TABLE OF CONTENTS

The Basics: Variable Text and Sequential Numbers

Intermediate: Variable Text, sequential numbers, and background imagery

Advanced: Variable text, sequential numbers, background imagery, people's pictures, and QR codes.

WHAT IS VARIABLE DATA?


Variable data printing is a form of printing wherein a Microsoft data list is referenced to dynamically place information such as names, titles, or changing graphics in a consistent and repeatable fashion across many different printed goods.


Particularly popular with conferences, sporting events, or gatherings for which a registration list is used, variable data passes provide enhanced security, and allow for unique personalization of each individual pass, while maintaining a consistent brand or look to the printed goods.


Variable data orders are considered custom orders and cannot be placed through our online storefront, but any of our customer service representatives will be able to help place this type of order for you as seamlessly as possible when you write to us here.


To help set up this process, and avoid additional setup costs, we've created three videos here for your use, starting with the most basic type of variable data, and gradually getting to more advanced possibilities.


PLEASE DO NOT SUBMIT PRE-POPULATED NAMES INTO ARTWORK.

INSTEAD, PLEASE FOLLOW THE GUIDELINES BELOW.



THE BASICS: START HERE


Dynamically display variable text, such as:

  • Names
  • Job Titles
  • Positions




What you'll need to provide to us:

  1. Microsoft Excel list, containing all variable text elements in columns.
  2. Foundation/base image without placeholder text
  3. Mockup/Sample image of the pass, as it should appear when finished
  4. The font file used for the variable, changing information on the passes.


TIPS:

  • Download the template for your artwork here.
  • Make sure to provide your mockup version and base artworks to the exact dimensions of the final pass. If you are printing a 3x5 pass, for example, both your mockup and base artworks should be exactly 3.25 x 5.25, to include bleed.
  • If you will need multiple sets of passes for each individual, list their name in the data set that many times, as duplicate rows.


INTERMEDIATE VARIABLE DATA PRINTING


Dynamically display variable elements such as:

  • Names, titles, positions, etc.
  • Artworks to delineate between access levels or other identifying information.




What you'll need to provide to us:

  1. Microsoft Excel list, containing all variable elements in columns.
  2. Foundation/base images without placeholder text for each referenced artwork file
  3. Mockup/Sample image of the pass, as it should appear when finished
  4. The font file used for the variable, changing information on the passes.


TIP: 

  • Name your artwork asset files something easy to reference in the data, for each pass type, such as "AllAccess.pdf" or "VIP.pdf"
  • Provide all artwork assets to us within one, compressed zip file called, "Assets."
  • If printing blank, extra passes, create additional rows in the data equal to the amount of blanks you would like to receive. Then, reference the appropriate artwork files to be printed for those blanks in the artwork front and back columns, while leaving the name columns empty. This will reference the artwork file to be printed, without printing any names on those passes.


ADVANCED VARIABLE DATA PRINTING


Dynamically display variable information including:


  • Unique text on each individual pass such as names, titles, or roles.
  • Artworks to delineate between access levels or other identifying information.
    • Differing background artworks such as access levels
    • Images of individuals to display credentials
    • QR codes, or other changing artwork elements from pass to pass.




What you'll need to provide to us:

  1. Microsoft Excel list, containing all variable elements in columns.
  2. Foundation/base images without placeholder text for each changing background artwork
  3. Mockup/Sample image of the pass, as it should appear when finished
  4. The font file used for the variable, changing information on the passes.
  5. Images of individuals or elements to appear on the passes, all sized to a consistent dimension and resolution, based on how large they should appear on the final pass.



TIPS: 

  • Make sure each of your personnel's images are sized consistently, so that they match the size of the place you'd like them to appear on the pass. If you have a box that is 1 x 1.5, for example, then each person's image should be sized exactly to 1 x 1.5 at 300dpi, so that they appear the same on each pass.
  • Reference any artwork that will change on the passes within the data sheet according to the file name by which it is saved.
  • If printing blank, extra passes, create additional rows in the data equal to the amount of blanks you would like to receive. Then, reference the appropriate artwork files to be printed for those blanks in the artwork front and back columns, while leaving the name columns empty. This will reference the artwork file to be printed, without printing any names on those passes.
  • Provide all artwork assets to us within one, compressed zip file called, "Assets."


For more information about our products, check out our commonly asked product questions or write to one of our highly trained customer service representatives by clicking here. We'll be happy to help however we can!