How to Create Contact Sheets in Affinity Publisher Using Data Merge Layouts: Step-by-Step Tutorial

In this tutorial, you'll learn how to create two different types of Contact Sheet layouts in Affinity Publisher using Data Merge: one structured layout with 100 images in a 100 cm by 100 cm grid and a more dynamic layout using nine custom Data Merge Layouts.

Step 1: Prepare Your Images for Data Merge

1. Collect all the images you want included in your design in a folder
2. On macOS, use Finder to select the images and copy them
3. On Windows, use File Explorer to select the files and use the Copy as Path menu option
4. Paste the paths into a text editor like TextEdit (Mac) or Notepad (Windows)
5. Copy the list of paths again, this time from the text editor, and paste them into an Excel or CSV file, ensuring you have added a column header - mine was “Image”
6. Save your data source file
   

Step 2: Create the Document in Affinity Publisher

1. Open Affinity Publisher and select File > New
2. In the layout tab, set the width and height to 1000 mm each (for a 100 cm x 100 cm canvas)
3. Set the DPI to 300 for high-quality output
4. Choose whether to embed or link your images (embedded images will increase file size)
5. Create a single-page document and disable any margins or bleed
6. Click Create
   

Step 3: Add the Data Merge Layout

1. In the Tools Panel, select the Data Merge Layout Tool
2. Draw a layout, then set it to have 10 rows and 10 columns (for 100 image blocks)
3. Use the Picture Frame Rectangle Tool to draw a picture frame in the first cell
4. Stretch the picture frame to fit the entire cell, and it will automatically apply to all cells in the Data Merge Layout
   

Step 4: Link the Data Source and Merge

1. Go to Window > Data Merge Manager
2. In the Data Merge Manager, click Select Data Source and choose your Excel or CSV file
3. From the Fields Panel, double-click the image field to apply it to the picture frames
4. Save your document before proceeding
   

Step 5: Run the Data Merge

1. In the Data Merge Manager, click Generate
2. Choose whether to embed or link your images when prompted
3. The Data Merge will take a few seconds to process
4. Check the layout once complete
   

Step 6: Add a Border (Optional)

1. Select the Picture Frame from the Layers Panel
2. Open the Stroke Panel and set the stroke size to between 8-10 points
3. Choose a stroke colour - I chose white, to contrast with my images
4. Regenerate the Data Merge by selecting Data Merge Manager and clicking Generate again
   

Step 7: Create a Dynamic Layout

1. For a more creative Contact Sheet, I used negative frames in different positions and at differing sizes against a light background
2. Lock the background and frames in place to prevent accidentally moving the elements during the design process
3. Use the Data Merge Layout Tool to create custom layouts within each frame - the fastest option is to create one Data Merge Layout and duplicate for the additional required layouts
4. Adjust the rotation and scale as necessary for each layout
5. Repeat for each custom frame in your layout
6. Once complete, generate the Data Merge from the Data Merge Manager dialog box

Conclusion

With Affinity Publisher's Data Merge feature, you can quickly and easily create professional Contact Sheets, whether you prefer a structured grid or a dynamic, freeform layout. The flexibility of Affinity Publisher’s Data Merge feature allows you to experiment with different designs and showcase your images in creative ways.

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