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Caution

The last paragraph of the label address block ends with a special field,

Next record:Database.Table (Next record:Points.Sheet1 in our example),

and the Hidden paragraph field MUST be inserted before this field. This

can generally be accomplished by clicking at the end of the paragraph and

then using the Left Arrow key once to skip back over it.

A clue that you omitted this action is the observation that some records

have been skipped and are missing from the final output.

6) Remembering that we selected Synchronise

contents earlier, you should now be able to see

a small window containing a button labelled

Synchronise Labels. Click on this button and

the hidden paragraph fields are propagated to

all the labels in your document.

You now have a template suitable for future use with the same data source and

type of label. If you wish to save it, use File > Templates > Save as to save it

as an Open Document Text Template (.ott) into the private template directory

(folder) that you have previously defined in

Tools > Options > OpenOffice.org > Paths > Templates.

Printing

1) Choose File > Print. The message shown in Figure 308 appears. Click Yes.

2) In the Mail Merge dialog box (Figure 309), you can choose to print all records

or selected records. To select records to be printed, use Ctrl+click to select

individual records. To select a block of records, select the first record in the

block, scroll to the last record in the block, and Shift+click on the last record.

3) Click OK to send the labels directly to the printer.

If you prefer to save the labels to a file, perhaps to allow some later editing

such as changing the typeface or paragraph format, then you should select

File in the output section of the Mail Merge dialog box, rather than using the

default Printer selection. This changes the dialog box to highlight the Save

merged document section, where Save as single document is pre-selected.

In this case, clicking OK brings up the Save as dialog box, where a file name

can be entered for the saved labels.

If you did not save the prototype label fields document (template) in step 6f,

then you are prompted to do so now by another Save as dialog box.

In either case, whether printing or saving to file, despite there apparently

being only one page of labels, the printed or saved output will be expanded to

include all of the selected records from the data source.

Editing a saved file of mailing labels

To edit a saved file of mailing labels, open the saved label file in the normal way. You

will be prompted to update all links. Choose No for the following reason: The first

label on the page is termed the “Master Label” and all other labels are linked to it. If

you update the links, then all labels will end up containing the same data, which may

not be what you want.

You can edit individual records in the normal way, by highlighting and changing the

font name, for example.

Chapter 11 Using Mail Merge 313

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OpenOffice.org OpenOffice - 3.3 Manuel d'utilisateur Page 313

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