Print mail merge file to send to quick print shop

[Gordon Jones]

Help! I've prepared a mail merge file to print 5,000 postcards. I want four
different addresses to print on one letter-size sheet. It works great as
long as I'm sending it to a printer, but how do I prepare a file that I can
zip up and send to my local print shop? I've tried everything I can think
of, including the following:

* Created a new Publisher file with the merged records - prints multiple
copies with the same address for some reason that I can't comprehend.
* Print to a PDF - creates a separate file for every 8 records, again for
some reason I'm sure I don't understand.

I guess I could send my mailing list database along with the Publisher file
to the print shop, and ask them to run the print merge, but I really don't
want to do this.

Can someone help? I really don't understand why this is so hard.

 

[Brian Kvalheim - [MSFT MVP]]

You can merge to a new publication when using Publisher 2003. Which version
are you using?
--
Brian Kvalheim
Microsoft Publisher MVP
http://www.publishermvps.com
~pay it forward~

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[Mary Sauer]

How about file, pack and go?

 

[Gordon Jones]

I'm using Publisher 2003. Merging to a new publication isn't the problem,
it's how the new publication prints that is the issue. I want a separate
name on each postcard, and I can only get the merged publication to print
four of the same names on each page.

I found a way to produce one PDF file though. I saw on another thread that
you can adjust the registry key to produce one print file. This works great
on this project, since my postcards don't have a lot of graphics and I don't
have to worry too much about resolution loss in the PDF. But it would still
be nice to know how I can create a full resolution file for the print shop.

 

[Gordon Jones]

I don't know what you mean..please elaborate.

How about file, pack and go?

--
Mary Sauer MS MVP
http://office.microsoft.com/
http://www.msauer.mvps.org/
news://msnews.microsoft.com

 

[Miss Perspicacia Tick]

I don't know what you mean..please elaborate.

Oh elaborate yourself! Or doesn't your version of Publisher have a help
file?! Lazy cretin!

 

[Gordon Jones]

Thank you for the entertainment, Miss Tick.

Oh elaborate yourself! Or doesn't your version of Publisher have a help
file?! Lazy cretin!

 

[JoAnn Paules]

Although her words were rather direct, she does have a point. Part of
learning about the features of any software program is using the Help files.
We are always here if you don't understand something that you've read or
your system doesn't do what it should.

 

[Ed Bennett]

While in a state of ecstasy after repairing his laptop, Ed sees a

I don't know what you mean..please elaborate.

Mary means in Publisher, click File, then click Pack and Go.

 

[Ed Bennett]

While in a state of ecstasy after repairing his laptop, Ed sees a

I found a way to produce one PDF file though. I saw on another
thread that you can adjust the registry key to produce one print
file. This works great on this project, since my postcards don't
have a lot of graphics and I don't have to worry too much about
resolution loss in the PDF. But it would still be nice to know how I
can create a full resolution file for the print shop.

PDF files can have more resolution than you can shake a stick at. Including
full original resolution.

Check with your printer what DPI is the maximum he can print, and create
your PDF at that resolution. There is zero point in creating your PDF above
that resolution (unless you're hoping that the printer will get a new press
that can print twice the resolution just before he starts printing your
job...)

 

[Mike Koewler]

Gordon,

I'm not that experienced in Pub, but you might try this. Instead of
printing directly to your printer (which, if I understand, works
correctly) put a tick in the printer tab box that allows you to print to
file. This should create about 1250 print pages with four
names/addresses per sheet. Next, using Acrobat, convert your .prn or .ps
file to a pdf.

Mike

 

[Mary Sauer]

Sarah,
Terry Pratchett would be appalled the way you are abusing his character, Miss Tick.
Discworld is a favorite of mine. I cringe every time you abuse a poster in this
newsgroup using the Terry Pratchett created character. Maybe you could make up one of
your own...

 

[Miss Perspicacia Tick]

Sarah,
Terry Pratchett would be appalled the way you are abusing his
character, Miss Tick. Discworld is a favorite of mine. I cringe
every time you abuse a poster in this newsgroup using the Terry
Pratchett created character. Maybe you could make up one of your
own...

You're a Yank - you may read them, but you sure as Hades don't understand
them. Miss Tick was a witch - all witches have a dark side (even Nanny Ogg).
Americans don't understand Pratchett. Never have, never will.

 

[JoAnn Paules]

Maybe it's time I start reading Pratchett. I'm in the mood for something new
and you've told me that they are a great series of books.

 

[Ron Cohen]

Gordon, I know you said you didn't want to send the Publisher file to the
print shop and, but that would really be the most simple solution. In order
to print multiple names on the same sheet all that is necessary is to use
page setup and define a single postcard which I assume in this case will be
4.25" x 5.5" as you are wanting to print 4up. This is one of the standard
publication size options. You will now have only one copy on the screen, but
4 will print per sheet and each with a different name. In lieu of sending a
copy of your entire database to the printer I suggest that you export (as a
..csv file) the necessary info. CSV is one of the preferred methods of input
to mail merge. If the printer doesn't have a copy of Publisher, this could
be a problem, but most do now, I hope. When I had my print shops I did this
type of work all the time for my customers. It's really a simple procedure.

 

[Ed Bennett]

While in a state of ecstasy after repairing his laptop, Ed sees a

Maybe it's time I start reading Pratchett. I'm in the mood for
something new and you've told me that they are a great series of
books.

In case I haven't already done so, I will now confirm that they are a great
series of books.

They are a great series of books!

 

[JoAnn Paules]

Great. I'll have to pull up a list of the books in order. I hate to read
things out of order. And for some reason I keep thinking I may have read
*something* by Pratchett. Maybe a short story or maybe even one of the
books. I just can't remember but something keeps nibbling at what's left of
my brain.

 

[Brian Kvalheim [MSFT MVP]]

You're a Yank - you may read them, but you sure as Hades don't
understand them. Miss Tick was a witch - all witches have a dark side
(even Nanny Ogg). Americans don't understand Pratchett. Never have,
never will.

blanket statements....grrrr.....<sigh>
--
Brian Kvalheim
Microsoft Publisher MVP
http://www.publishermvps.com
~pay it forward~

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[JoAnn Paules]

Mmmmmmmmmm, blankets. Good idea for a chilly night! Toss in a good book and
JoAnn is a very happy Yank.

--
JoAnn Paules
MVP Microsoft [Publisher]