Data Publisher for Word - Complete User Guide

Introduction

Data Publisher for Word is a powerful Microsoft Word add-in that transforms how you work with data in your documents. It allows you to create beautifully formatted documents by combining data from CSV files with Word templates that contain placeholders for dynamic content.

How It Works

Getting Started

Quick Start Steps

1. Visit the Demo tab to download sample data and get familiar with the system
2. Go to the Data tab to import your own CSV files when ready
3. Create placeholders in your Word document (e.g., <<customer_name>>)
4. Use the Actions tab to combine your data with your document layout

Working with Data

Data Tab Overview

The Data tab is your command center for managing data files and image libraries.

Importing Data Files

1. Click "Import Data File" to upload CSV or TXT files (up to 50MB)
2. View your imported files with metadata showing file size, number of rows and columns, and import status
3. Use the three action buttons for each file:
   • Fields List: Insert placeholders for available fields
   • Sort Data: Organize your data before processing
   • Data Viewer: Interactive viewer with search, filtering, and export

Supported File Formats

• CSV files (.csv)
• Text files (.txt)
• Maximum file size: 50MB

Image Libraries

Organize your images in libraries for easy access in documents:

1. Click "Create Library" to start organizing images
2. Upload images to your libraries
3. Reference images using libraryName/filename.jpg in placeholders
4. Use with functions like {{InsertImage}} and [[image]] placeholders

Creating Document Templates

Placeholder Syntax

Text Fields

Use double angle brackets for CSV data fields:

Example: <<customer_name>> will be replaced with the customer name from your data

Image Fields

Use double square brackets for image filename fields:

Example: [[product_image]] will insert the image file referenced in your data

Template Design Tips

1. Start simple - Begin with basic text placeholders
2. Design first - Set up your fonts, colors, and layout before adding placeholders
3. Test frequently - Use the Actions tab to preview your results
4. Plan for empty data - Use functions like {{RemoveLineIfEmpty}} for clean layouts

Running Data Actions

Actions Tab Overview

The Actions tab is where you execute data publishing operations to generate your final documents.

Basic Setup

1. Select a data file from your imported files
2. Choose your layout option:
   • One per page: Each record gets its own page with full formatting
   • Flow Columns: Records flow vertically through document columns
3. Enable "Keep Together" if you want to prevent page breaks within records
4. Click "Run Action" to generate your documents

Layout Options Explained

Post-Processing Functions Reference

Post-processing functions add advanced formatting and logic to your placeholders. Add them after field placeholders using the {{function}} syntax.

Text Formatting

Data Formatting

Visual Styling

Conditional Logic

Image Functions

Demo and Learning

Demo Tab Features

The Demo tab provides sample datasets and learning resources to help you master Data Publisher.

Available Sample Datasets

How to Use Demo Data

1. Download Sample Data: Click download links to save demo CSV files
2. Import to Your Account: Use the Data tab to import the downloaded CSV
3. Create Document Layout: Add placeholders like <<field_name>> in your Word document
4. Insert Field Placeholders: Use the Data tab to see available fields
5. Generate Documents: Use the Actions tab to run the data through your template
6. Experiment: Try different layouts and post-processing functions

Learning Tips

1. Start Simple: Begin with basic text placeholders before adding images
2. Preview Your Work: Use the Actions tab to test results quickly
3. Experiment with Layouts: Try different data flow options
4. Check Your Data: Review imported data to understand available fields
5. Practice with Functions: Try post-processing functions with demo data

Advanced Features

Power User Tips

Character Styling with ApplyCharStyle

• Creates character style named DBPUBCS_fieldname
• Uses existing formatting as the style template
• Apply with: <<company>>{{ApplyCharStyle}}

Professional Table Formatting

• Use {{DotLeaders}} for table-of-contents style formatting
• Creates: "Item Name ........ $19.99"
• Perfect for menus, price lists, directories

Conditional Document Cleanup

• {{RemoveLineIfEmpty}} prevents empty paragraphs
• {{RemoveSpaceIfEmpty}} prevents double spaces
• Essential for clean, professional layouts

Advanced Data Processing

• Chain multiple functions for complex formatting
• Example: <<name>>{{ToUpperCase}}{{MakeBold}}{{SetColor:#0066CC}}
• Combine conditional logic with visual styling

Image Library Management

Best Practices for Image Libraries

1. Organize by project - Create separate libraries for different document types
2. Use consistent naming - Name images descriptively for easy reference
3. Optimize file sizes - Smaller images load and process faster
4. Plan for scaling - Use resize functions to maintain consistency

Image Processing Workflow

1. Upload to library - Organize images in named libraries
2. Reference in data - Use libraryName/filename.jpg format
3. Apply functions - Use resize and alignment functions as needed
4. Test results - Preview to ensure proper sizing and placement

Tips and Best Practices

Document Design Best Practices

1. Design First, Data Second

• Set up your fonts, colors, and layout before adding placeholders
• Use Word's built-in styles for consistency
• Test with sample data before using real data

2. Placeholder Strategy

• Use descriptive field names that match your CSV headers
• Group related placeholders together
• Consider using conditional functions for optional fields

3. Layout Planning

• Choose the right layout option for your content type
• Set up Word columns before using Flow Columns layout
• Use page breaks strategically with One Per Page layout

Data Management Best Practices

1. File Organization

• Use clear, descriptive filenames for your CSV files
• Keep original data files as backups
• Organize related files together

2. Data Quality

• Clean your data before importing (remove empty rows, fix formatting)
• Use consistent data formats (dates, phone numbers, etc.)
• Test with a small dataset first

3. Performance Optimization

• Limit large datasets to essential fields only
• Use appropriate image sizes for faster processing
• Test with smaller datasets before running large batches

Troubleshooting Common Issues

Security and Privacy

• All data files are securely stored and encrypted
• Files are associated with your account only
• Data is not shared between users
• Regular backups ensure data safety

Getting Help

If you need additional assistance:

1. Start with Demo Tab - Use sample data to learn the system
2. Check this Guide - Reference the function tables and examples
3. Experiment - Try different combinations of functions and layouts
4. Test Small - Use small datasets to test before running large batches