OpenOffice.org Training, Tips, and Ideas

Simple labels in OpenOffice Writer 2.0 or 3.0: Just typing or pasting 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.

---

---

Making a Specific Template Come Up When You Create Any New Document, in OpenOffice.org Writer, Calc, Impress, or Draw (repost)

This is a very useful feature, I think, so I'm reposting it.

Anytime you can help people do something without actually have them do anything is great for them and great for you.

Templates are a great way to save time. Set up templates with the styles, graphics, etc. that people need, and they don't need to re-create them. (Or create them in the first place.)

However, getting users to use the templates is another step. For them, choosing File > New > Templates and Documents might not be something some will want to do or remember to do every time.

What if one of the templates you've created is one that many or all users use all the time as the basis for new documents?   You can make it come up when users just choose File > New > [type of document] by setting it as the default template. I.e. the user uses the template but doesn't even need to select it.

First, create a new document and make it how you want it: create styles, apply styles, include canned text, whatever.

Choose File > Templates > Save. Select a category and name the template. Click OK.

Choose File > Templates > Organize.

Open the category your template is in, in the left side.

Right-click on the template and choose Set as Default Template.

Click Close. You're done! Choose File > New > [type of document] and you'll see the effect.

To switch back to the normal original boring blank document, repeat the steps but this time choose Reset Default Template > [type of document]

---

Suppressing empty fields (and the lines they're on) in OpenOffice.org labels, or any mail merge document

Note: This is a repost but useful. It's important to follow the steps exactly. Everything is case sensitive. Also when you type the two "" quotes, don't put a space between them. If you have spaces in your database, this won't work. Either change the database field names, or create a query based on the table, and change the field names in the query. Then base the labels on the query.

Here it is -- suppressing a blank Address2 field in your mail merges. It's not extremely simple, but it's reasonably straightforward and it works.

Here's the situation we're addressing. Sometimes your addresses have two lines for the address part, sometimes they don't.

Bob Jones
101 Main
Suite 55
Boulder, CO 80022

Marion Silverman
888 105th Ave
Broomfield, CO 82211

But you have to put in the <Address2> field for everybody, since it's a mail merge. The setup has to be the same.

<Firstname> <Lastname>
<Address1>
<Address2>
<City>, <State>, <Zip>

But with this approach, your addresses look like this.

Bob Jones
101 Main
Suite 55
Boulder, CO 80022

Marion Silverman
888 105th Ave

Broomfield, CO 82211

Ick. How do you suppress that second Address2 line and the corresponding carriage return if there's no content for a particular record, for that Addres2 field?

Select the Address2 field in your mail merge document, choose Insert > Section, and create a conditionally hidden section with this formula.

databasename.tablename.fieldname EQ ""

Here are the details, using an example of labels.

1. Create the labels for mail merge as usual. File > New > Labels, select your database and tables, insert the fields, etc.

2. Choose the Synchronize Contents checkbox.

3. Click New Document.

4. Here are the labels.

5. Turn on nonprinting characters if they're not on already.

6. Select the first soft return, shown selected.

7. Press Return or Enter to replace it with a hard return.

8. Repeat, to make them all hard returns.

9. Click Synchronize to update the other labels to be the same.

10. Select the Address2 field.

11. Choose Insert > Section.

12. Name the section Suppress. Select the Hide checkbox and type the following condition. The screen shot shows the syntax.

Syntax
databasename.tablename.fieldname EQ "" � �(the last part is two double quotes together)

Example
databasewithtwoaddresslines.Table1.Address2 EQ ""

NOTE: if you are using the Thunderbird address book as a data source, you need to use square brackets if the field name includes a space (i. e.: [Address 2]=="") to hide the second line of the address if it the Address 2 field is blank.)� I would suggest in general avoiding field, table, or database names with spaces.

http://www.oooforum.org/forum/viewtopic.phtml?t=43528&highlight=

Click the screen shot to see it bigger. It shows the syntax, not an actual example.

13. Click Insert.

14. Click Synchronize.

15. Now preview the data or print the data and you'll see that it prints correctly.

15. If you need to change the section, select it in the first address and choose Format > Section. Select the one named Suppress for the master label and make changes, then click OK. Click Synchronize again in the labels.

---

---

A useful little hack for mail merges and addresses, in OpenOffice.org

When you set up labels, you set them up like this.

Firstname�� Lastname
Address1
Address2
City, State� PostalCode

All of those are mail merge fields.....EXCEPT the comma.

So when you print out 17 labels on your 30-label sheet, you get a comma on EVERY label in the sheet. This is annoying.

To get around this, add a field in your data source, like your spreadsheet, that's just a comma. Make a new column anywhere, call it Comma, and type a comma in every row or record.

Then instead of typing the comma, just insert the Comma field.

If you use Linux, you MUST try gLabels

Download it now, use it now.

http://glabels.sourceforge.net/

This is a beautiful program, a well-balanced combination of power, simplicity, good design, and ease of use. Thanks to Keith for pointing it out to me.

There's no Windows or Mac version, sadly.

Among the things you can do are:
- automatically (no effort on your party) suppress empty address lines
- do bar codes
- point straight to a CSV or similar format file to bring in records
- deselect records you don't want to print
- add graphics and drawing shapes
- apply formatting
- easily preview the whole sheet

Here's a screen shot with a summary of what you do. I'll do more detailed instructions later but here's the quick info. I love it.

 

Another way to do labels, online

Try this. I haven't worked with it but a reader says it's quite simple, and free.

If you're looking for info on labels with OpenOffice.org, it's all under the Labels category; try also Mail Merge.

---

---

x

In OpenOffice mail merge documents, you see the field names like Name onscreen, not the data like Bob. The data appears when you print.

I just wanted to clarify something since I hate to see people thinking they're doing something wrong when they're doing it right.

Here's an example using labels.� This is how it's supposed to look. You won't see the data onscreen, you'll see the field names like first name. When you print, the correct data will appear.

If you don't know want to print all the data, you can pick the ones you want in this� window. Just choose File > Print, click yes that you want to print a form letter, and then select the records you want in this window. Select the first record, hold down Ctrl and select the next one, and so on.

Or specify a range.

Then just click OK.