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Home / CorelDraw / Creating a Print Merge from A Windows Doc File Part 1

Creating a Print Merge from A Windows Doc File Part 1

I had a request from a seminar attendee on giving them some guidance on working with customer supplied .doc files.
Here is the question: As per our discussion I have attached one of the files I am presently working with. The customer is requesting 1/2 inch letters on a 3/4 x 3 inch stainless steel cable tag.  Here is what I have been doing.  I take the list from windows and copy and paste it onto an an excel spread sheet. When I have the numbers (first column in red) in excel I set my font size.  I then highlight the column or columns and press the down arrow by “copy” and “save as picture”.  Then I paste it to my Corel work sheet, unlock it and then as I can transfer each number to a  cable tag I set the width to 2.1 inches and the letter height is already good.  I am printing approximately 150 tags x 2 for nineteen different jobs with one letter changed i.e.:  JA-HRTD-LHIC04A-1  only the letter in red would be changed for each of the nineteen jobs i.e.; A,B,C, etc.

Here is the .DOC File

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Here is the sample Microsoft Word (doc) file I received from the customer

Select All

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We need to get this output into Excel. The easiest way to do this is to copy it and paste it into Excel.

Copy Info to the Clipboard

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WIth everything selected go to EDIT (!) COPY (2).

Make Sure Our A1 Cell Is Selected In Excel

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We need to let Excel know where we want the copied text to start. I want it to start in cell A1 so I need to click in this cell so that it is selected (1). You know it is selected because it is highlighted in blue.

Paste the Text

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We need to let Excel know where we want the copied text to start. I want it to start in cell A1 so I need to click in this cell so that it is selected (1). You know it is selected because it is highlighted in blue.

Our Information is in Excel

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The word doc information is now in Excel. We now need to delete the extra columns. We need to keep the red column and delete the columns with the black words.

Select the Columns we Want to Get Rid Of

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We need to select the rows we want to get rid of which are high lighted in blue.

Select The Delete Command

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Right click on the blue selected area. Select the Delete command (1).

Select Entire Column

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Select “Entire Column” (1).

Remove Everything But the One Column

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I have deleted everything except for the column I need. Notice that the first row is the identifier field (1). We will use this field when we do our print merge. Save the file.

Create a .75 by 3 Plate in CorelDraw

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Open up CorelDraw and create a plate that is .75 by 3

Here is Sample Text

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Based on our specs of 1/2 inch letters here is an actual set of text. As you can see the text will over run our plate and will require that we condense the text so that it fits on the plate.

Set a Left Margin Guideline

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To help in condensing I am going to set a guideline at .125 on the left and 2.875 (3 – .125).

Set the Right Margin Guideline

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Place a guideline at 2.875 inches. This will be our right margin.

Set Our Snap to Snap to Guidelines

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We need to turn on snap to guideline so that our text snaps to the guideline and we maximize our space and the text stays centered. With the Snap to Guidelines on as I condense the text will snap to the guidelines and make it easy to condense the text.

We need to turn on snap to guideline so that our text snaps to the guideline and we maximize our space and the text stays centered. With the Snap to Guidelines on as I condense the text will snap to the guidelines and make it easy to condense the text.

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Here is our sample text condensed to the guidelines. Now delete the text we do not need it anymore. Note: It is a good idea when you are setting up your plate and margins that you use the longest line of text so you will know how much you are condensing.

Open Up the Print Merge Wizard

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Go to FILE | PRINT MERGE (1) | CREATE MERGE FIELD (2)

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