Create Directory

As in “Word”, we can also merge data in a “Publisher” publication, using data from a mailing list, to give it a personal touch.
The first thing we need is a mailing list.

This may be an existing address list, for example, from “Access”, or we can create one in “Publisher”.
In this example, I’m going to create an address list in “Publisher”.
Click on the “Tools” tab in the “Menu bar”, select “Mailings and Catalogs” and click “Create Directory”.
This opens the “New directory” dialog box.
Enter the addressee details, to make it a personalized invitation.
The only thing I really need is a name, but I will enter an e-mail address also, this will be discussed further in the next lesson.
When we click on the “Customize Columns” button, columns can be added or deleted.
If you select an item and click on the “Delete entry” button, that particular recipient will be removed from the list. .
Click the OK button when you’re done.

I think you know what the “New entry” and “Find” buttons do.

This automatically saves the list of contacts in the “My Data Sources” folder.
Give the list a name, and click on the “Save” button.

Merge

Now we have to merge the list that has just been created, with our publication, which is in this case an invitation to a BBQ.
Click on the “Tools” button in the “Menu bar”, select the “Mailings and Catalogs” option and click “Merge”.

This opens the “Mail Merge” pane:
In the pane, select the “Use an existing list” (1) option, and then click the “Next” button (2).

This opens the “Address List” dialog box.
By default all recipients are selected.
If you want to exclude certain people, select the checkbox next to the name so that it is deleted.
Click the OK button.

In the “Mail Merge” pane, the different fields from the list are displayed.
First place the cursor in the publication, in the place you want the field from the address list, to be inserted.
Double click on the field you want inserted in your publication (1).
Click on the “Next: Create merged publications” button in the panel (2).

This brings us to the final step of the wizard to create a publication merged with a mailing list.
Click on the “Merge to a new publication” button in the pane.

As you can see, the picture below displays our personalized invitation, and you have a page for each attendee.

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