Which of the following data source(s) can't be used to create a Mail merge in Open Office Writer?
Open office . org calc
Open office . org base
MS Access
Notepad Text Document
Answers
The recommended way to create a form letter is the manual method described in Creating a form letter. If however you prefer to use the Mail Merge wizard, the technique is described below.
Before starting you should note the following limitations, current in OOo V2.3:
In Step 4 creating the salutation will only allow the sex-related Mr. and Mrs. It makes no allowance for Miss, nor does it permit sexless addressing such as Dr., or The Right Honourable.
Still in Step 4, it is possible to bodge something like Dr. Crippen, but only by creating an impossible trigger for recognising a female recipient, such that the merge defaults to male. Of course one cannot have a prefix such as ‘Dear’ in this case and it has to be manually entered in Step 6.
Again in Step 4, the General salutation is not editable and the default values are somewhat limited.
In Step 5 the layout is idiosyncratic, with paragraph marks all over the place so as to space the address block frame and salutation. To create a professional looking document will require significant editing.
If the above limitations are not a hindrance to you, then open a new document with File > New > Text Document and start the Mail Merge wizard using Tools > Mail Merge Wizard. The wizard opens, as shown below.
Step 1: . This step allows you to create a CSV (Comma Separated Values) file with a new list of address records. If you already have an address list, as we have in the "Points" spreadsheet example, click Add and select the file in which it resides. In each of the above cases a new data source will be created and registered.
Select the address list and click OK to return to step 3 of the wizard. For this example, the preceding steps are all you need to do. The wizard can also exclude certain records; click Filter not be able to continue until you have correctly matched all the fields in your chosen address block. If you see <not available> in a field position it indicates that the field in question is not correctly matched.
Step 4: Create salutation
The salutation is the initial greeting, for example, Dear Mr Jones'. In step 4, select the salutation that will appear in the letter.
Create a salutation
Create a salutation.
Step 6: Edit document and insert extra fields
In step 6 you have another opportunity to exclude particular recipients from the mail merge, as shown below.
Edit document
Edit document.
You can also edit the body of the document. If you started with a blank document, you can write the whole letter in this step. Click Edit Document to shrink the wizard to a small window so you can easily edit the letter.
Minimized mail merge wizard
Minimized mail merge wizard.
You need to perform another important task in this step. The wizard only inserts information from the name and address fields, but you may wish to add additional data. In our example, we want to tell each person how many points they had accumulated during the year; that information is in the spreadsheet.
To do this:
Click Edit Document in step 6 of the wizard.
Select Insert > Fields > Other. The Fields dialog box opens, as shown below.
Insert mail merge fields dialog box
Insert mail merge fields dialog box.
Click the Database tab.
On the left hand side, select Mail merge fields.
Under Database selection find your data source (in this example, it is a spreadsheet). Expand it to see the fields.
Click the field you want to insert, then click Insert to insert the field. You can insert any number of fields any number of times into your mail merge document.
Click Close when you are done.
Documentation note.png The Database selection lists the data source you selected in step 3. All the information you need for the letter must be contained in that data source.
Step 7: Personalize documents
In step 7, OOo creates all your letters, one per recipient.
Clicking the Edit individual Document button here is similar to step 6. The difference is that you now edit a long file containing all of the letters, so you can make changes to a particular letter to one person. In step 7 of the Mail Merge wizard, click Find to open a dialog box that allows searches within the document.
Personalize document
Personalize document.
As with step 6, when editing the document, the wizard shrinks to small window. Click on this window to expand the wizard to its full size.
Step 8: Save, print or send
You have now completed the mail merge process. The last step is to do something with it. In step 8, you can save the original sample letter, save the merged document, print the letters right away or, if you created email messages, send them.
Save, print or send
Save, print or send.
shown below appears; it should be self-explanatory.
Printing the merged document
Printing the merged document.
Answer:
(A) Open office. org Calc