Creating your envelopes using OpenOffice.org Base and Writer
Who should read this: Readers should probably have read my first post “Export Microsoft Outlook Contacts for import into an OpenOffice.org Base database”. This takes that concept a step further and uses your contacts database to automatically print individually addressed envelopes based on your selections from the database tables.
- Open OpenOffice.org Writer.
- Left-click on Insert from the menu.
- Left-click on Envelopes.
- Left-click on the drop down menu just below Database and select the database that holds the table containing your contacts.
- Next left-click the drop down menu just below where it says Table and select the table containing your contacts.
- Now left-click the drop down menu just below where is says Database field and select the first field you want to use on your envelope.
- Left-click the button with the arrow pointing to the left to insert the current selection from the Database field into the Addressee section.
- Now left-click after the <contacts.business_contacts.0.Title> entry and insert a space with the keyboard.
- Again left-click the drop down menu just below where is says Database field and select the next field you want to use on your envelope.
- Left-click the button with the arrow point to the left to insert the Database field into the Addressee section.
- Now left-click after the <contacts.business_contacts.0.First Name> entry and insert a space with the keyboard.
- Rinse and repeat for each piece of information you want to appear on the envelope after printing.
- How you set up each field inside the Addressee section of the Envelope window should look similar to this.
<contacts.business_contacts.0.Title> <contacts.business_contacts.0.First Name> <contacts.business_contacts.0.Last Name> <contacts.business_contacts.0.Company Name> <contacts.business_contacts.0.Address Line 1> <contacts.business_contacts.0.Address Line 2> <contacts.business_contacts.0.City>, <contacts.business_contacts.0.State> <contacts.business_contacts.0.ZIP>
- You may want a variation and proper placement from what I show above but this should suffice for standard correspondence. You can copy this code line for line if you called your database contacts and called the table buisness_contacts.
- The format is of each database call is <DatabaseName.TableName.0.FieldName>.
- If the table is called contacts then remove the business_ so it looks like this below instead.
<contacts.contacts.0.Title> <contacts.contacts.0.First Name> <contacts.contacts.0.Last Name> <contacts.contacts.0.Company Name> <contacts.contacts.0.Address Line 1> <contacts.contacts.0.Address Line 2> <contacts.contacts.0.City>, <contacts.contacts.0.State> <contacts.contacts.0.ZIP>
- Next you should go to the Printer tab of the Envelope window you will see options for Envelope orientation so left-click to choose the position the envelope will be fed into the printer.
- Also make sure the Current printer is correct choice on this screen.
- Left-click on the Format tab.
- The next part is actually the hard part. Getting everything lined up so it prints correctly on the envelope.
- These are the settings I use for my envelopes. I use non-standard envelopes and I just had to play with the positions to get it right.
- Left-click on New Document and try the default settings for your envelope size.
- Change the sender/addressee fonts or lettering style now before printing, if you desire.
- There are two pages to this document. You can type or edit a form letter on the second page or just delete the blank page if you only need to print just an envelope.
- Save this document and next time when you need to print an envelope, you can select a different contact or group of contacts when you Print, using this document for a template.
- Left-click File.
- Left-click Print.
- Left-click on Yes when if get a warning that says Your document contains address database fields. Do you want to print a form letter?.
- Left-click in the empty box at the front of each row to select and print the information for each contact to print the envelope for.
- For testing the alignment of the addresses select only one for now.
- Hold the Ctrl key down to select multiple contacts for printing more than one addressed envelope at a time, only after you are sure the envelope template is correct.
- Left-click Insert, left-click Envelope and adjust the Format positions and try again, if the addresses don’t show or are cut off, by pressing Modify.
- Resave the envelope template when you get the positions lined up the right way so that both addresses are entirely showing.