If you’ve been reading the other guides on our website, you should hopefully have been able to create an address book which will store all of your customer or private information such as names and addresses. What we haven’t told you about yet is how you can actually put this address book into practice and use it and in this article, we’ll tell you how you can print address labels using the book of data you’ve created before. Don’t worry, it isn’t as scary as it may sound, although you need to have read the previous 2 articles on our website to start.
The first thing you need to do is open up the spreadsheet that we’ve been working on recently. This should contain the structure that we explained before – with all of the names and contact details of the people you want to mail. Everything must be filled out if you want the majority of this process to be automatic, otherwise you might have to fill some info in manually. You obviously have to have the suite installed on your computer, and you need to have registered it as a data source as we explained in the previous article. When you’re up to this stage, you know you can proceed onto the next steps to print your address labels.
Once you’ve cleared that up, you need to go into File –> New –> Labels which is where you’ll need to go to whenever you want to print labels. The first place to go is the options tab, which will allow you to set different aspects such as the printer you want to use as well as how the labels will be distributed on the page. There is really only one thing you need to take a look at here, you need to make sure that the box next to “Synchronize contents” isn’t checked because this could cause problems a bit later on in the line. When you’ve done this, go into the labels tab to select the data you want to use.
This is the area where we need to tell Open Office which labels you want it to print out. You need to look at the database option and choose the one we’ve created in the previous article, which will give the suite access to all of the addresses that you want to use. There are some other helpful options in this menu too that are worth looking at, such as the paper size and the different fields you’d like to use. Once you’ve assigned all of the labels and fields in your spreadsheet, you can submit it and then go into File –> Print which will load up mail merge. You simply choose the ones you’d like it to print (with the data inside) and the labels should be sent to the printer exactly as you want.
In conclusion, printing address labels using a pre-configured address book is surprisingly easy and quick once you’ve prepared everything before, all it takes is entering the information you want and the suite will handle everything else for you. It’s important that you do everything by the book so that the software can handle it without running into problems, missing information is one problem that Open Office doesn’t handle very well. Overall, we highly recommend that you install this office suite so you can enjoy these great features.