Mail Merge in Openoffice.org 3.0

Mail Merge in Openoffice.org 3.0 Writer

Scenario :
There is a spreadsheet which contains data which we want to use for mailmerge on OO Writer

Example File names :
Data file : datafile.ods (You should have this file ready when following instructions given below)
Main Template : draft.odt (This file will be created during the procedure)
Database Connection : database.odb (This file will be created during the procedure)
Finally save file or print to printer (This file will be created during the procedure)

Step 1 :
Installing Base (if not installed by default)

You need to have openoffice.org Base installed first in case of Ubuntu Linux it is not installed by default
Go to Synaptics --> Quick Search --> openoffice.org
Double click to mark for installation (if not installed)




Step 2 :
Adding Data Source
Create a new Document in Writer (Word Processor)

Go to File Menu --> Wizard --> Add Data Source

Select External Data Source --> Click Next

Select Settings
Database Type = Spreadsheet --> Click Next

Browe for your Spreadsheet file --> Click Next
I have browsed for datafile.ods

Select the correct sheet --> Click Next

Now give the name for Database file --> Click finish
I have created database.odb

Note :
This database file is a link between your original spreadsheet database and mailmerge document. So we need not do this every time for same database. which means next time if you want to create a different mail merge document based on same database you can use the currently created database file




Step 3 :
Adding Mail Merge Fields

Press Ctrl+F2 (or go to insert menu --> fields --> others)

in left pane select mail merge fields

in right pane double click on your database name (in my case database)

Then double click on sheet and finally double click on field you would need

repeat same procedure for adding other fields also




Step 4
Finalising
After you have completed inserting fields

Go to File menu --> Print --> Click on Yes when asked for printing form letter

A Dialog box with complete database details will appear

Very carefully go through different sections of dialog box

Upper Part is where you can see all database records and also select records you want to add to merge

Below on left side is where you can select no. of records or selected records

on right side is where you can select to send the output

• directly to printer
• or to a file

if you select file
on the next screen it will ask for saving the file

Important Note :
Some time we have to print different records on same page
Example : When we are printing Lables from mail merge database

Every thing above will be same for first Label
but when you go to next Label

Press Ctrl + F2
in the left pane select Next Record
And then select Insert button at the bottom
and finally close the dialog box

Once you have created a label with next record field you can copy the same to rest of the labels

and finally
file menu --> Print
rest is same as above

I will soon come up with next
till then
Do comment on this post
Enjoy......