Reader Ann Grace wishes to send form letters to her clients. She writes:
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I’ve recently upgraded to OS X Yosemite as well as to the latest versions of Apple’s Numbers and Pages apps. Is there a way I can use the two of them to create mail merge documents?
There is, although it’s not a feature directly built into either app. This is possible through the power of AppleScript (don’t worry, I’m not going to ask that you learn AppleScript in order to carry out this job). Instead, I’ll direct you to the Mac OS X Automation site. Here you’ll find an AppleScript and Pages page that provides instructions for using the free Pages Data Merge utility (the page also includes a link to that utility). As its name suggests it lets you incorporate data found in a Numbers spreadsheet into a Pages documents.
A movie on the page describes the process from beginning to end but I can give you the gist.
Note: If you are using Mac OS X 7 (Lion), the Library folder is hidden by default. To show the Library folder, in the Finder, click the Go menu, and then hold down OPTION. Drag the templates that you want to delete to the Trash. The Classic theme will give your worship folders a fresh new look that has its roots in the styles of the worship folders of old. The graceful serif typeface will help readers easily follow along with the spoken word throughout the service.
You start by creating a Pages document that serves as the template for your merged documents. Feel free to insert real or fake names, addresses, phone numbers, email addresses, and so on for placeholder text. They’ll be replaced later with your merged data. If the Format pane isn’t present, click the Format button in Pages’ toolbar and click the More tab.
Now select the first placeholder entry and from Pages’ Format menu choose Advanced > Define As Placeholder Text. A Script Tag field will appear in the Text pane to the right. Into this field enter the name of your placeholder—FIRSTNAME, ADDRESS, PHONE, MATENAME, or whatever’s most appropriate. Repeat for each bit of text that you wish to use as a placeholder.
=You then launch Numbers and create a spreadsheet that includes columns for each entry. (The column header need not match the placeholder names you’ve created.) Now select all the rows that contain the data you want to merge.
Launch the Pages Data Merge app and walk through the numbered steps. In the area marked with a 1, choose Selection of Numbers Table from the pop-up menu and click the Import button. When you do, the information from the first column in the Numbers document will appear in the Data Record Items area.
Select the first item in the list (in my example you’d select Frank). Click on the pop-up menu next to the second step and you’ll see a list of all the placeholders you’ve created in the Pages document. Select the one associated with the entry you highlighted in step 1 (in the example you’d choose FIRSTNAME). When you make a selection in the second step, its name appears under the Assigned Placeholder Tags heading in the first step. Repeat for each entry in the list.
In step 5 you can choose to email a copy of your merged document to your recipients. In order for this to work you must create a list of email addresses for your recipients in your Numbers document (having an email placeholder in the Pages document isn’t necessary). If you intend to email the results of your work, select the email address that appears in the list under step 1 and, from step 2’s pop-up menu, choose Assign As Email Recipient Address. The letter M will appear to the right of the selected email address indicating that the addresses in this column will be used as the To address in your messages.
It’s also within step 2’s pop-up menu that you can choose how your merged documents will be named. By default they’re assigned with the Pages’ document name followed by a number—Unsolicited Pitch-1, Unsolicited Pitch-2, and so on. But you can change that. Select the name of the recipient under the first step and then choose Assign For Use With File Naming from this pop-up menu. When you do, the name of the document will still appear first, but it will be followed by the data in the selected field—Unsolicited Pitch-Frank and Unsolicited Pitch-Doris, for instance.
In step 3 you choose the export file format—whether you’ll produce a Pages, Word (encrypted or not), PDF (encrypted or not), ePub, or unfomatted text document for each merged file.
Click Choose Export Folder in step 4 and select a destination for your merged copies. A Pages Data Merge folder that holds your merged documents will be created in this location.
And finally to the optional step 5. If, as I mentioned, you wish to email copies of your merged documents, enable the Attach option and enter a subject heading and message. As promised, a copy of your merged file will be sent to the addresses of those in your Numbers document.
Finally, click Begin. After you confirm that you wish to generate your merged files Pages Data Merge will set about creating and exporting the copies you requested.
Have a question of your own? Drop a line to mac911@macworld.com.
On the navigation bar, click your avatar and choose My profile:
Most information stored in your profile is readily available to all organization members, so they can quickly find out:
your schedule and availability (planned and current absences and meetings)
your contact details (email, phone, messengers)
your office location and work hours
what teams you're on and your positions in those teams
who your managers (Team Leads) are
what projects you're involved in
In addition to regular entries, your profile may contain fields marked as Private. The information in private fields is only visible to you and authorized members (e.g. System Administrator).
Edit profile
On the profile page sidebar, choose General.
Use tabs on top to edit the different parts of the profile:
Choose Personal to edit:
first and last name, username
birthday
gender
a short personal introduction
profile picture (avatar) — click the placeholder image and follow the instructions
Choose Contacts Details to edit the contact information (phone numbers, email, messengers, websites)
Choose Languages to add or remove the languages you speek.
You can also set your Working Hours and Locations. Read more about these settings.
When you're finished editing the profile, click Save.
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You and organization members with specific permissions (e.g. System Admnistrator) can edit all the records in your profile.
A Team Admin can change your position in the team, add you to another team, or revoke your membership in the team, all of which will be reflected in your profile.
Set your location and working hours
Your location and working days/hours is important data that will be taken into account for arranging meetings, subscriptions, notifications, etc. Make sure to keep it updated.
To specify or edit your location:
On the profile page sidebar, choose General then go to the Locations tab.
To specify your location, click Add location and choose it from the list. Optionally, specify the time period in this location.
You can edit or delete the existing location or move from it to a new one using the corresponding controls.
To specify your weekly work schedule (work days and hours):
On the profile page sidebar, choose General then go to the Working Hours tab.
Click New period, then specify working days and hours for the selected period. Several periods can be specified for one person.
You can edit or delete the existing periods using the corresponding controls.
What you can do on your profile page
From the profile sidebar you can quickly access and manage the following parts of your Space environment:
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Your work-related materials
Documents— go to My Documents page.
Checklists— create a personal checklist to manage and track your tasks.
Reviews— see and manage code reviews that might require your attention.
Teams— Request to leave your team or join another team.
Your schedule
Absences— Notify others of your vacations, sick leaves, business trips. Track your planned and past absences.
Calendar— View and manage your personal calendar. Schedule and track your meetings.
General
Edit your personal profile information.
Set your location (city, office, room) and specify your working schedule (days and hours).
Workspace
Customise the User Interface to your liking.
Set yourNotification preferences.
Security
Logins— Change your password and view login history
Permissions— View your permissions.
Git Keys and Passwords— Set up Git SSH keys and HTTP password for commiting to repositories
Two-Factor Authentication— Set up two-step verification for your account.
Personal Tokens— Create and manage permanent tokens to authenticate external applications on your behalf.
Authentication Sessions— Track the history of logins to your account and spot any unauthorzed access.
Authorized Applications— View external applications that you have authorized.
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Find another person's profile
Click or press Ctrl+K and start typing the person's name.
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Once on the profile page, you can contact the person by clicking Chat with... under the profile picture.