Address Labels

These instructions are for use with an Open Office (not 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 Open Office Spreadsheet
  3. Save this as a Open Office spreadsheet file (.ods) (not Excel)
  4. Open Open Office DataBase and create a new database by selecting ‘connect to existing DB‘ and select ‘spreadsheet‘.
    Save it as an Open Office database with a file name such as ‘IG-Nov18’
  5. Open Open Office Document / New / Labels
  6. In the Labels pop-up box specify the Database (top right).  You will be using Sheet1.
  7. In the Label Text box add all the address titles by selecting them with the left-facing arrow,  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 from 0.28″ to 0.48″ and the Top margin to 0.65“.  Click Save.

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

11.  In order to suppress missing address lines:

  1. When setting up your labels select the Synchonise contents checkbox on the Options tab of the Labels dialog

  2. 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.) Notice there is only one paragraph mark in each label, at the end of the last line .

  3. To make this technique work, you need to have a paragraph mark at the end of each line. To do this, go to the first label (upper left corner), place the cursor at the end of the first line, but just in front of the faint backward arrow (making sure that you do not highlight the whole entry, otherwise it will be deleted), then press Enter, and then press Delete. This inserts a paragraph mark at the end of the first line. Repeat for each of the other lines except the last. Do this only in the first label.

  4. Click the Synchronize Labels button in the upper left. Now all the labels have paragraph marks at the end of each line.

  5. 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.

  6. Click Synchronize Labels. Now all the labels look the same.

  7. 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.