Variable Data & Personalization
Projects containing personalized names, addresses, sequential numbering or other changing information require both properly prepared artwork and an organized data file.
Identify Variable Content
Clearly identify any element in your artwork that will change from piece to piece.
Variable content may include:
- Names and contact information
- Mailing addresses
- Account or identification numbers
- Sequential numbering
- Personalized messages
- Variable images or graphics
- Barcodes or QR codes
When helpful, variable fields may be identified using brackets, such as:
<First Name>
<Company Name>
<Account Number>
View a sample variable-data file setup
Click the image to enlarge.
Prepare Your Data
Supply variable information in an organized Excel or CSV file with clearly labeled column headings.
For example:
First Name | Last Name | Company | Address | City | State | ZIP
Each row should represent one individual record or finished piece.
Before submitting your data:
- Remove unnecessary columns or information
- Clearly label every column
- Check spelling and capitalization
- Verify names, addresses and other information are complete
- Remove duplicate records when appropriate
- Keep separate variable items in separate columns when they need individual formatting
View a sample variable-data file setup
Click the image to enlarge.
Special Rules & Final Review
If your project changes images, messages or other artwork based on specific data, include clear instructions explaining how the variable content should work.
For more complex projects, provide a sample or reference showing the expected finished appearance.
Review Your Data Carefully
Southwestern will prepare your variable information for production, but the accuracy of the supplied data is important.
Please review and approve your data before submitting it. Corrections to customer-supplied data after processing has begun may require additional production time.
Special Rules & Final Review
If your project changes images, messages or other artwork based on specific data, include clear instructions explaining how the variable content should work. For more complex projects, provide a sample or reference showing the expected finished appearance.
Review Your Data Carefully
Southwestern will prepare your variable information for production, but the accuracy of the supplied data is important.
Please review and approve your data before submitting it.
Corrections to customer-supplied data after processing has begun may require additional production time.
Questions About Your Setup?
Variable-data projects can range from simple numbering to highly personalized print and mailing campaigns.
If you're unsure how to prepare your artwork or data, contact Southwestern before submitting your files.
We can help determine the best setup for your project.
Ready to Send Your Files?
Everything checked and ready to go? Upload your artwork and supporting files securely, or contact Southwestern if you need help before submitting.
Submitting native files? Please include a PDF of the final approved artwork with your packaged files as a visual reference for our prepress team.
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