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[Solved] Simple Mail Merge

PostPosted: Fri Oct 18, 2019 1:30 pm
by rob75
HI,

I am attempting to run a simple mail merge - printing some labels from an xls spreadsheet. I have read severla threads and tutorials but I don't seem to be able to get it up and running. I have registered by xls file as base source.

If I go to Options -> Libreoffice Base -> Databse -> Registered Databases

I can see my xls file listed under "Registerd Databases".

If I then go to File -> New I do not see "Database" as an option, bu most guides I read mention that I sohuld be able to see this. Alternatively I can select

File -> New -> Label

I can see the databse is listed as my file, but the fields is empty and it is not clear what I should do next:

Image

The table drop-down list is empty. Am I missing a step?

Re: Simple Mail Merge

PostPosted: Fri Oct 18, 2019 2:34 pm
by John_Ha
rob75 wrote:I am attempting to run a simple mail merge - printing some labels from an xls spreadsheet.

See Chapter 11 - Using Mail Merge in the AOO manual - the LO manual should be similar. You need three things:

1. A spreadsheet with the data
2. A database file which must be registered. It provides the interface to the data.
3. A text document with fields to accept the data. Get it by File > New > Labels.

As a new poster you will find much useful information, including how to do a Mail Merge, in the Writer Manual. May I suggest you bookmark the pages. The LO manual should be similar.

Press F1 to access the Help screen and search for your problem

The chapter headings in the AOO manual are:

1 - Introducing Writer
2 - Setting up Writer
3 - Working with Text
4 - Formatting Pages
5 - Printing, Exporting, Faxing and E-Mailing
6 - Introduction to Styles
7 - Working with Styles
8 - Working with Graphics
9 - Working with Tables
10 - Working with Templates
11 - Using Mail Merge
12 - Tables of Contents, Indexes and Bibliographies
13 - Working with Master Documents
14 - Working with Fields
15 - Using Forms in Writer
16 - Customizing Writer – Keyboard shortcuts.

When a pop-up window opens, click the Help button for extensive help on that function - it is often more comprehensive than the manual.

Showing that a problem has been solved helps others searching so, if your problem is now solved, please view your first post in this thread and click the Edit button (top right in the post) and add [Solved] in front of the subject.

Re: Simple Mail Merge

PostPosted: Fri Oct 18, 2019 7:56 pm
by Villeroy
Fields is empty because you did not select a table.
A database is a collection of tables. When a database is connected to a spreadsheet, the used range of each sheet is shown as a table.
Each table has a collection of fields (columns).

When you select a database name, the tables box shows the names of availlable tables.
When you select atable name, the fields box shows the names of availlable fields (columns).

The first 2 lines of a table in a spreadsheet named "Sheet1" list may look like this:
Code: Select all   Expand viewCollapse view
Name  ZIP  Address
Carl Barks  D2317 Dagobert Avenue

The first line of a list contains the column labels the subsequent lines contain the actual list entries.
If "Sheet1" is the table you want to use for the labels, then choose the database table named "Sheet1" and then the fields ("Name", "ZIP", "Address") you want to have on the labels.

Re: Simple Mail Merge

PostPosted: Sun Oct 20, 2019 9:40 pm
by rob75
Please help - I don't understand how this can be so challenging.

My .xls data source contains two rows, the column headings and a single address row. When I select the headings under "database fields" the labels seems to have been populated with the headings and not the address?

Image

What am I doing wrong?

Re: Simple Mail Merge

PostPosted: Sun Oct 20, 2019 10:07 pm
by RoryOF
Try toggling /View /Field Names

Re: Simple Mail Merge

PostPosted: Sun Oct 20, 2019 10:46 pm
by Villeroy
Simply go on. The tags <Name> etc. are just place holders. The actual data are loaded when you are going to print that thing.

Re: Simple Mail Merge

PostPosted: Sun Oct 20, 2019 11:22 pm
by rob75
If I print to PDF I don't see the address data but I do see the heading ...

<firstname> ...etc

Re: Simple Mail Merge

PostPosted: Sun Oct 20, 2019 11:29 pm
by Villeroy
Do not export to PDF.
Print the file.
Answer the question about printing a form letter with "Yes". Form letters and labels are technically the same.
Now you get a dialog where you may filter, select and/or sort the input data (database rows) and where you can choose if you are going to print to a physical printer or to a file.

If you have a virtual PDF printer installed print to that printer. If not or if unsure, print to a regular office document, open that one and export to PDF.

Re: Simple Mail Merge

PostPosted: Sun Dec 01, 2019 10:57 pm
by rob75
Ok I solved it, I had to run a repair on the install and choose to install "Calc" which looks as if it may have only been partially installed previously. Despite this I had the "Calc" options available in Writer under options which was where I was setting my data source, albeit incorrectly.

Now I am able to print form my source as required - many thanks!