OpenOffice 2.0 provides a comprehensive list of Mail Merge features.
What is mail merge?This is taking a list of details (usually in column and rows format) from a spreadsheet or database and forming a document (Writer) with details from each of the database rows in a user defined format. Namely this is used for letters and labels for a large number of users.
OOo provides several methods to achieve a mail merge.
In the following examples, I take the registered database name is
db. The database as a spreadsheet file named
db.ods that contains the following column names in a table called
friends;
Position, Salutation, Name, Address1, Address2, Postcode, Area, State
A. Data to Text Method - simplifiedThis provides a list of the records which is usually separated by new lines.
- Open a new Writer document.
- Press F4, Select the database db, Tables friends
- In the database view, select the cell that is in the upper left corner (highlights all) and in the Datasources toolbar, select the button Data to Text.
- In the pop-up, Insert data as: Text
- Select the fields from the Database Column into the right empty box. Here, you can arrange the position of the fields and add extra text. Click OK when done.
- A document with all the data is prepared, save and exit.
B. Multiple records per page
Create a single file containing continuous rows of records.
- Open a new Writer document.
- Press F4, Select the database db, Tables friends
- In the database view, select the column headers that you want into the text document. Rearrange and format as needed. In the last row, select the Insert ->Field ->Other. A pop-up box appears, select Database ->Next Record, set value to TRUE. Click Insert then Close. This should provide the basic set of information to display a single record.
- Highlight the rows for the newly create record. Copy and paste as many as required per page.
- Click File ->Print.
- On the pop-up "Do you want to print a form letter" click Yes.
- Select File, Save as Single Document. Click OK.
- Enter a filename and click Save.
- Open the newly created file to verify the records are correct.
- Save the file with the formatted rows as a template for future use.