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File Data

Labels & Addresses can import text data from a file and automatically insert it into a special File Data field.

To add a File Data field to your document, choose Insert > File Data in the menu bar or click the Insert Data Field button in the tool bar and choose the File Data field from the pop-up menu.

To link a File Data field to a file or change data import parameters, select the field and click the Choose button in the Text tab of the Inspector. In the File Open dialog choose a file in the plain text format. If the file has only one column, choose the Single Column Data option. If there are several columns separated by a delimiter (tabulation, semicolon or else), choose Multiple Column Data and select the column delimiter. Set the number of the column containing data.

If the imported text is unreadable (check the print preview), you should change the character encoding. Text editors usually let you set the encoding when you save the file. The same encoding should be selected at import.

The first row of the text file can be the header. To exclude it from printing, select the First row is header check box.

Lets examine a file that includes the following lines:

001,Russell Simmons,Manager,347-12-567
002,Shirley Kaiser,Accountant,653-54-444

For this file, you should choose comma as a delimiter. To display the person's occupation, set Column to 3 (here the first column is the index number, the second is name, and the third is occupation).

Note that text data from files is not displayed on the canvas, but appears in the print preview and in print.

If the length of the imported text lines vary, make sure that the longest line fits the provided space. The program does not add line breaks.

After modifying a text file containing the source data, you may need to reimport from it to update information in the linked File Data field. To do this, select File > Update Linked Data from the menu. This command updates all File Data fields in the current document. If the Update Linked Data command cannot update any of them, none of them gets updated. To update data fields individually, double-click on each field and reimport manually.


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