In this Article
Variable Data Printing Guide
Variable Data Printing (VDP) lets you personalise each print item—without changing your main design. One digital artwork template can produce hundreds or thousands of unique prints, each containing different names, numbers, messages, or images. Perfect for direct mail, vouchers, tickets, and scratch cards.
What you can personalise
- Customer names or contact details
- Unique discount or coupon codes
- Sequential numbering or serial IDs
- Barcodes or QR codes
- Branch-specific addresses or phone numbers
- Event ticket information or seat numbers
- Personalised messages or taglines
How it works
VDP combines two elements in digital print:
- Static artwork: one layout for all items.
- Data sheet: a spreadsheet of values to merge, one record per row.
Our software merges these during print production, inserting the correct line of data onto each piece automatically—no manual editing needed.
Setting up your data
To get the most out of VDP, create a spreadsheet with each line representing one item and each column representing a field (e.g. Name, Code, Message).
Ensure your column headers match the placeholders in your design for accurate merging.Sample Variable data tables
1) Names with initials
| Name |
|---|
| John D |
| Emma B |
| Charles E |
See also: name tag stickers or personalised wedding invitations and even table names.
2) Event Passes
| Name | Title | Company |
|---|---|---|
| Emma Johnson | Marketing Manager | Apprintable |
| James Lee | Product Designer | Apprintable |
| Sarah Patel | Sales Executive | Apprintable |
See also: Printed event passes.
3) Scratch Cards
| Card File name | Scratch Field Code | Quantity |
|---|---|---|
| Winner1 | WIN10Off | 10 |
| Winner2 | WIN7OFF | 90 |
| Loser | Try Again | 100 |
See also: Printed Scratch Cards.
Save the sheet as .CSV or .XLSX. If including images, zip the image folder and upload it together with your artwork.
File formats & examples
- Artwork: PDF, CMYK, 300 dpi, 3 mm bleed
- Data: CSV or XLSX, one record per row.
Use consistent field names between your spreadsheet and any placeholders in your artwork for accurate merging.
You may design in Illustrator, InDesign or Photoshop using a dedicated “VDP” layer for clarity. Export your final artwork to PDF. Canva Pro users can use the built-in data merge; again, export to PDF for print.
Layout & positioning tips
- Use a dedicated layer in Illustrator, InDesign, or Photoshop for variable fields.
- Keep at least 3 mm clear space around variable elements.
- Reserve clear space for variable fields; avoid tight boxes around long names.
- Use high contrast for QR/barcodes and keep them on light backgrounds.
- For long lists, test a small merged proof first to check overflow and kerning.
FAQs
What if I have thousands of records?
Our workflow handles large datasets efficiently; upload via secure file transfer or share a download link.
Can I mix numbers and text?
Yes. Add as many columns as needed; keep headers simple, e.g. Name, Serial, QRData.
Do I get a proof?
We can send a physical proof at a cost, where a digital proof you will be able to get at checkout.
Can I use this for mailings?
Yes. Variable addresses and barcodes can be printed for mail fulfilment or direct marketing.
What if my names vary in length?
Use sentence case, choose a legible font, and allow flexible text boxes to avoid clipping.
Related guides & products
- Scratch Card Artwork and Setup Guide
- Custom Scratch Cards
- Personalised Ticket Printing
- Event Pass Printing
- Personalised Cloakroom Tags
Need help? Email hello@apprintable.com.
