you can also use InDesign’s Smart Text Reflow feature.
Create empty text frames on a master page.
Apply the master page to your document page.
On the document page, Ctrl+Shift (Windows) or Cmd+Shift (Mac) click the first text frame to activate it.
Insert the desired DataLinker fields into the text frame.
Highlight all inserted fields and choose Merge.
If Smart Text Reflow is enabled, InDesign automatically creates new pages and flows merged data into them.