CAn I print lables in OpenOffice Calc

Asked by Hylton Ferreira on 2011-01-07

I entered information in Openoffice Spreadsheet on a range of companies with names, addresses, email adresses etc. Can I print labels directly from this program that will include names and adresses? If not, how can I go about it?

Question information

Language:
English Edit question
Status:
Answered
For:
Ubuntu openoffice.org Edit question
Assignee:
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Last query:
2011-01-07
Last reply:
2011-01-07
Ted C (tedc) said : #1

Maybe you should try http://user.services.openoffice.org/en/forum/ as well.

Tony Pursell (ajpursell) said : #2

Hi Hylton

You have to register your spreadsheet as a data base first. To do this:

- File > New > Database
- Click on 'Connect to an existing database' and select 'Spreadsheet' from the drop down list. Click Next >>
- Browse to your spreadsheet. Click Next >>
- Uncheck 'Open the database for editing'. Click Finish. You will be asked to save the Database definition file, You can give it the same name as your spreadsheet and OOo will add a .odb extension.

Now, in the Labels (File > New Labels) dialogue, you will find it in the drop down list of Databases and be able to set up your label. Under Table, you will probably have Sheet 1. Then under Database Field you will have a list of Columns. Select the columns in the order you want them on the label and click the arrow to transfer them into the Label text box.

When you have done that, click New Document. You will get what I call a Merge Master. Then do File > Print. and select Yes in the dialogue that asks you 'Do you want to print a form letter'. This gives you a Mail Merge dialogue where you can do all sorts of things. I will leave you to explore, but for now click on File for the Output, then OK. You will be asked to save a document containing the labels. I would also suggest your save the Merge Master document because you can open it and do File > Print any time you want these labels again.

Just one tip, before I finish. Print your labels on plain paper first and check the registration with the actual labels sheet. I find sometimes the lines are too tight to the left and need to be spaced in a bit.

You will find more information in Help.

Tony

PS If this answers your question, pleas mark it as Solved

Tony Pursell (ajpursell) said : #3

I have also created a FAQ for this.
FAQ #1433: “How do I print Labels from data in a spreadsheet?”.

Hylton Ferreira (hylton3103) said : #4

Hi Tony

Thanks. All went pretty well. When I print it does the following:

Only the prints one line(last line of the address) in the left top corner of the page.
Skips every other page.

I repeated the process twice, both times with the same result. Any other ideas?

Kind regards

Hylton

> To: <email address hidden>
> From: <email address hidden>
> Subject: Re: [Question #140503]: CAn I print lables in OpenOffice Calc
> Date: Fri, 7 Jan 2011 10:44:28 +0000
>
> Your question #140503 on openoffice.org in ubuntu changed:
> https://answers.launchpad.net/ubuntu/+source/openoffice.org/+question/140503
>
> Status: Open => Answered
>
> Tony Pursell proposed the following answer:
> Hi Hylton
>
> You have to register your spreadsheet as a data base first. To do this:
>
> - File > New > Database
> - Click on 'Connect to an existing database' and select 'Spreadsheet' from the drop down list. Click Next >>
> - Browse to your spreadsheet. Click Next >>
> - Uncheck 'Open the database for editing'. Click Finish. You will be asked to save the Database definition file, You can give it the same name as your spreadsheet and OOo will add a .odb extension.
>
> Now, in the Labels (File > New Labels) dialogue, you will find it in the
> drop down list of Databases and be able to set up your label. Under
> Table, you will probably have Sheet 1. Then under Database Field you
> will have a list of Columns. Select the columns in the order you want
> them on the label and click the arrow to transfer them into the Label
> text box.
>
> When you have done that, click New Document. You will get what I call a
> Merge Master. Then do File > Print. and select Yes in the dialogue that
> asks you 'Do you want to print a form letter'. This gives you a Mail
> Merge dialogue where you can do all sorts of things. I will leave you to
> explore, but for now click on File for the Output, then OK. You will be
> asked to save a document containing the labels. I would also suggest
> your save the Merge Master document because you can open it and do File
> > Print any time you want these labels again.
>
> Just one tip, before I finish. Print your labels on plain paper first
> and check the registration with the actual labels sheet. I find
> sometimes the lines are too tight to the left and need to be spaced in a
> bit.
>
> You will find more information in Help.
>
> Tony
>
> PS If this answers your question, pleas mark it as Solved
>
> --
> If this answers your question, please go to the following page to let us
> know that it is solved:
> https://answers.launchpad.net/ubuntu/+source/openoffice.org/+question/140503/+confirm?answer_id=1
>
> If you still need help, you can reply to this email or go to the
> following page to enter your feedback:
> https://answers.launchpad.net/ubuntu/+source/openoffice.org/+question/140503
>
> You received this question notification because you are a direct
> subscriber of the question.

Tony Pursell (ajpursell) said : #5

Hi Hylton

You say it does not print correctly. What does the file look like when you open it? By this, I mean the file that is created from the Mail Merge dialogue. Does that look OK before you print it?.

Tony

Hylton Ferreira (hylton3103) said : #6

Hi Tony

I could not take a look at the file since the print preview option was not available. I followed the options to the letter right to the end. I'm acually trying to find the Merge Master document now, but somehow can't find it. The document looked in the order of <database name><database address> (wording not exact)

hylton

> To: <email address hidden>
> From: <email address hidden>
> Subject: RE: [Question #140503]: CAn I print lables in OpenOffice Calc
> Date: Fri, 7 Jan 2011 22:17:51 +0000
>
> Your question #140503 on openoffice.org in ubuntu changed:
> https://answers.launchpad.net/ubuntu/+source/openoffice.org/+question/140503
>
> Status: Open => Answered
>
> Tony Pursell proposed the following answer:
> Hi Hylton
>
> You say it does not print correctly. What does the file look like when
> you open it? By this, I mean the file that is created from the Mail
> Merge dialogue. Does that look OK before you print it?.
>
> Tony
>
> --
> If this answers your question, please go to the following page to let us
> know that it is solved:
> https://answers.launchpad.net/ubuntu/+source/openoffice.org/+question/140503/+confirm?answer_id=4
>
> If you still need help, you can reply to this email or go to the
> following page to enter your feedback:
> https://answers.launchpad.net/ubuntu/+source/openoffice.org/+question/140503
>
> You received this question notification because you are a direct
> subscriber of the question.

Tony Pursell (ajpursell) said : #7

Hi Hylton

When you set up the label in the Labels dialogue, did you add a newline after each data item?

I will email you directly an image to show what it should look like.

Tony

PS Please keep any discussion on the list here.

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