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

• 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

• 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

– 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)

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

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->Field->Mergefield
• Insert graphs using Insert->Field->Includepicture 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"}

didn’t take long to set up
- very fast to update and revise as needed/wanted