Introduction
In this guide, we will walk you through the essential steps to prepare your Excel files for seamless integration with CtrlPrint using Integrate. By following these requirements, you'll ensure that your data is accurately presented in your corporate reports, allowing for smooth collaboration within your project.
Data Format
Please note that CtrlPrint Integrate supports .xlsx and macro-enabled .xlsm (does not support .xls) and has a 32MB limit. It is also not possible to use password encrypted Excel-files with Integrate.
Create Named Ranges
Before you can integrate your data into InDesign, you need to set up named ranges within your Excel source files. Named ranges make specific data accessible from InDesign and InCopy through CtrlPrint Integrate, ensuring that the right information is pulled into your reports.
- Open your Excel file. Select a single-cell or range of cells you want to make available in Integrate. Go to the "Formulas" tab in the Excel ribbon.
- Click on "Define Name".
- In the "Define Name" dialog box, give your range a meaningful name, preferably something that describes the data it contains. Click "OK."
Repeat this process for each cell or range of data you want to use in your CtrlPrint document.
Naming Named Ranges and Worksheets in the Excel File
Please note: As renaming named ranges in the Excel file will unlink the data, it would be advisable to give all named ranges a more universal name rather than a name that specifically refers to a certain project (for example “FinancialStatement” rather than “FinancialStatement2023"). This also applies to the worksheet names in the Excel file. Changing the worksheet name will also unlink the data.
Formatting Matters
Remember that the formatting of your numbers and cells in Excel will directly influence how your tables appear in the designed report in InDesign. Pay attention to:
- Table Structure: Clearly define your table, including rows, columns, and any merged cells. Ensure the table matches exactly how you want it to appear in your report.
Please note:
- Unhide any hidden rows or columns you might have as any hidden data will be visible once integrated into InDesign.
- Merging rows in all columns of a table in Excel may have unintended formatting issues in InDesign.
- Number Formatting: Customise how numbers appear. This includes thousand separators, currency symbols, percentages, and any specific formatting.
Important: Keep in mind that the project level Integrate formatting settings ultimately determine how numbers are displayed in your report in terms of the thousand separator, decimal separator and negative sign used, and how dates are displayed in terms of Excel date formats such as short date, long date, short time, etc.
- Decimal Points: Choose the number of decimal places you want to display for data consistency.
Styling Strategy
When preparing Excel files for use with CtrlPrint Integrate, remember the following styling strategy:
- Determine the structure layout of your tables, define cells, and format numbers as needed in Excel.
- Visual styling (fonts, colours, borders, etc.) should be applied in InDesign.
Using Formulas and External Data
Feel free to use formulas and fetch data from other Excel files internally on your computer. The data you will see in the tables when using CtrlPrint Integrate will display the visual representation of the table as it appears in Excel.
By following these steps and requirements, you'll ensure that your Excel files are well-prepared for integration with InDesign and InCopy using CtrlPrint Integrate.
Conclusion
Preparing your Excel files correctly is the key to a successful project using CtrlPrint Integrate. With the right named ranges, sheet naming conventions, formatting, and styling strategy, you'll be well on your way to creating visually stunning corporate reports that showcase your data effectively. Make the most of the Integrate feature and streamline your collaboration.