Videos/Mail Merge in Writer

Foreword
The video "Serienbrief in Writer" links to this page here, which contains more detailed information.

This description here refers to the version LibreOffice 7.2.

This page describes how to create a form letter.

The basis is the Online-Help.

Link to the Video
Link to the Video (in German [DE]):

Serienbrief in Writer – LibreOffice 7.2

Create the Mail Merge


To create a mail merge letter, you need a text document that you make the source document for your mail merge letters.

Note An Outgoing document is created by merging a Text document with the Address data.

To do this, open the [[Media:202110_Musterbrief.odt|"202110_Musterbrief"]].

Open the [[Media:202110_Menu Tools Mail Merge Wizard.png|{bc|Tools|Mail Merge Wizard…}}] menu.

The Mail Merge Wizard dialog appears in which you can define the Outgoing document of the Mail Merge.

If your address data source is not registered yet, you will receive a message.

Register Data sources

Step 1 - Select Starting document
At [[Media:202110_Dialog Mail Merge Wizard - Step 1.png|"Select Starting Document - Step 1"]], select "Use the current document" and click.

Step 2 - Select Document type
At [[Media:202110_Dialog Mail Merge Wizard - Step 2.png|"Select Document Type - Step 2"]], select "Letter" and click the button.

3.1
At [[Media:202110_Dialog Mail Merge Wizard - Step 3-1.png|"Insert Address Block - Step 3"]], select the "Musteradressen" via "Select Address List…" and click.

Note The button appears as if no address list has been selected yet. The button appears as if an address list was already selected.

3.2

 * At [[Media:202110_Dialog Mail Merge Wizard - Step 3-2.png|"This document shall contain an address block - Step 3.2"]], place a check mark.

With the selection you have [[Media:202110_Dialog Mail Merge Wizard - Step 3-select adress block.png|four Address forms]] to choose from, but leave it at the default.

3.3

 * At [[Media:202110_Dialog Mail Merge Wizard - Step 3-3-Button Match Fields.png|"Match Fields… - Step 3.3"]] you still have to matches the Address fields.

Click the Button.

[[Media:202110_Dialog Mail Merge Wizard- Step 3-3 Match Fields 01.png|Matches to field]] and click.

In our example, the assignments of the fields correspond to this table:

Title = Anrede Forename = Vorname Surname = Nachname Address Line 1 = Strasse Postcode = PLZ Post Town = Wohnort alle anderen = [Keine]

3.4
[[Media:202110_Dialog Mail Merge Wizard - Step 3-4 Check Address Data.png|"Bottom - at Step 3.4"]] you can see if all assigned address fields are displayed.



When all the fields are displayed as desired, click the button.

Step 4 - Create letter salutation
In the dialog [[Media:202110_Dialog Mail Merge Wizard - Step 4.png|"Create a Salutation - Step 4"]], check "This document should contain a salutation" and "Insert personalised salutation".

Add "Field name" and "Field value" as shown in the screenshot.

Right below the "Preview" you can jump to the next documents to see the corresponding preview.

Click.

Step 5 - Adjust Layout of Adress Block and Salutation
At [[Media:202110_Dialog Mail Merge Wizard - Step 5.png|"Adjust Layout of Adress Block and Salutation - Step 5"]], the position for the address block in the letter is displayed.

You can adjust the position of the address field according to your needs.

You exit the Mail Merge Wizard and click.

You can now still manually intervene in the layout if necessary.

Save Outgoing document
Save the [[Media:202110_Musterbrief - Ausgangsdokument EN.png|Outgoing document]] in the menu.

Further procedure via the "Mail merge" toolbar


The further control or the process is done via the [[Media:202110_Toolbar Mail Merge.png|"Mail Merge" Toolbar]], via menu.

Prepare Outgoing document
The [[Media:202110_Musterbrief - Ausgangsdokument EN.png|Outgoing document]] contains the address fields and the resulting [[Media:202110_Musterbrief - Ausgangsdokument - triple salutation.png|triple salutation]] and now shows the salutation possibilities (!) for for the individual documents.

Note Please, this leave absolutely so! It is correctly assigned in the form letter.

Personalize Mail Merge documents


Via the toolbar: [[Media:202110_Toolbar Mail Merge + Explanations.png|"Mail Merge" Toolbar]] you will get the individual mail merge letters in a new window.

In the individual document [[Media:202110_Musterbrief - Individuel letter example.png|(Example)]] you can now make corrections if necessary.

If all individual mail merge letters are as you want them, you can save the complete mail merge document, which is now still called "Untitled 1", as a document with or  and enter a Document name, e.g. "Mail merge letter -finished-".

Save, print, send
Via the toolbar: [[Media:202110_Toolbar Mail Merge + Explanations.png|"Mail Merge" Toolbar]] you can furthermore


 * "Save Merged Documents"
 * "Print Merged Documents"
 * "Send Email Messages".

To save, click and enter a document name, e.g. "Mail Merge -finished-", and click.

Alternatively, click "Print Merged Documents" or "Send Email Messages".

Exchange Database
You can exchange the database for your Outgoing document.

Select [[Media:202110_Menu Edit Exchange Database.png|]] in the menu.

In the [[Media:202110_Dialog Exchange Database 04.png|"Exchange database"]] dialog click on the button.

In the [[Media:202110_Dialog Open File_02.png|"Open"]] dialog, select the desired database and click.

In the [[Media:202110_Dialog Exchange Database 05.png|"Exchange database"]] dialog, select the previously selected database.

Click the button.

Register Data sources
If your data source for addresses has not been registered yet, you must register the data source now.

See: Registering an Address Book

See also: Database Overview

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Work files
[[Media:202110_Musterbrief.odt|"202110_Musterbrief.odt"]]

[[Media:202110_Musterbrief - Ausgangsdokument EN.odt|"202110_Musterbrief - Ausgangsdokument.odt"]]

[[Media:202110_Musteradressen EN.ods|"202110_Musteradressen.ods"]]

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Creating a mail merge in Writer - Version 5.2
Creating a mail merge in Writer - Version 5.2

Documentation / Manuals
Here you will find the Documentation / Manuals:

Documentation / Manuals

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