Merging files

CorelDRAW lets you combine text from a data source with a drawing. When you merge documents, you produce several different copies of a drawing. Each copy contains specific information from a record in a data source, such as a text file or an ODBC data source (a Microsoft Excel or Microsoft Access file).

When you merge documents, you combine a form document and a data source. A form document provides the pattern and layout for a merged document. A data source supplies information for a drawing during the merge. CorelDRAW supports the following data source files: Text (TXT) files, comma-separated values (CSV) files, Rich Text Format (RTF) files, and files that can be opened by means of an ODBC data source.

CorelDRAW print merge Merging files

Data source document (1), form document (2), and merged documents (3)


Creating a data source file

Information in a data source file is organized into fields and records. A field can contain one or more characters. Fields can contain alphanumeric data or only numeric data. For example, a record may include a first name, last name, address, and other contact information. Each item within the record, such as first name, last name, or address, is recognized as a field. A record can contain one or more fields.

You can create a data source file or import an existing one. You can create a data text file by using CorelDRAW or a text editor. You can edit the data in a data source file at any time.


Creating a form document

Creating form documents is similar to creating regular drawings. For form documents, however, you insert merge fields, which are replaced by information from the data source during the merge.


Associating a form document with a data source file

When you use CorelDRAW to create a data file, or when you import an existing data file into CorelDRAW, the data file is associated with the form document. The association is always stored with the document and cannot be changed.


Performing a merge

CorelDRAW provides different output options for merge documents. You can print a merge document or save it to a new document. When you print a merge document, the form document is merged with the data source file during printing. When you save the merged document to a new file, the application merges the form document with the data from the data source file in a new CorelDRAW file. You can use this file to preview your final output and make minor adjustments before printing. For major changes, such as the addition or repositioning of merge fields or the addition of new records, you must work in the form document.


To create a data source file by using CorelDRAW

CorelDRAW btnbacktotop Merging files
1.
 
Click File CorelDRAW onestep Merging files Print merge CorelDRAW onestep Merging files Create/Load merge fields to launch the Print merge wizard.
2.
 
Enable the Create new text option, and click Next.
3.
 
On the Add fields page, do one or both of the following:
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To create a text field, type a field name in the Text field box, click Add, and then click Next.
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To create a numeric field, type a field name in the Numeric field box, click Add, and then click Next.
4.
 
On the Add or edit records page of the Print merge wizard, do any of the following:
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To add a record, click New, and then click Next.
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To add data in a field, click in the field, type data, and click Next.
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To modify existing data in a field, click in the field, modify the data, and click Next.
5.
 
Enable the Save data settings option.
6.
 
Type a filename, choose the drive and folder where you want to save the file, and click Finish.

You can also
Apply formatting to the data in a numeric field
On the Add fields page of the Print merge wizard, click a numeric field in the list, and choose a format from the Numeric format list box.

Different numeric formats are available in CorelDRAW. For example, the X.0 format represents the value 1 as 1.0; the 00X format represents the value 1 as 001.
Automatically increment the value in a numeric field
Enable the Continually increment the numeric field option, and specify starting and ending values in the corresponding boxes.
Change the order of a merge field
Select a field in the list and click Move up or Move down.
Delete a record
On the Add or edit records page of the Print merge wizard, click Delete.
View records
On the Add or edit records page of the Print merge wizard, choose one of the following options from the Current view list box:
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All records — lets you display all records in a source data file
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Single record — lets you display one record at a time
Browse records
On the Add or edit records page of the Print merge wizard, click any of the following buttons:
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First record CorelDRAW pgx print merge first record Merging files
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Next record CorelDRAW pgx print merge next record Merging files
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Previous record CorelDRAW pgx print merge previous record Merging files
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Last record CorelDRAW pgx print merge last record Merging files
Find text in a data file
On the Add or edit records page of the Print merge wizard, type a search term in the box, and press Enter.

CorelDRAW tip Merging files

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You can edit the fields and records in an existing data source file by clicking File CorelDRAW onestep Merging files Print merge CorelDRAW onestep Merging files Edit merge fields and following the instructions in the Print merge wizard.

To create a data source by using a text editor

CorelDRAW btnbacktotop Merging files
1.
 
Open a text editor, and create a new file.
2.
 
On the first line, type the number of merge fields that you want to insert in the drawing. For example:
3
3.
 
On the second line, type the names of the merge fields by separating them with a backslash. Each merge field must begin and end with a backslash. For example:
Name\Date\Instructor
4.
 
On the next lines, type the data that you want to appear in the merged document. Each line constitutes a record. For example:
Pixie Parsons\6 September 2007\Mr. Randy Harris
Shirley Wilkinson\13 January 2007\Ms. Corinne Pitts
5.
 
Save the file as an ANSI text file (.txt extension) or as an RTF file.

CorelDRAW note Merging files

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Backslashes function as markers to indicate the beginning and end of merge fields; therefore, you cannot use them as data in fields.
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Data in fields must end with a character. Blank spaces or lines before backslashes prevent the merge from completing successfully.

To import a data source file

CorelDRAW btnbacktotop Merging files
1.
 
Click File CorelDRAW onestep Merging files Print merge CorelDRAW onestep Merging files Create/Load merge fields.
2.
 
In the Print merge wizard, enable the Import text from a file or an ODBC data source option, and click Next.
3.
 
Enable the File option, navigate to the drive and folder where the data file is stored, choose a file, and click Next.
4.
 
Follow the instructions in the Print merge wizard.

To import an ODBC data source file

CorelDRAW btnbacktotop Merging files
1.
 
Click File CorelDRAW onestep Merging files Print merge CorelDRAW onestep Merging files Create/Load merge fields.
2.
 
In the Print merge wizard, enable the Import text from a file or an ODBC data source option, and click Next.
3.
 
Enable the ODBC data source option, and click Select ODBC data source.
4.
 
In the Select data source dialog box, click the Machine data source tab.
5.
 
Under Data source name, select Excel files, and click OK.
6.
 
In the Select workbook dialog box, choose the database that you want to import, and click OK.

To create a form document

CorelDRAW btnbacktotop Merging files
1.
 
Open a drawing in which you want to insert merge fields.
2.
 
Click File CorelDRAW onestep Merging files Print merge CorelDRAW onestep Merging files Create/Load merge fields.
3.
 
Follow the instructions of the Print merge wizard to associate the drawing with a data source file, and then exit the Print merge wizard.
The Print merge toolbar appears.
4.
 
On the Print merge toolbar, choose a field name from the Field list box, and click Insert.
CorelDRAW places the merge field in the center of the current view. If you want to reposition the merge field, drag it to a new location on the drawing page.
5.
 
Repeat step 4 to insert additional fields.

To perform a merge and print the document

CorelDRAW btnbacktotop Merging files
1.
 
Do one of the following:
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Click File CorelDRAW onestep Merging files Print merge CorelDRAW onestep Merging files Perform merge.
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Click File CorelDRAW onestep Merging files Print. In the Perform merge dialog box, enable the Perform merge option, and click OK.
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On the Print merge toolbar, click Merge, and click Print.
2.
 
Specify any printer settings. Click Print.
If you want to print all records and pages, enable the Current document option.

To perform a merge and save the document to a new file

CorelDRAW btnbacktotop Merging files
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Click File CorelDRAW onestep Merging files Print CorelDRAW onestep Merging files Merge to new document.

CorelDRAW tip Merging files

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You can also perform a merge and save the document to a new file by clicking Merge to new document on the Print merge toolbar.

Merging files