Affinity Publisher: Using the Data Merge Tool to Swap Images and Text

Introduction

In this article, we will explore how to use the Data Merge tool in Affinity Publisher to create a project that involves generating ID badges. The process allows you to create a single template design that can be populated with different names, job descriptions, and images of your staff members with minimal effort. Let’s dive into the step-by-step tutorial.

Setting Up Your ID Badge Design

1. Creating Your Document: Start by opening Affinity Publisher and setting up a new document with dimensions of 70 mm by 100 mm, which is a common size for ID badges.

2. Designing the Layout: In the middle of the document, create a rectangle where the hole will be punched out for wearing the badge. Add a background image, a name placeholder, and a job description text box. Include a rectangle shape to separate the text from the background for better visibility. Don’t forget to insert your company logo at the top and an image of the staff member, along with a QR code.

3. Using the QR Code Tool: To add a QR code, go to the left-side toolbar and select the QR code tool. Drag to create a QR code of your desired size. You can modify its information (like email address or website) by clicking on data in the top menu and selecting the relevant options.

Preparing Your Data in Excel

1. Creating Your Spreadsheet: Open spreadsheet software like Microsoft Excel to create a new file. In the first row, create three columns with the headers: Name, Job Description, and Photo.

2. Filling in the Data: Populate the spreadsheet with names, job descriptions, and the paths to each image. For optimal ease, it is recommended to keep the images stored in a dedicated folder named coherently, so each file can be easily linked to its corresponding name.

3. Obtaining Image Pathnames: For each photo, right-click to copy the pathname. For Mac users, hold the Option key to get the “Copy JPG as Pathname” option. For Windows users, right-clicking alone will suffice. Paste these pathnames into the corresponding cells in Excel.

4. Saving the File: Once all data is entered, save the Excel file in a suitable format.

Using the Data Merge Tool in Affinity Publisher

1. Accessing the Data Merge Manager: In Affinity Publisher, navigate to the “Window” menu and select “Data Merge Manager.” Use the “Add Data Source” option to load the Excel file you just created.

2. Setting Up Your Fields: In the Fields tab, you’ll see the headers you created in Excel. Apply these fields to your template by selecting the corresponding text boxes and images in your design.

3. Generating Your Badges: After mapping all fields, use the preview feature to review how each badge will appear. Once satisfied, click the “Generate” button. Affinity Publisher will create a new document with multiple pages for each staff member, featuring their specific data.

4. Editing Individual Elements: If necessary, you can select any individual page to modify elements such as QR codes or other personalized information.

5. Saving and Printing: Save your new document if you wish to keep it. You can print the ID badges from the menu or regenerate the document if any changes arise.

Conclusion

The Data Merge tool in Affinity Publisher streamlines the process of creating personalized documents such as ID badges. By following these simple steps, you can easily populate your designs with varying text and images.

Keywords

Affinity Publisher, Data Merge Tool, ID Badge Design, QR Code, Image Paths, Excel Data

FAQ

Q: What size should I create my ID badge document in Affinity Publisher?
A: The recommended size is 70 mm by 100 mm.

Q: Can I use other spreadsheet software apart from Excel?
A: Yes, as long as you can export your data in a compatible format, you can use software like Apple Pages or Google Docs.

Q: How do I link photos to my Excel document?
A: You can right-click on each image and copy the pathname, then paste that into the corresponding cell in your Excel sheet.

Q: Do I need to rename my images to match the names in my Excel file?
A: While it is not strictly necessary, it is highly recommended. Renaming them helps maintain clarity and organization.

Q: How do I make changes to the generated badges?
A: You can go back to your original document, update the necessary data in Excel, and regenerate the badges as needed.