Adobe InDesign - Data Merge and Import PDF Comments | Angelo Montilla | Skillshare

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Adobe InDesign - Data Merge and Import PDF Comments

teacher avatar Angelo Montilla

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

2 Lessons (21m)
    • 1. Data Merge - Adobe InDesign

    • 2. Import PDF Comments - Adobe InDesign

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About This Class

In this class, you will learn two key tools in Adobe InDesign that will help you work more efficiently. The first is Data Merge, where I will go over steps on n how to create multiple versions of a business card using a source file, such as a text file.

Also, you will learn how to Import PDF Comments into a exported InDesign layout, before bringing it back into Id with comments attached.

Notes for both projects below! 

Meet Your Teacher

Hello! I'm Angelo.

I am a visual design instructor and freelance graphic designer based in Windsor, Ontario.

I have more than 15 years experience in the print and editorial design space. However, I also specialize in branding design.

I am eager to build an online learning platform here and share everything I have learned over my life with you.

See full profile

Related Skills

Graphic Design Creative

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1. Data Merge - Adobe InDesign: Hey, guys. Angelo here. Welcome to another design editorial today. We're gonna discuss how to use the data merge feature in Adobe in design. I'm gonna show you how to incorporate several versions of information Pieces of information into an existing is this card Leo so that the design stays intact. But the information will change when you're designing business cards. If you're designing a letterhead that the information would change or even if it's a label foran envelope, the design would stay intact. But the information would change based on the source file. And in today's case, we're gonna be using a text file. Teoh create multiple variations of a business card, meaning I'll show you how to change the name, the person's title phone number and thinks that nature website email things like that. Instead of creating multiple pages of business cards, we can do it in one document and then export a master document with all the pages and in this case, business cards. Okay, so let's get started. As you could see here on my screen, I have the back of my business card and a blank canvas where I want to put some information here What we're gonna do first is you have to open. I'm just gonna put my guides on. You could see it created a text frame above here and a text frame down below. This one here will contain the name and the person's titled. This down here will have the full number, email address and website. And so let's get started. I'm gonna go up to Window Goldman, go down to utilities and let's open the data. Merge. Um, Cannell here. And the first thing you want to do is go and get the source file that you've created in my case. Let me just open it up to show you it's right here. And it's called staff info. Just gonna make that little bit bigger. Second, see? So the first thing you want to do is just create the name of the fields in your in your business card. So the name, the title phone number, email website, and you're separating each with a simple comma. Then you're going to start listing each employee within the same document text file. So Sara Davidson, comma Chief executive officer, I want API to represent phone. I put in the phone number comma e period. Then I put the next email address comma W to represent website and putting the website next person, Tom Seaver and so on. So title phone number, email website, and you can have you can create as many Aziz as you want. But in this case, I only have four. Some companies have 50 so it's a lot easier to list all 50 employees in one document and bring it into in design that way to create 50 versions of it rather than create 50 business card pages. Okay, so once you've done that, you just say that I would as a text file, and I'm just using text at it. So I would go to four met, and you don't want it to be a rich text. You don't want it to be in RTF because it won't take when you try to bring it into in design. So, um, I'll just convert it back to RTF when I got a format. You just want it as plain text, make plain text, and then I'm just gonna go ahead and save that. So it's minds called staff in info. Gonna close this. Okay, now that I have my dad emerged window open. I'm gonna go to my dad, emerge options, which is this little icon here. The four lines click that and I want to select data source. So I'm gonna bring in that text file. And I just showed you click that I'm gonna click on it once and hit open. And here are all the fields top fields in my data source. So the name, comma title, full number, email and website. So there's a couple ways of incorporating this bees into the boxes that I've created. The frames I could simply just put my cursor in the position and click field that I want to place their name. And that's how it's gonna show up. It's going to show up in these triangular brackets the word name and then close brackets. Just think of it as a coding for now. Okay? So I can hit, enter and do the same thing. We want the title to be next, so I'm gonna click title. Okay. I'm gonna move to the next box. Let me just grab my selection to on Click Off for a second. So this is all set for now. We'll worry about styling and formatting in just a second. You also have the option of clicking on the source category in your dad emerge panel and just dragging it into the text frame. Like so I would do enter, grab the next one email and bring it underneath. So that's another way of dragging. You could drag it in or just click like so. Okay, so right now, this doesn't make a lot of sense, because right now, it just has the name, title, phone number, email and website. So But if I click this little preview button here you see in the that emerge window, I'm just gonna click that. And there you go. It's showing me right now the first person listed in my staff employees, um, that a source file. Okay, so it be Sarah Davidson, and I can click this little air arrow here next to one of you. The next one. There's Tom. There's Samantha there, Sebastian. Okay, so that's how you would again. You can have as many of these as you want. I only have four, but right now let's go. Let's get out of this. I'm just gonna uncheck preview and let's say I want to style these because right now there's not much contrast in terms of one being bigger, older, a different color. I'm going. Teoh, highlight the word name and I did create. I'm just going to switch over to my properties panel for a sec and under my styles here. Textile. I created a couple, so I have staff name. So I want that to be the staff name and you could see that's already bigger. And this here is the staff info, which I've already set, and the tight face front I'm using for this is SF pro display, old and medium. The name is 11.3. The info is eight, and this stuff is already staff info as well. Okay, so let me just It's like letting was off a little bit there. So let me just bring that up. Good. Let me see how that looks perfect. What size is that? 13. 13 lighting and eight point. That's good. All right, Perfect. So what I want to do now? Actually, let's reduce that. That letting is a little too much. Um, let's go back to properties here, manage styles and I want to double cliffs DoubleClick, Staff info Goto basic paragraph. And I just want to reduce the leading. That's quite a bit in terms of maybe 12 works. Something like that is good. Yeah. Good. So I'm gonna hit. OK, now, I'm a lot happier with the letting there. It was just a little too much. So let's take a look. Now if I hit Preview, there's Tom Seaver there. Sara Davidson with the title. Um And there you go. I did run into a problem here where I have to increase the box here because he could see Anderson is breaking there. So unchecked preview clicked on the box and just increase the size, bringing out a little bit more than now. That should not be a problem. OK, so let's say that's it. We're done. I'm happy I've imported the text. If you ever want to, uh, break that that emerged. Source from the file. You would just go up to your data, merge options and remove data source. Okay, if at any moment you want to update the data source, go back into your source file and make any changes to your text file. Save it. Okay, so let's just make Let's make us change here. Let's just say let's change Sebastian's name to Let's just say we made a mistake. It's not Richardson. It's rich shirts. Okay, Sebastian Richards, go ahead and save that out. Close it open. Your dad emerged. I'm just gonna uncheck this here, and I'm going to up the data source. Check it back on and let's see, there's the change or Sebastian Richards. Okay, so just make sure that you make the changes in the original data source and then save it out. Okay? Now, if I want to export this, um and you're finished, you just go up to back to the options, create merged document, and then make sure that you've saved all your records here. You want to save them all and hit OK, Okay. And Africa, to my pages in design, has set up a whole new document with all the versions for me. And then I can just save it out from here. Okay, That is today's tutorial. I hope you enjoyed it. Will talk to you soon and have a great day by now. 2. Import PDF Comments - Adobe InDesign: Hey, guys. Angelo here. Welcome to another design tutorial. Today I'm gonna show you how to import comments into an adobe and design project. This is great when you're working on revisions with a client or doing simple edits where you can create notes in Acrobat that you can import directly into in design and make the revision and editing process that much easier. So what I have here and what I'm going to show you in a second, I'm going to export this existing layout that I have here and then I'm going to bring it into Acrobat. Add some comments. I'm going to show you some ways to add comments or at shapes and things of that nature, and then we're going to go ahead and import those same comments right into in design. So let's get started. The first thing I want to do is go up. Teoh File and Export. You've probably done this before in the past, where you export a page as a pdf file. This is the stage you would do if you were sending something off to a printer. So I want to put it in this folder. I'm just gonna call it October. What's today? Today is the 27th and let's just go ahead and it's safe now in the export adobe Pdf Options window here. Just a couple things that I'm doing that you may want to try out as well is I'm. Instead of exporting all the pages and a document, I'm selecting range and I'm targeting page two and page three. That's the layout and I have here. And then I also have the export, as I wanted to set as a spread instead of pages. This is this is great if you're working on the editorial design where you have facing pages that will keep that intact. So I'm gonna go ahead and click spreads, and then that's gonna hit Export. And I'm going to open this, um, and open this up. There we go. So there's the pdf of the layout I just created I've opened it up here in Adobe Acrobat, and the tool that we're gonna be using here in the side panel is comment. So I'm gonna have some comments here in this text just to kind of pinpoint certain things that I would want the designer to change me or you OK, so let's go ahead and hit comment, and that's gonna open up another handle up here are control panel up talk and the ones that we're going to focus on our underlining text. I'm gonna do strike through text and then I'm going to show you some some shapes that you can create to point to certain things. And I'll get into an example of that in a second. So I'm gonna do first off, I'm gonna click on underlying tax and I'm gonna hold option and zoom in. And so what can we do here? Uh, let me highlight something like this here. Okay, So I'm gonna highlight the year, and it's going to underline that year you could change the color of it. I'm gonna keep it a red for now, okay? And then I can go ahead and add a comment here. So I would actually say, Let's just say that was not 1981. I would say it's actually 1982 please. Correct. And a smiley face. I would hit post. So that's going to that's going to show up when we important. Okay, that's the 1st 1 and that's just underlining taxes Now, I've underlined one piece of tax. You can underline a whole paragraph and make a note that way. Um, a good thing to do is maybe highlight a whole paragraph underlying it and then make the note, make the paragraph the actual note, and then the designer can make the change that way. Okay, so that's the first way to do it. The 2nd 1 is strength through text. So let's say I wanted to get rid of text. Okay, I'm on the on the end user looking at this and say the built in camera allows three times optical zoom. I'm gonna highlight that sentence there. It's gonna strike it out. Now I've made it orange. That's okay. You can change it to whatever you want. Make it a vibrant color. And then I would just say, Please remove this sentence. Um, yeah, and that's good. And then, hey, another smiley face that's good. And then hit post. So so far, we've underlined attacks to say Please change that to 1982. We've strength through this text to remove it. So the designer, when it gets when they get the notes back, would just remove that text and now that's working with Tax. I'm just gonna scroll up here because I have some little thumbnail images of some of the camera timelines from Polaroid over the years. And let's just say I wanted to increase the size of this. Now I could just make us a note. You could make a text note. You can actually add a comment this way, just a regular note. But let's be more specific, because often times you may send this to the designer and say, Make that photo bigger and I would get that and say, OK, which photo are they talking about? So let's drill it in and make me more specific. I'm going to use one of these shapes up here. Let's use the air. So I'm gonna click on the arrow, and I'm just gonna You can hold shift to constrain the proportions and it will stay straight. Okay, you could do that, and then you could actually angle it the way you want a swell by grabbing one of those handles that are provided there. So let's point to this camera here, and I'm going to edit that and let's say please adjust this image size make a little bit bit smaller. Thanks, Smiley face. Okay. And then let's go ahead and hit post. So we've done our edits. There could be many, many, many more. But I'm just showing you three here, and what I'm gonna do now is I'm just gonna save this out. So I'm just gonna go file and save, and then I'm just gonna close it. Close it. Let's go back to in design. And this is where we're gonna import those. So now I'm receiving these notes and I can make the edits revisions. This is really cool. And it's going to save a lot of time in terms of not having to send multiple emails because everything is built in here and we're just gonna import everything. So the first thing you want to do there's two ways of importing these. You can go up to file and import pdf comments, or what I like to do is have the window open it just access it a little bit. Access to is a little bit simpler. So window pdf comments. There's the window there. You just simply hit this button here. Import pdf comments. And I'm gonna go to that folder and there's there's the Pdf comments or the file that we just worked on. So click it and then just import comments. Okay, there they are. Now, if I click on them Oh, here's an important thing. Have your guides on. So just hit w on bears that arrow there to turn your guides on. Just got the view grids and guides and you couldn't hide her show guides there. But the quick ways just hit w on your keyboard. Okay, so there's the three comments that I've made or made in in Acrobat. So let's start from the bottom up. So I'm gonna click it. There's the arrow that's been highlighted. So now I can go in there double click, OK? They wanted a little bit smaller. I'm just gonna You shift command. I'm sorry, control man. Let me get that right. Option command. And then less than Okay. So I'm just gonna nudge it down one. And that may be kind of use my up arrow key to nudge that up. So I'm done that once you've done a adjustment or have taken care of one of these revisions , you can go ahead and mark resolved and that will remove it from the page. If by chance you click that on accident, just done, click it and bring it back. So I'm done with that, though. So I'm gonna move onto the next one. Please remove this sentence. Okay, I'm gonna click that. There it is there. So I'm going to zoom in. Oh, they don't want that sentence. I'm just gonna go ahead and remove it. That's it. Highlight. Delete. And then Mark resolved. You're done. Let's move on to the last one. It's actually 1982 please. Correct. Okay. What's she talking about? What did they talk? There it is there 1981 0 it's 19. Anyone? Let's make it 1982 that's it. So that is that. That is a great tool to use when you're gonna move it into my side tools there because I always use this. And so once you're done, that's it. You've made the adjustments what you could do if you're all done. If you want to get rid of these, just go up to the pdf comments, options, um, icon up here and you can delete all comments from the project. So what you could do now is say this. So our export it as a PdF again and send it to your client. And they could This could be a back and forth situation, but it's just the progress you make and the time you save in terms of not having to send so many emails his greatest well. So once you're done, that is it. You can go ahead and file, save or export it, and that is how you would import Pdf comments into an adobe in design file. Hope you enjoyed this tutorial. Visit my YouTube channel. Subscribe to the channel. If you like this video, give it a nice thumbs up and that's it for today. I hope you guys have a great day and we'll talk to you see by now.