Address Labels

These instructions are for use with an Libre Office  installation on a local machine.

  1. Download the .csv file from the Administration page, eg ‘members-at-2018-11-02.csv’
  2. Open the file in Libre Office Spreadsheet
  3. Save this as a Libre Office spreadsheet file (.ods) (not Excel)
  4. Open Libre Office DataBase and create a new database by selecting
    connect to existing DB‘ and select ‘spreadsheet‘.
    Save it as an Libre Office database with a file name such as ‘IG-Nov18’
  5. Open Libre Office Document / New / Labels
  6. In the Labels pop-up box specify the Database (top right).  You will be using Sheet1 or a composite name provided.
  7. There areb3 tabs. In the Label tab selection In the Label Text box add all the address fields by selecting them from the bottom of the 3 right-hand boxes (click the box) and then use the left-facing arrow to put them in the text box.  After each entry, click the Enter key so that ech field is on a separate line. This should result in a list as follows:

<IG-Nov18.Sheet1.Name>
<IG-Nov18.Sheet1.Address1>
<IG-Nov18.Sheet1.Address2>
<IG-Nov18.Sheet1.Address3>
<IG-Nov18.Sheet1.City>
<IG-Nov18.Sheet1.Postcode>
<IG-Nov18.Sheet1.Country>

8.  In the Brand box select Avery A4, and in the drop-down selection select J8160.

9.  Now select the Format tab, and alter the Left Margin to 1.30cm and the Top margin to 1.80cm.  Click Save, and when prompted alter the J8160 to J8160-User, otherwise the changes cannot be saved.

10.  Now select the thrid tab (Options).  Tick the Synchonise contents checkbox

10.  Go back to the first tab, and click New Document.

11.  In order to suppress missing address lines:

  1. When you click New Document, a page of labels is displayed, showing the field names. If you do not already have paragraph markers showing, display them now. (Click the Nonprinting Characters icon, which looks like a backwards P.)
  2. To hide Address2 and Address3 if they are blank lines.  In the first label on the page, use the cursor to select <Address2>.  Just drag the cursor over the field, but do not click the mouse whilst doing this.  (It will be darkened once selected).  Click Insert > Section on the menu bar. In the Insert Section dialog , select the Hide checkbox (it will display a tick). In the With Condition box, type the field name Address2 followed by a space then EQ “”, in other words: Address2 EQ””  – and then Click Insert.  Do the same for Address3. Faint Parallel lines will now encompass each field.
  3. Click Synchronize Labels. Now all the labels look the same.

  4. Select Print  and say ‘Yes’ to the message which appears in the message box. In the window with all the address data you may need to use the down scroll bar continuously to get all the records to display as a complete set.  Once that is done Highlight all the records shown in the window by clicking in the top left-hand corner of the display box (the will show a blue background), and then click Print, making sure that the correct printer has been selected in the output box.  It will display in the left-hand pane a print preview.  You should be able to discern all the different addresses.  However, on some occasions – due to an error somewhere – it may only display the addresses as placeholders.  In this case, do not continue with printing, but try to set up the whole process again.