How an Excel File Should Be Structured for EasyCatalog

For EasyCatalog, the Excel file should be structured like a simple database table,
rather than laid out to resemble the final printed document.

Basic Structure

Each row should represent a single record, such as a product, and each column
should represent a field.

Key Rules

1. First Row Contains Field Names

The first row should contain unique field names that identify the data in each
column.

Good

Avoid

2. One Record Per Row

Each row should contain a complete record. Do not spread information for a
single product across multiple rows.

Good

Avoid

3. Avoid Merged Cells

Merged cells make it difficult for EasyCatalog to identify records and fields
consistently.

Instead of using merged category headings, repeat the category value on every
row that belongs to that category.

4. Repeat Group Values

If products belong to departments, categories, brands, or other groups, store
those values in fields and repeat them for each record.

5. Keep Formatting Separate from Data

The spreadsheet should contain data only. Avoid using:

• Blank rows for spacing
• Decorative titles and headings
• Subtotals mixed with product data
• Colour-coded meaning
• Complex page layouts

If the spreadsheet has been designed to look like the final catalogue page, it
will usually need restructuring before it can be used efficiently with
EasyCatalog.

6. Store Individual Values in Separate Fields

Where possible, keep values in separate columns rather than combining multiple
pieces of information into a single field.

Good

This makes the data easier to filter, sort, format, and use in calculations.

Images

Image filenames, file paths, or URLs should be stored in dedicated image fields.

Rule of Thumb

If the spreadsheet could be imported directly into a database table without
modification, it will usually work well with EasyCatalog.

The closer your spreadsheet resembles a structured database table, the easier
it will be to import, maintain, update, and automate within EasyCatalog.