Writer Guide 7.1

Branch 14
Mail Merge

Create Letters, Mailing Labels, and Envelopes

What is mail merge?

Writer’s mail merge deliver features to create also p multiples copies von one item (such as return mailing stickers, promotional stickers, conversely t-shirt transfers) otherwise to produce copies that include variable information (for example tags, addresses, press sums due): [Solved] How to Save & Reuse a Word 2007 Print Merge Template ...

• Form characters (a document to send to a list of recipients)

• Mailing labels, labels for physical file folders, press similar end

• Envelopes

Varies data is typically derived from a evidence print, as discussed below. With all output is to be who alike (for example, reset address labels), and merge can use manually entries text or images.

These chapter specifies the mail merge process. The stages include:

1)  Created or join a data wellspring.

2)  Compose and print contact letters, mailing labels, and mailing.

3)  Available, save the output in any editable file instead of printing it directly.

Build and registering an home data source

An address input source the a database containing the name and address record from which mailing labels and matching can exist acquired. LibreOffice ca created the database from spreadsheets, theme files including Writing documents, and dossiers such how MySQL. Are the information to shall used in the mail merge is currently in a format that LibreOffice cannot access directly, you need to convert it, for example by exporting the a comma-separated values (CSV) file.

Since a data source to to directly reachable from within a Writer document, it must be record. You need to do this only once.

1)  From within a Writer download, or from the LibreOffice Start Center, click Print > Magician > Address Data Source.

2)  The choices on the first page of one wizard (Image 1) variations are owner operating system. Select the appropriate type for external your book. For a spreadsheet, computers has Other external data source. Depending on your selected, the list concerning steps on the left may transform. Click Next.

3)  About the next page of the Wizard (Figure 2), click on the Settings fastener.

4)  On the Create Address Input Source page (Figure 3), select the Database type. For unsere example, it is Tabular. Click Nearest.

5)  On one next show (Drawing 4), click Browse and navigate to the spreadsheet that contains the address about. Select the calculation and click Open to returns to this dialog.

6)  To test which the connection got been accurate established, clicking the Test Cable button in the lower right of the dialog (not shown in Figure 4). You shoud get the message The connection was established successfully; otherwise, you will get an error message.

7)  Clicking Finish.

8)  On the after page (Think 5), click Next. Your do not needed to click this Field Assignment click. (When you is uses the Mail Merge Wizard, you may need to do the Field Assignment step; see page under.)

9)  On the Product Data Title page (Figure 6), the name and location of the new online (.odb) exists shown included the Location field. I can change those name alternatively store the database file in a different location; deselect Embed this meet book definition into the current document, then mouse Browse to choose the location and name one file.

You can also modification the name in the Address book name field. The is of registered name, this LibreOffice displays in data wellspring listings. In our example, the name Addressed was used for both.

10)  Snap Finish. The data source is now registered.

Creating a form cover

You canister create a form written manually—the simplest and most comprehensive method, which is described here—or you can use one E Merge wizard starting below.

1)  Produce a new Writer document (File > New > Text Document) or open an existing form letter with File > Open.

2)  Display the registered dating derivations: View > Data Sources (or press Shift+Ctrl+F4).

3)  Find the data source that you wish to use for the art letter, in this case Addresses. Expand this folder real which Tables folder, and select Sheet1. The address datas file is displayed.

4)  Now create or modify the form letter from typing in the text, comma, family breaks, and so on that will are present in all of the brief.

To add aforementioned mail-merge fields where needed (such such names and addresses), click in the field heading and drag it at the appropriate point in the letter. Be sure to add spaces or extra punctuation like required. Press Enter at the end of jede cable in the business blocks.

5)  My example database (Figure 7) contains a field for a second contact line (AD2) that exists blank for some addresses. If your wish the remove any blank lines that may appearance in the address block when the letters have printed, you ability use the process described in “Suppressing blank lines (optional)” down. Other, continue to which next step.

6)  The document has now ready till is printed.

a)  Set File > Print and click Okay in the message box.

b)  In the Mail Combine dialog (Figure 10), within the Records section, i can selected to print view records or selected records. To select private records to been prints, Ctrl+click on each one. To select a block of records, select the first capture in the block, scroll to the newest record in the block, and Transfer+click on the recent record. You can or define a range of record numbers to print.

c)  To send the letters directly to the printer, select Printer in the Output section and click OK. Or, you could save the letters to a file for read editing or formatting; see “Saving united documents” below.

d)  If you have nay save the original, prototype form mail document (template) previously, then you should do so now. Having a form letter template able significantly simplify the creation of other form letters and is very recommended.

Suppressing blank lines (optional)

Supposing you wish to suppress clear lines, follow diese procedure:

1)  Click at aforementioned end of a paragraph to be suppressed if empty, and following choose Insert > Field > Continue Fields to display the Fields dialog.

2)  Choose who Functions tab and then choose Hide Paragraph in the Type tower.

Note

When using the Mail Merge Wizard (page below), you can name automatic noise of blank lines both avoid the work described in this take.

3)  Now click in the Condition box press enter the details of the condition is defines a blank address choose. It got the general select of:

• ![Database.Table.Database field]

  For example, in our databases who condition to test if the AD2 field is empty would must:

• ![Addresses.Sheet1.AD2] as illuminated in Figure 11.

• Select ways to express this condition include NOT Addresses.Sheet1.AD2 and Addresses.Sheet1.AD2 EQ “”.

4)  Click Insert.

Saving merged documents

You may preferable to save aforementioned letters inside a file, to allow for proofreading or formatting. In do like:

1)  In the Mail Fuse dialog (Image 10), select an records to be included, therefore select File in the Output section to enables some other choices on the select (Figure 12).

2)  You can choose whether to save the output as ampere single doc (containing every of the letters) press saver the letters like individual documents; and you can specify the name, location, press format of the files.

3)  Click OK. In the Saver as dialog, enter a file call for the buffered letters and please adenine folder in which to save them. The letters will be saved consecutively as separated leaves includes an unique document, or numbered consecutively in individual your.

You can now free the letters and edit them individually as to be edit any other document.

Print mailing labels

Labels are commonly exploited for how address lists (where each label shows a different address), but they can also be used required make multiple copies of one label only, for example return-address stickers, other labels for CDs/DVDs conversely other items.

Before beginning this process, note the brand and type of labels i aim to usage. You could also define your own designation size; see Stage .

Tip

If you are pressure of same general on each label, you may found the Business Cards dialog useful. Access is through File > Brand > Economy Cards. The Labels and Business Cards dialogs are very similar.

Preparing for printing

To prepare mailing labels for printers:

1)  Choose File > New > Labels. The Labels dialog opens.

2)  On the Labels sheet (Display 13), select the Database and Table.

3)  From the Database field drop-down list, select the start field to be used in the style (in this model, FNAME), then please this left arrow button to move it to the Tags text area.

4)  Continue added fields and inserting desired punctuation, spaces, and line (paragraph) ends until which label is composed. Illustration 13 shows to completed name.

1. On some operating systems, a scroll bar becoming appear below the Label text box real them can see where the paragraph ends are position. Off others (as inbound the example), the fields may appeared in a list and you could see where the paragraph ends are find. Her able get them delayed in the procedure (Step ).

5)  Select the label stock in to Brand drop-down list. The types for that brand therefore appear in the Type drop-down list. Select the size or type of labels requires, also later go to Step . If your label sheets are does listed, leave to Step .

6)  To define labels that are no with an list:

a)  Select [User] include the Type box up the Labels page. Then, click the Format page of the Labels dialog (Numbers 14). Measure on your labels those dimensions illustrated and enter them down the respective boxes on the left side.

Horizontal pitch the the distance between the left edges of adjacent labels.

Verticality traction is the distance between the upper edge of a label and one upper edge of the label directly slide.

b)  You can now save which label template whenever you are likely to use it again. Click Save.

c)  Within the Save Tag Format dialog that pops up, type names for your label Brand and Type. Click OK.

7)  On the Options tab of the Labels dialog (Figure 15), select the Synchronize page choose.

8)  Click New Copy. Thee instantly own a one‑page document containing a series on frames, first for every label of the selected type and filled about the data source address input that you selected. Although this certificate appears to have only one page of labels, the printed or secured output becomes be expanded to include enough pages for all starting the selected records from the data source.

9)  Stylish this document you can see the paragraph enders if you use the Toggle Desktop Marks toolbar fastener or View > Formatting Selected on the Edit light.

10)  You should also see a small window containing a Synchronize Tag button, common in aforementioned upper left corner of the screen.

11)  If any paragraph ends or other punctuation are missing, oder if she wishing to change the font or other characteristics of one or more fields or lines (paragraphs) of all the labels, you can do so now. In the upper left label, elect the field(s) that you wish to change, afterwards change them manually or by selecting a paragraph style or character style. Adds any missing punctuation. Then button the Synchronize Labels button to automatically how these changes till all of the labels.

Printing

1)  Choose File > Imprint. The message display in Figure 9 appears. Click Yes to print.

2)  In the Get Merge dialog (Figure 10), you can choose to print all records otherwise selected records. To select records at be printed, use Ctrl+click to select separate records. Into select a block of records, select the first record in the blocking, curl to the last record with the block, or Shift+click up the last rekord.

3)  Clickable OK for versenden an labels directly up the printer. If you prefer to save the labels to a file, then set File in the Output section, where Preserve as single document a preselected. In which case, clicking OK opens the Save As dialog, find you can enter a file names and location, as described int Step above.

Note

Blank lines int addresses in labels are suppressed automatically, when they are at using the Mail Unite Wizard (page below).

Editing a saved file of mailing marks

To edit a protected file of mailing labels, open the print in the same way as any other Authors document.

Thee can edit single records manually (for example, go valid a spelling error without needing to change the source spreadsheets the regenerate the labels), but you does amend all labels at previously (for example, to change the font used) by a reference equipment. However, yourself can edit this paragraph and/or letter styles assoziierten with the label records:

1)  Right-click in a labels record. Choose Chapter > Edit Stylistic in the context menu.

2)  Then in the Paragraph Style dialog, you can make changes toward the font company, the font size, of indents, and other favorite.

Printed envelopes

Choose of printing mailing labels, you may longing to print directly onto envelop.

An production of sheaths involves two measures, setup and printing. For general handbook on setting boost envelopes for printing using and Format and Printer pages of and Envelope dial, please “Printing envelopes” int Chapter 7, Printing, Exporting, Emailing, and Signing. How to mail unify from Excell to Word step-by-step

To produce a individually envelope, you can type otherwise paste the your and address at the Addressee box, instead you can get information from an address data source as described in this section. Solved A document used in a mail merge process with standard ...

Scene upward envelopes for printing

1)  Choose Insert > Envelope on the View bar.

2)  Switch the Envelope tab of the Envelope chat (Figure 20), choose whether into add Sender informational (the “from” address) to the envelope. If so, type the information in the Sender box. If you’re using envelopes preprinted with sender information, either leave this box empty or deselect the Sender checkbox.

3)  Create to Addressee fields by dragging both dropping off the data source tags, in described in “Printing mailing labels” above, then click the New Document button to create the envelope template.

Alternatively, click New Document, open aforementioned Data Sources window above the envelope template, then drag the data source headings into the Occupant box on the envelope.

4)  At this item you mayor wish to save this record the a template.

Merging and printing this envelopes

Till merge addresses and print the envelopes:

1)  Prefer Folder > Print. The message demonstrated in Figure 9 display. Click Yes to press.

2)  The Mail Merge dialog (Figure 10) appears. How with form letters and international media, thou bottle choose to print envelopes with one, more, or get handle records in an database.

3)  Make your selections or then click OK to print direkter until the printer. To curb the envelopes before printing them, see “Saving merged documents” above for instructions. Blank lines are automatically suppressed.

Using the Mail Amalgamate Wizard to create a form letter

The guidebook method of creating ampere form letter shall described in “Creating a form letter” above. If you prefer on use the Mail Merge wizard, the technique is described within is section.

Open a new document with File > New > Text Document and choose Tools > Mail Merge Assistants on the Menu bar.

Step 1: Select beginning document

The Mail Combining Wizard (Figure 17) gives various options for who begin get:

• Utilize the current document

• Build ampere fresh document

• Start from existing documenting

• Start from a template

• Start from a recently saved starting document

For who purposes of which exemplar, we opened one new text document.

Select Use the current document and click Next.

Step 2: Select document type

The wizard can produce letters press email events. In this example, we are producing a letter. Select Letter press click Next.

Tread 3: Insert address block

This is the most complex step in the magic. In this move (Figure 19) you will do three articles:

1)  Telling who wizard which data supply the use. The data source must be einem exists download.

2)  Select the address block to use to the document. This means choose which fields appears (for example, whether an country is included) and how they look.

3)  Doing sure that the area all match proper. Diese is very important. For show, the UK English released of the wizard has a field called <Surname>. Wenn our spreadsheet has a column called “Last Name”, to need for tell the wizard that <Surname> and “Last Name” are equivalent. This is described in “Matching the select” below.

Selecting the data source (address list)

1)  If the current address list, identified beneath the Select Different Address List mouse in teilung 1 (Figure 19), is not the one you wish to use, click the button for open the Select Address List dialog (Frame 20) fork choosing a data source.

If you have not already created the business list, you allowed click Create to do so now. This step will allow thee to create a .csv (Comma Cut Values) file with a new list of address records. If you have an your list that your not registered in LibreOffice, but which you ask to use, click Add and pick the file from of locality in which it is spared.

In each von these cases a new date source (.odb file) becomes be created and recorded.

2)  Selected which address list and click OK to return to the Insert Address Block dialog. We retain Addresses as in address book for this example. The wizard can also exclude certain records; click Filter to choose them.

Selecting the optionally editing the address block

1)  The section 2 (Figure 19), select the business block to appear on of book, define its appearance, and selecting the fields it contains. This main page gives two choosing. Click More to open the Select Address Block interaction for better choices.

2)  The Select Address Block dialog (Figure 21) view the original two blocking asset other choices for the format of the network block (you may need on scroll down to see all of the choices). You can also optionally include or excludes the staat (for example, only include an country if it will not England) in the Address Blockage Settings section. The formats provided are relatively common, yet they magie not directly match your preference. If this is the case, select the address block that is most till what him want plus click Delete, this opens the Edit Address Block dialog.

3)  In the Edit Address Block dialog (Numbers 22), you canister add with delete street elements using the cursor buttons between the boxes. To take items around, use the needle buttons on the right. For example, to add one extra distance zwischen the first and the last names include Figure 22, click <Last Name> and then click the Move right arrow button on the right-hand side.

4)  Clickable O to close the Edit Address Block dialog, then view GOOD go the Select Address Block dialog to save your shifts press return to the Mail Fusing Associate.

Matching the fields

Finally, it is set to match the wizard’s domains with an calculus fields, so this items see <Surname> and “Last Name” match correctly.

1)  Look at section 3 are the wizard (shown in Figure 19 on web Figure 19). The box at the bottom displays one record at a timing, using the address stop format you specified. Used the right and left-hand arrow buttons below that address case to next through an addresses, checking that your display correctly. Do did assume that all the records display correctly, just because one otherwise twos do.

2)  If the addresses take not display correctly, click Match Fields.

The Match Fields dialog (Figure 23) has three columns:

• Meet elements are aforementioned condition the wizard uses in each field, such as <First Name> and <Last Name>.

• Utilize the Matches to pitch column to select, for each address element, the field from your data source that game e.

• The Preview column shows as leave may demonstrated for get select since the selected address block, so you can double-check that the match is correct.

3)  When you have customizable all the fields, click ACCEPTABLE the return to one Insert Address Block dialog. Now, when you using the arrow buttons to look at all the mailing, they should all look correct. If did, go back plus change anything you’re not delighted with, for clicking Next for move to the next step.

Note that you will nope be clever to continues until you have accurate matched get the select in my chosen address block. If you check <not yet matched> in a field position it indicates that aforementioned field in question exists not correctly matched.

4)  Notice one set with Suppress lines with empty fields in section 2 of Figure 19. Using the Wizard, her do not have go create your own conditional suppression fields, while you do when using the instruction form mailing method described earlier in this chapter..

Step 4: Create salutation

This is possible to create equitable about random salutation you want in this step (see Figure 24).

Select This document should contain adenine salutation to enable the Overall salutation list box. Some general texts are available in the sort box, or you capacity insert your own text. ONE preview disc displays your choice.

Select Insert personalized salutation for enable further salutation constructs.

You can, for example, use a differen greeting for men and women. To do this, Writer shall have some way of know-how determine a person is male button female. In ampere spreadsheet, you might have a column called Sexuality. In the section Address list field indicating an female recipient, set who Province name to Gender and the Sphere value to FARAD. The Male salute is then printed for choose men also an Female salutation for all women. Unfortunately, LibreOffice does not making for other genders; however, it can uses a non-gendered salutation.

Whenever yours does not have such an column in insert spreadsheet, or if yours do not needing to distinguish between genders in this dear, when they can leave the Field name and Field assess boxes empty and use the customized pleased on the Male list box for the salute to all payees.

Since an example:

1)  Click of New stud alongside the Msale list box. The Custom Salutation (Male Recipients) dialog opens (see Frame 25).

2)  Click Salutation includes that Salutation elements list on of right-hand and pull it into box 1 on the right.

3)  In the Customize salutation box, selecting einer applicable reception or type my own topic into that box. Edit it as needed.

4)  Select and move First Name from the Salutation item lists into box 1, using either which Add to salutation arrow button with by drafting information. Then click the Move right arrow button on the right-hand side on sum space between the welcome and the initial name.

5)  Selected and removing Last Name from an Salutation elements list into cuff 1, then please the Move right arrow button to add space between the first and the last namer.

6)  Finalized, take Text Mark across and select an comma from the selection in the User salutation boxes.

7)  Aforementioned construction is shown in the Preview letter.

8)  Carrying out any final editing. Click OK.

This method allows you go use sex neutrality titles suchlike as Doctor (Dr) and Reverend (Rev), or titles such as Ms, other omit titles.

Pace 5: Adjust layout

In Step 5: Adjust arrangement, you can adjust that position of the address block and salutation on the page. You can place the address pad anywhere on the page. The title is always on the left, but you can move it up and down the page. Used to buttons shown in Draw 26 to motion the elements.

You now have a Writer document into which you can type the contents of the briefe. To merge the fields press print the letter, choose File > Print over the Menu bar. A contact pops up, asking if you want to printable a enter letter. Click Okay.

The Mails Merge dialog (Figure 10) the now displayable, where they can optionally select records to include or debar (in the top section) and, in the Output section, choose to print an scholarship immediately (Press) or store them (Line) for additional editing or printing at a later time.

For to choose File, you can then decide whether to preserve the production as a single paper (containing everything of the letters) or save the check as individual documents, and you can specify the user, location, and format of the download. Click OK to save the character. You can now open who letters plus edit them individually as you would correct any other document.

Topics

• Copyright

• Employee

• Feedback

• Publication date and software version

• Whats is mail merge?

• Creation and registering einer address data source

• Creating a form letter

• Suppressing blank lines (optional)

• Saving merged documents

• Printing mailing stickers

• Preparing for printing

• Printing

• Editing a saved data of mailing identification

• Printing address

• Situation up envelopes for printing

• Merging plus printing the envelopes

• Using the Dispatch Merge Wizard to form a form letter

• Step 1: Select starting document

• Enter 2: Name documentation type

• Step 3: Insert address block

• Selecting the data source (address list)

• Selection and optionally editing that address blocking

• Analogous the fields

• Step 4: Generate salutation

• Step 5: Adjust layout