A Simple Way to Do Labels in OpenOffice Writer: When You Just Want to Type or Paste the Content

Here's how to just print out a few labels very simply.

I follow this procedure when I ship out books. Let's say I've got five people who've ordered books directly from me through PayPal or Amazon. I've got five emails in my inbox, with five addresses. So I need to make five labels.

I describe the simple but more labor-intensive way in the following steps. Then at the end I show what I actually do that adds a little bit of one-time extra setup and makes the whole process much simpler.

1. Choose File > New > Labels.* (See note at end.)

In this window, look at the two lists in the lower right corner. Pick the right layout, usually Avery Letter, and the kind of labels you're using (the number is on the box or envelope) like 8160.

2. Click the Options tab and make sure that the Synchronize checkbox is NOT marked.

3. Click New Document.

4. You'll see the new empty label document.

5. Now just type the content you want in each box. OR copy and paste. In my example, I copy the address from my email and paste it into the box.

If you've already used up some of the labels on the physical sheet you're going to print onto, then just start pasting or typing in the next available box.

If you have trouble clicking in a box to type, click somewhere in the blank margin around the area where the boxes are, then click in the middle of the box. You'll then see a normal blinking cursor and you'll be able to type.

6. To format the text differently, you could do a few different things. Pick any of the following; I recommend b or c.

a - Just format every text box the same, manually.

b - Format the first text box how you want it, and select some of the formatted text. Then DOUBLE-CLICK the Paintbrush icon.

Select every additional text box with text to format the same way.

Then CLICK the Paintbrush icon again and you're done.

c - Format the first text box how you want it. With some formatted text selected, choose Format > Styles and Formatting. Click and hold down on the far right icon and choose Update Style. All the other boxes will be formatted the same way.

7.  Now just stick the label sheet in your printer and print. If you want more than one sheet of labels, then just print out these, then type the new addresses over the old addresses and print a second sheet. (Or save this sheet, then choose File > Save As and save the sheet under a different name, and type the second set of addresses over the old addresses.)

* NOTE: What I actually do instead of steps 1-4 and 6 is open the label template that I created. I went through this entire process, then formatted the text the way I wanted it. I formatted the text in the first label box the way I wanted it. Then I choose Format > Styles and Formatting, I clicked and held down the mouse on the far right icon, and chose Update Style, as in step 6-c above.  After that, I chose File > Templates > Save. I named the template Labels and clicked OK.

That's what I did to create the template the way I wanted it. Then instead of step 1, I choose File > New > Templates and Documents, and pick Labels from my list of templates.

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Comments

[Reis Quarteu]

Hi.
Before anything else, I would like to thank you very much for all your helpful advice at improving our experience in using OpenOffice.org.
I was following your instructions, but your 6-c step didn't work to me. I have selected some text in my first label, I have opened the Styles and Formatting window, and I have clicked on the Update Style command, but nothing happens! What may I be doing wrong?

Again, thank you very much for your advice.
Reis Quarteu
Bragança, Portugal.

[Solveig]

Hi Reis,

You need to be sure that the style is applied, and that it's also highlighted in the styles window. Otherwise you might instead right-click on the style name, choose modify, and update it that way.

Solveig

[Old Fine Art]

Solveig:
What a clear and precise illustrated helpful article! Brilliant! This is so much better than keying F1, reading a lot of stuff and still not finding what I want. Being a Scot, I wanted to print just one of the labels on a sheet, instead of throwing the rest away. Now I can.
Old Fine Art
Edinburgh
Scotland/UK

[Jules]

Hi,

I am having some trouble printing the addresses onto the labels. In the first 4 boxes bown they print perfectly but then after that they are all over the show. Then for the other 2 rows across the text is far too left and isn't inside the box either. I have no idea what to do and I want to get this right!
I hope I have explained this OK and it makes sense!
Jules

[Solveig]

Hi Jules,

You might try tweaking with either of these approaches.

http://openoffice.blogs.com/openoffice/2007/11/another-way-to-.html

http://openoffice.blogs.com/openoffice/2007/10/making-life-wit.html

Good luck!

Solveig

[tower defense]

What a clear and precise illustrated helpful article! Brilliant! This is so much better than keying F1, reading a lot of stuff and still not finding what I want. Being a Scot, I wanted to print just one of the labels on a sheet, instead of throwing the rest away.