Mass producing appendices using Stata and word processor mail merge

1
Mass producing appendices using Stata and word
processor mail merge

• NASUG July 11, 2005
• by Michael Blasnik
• M. Blasnik Associates, Boston, MA

2
Background

• Needed to produce appendix containing some data,
  analysis results, and graphs for each of 186
  panels in a panel dataset
• Panels refrigerators project involved
  assessing energy performance of refrigerators in
  186 homes in New England on behalf of three
  utilities
• Produce one page summary for each unit that
  includes 3 graphs -- total of 186 pages and 558
  graphs
• Wanted to be able to easily update and revise
  no one-by-one inserting/pasting of data or graphs

3
Overall Approach

• Use mail merge facility of word processor, like
  a 1 page form letter
• Use Stata to automatically create all of the
  graphs (exported to usable format such as .emf in
  Windows) and write needed data out to
  tab-delimited text file using outsheet
• Use Word Processor Mail Merge to lay out page,
  insert references to data fields in .txt file,
  and include references to the names of the graphs
  created in graph fields

4
Specific Approach Stata

• Use do file with loop to create graphs for each
  panel and export (.emf) with consistent naming.
• Within loop can place panel specific data into
  macros to make custom titles, reference lines,
  etc. in the graphs
• Use xsize() and ysize() to make graphs fit page
  layout
• Need to deal with missing data, especially
  missing graphs (create null graph saying No
  Data using twoway scatteri)
• Create dataset with 1 observation per panel
  containing all data/results needed in appendix,
  formatted as desired
• Include graph file names as variables in the
  dataset, or a variable that can be used to
  construct graph file names, such as id_g1.emf,
  id_g2.emf, etc..
• outsheet dataset to tab delimited format
  (readable as mail merge data source)

5
Specific Approach Stata

• Sample Stata Code
• qui levels site, local(sitelist)
• foreach site of local sitelist
• ...prepare stuff for graphs
• graph ......., saving(site'_g1.gph, replace)
• graph export site'_g1.emf, replace
• graph .........., saving(site'_g2.gph,replace)
• graph export site'_g2.emf, replace
• graph .........., saving(site'_g3.gph,replace)
• graph export site'_g3.emf, replace
• outsheet site othervar1 othervar2... using
  mergedata.txt

6
Specific Approach Word Processor
Warning instructions based on MS Word, but word
processors and page layout programs not from the
evil empire can also do this using slightly
different commands

• Create 1 page layout to hold data and graphs
• Using tables tends to work well for placement
• Turn on mail merge toolbar or use wizard (in MS
  Word)
• Identify .txt file created by outsheet as mail
  merge data source
• Insert data from .txt file into proper places in
  document by using Insert-gtField-gtMergefield
• Insert graphs using Insert-gtField-gtIncludepicture
  and grab any picture file (.emf file) (use //
  and enclose in quotes when typing)
• Key Trick edit IncludePicture field to make it
  work from mail merge
• Use alt-F9 to toggle view of field codes
• insert Mergefield within IncludePicture field to
  create graph file name
• INCLUDEPICTURE "../../DATA/MYGRAPHS/MERGEFIELD
  "sitename"_g1.emf"

7
Inserting Data Code
8
Inserting Graphs code
9
Inserting Data Results
10
Inserting Graphs Results
11
It worked
- didnt take long to set up- very fast to
update and revise as needed/wanted