Document template Letter in Writer

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Foreword

The video "Create letter as document template" links to this page here, which contains further information.

The description explains how to create a document template in Writer LibreOffice 5.2 that is used for letters.

Link to the Video

Link to the Video (in German [DE]:

Why a document template as a letter

Those who have to write letters more often or do not want to try out where the best positions for sender, date and address are each time.

Furthermore, it would be nice if the letter could indicate the sender and the address for Envelope in the format: "DL (DIN-Lang) - 220/110 mm", with a window in the right place.

Furthermore, fold marks for the envelope and a fold mark for the perforation.

You can define all this in a document template.

Create letter as document template

This description explains how to create a document template using tables in Writer and use it for letters.

 Note:  In the given address field in table form the 9 lines do not fit completely in size 12 pt. Here, the size may be set to 11 pt in the template. In normal text, size 12 pt is used.


Format page

Formatting according to video

Open Writer.

Adjust the page margins using the Format ▸ Page menu and the Page Style Default dialog that opens.

For "Left"=2.00 cm, "Right"=1.25 cm, "Top"=1.00 cm, "Bottom"=1.50 cm and click .

 Note:  This template does not currently conform to DIN 5008.


Formatting according to DIN 5008

Alternatively, this section describes how to create a corresponding page according to .

To do this, open Writer.

The page margins can be adjusted using the Format ▸ Page menu.

For the "Left" = 2.41 cm, "Right" = 2.00 cm, "Top" = 1.69 cm, "Bottom" = 2.00 cm and click .

Page 1

Setting in the template letter

"Left" = 2.50 cm

"Right" = 2.00 cm

"Top" = 9.84 cm

"Bottom" = 2.00 cm

and click .

Page 2

Setting in the template letter

"Left" = 2.50 cm

"Right" = 2.00 cm

"Top"=2.00 cm

"Bottom" = 2.00 cm

and click .

It is not necessary to adjust the side margins to the millimetre.

It is possible to round (define) the margins to single-digit decimal values: 2.4 or 2.5 cm for "Left", 1.70 cm for "Top".

In the header line, the difference between the margin measured from above and the entire upper letterhead, which is defined in DIN 5008 as 4.5 cm, is set to 2.80 or 2.81 cm.

The right margin is set to 2.00 cm by default and can be extended to 0.81 cm if there is a lot of text.

The lower margin is not defined in the DIN.

It can be set at standard 2.00 cm, but should not be smaller than 1.5 cm.

If an additional footer is required, this value must be taken into account in the footer height as for the upper difference.

For example, the lower margin is set to 1.5 cm and the height of the footer is also set to 1.5 cm.

There is a reason for this.

Some printers cannot print the whole margin in the text program.

For example, if the margin is set too narrow at the bottom or on the right, the text may be cut off, i.e. sometimes an entire line disappears due to the dimensions.

Here you can use the automatic correction, then the value jumps to 1.46 cm.

This is also where the value of 1.5 cm comes from.

Form A and Form B

A distinction is made between Form A and Form B

In general, the Form B is used in correspondence, .

Insert two blank lines

You first insert two blank lines.

Insert table

Insert a table for the letterhead.

You move the cursor back to the top left position.

You select the menu Table ▸ Insert Table….

In the Dialog "Insert Table" is entered: "Columns=" 1, "Rows=" 3 and click Insert.

You have now three table lines, which you still adapt for our purposes.

Adjust table - first line

You select the first line and choose Table ▸ Split Cells….

In the Dialog at "Split", "Split Line in" enter 3, make a check mark at "Direction", "Split evenly", select "Vertical" and .

The next step is to adjust the line heights.

You click with the right mouse button in the first line and select Size ▸ Line height….

In the Dialog "Line height" is entered for "Height" 3.6 cm and the check mark for "Adjust dynamically" is removed and click .

Adjust table - second line

You click with the right mouse button in the second line and select Size ▸ Line height….

In the Dialog "Line height" is entered for "Height" 0.65 cm and the check mark for "Adjust dynamically" is removed and click .

Adjust table - third line

You click with the right mouse button in the third line and select Size ▸ Line height….

In the Dialog "Line height" is entered for "Height" 5.5 cm and the check mark for "Adjust dynamically" is removed and click .

Now you have created the table that should include sender, date and address.

Adjust table - font and size

In our example, you now mark the table using Table ▸ Select ▸ Table.

You enter the font "Arial, 11 pt".

Table line_1 - write sender and date

Write sender

You place the cursor in line_1, in the right table field.

You write our sender, for example "Max Mustermann, Klonstraße 33, 12345 Musterhausen" - (one below the other).

You set a blank line, for this purpose press the Return key twice.

Write/Insert date

You write "Date", press Return and select Insert ▸ Field Command ▸ Other Field Commands….

In the Dialog "Fields" select Date ▸ Date (fix) ▸ 31.12.1999 and Insert.

Table line_2 - write sender

You place the cursor in line_2 and write our sender again, for example "Max Mustermann, (two spaces), Klonstraße 33, (two spaces), 12345 Musterhausen".

You mark the sender and select font size 8 pt.

Place the cursor in the middle of each of the two spaces and choose Insert ▸ Special Character - Font "Windings".

In the Special Characters Dialog Box click on the character, the centered dot (•), (in the eighth line = hexadecimal: U + F09E) and click on Insert or (ALT + 0149 = •)

Table line_3 - write address

You place the cursor in line_3 and write the letter address (here as placeholder), "- salutation, - first name - last name, - street - hnr, - plz - location".

Table border -without-

You click with the right mouse button anywhere in the table and select Table properties....

You select the tab "Outline" and click at "Default" on the left symbol and .

The table is now virtually invisible.

Write letter text

concerning (placeholder)

You place the cursor directly below the table (you orientate us on the left of the ruler) and write: "concerning" (in "bold").

 Note:  The word "concerning" is only a placeholder here. Nowadays, the word "Subject:" is generally no longer placed in front of a subject in a letter.


Dear …

Insert two blank lines and write: "Dear Sir or Madam,"

text, text, text (placeholder)

Insert a blank line and you write: "text text text" - (this is the placeholder for the later text)

For your…

Insert a blank line - and you write: "Thank you in advance for your efforts"

If this line is not needed, it can of course be removed.

Sincerely yours

Insert a blank line and you write: "Sincerely yours."

Max Mustermann

Below you write: "Max Mustermann"

Set letter text to font size 12 pt

You mark the text from "concerning" - to the end - and choose font size 12 pt.

Set fold and hole marks

Drawing toolbar

Now set fold and hole marks.

For this you need the "Drawing" toolbar.

Draw line_1 and enter values

You select Line - and draw a horizontal line, about 0.5 cm from the left edge and 1.0 cm above "concerning", with a width of about 0.5 cm.

You click with the right mouse button on the line and select "Position and Size…" off.

In the "Position and size" dialogue box you enter following values at size on:

"Width:" 0.30 cm, "Height:" 0.04 cm

"Anchoring" - "On the page"

"Position Horizontal: From left around:" 0.50 cm

"Position vertical: From the top by:" 10.50 cm and klick .

Draw line_2 + _3

You draw two more lines, 0.5 cm each from the left side margin.

Line_2 (align with the ruler) at about 14 cm and Line_3 at about 20.8 cm.

Enter values for line_2

In the "Position and Size" Dialog enter 2 for Line_2 at Size:

"width:" 0.30 cm, "height:" 0.04 cm

"Anchoring" - "On the page"

"Position Horizontal: From left around:" 0.50 cm

"Vertical position: From top by:" 14.85 cm and .

Enter values for line_3

In the "Position and Size" Dialog enter 3 for Line_3 at Size:

"Width:" 0.30 cm, "Height:" 0.04 cm.

"Anchoring" - "On the page"

"Position Horizontal: From left around:" 0.50 cm

"Position vertical: From the top by:" 20.80 cm and .

 Note:  Every printer, the folding and punching marks may be slightly displaced. In this case the marks must be adjusted accordingly.


Save document

After you have set the fold and hole marks, save the Document as document template.

You select File ▸ Templates ▸ Save As Template… and first select our template category via "Select template category".

For template names, enter, for example "Letter Max Mustermann" and click on Save.

Our letter is now saved as a document template.

Use document template

Now the template can be via the main menu File ▸ New ▸ Templates… opened and used as a letter.

 Note:  Of course you can modify the document template to suit your needs.


Further Informations

Work files

According to video

Letter Max Mustermann - border visible using tables (in German [DE].

Letter Max Mustermann - border not visible using tables (in German [DE].

According to DIN 5008

Recommended for use

Sample letter according to DIN 5008; second side different (in German [DE]).

 Note:  Writer can only manage and open (open) document templates that were previously saved in template folders.


Correctly address letters internationally

On the recommendation of the © 2016 Deutsche Post AG (German [DE]):

National [DE]: Address envelope correctly

International: Label letter

Documentation / Manuals

Here you will find the Documentation / Manuals:

Any questions?

For questions on this topic go to:

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