1 Advanced Features of Writer-I

Styles and Formatting Window

Style Categories
LibreOffice Writer provides various styles categories :

Style Category Description

Paragraph Styles Used to modify the appearance of a paragraph by making changes to the
text alignment, tab stops, line spacing etc.
Character Styles Can be applied block of text inside a paragraph. For example, they enable
you to set the font and size of text, or apply bold and italic effects.
Frame Styles Used to format graphic and text frames, including text wrapping, borders,
backgrounds and columns.
Page Styles Used for page formatting, such as page size, margins, headers and footers,
borders and backgrounds.
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 Style Category Description
List Styles Used to select, format and position numbers or bullets in lists.
Table Styles Used for the appearance of tables of data.

Style Groups :
LibreOffice Writer provides various styles groups which you can display in the Styles and Formatting window :

Style Group Description

Hierarchical Displays the styles in the selected category in a hierarchical list. To view the
styles in a sublevel, click on the plus sign (+) next to sublevel name.
All Styles Displays all styles of the active style category.
Hidden Styles Hides all styles.
Applied Styles Displays the styles (of selected category) applied in the current document.
Custom Styles Displays all user-defined styles in the selected style category.
Automatic Displays styles appropriate to the current context.
Text Styles Displays formatting styles for text.
Document Structure Displays document for the structure
List Styles Displays formatting styles for numbered or bulleted lists.
Index Styles Displays formatting styles for indexes.
Special Styles Displays formatting styles for headers, footers, footnotes, endnotes, tables
and captions.
HTML Styles Displays a list of styles for HTML documents.
Conditional Styles Displays the user-defined conditional styles.

Let us discuss how to apply styles in a Writer document.

APPLYING STYLES
By using any of the following two methods, you can apply styles to the text :
Using the Styles and Formatting Pane
Following steps are used to apply a predefined style using the Styles and Formatting pane :
1. Open a new document in Writer.
2. Type the content as shown in Figure.

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3. Click on the Styles > Manage Styles option.

Press F11 shortcut key to open Mange Styles option.

4. A Styles and Formatting menu will open.

5. Click on the Paragraph Styles icon if it is not selected, by default.
6. Select the text on which the style is to be applied.
7. Now, scroll through the list of styles and double click on the Heading 1 style.
8. The selected style will be applied immediately.
Similarly, you can apply the other styles to the selected text.

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Modify a Style : Following are the steps to modify a style :
1. In the Manage Styles pane, right-click on the style under Paragraph Styles category and select Edit Styles….

2. A dialog box related to the style will open.

3. Do the desired changes and click on OK button.

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Using the Fill Format Mode
In the earlier section, you learnt about applying styles to selected objects, where you selected the object first
and then choosing the desired style name in Manage Styles… pane. However, if you need to apply the same
style to multiple objects located in different positions, this method of selecting and applying styles can be
time-consuming and cumbersome.
To overcome this problem, LibreOffice Writer offers a more convenient method for applying styles known as
“Fill Format Mode.” This feature proves particularly helpful when you need to apply a style to multiple scattered
objects in the document. In simpler terms, Fill Format Mode is used to apply a style to many different areas
quickly without having to go back to the Manage Styles pane and double-click every time.
Following steps are used to apply a style using the Fill Format Mode :
1. Open the Manage Styles pane by pressing F11 shortcut key.
2. Select the style which you want to apply.
3. Click the Fill Format Mode icon. The mouse pointer will now change to icon.
4. To apply a paragraph, page, or frame style, hover the mouse over the paragraph, page, or frame and click.
Or
To apply a character style, hold down the mouse button while selecting the characters, clicking on a word
applies the character style for that word.

5. Repeat this step until you applied that style to all the objects you wanted to.
6. To quit Fill Format Mode, click the Fill Format Mode icon again or press the Esc key..

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 When the Fill Format Mode is active, a right-click anywhere in the document would undo the
last Fill Format action.

CREATING A NEW STYLE

Suppose you have a document element such as a paragraph, word, frame or a page etc. which you have
formatted as per your requirement. To preserve these formatting settings for future use, you can convert it
into a style. This process can save time, because you do not have to create a new style as described above and
remember all of the formatting settings.
In Writer, you can create a new style by using any of the following methods :
Creating a New Style from a Selection
To build a custom style in Writer from a selection, follow these steps :
1. Open a document.
2. Format the text (such as a paragraph or title) as per your requirement.
3. Open the Manage Styles pane.
4. Select a style category such as select the Paragraph Styles category, in which you want to create a style.
5. Click on the Styles actions icon available in the Manage Styles pane and select New Style from Selection
option from the drop-down menu.

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6. The New Style from Selection dialog box appears.
7. Enter a Enter new style name. For example, type Heading 2 Underline.

8. Click on OK button.
9. A new style will be added in the Manage Styles pane under the selected category.

Creating a New Style using Drag and Drop

Following are the steps to build a custom style in Writer using drag and drop :
1. Open the document.

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2. Format the text (such as a paragraph or title) as per your requirement.
3. Open the Manage Styles pane and select a style category such as Paragraph Styles, under which you want
to create a style.
4. Now, select the formatted text on which you want to base the style.

5. Drag and drop the selection into the Manage Styles pane.
6. The New Style from Selection dialog box opens.
7. Type a name for the new style such as Subheading italics and click on OK button.

8. A new style will be added in the Manage Styles pane under the selected category.
Updating a New Style from Selection
To update a new style from selection, follow these steps :
1. Press F11 function key from the keyboard.
2. Manage Styles pane appears on the screen.
3. Select the text. Here the selected text has Subheading italics style, which means that if we apply and
update any extra manual formatting to the Subheading italics style, same formatting will be applied to
the content which has Subheading italics style.

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4. In the document, we have applied manual formatting i.e. font size increased to 15, highlighted with Light
Blue color and also selected Green font color etc. to the selected content which has Subheading italics
style.
5. Keep the content selected on which manual formatting is applied.
6. Click on the Update Selected Style option under Styles actions icon.

7. The selected style will be updated with the new formatting effects. Similarly, you can update another
category of styles.

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Loading a Style from a Template or Another Document
The styles you create in a document gets stored in it. Likewise, when you create styles in templates, they are
stored within the template. LibreOffice Writer also allows you to load an existing style from a template or
document into your current document.
Following are the steps to load a style from a Template or another Document :
1. Open the document in which you want to copy the styles.
2. Open Manage Styles pane by pressing F11 key.
3. In the Manage Styles pane, click on the Styles actions icon and select Load
Styles from Template.
4. The Load Styles from Template dialog box opens.
5. Select the checkboxes for the categories of styles to be copied. Choose any
or all from the following options :
(a) Paragraph and Character : It loads the paragraph and the character
styles from the selected document into the current document.
(b) Frame : It loads the frame styles from the selected document into the
current document.
(c) Page : It loads the page styles from the selected document into the
current document.
(d) List : It loads the numbering, styles from the selected document into
the current document.
(e) Overwrite : It replaces styles in the current document that have the
same name as the styles you are loading.

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6. Find and select the template or document to copy styles from a text document, click on the From File…
button. The Open dialog box appears. Locate and select the document and click on Open button.
7. Styles of the selected document or template will be loaded in the current document.

Styles with same names are automatically overwritten.

INSERTING IMAGES
In Writer, there are various ways to insert images in a text document. Some of them are as follows :
I. Inserting an Image from a File
II. Inserting an Image using Drag and Drop method
III. Inserting a Scanned Image
IV. Inserting an Image from the Gallery
I. Inserting an Image from a File : Adding an image to a text document from your computer is very easy.
You can save images on your computer from different sources like download them from the internet,
scan, or capture with a digital camera, or create using graphic applications.
Following are the steps to Insert an image from a file :
1. Position the cursor where you want to insert an image.
2. Click on the Insert menu and select the Image... option.

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 3. The Insert Image dialog box appears.
4. Locate the picture you wish to insert and select it.

5. Click on the Open button to add it to your document.

6. By default, the inserted image is centered above the paragraph that we clicked in.
7. At the bottom of the Insert picture dialog box there is a Link check box. Click on it so that Writer
creates a link to the file containing the image, instead of saving a copy of the image in the document.
II. Inserting an Image using Drag and Drop Method : Drag and drop is a method where you pick an image
from a specific location and move it by dragging it to the desired location within the document. Following
are the steps to insert an image using drag and drop method :
1. Open the document.
2. Move the cursor to the location where you want to insert the image.
3. Now, locate the image on your computer.
4. Select the image and drag it into your document.
5. The image will be inserted into the document.

The drag and drop method saves a copy of the image file in the Writer document by embedding it.
While dragging the image, hold down the Ctrl+Shift keys to link the file instead of embedding it.

III. Inserting a Scanned Image : If you want to insert a scanned image in a text document, it’s important to
ensure that your computer is connected to a scanner and the necessary scanner software drivers must be
installed. Writer has a feature to directly call the scanning application and insert the scanned item into
the document as an image.
Following are the steps to insert a scanned image in the document :
1. Position the cursor where you want to insert the scanned image.
2. Click on the Insert menu and then select Media.
3. A submenu appears.

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 4. Select Scan > Select Source....

5. The Select Source dialog box opens. Select the scanning source (a scanner that you want to use to
scan an image) from the list available under Sources.
6. After choosing the device, select Insert > Media > Scan > Request…
7. This will scan an image and open it in the imaging software.
8. Here, you can adjust settings for the image quality, size and other settings.
9. Make the required changes and click on OK.
While this process is quick and easy, it might not produce a high-quality image at the correct size. Before
inserting the content into LibreOffice, you can enhance the image quality by scanning it using graphics software.
IV. Inserting an Image from the Gallery : The LibreOffice Writer Gallery contains ready-to-use objects (Arrows,
Bullets, Diagrams, Icons and so on). It does not have many graphics, but it provides the options to add
your own pictures or find extensions to more graphics.
Following are the steps to insert an image from Gallery into your documents :
1. Select the Insert menu and click on the Media > Gallery option.
2. The Gallery opens at the right of the document window.
3. Navigate through it to find the desired image or object and select it.
4. Drag and drop the selected object in the document.
Or

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 Right-click on the picture and choose Insert.
Or
Right-click on the picture and choose Copy and Paste it on the document area.

CREATING DRAWING OBJECTS

In Writer, you can also create graphics, such as simple diagrams or flowcharts, etc., using rectangles, circles,
lines and other objects. The Drawing toolbar offers a range of tools for creating these graphics. Following are
the steps to view the Drawing toolbar in your document :
1. Click on View menu.
2. Select Toolbars > Drawing.

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3. Drawing toolbar will be displayed.

To use any tool from the Drawing toolbar, follow the given steps :
1. Open a Writer document.
2. Select the required shape, for example, a rectangle, from the Drawing tool bar.
3. The mouse pointer changes to a cross hair symbol.
4. Now, hold the mouse button and drag to draw the required drawing object. Release the mouse button.

5. Observe that the selected drawing function remains active, so you can draw more objects of the same
type.
6. If you want to cancel the selected drawing function, press the Esc key or click on the Select icon (the
arrow) on the Drawing tool bar.
Once you’ve drawn an object, you can now modify its properties, such as fill colour, line type and weight,
anchoring, etc., using the Drawing Object Properties toolbar. You can also right-click on the drawing object
and click on the desired option from the context menu. Select the required settings from the corresponding
dialog boxes.

PROPERTIES OF DRAWING OBJECTS AND IMAGES

When you insert an image or graphics or a drawing object in your document, you have the option to look and
modify its properties such as brightness, contrast, colour mode (such as grayscale, black and white, watermark)
from the Properties pane.
I. To view the properties of a Drawing object/image/picture, simply select it.
II. When you select an image, you will see its properties in the right pane (see below).
III. If you are not able to see its properties, click on the Properties icon on the sidebar (see below). If sidebar
is not visible, click View > Sidebar.

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As you can see that each image has some properties. While properties such as width and height may be self-
explanatory, you should also know about the following four properties.
I. Brightness refers to the overall lightness or darkness of the image.
II. Contrast refers to the difference in brightness between objects or regions.
III. Color mode is the way the color channels of an image are used to display the image.
(a) Default means no changes in the default colors.
(b) Grayscale means image will have shades of greys only;
(c) Black/white means the image will have only two colors black and white.
(d) Watermark means the image will be totally transparent that it can be the background on the page
and other things are easily visible over it.
IV. Transparency is an interesting property that permits you to control the level of transparency in an image,
ranging from 0% (completely opaque) to 100% (fully transparent).

MODIFYING, RESIZING, CROPPING, DELETING IMAGES/DRAWING

OBJECTS
Once you have inserted image/picture/graphics in your document, you can change its look and appearance
as per your requirements. Let us see how to do it.
Modifying Image/Graphics/Drawing Object
To modify an image/graphics property, open its properties. In the properties section, you can modify the
image properties like brightness, contrast, color mode (colour or grayscale etc.), transparency, position and
size etc.
Resizing/Deleting on Image/Graphics/ Drawing Object
After inserting the image in your document, you can resize (also known as scaling) it as per your need. For
this you need to :
1. Select the image by clicking on it.

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2. The selected image will be outlined with sizing handles, which are represented by small white squares
along its edges.
3. Drag any of the sizing handles to increase/decrease the image size or you may type the exact values in
Properties section on the right.

To delete an image :
1. Select the image by clicking on it so that sizing handles appear.
2. Press Delete key.
Cropping on Image/Graphics
Cropping means removing a portion of an image. Cropping removes a continuous section, i.e., you cannot
remove random parts of an image.
To crop an image, do the following :
1. Select the image by clicking on it.
2. Right click the image and click Properties.

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3. Image dialog box will get open.

4. Click on Crop tab and specify crop settings in crop section.

5. Once done click OK.

GROUPING DRAWING OBJECTS

It is often convenient to group the drawing objects together so that they can be treated as a single object. By
grouping these drawing objects, you gain more control over the entire set. You can apply the formatting
features to all of the objects at once.
Following are the steps to group the drawing objects :
1. Draw four or five drawing objects.
2. Click on the Select tool on the Drawing toolbar.
3. Drag it over the objects to select them.
4. Once, all the objects are selected, click on Format > Group > Group. Or Click on the Group button on the
Drawing Object Properties tool bar. Or Right-click and select Group from the context menu.

5. All the selected objects will be grouped.

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 POSITIONING THE IMAGE IN THE TEXT
When you place image in a document, you may need to arrange text around the image in multiple ways.
Positioning of an image is controlled by four settings :
I. Text wrapping
II. Anchoring
III. Alignment
IV. Arrangement
I. Text Wrapping : Text wrapping refers to the arrangement of text around images within a document. The
Wrap setting determines the relation between the text and the graphic. To wrap text around an image,
do the following :
1. Select image by clicking on it.
2. Select desired wrap option from the Properties pane in the right pane.
Or
Right click the image and select Wrap from shortcut menu and choose desired wrap option (see
below) :
Writer provides following Text Wrap settings :

None This option positions the text both

above and below the image, but it
does not flow around the image.

Before The text flows before the image.

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 After The text flows after the image.

Parallel The text flows before and after the

image.

Wrap Through This option overlays the image on

top of the text, meaning the image
is positioned above the text. To
ensure the text beneath the image
is visible, this option should be used
alongside the image-transparency
setting.

Optimal This option allows the text to wrap

around the image. When you move
the image across the page, the text
adjusts and rearranges to occupy
the space both to the left and right
of the image. Optimal Page Wrap
prevents text from being placed to
the side of the image if the spacing
between the image and the margin
is less than 2 cm.

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II. Anchoring : Anchoring refers to the reference point used for determining the horizontal/vertical placement
of images. An image always has an anchor point with the icon. To set the anchoring type, click on the
Anchor icon in the Frame toolbar and choose one of the options as shown in the figure below.

Anchoring can be of one of the following types :

To Paragraph The graphic is associated with a paragraph and moves with the paragraph. This
method is used most often.
To Character The graphic is associated with a character and moves with the character.
As Character The graphic is placed in the document like a regular character and, therefore,
affects the height of the text line. The graphic moves with the paragraph as you
add or delete text before the paragraph. This method is useful for adding a
small (inline) icon in a sentence.

III. Alignment : Aligning images refers to position the images relative to the anchor. There are three ways to
align images horizontally (left, center and right) and three for aligning images vertically (top, center, and
bottom). The images which are anchored as character cannot be horizontally aligned.

IV. Arrangement : The arrangement feature manages the stacking order of images, determining their
placement in relation to one another. You can control the arrangement using the buttons found in the
Frame Toolbar.

Bring to front Bring graphic to the front, i.e., on top of all the images
Forward One Brings the image one level up in the stack. Depending on the number of
overlapping objects, you may need to apply this option several times to
obtain the desired result.
Back One Sends the image one level down in the object stack.
Send to back Send graphic behind all the images
To Background/ Only available for drawing objects; moves the drawing object behind or in
To Foreground front of the text respectively.

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 TEMPLATE
A template is a pre-designed layout that includes sample content, themes, colours, font styles, background
styles and more. It serves as an initial framework to start creating a document. Writer offers a range of
predefined templates with the help of which you can create your own document easily and quickly. For
example, when creating a business letter, you can use a letter template and make modifications only to the
sections that require change.

USING A PREDEFINED TEMPLATE

To create a document using a predefined template, follow these steps :
1. Click on the File menu.
2. Select New > Template….

Or
On the Standard toolbar, click on the drop-down arrow next to the New icon and select Templates….
3. Templates window displays.
4. Select the required template.

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5. Click on Open button.
6. A new document based on the selected template will open in Writer.
7. Now, you can edit the document according to your requirement.

CREATING A NEW TEMPLATE

A template can be created in Writer by saving a document with .odt extension. Following are the steps to
create a template of your document :
1. Create a new document.

2. While creating a document, add the content that you intend to use further. For example, company name,
company logo, copyright statement etc. Also, apply the required formatting.
3. Click on the File menu.
4. Select Templates > Save as Template… option.

5. Save As Template dialog box will appear. All the existing categories of templates are displayed here.
6. Enter a name for the template in the Enter Template Name textbox, for example, Company Letterhead.

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7. Select the template category in the Select Template Category list.

8. Click on the Save button.

9. A new template of your document will be saved in the My Templates folder.

The category of the template does not affect the template. It is only the folder in which you
save the template. Selecting a relative category makes it easier to locate the template when
you want to use it in your file.

USING AN EXISTING TEMPLATE

Templates are mainly used because they contain predefined text and help save time by preventing the need
to retype while creating a new document. For example, a letter template may contain your company’s logo,
name, address, etc.
Following are the steps to open or reuse the saved template :
1. Click on File.
2. Select New > Templates….
3. Templates dialog box will appear.
4. You will see your template in it.
5. Select the required template.

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6. Click on Open.
7. A new document opens with the selected template.

SETTING A DEFAULT TEMPLATE

When you create a document by selecting File > New> Text Document (or Spreadsheet, Presentation, or
Drawing) from the main menu, LibreOffice creates the document from the default template for that type of
document. You can, however, set a custom template to be the default. You can reset the default template
later on if you desire.
Setting up a Custom Default Template
Following are the steps to set a default template :
1. Click on File > New > Templates… option.
2. Templates window appears on the screen.
3. Select the template which you want to set as default.
4. Right click on the selected template.
5. A submenu appears. Click on Set as Default option.

6. Click on Open button.

RESETTING DEFAULT TEMPLATES

Following are the steps to reset the original default template :
1. Click on File > New > Templates… option.
2. Templates window appears on the screen.
3. Click on Manage button on the upper right side.
4. Click on Reset Default Text Document option.

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5. Click on Close button.

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 2 Advanced Features of Writer–II
CREATING A TABLE OF CONTENTS
Following are the steps to create the table of contents :
1. Create a document.
2. Use different paragraph styles for different heading levels such as ‘Heading 1 ‘ style for chapter titles,
the ‘Heading 2’ and ‘Heading 3’ styles for chapter headings and sub-headings respectively.

3. Place the cursor where you want the table of contents to be inserted.
4. Click on the Insert menu.
5. Select Table of Contents and Index option.
6. A sub-menu appears on the screen. Select Table of Contents ,Index or Bibliography.

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 7. Table of Contents, Index or Bibliography window appears on the screen.

8. Type the name of Title and select desired title’s Type.

9. Click on OK button. The result will look like the figure below :

The TOC will be automatically created and appears with a grey background colour around the text.

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 CUSTOMISING THE TABLE OF CONTENTS
In Writer, a table of contents can be customised in many ways. To customise the table of contents, follow
these steps :
1. Right-click on the table of contents and select the Edit Index option.

2. The Table of Contents, Index or Bibliography dialog box appears.

3. The Table of Contents, Index or Bibliography dialog box consists of five tabs. You can use the options
given under each tab to customise the table of contents :
(a) The Type tab helps to set the attributes of the TOC, for example, the type of index.
(b) The Entries tab provides you with the ability to format and set exactly how each entry in the table
of contents will be displayed.
(c) The Styles tab provides options for applying paragraph styles to the table of contents.
(d) The Columns tab is used to arrange the TOC into more than one column.
(e) The Background tab has the options to add colour or a graphic to the background of the TOC.
4. After making all of your changes, click OK to save the table of contents.
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Applying Character Styles
Character styles can be applied to individual level of headings. For this follow the given steps :
1. Right-click on the table of contents and select the Edit Index option.
2. The Table of Contents, Index or Bibliography dialog box appears.

3. In Table of Contents, Index or Bibliography dialog box click on the Entries tab :
(a) On the Structure and Formatting line, click the button representing the element to which you want
to apply a style.
(b) From the Character style drop-down list, select the desired style.
4. Click on the Edit… option.
5. Character Style Definition dialog box will open. You can change the font, font size and other elements.

6. Click on OK button.
7. Table of Contents, Index or Bibliography dialog box appears again. Click on OK button.
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 8. Writer applies the selected style to the selected element.

MAINTAINING A TABLE OF CONTENTS

Sometimes, after creating the TOC you want to make changes in the document. In such a situation, you need
to perform some basic operations as listed below :
I. Update the table of contents after changes have been made to the document
II. Delete the table of contents
I. Updating the Table of Contents
Writer does not automatically update the table of contents (TOC), so it’s necessary to manually update
the TOC every time you make changes to the document. To update a document’s table of contents,
follow these steps :
1. Right-click anywhere in the table of contents.
2. The context menu appears.
3. From the context menu, choose Update Index.

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 4. Writer updates the table of contents to reflect the changes in the document.

II. Deleting the Table of Contents

To delete the table of contents from a document, follow these steps :
1. Right-click anywhere in the table of contents. The context menu appears.
2. From the context menu, choose Delete Index.

3. The table of contents will be deleted.

MAIL MERGE
Mail merge in Writer is a feature that allows you to create personalized documents, such as letters, emails
and labels, for multiple recipients. This feature is particularly useful for tasks like sending bulk emails, printing
form letters, or producing mailing labels with different recipient information.

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To send mails by mail merge, you need two essential components :
• Main Document, typically a letter template.
• Data Source, which contains the recipient’s addresses and information.
For doing Mail Merge, a document is typed as the main document which is sent to different recipients, whose
data are available in the data source file.
Main Document
The main document contains the contents of the letter that remains the same for each of the merged document.
It can contain text, images, letter, graphics and other elements. It also contains the field names and address
which are used to fetch recipient names and other details from the data source file.
Data Source
The data source is a file that includes the names and addresses of recipients, which will be merged with the
document during the mail merge process.
Mail Merge
To send letter through Mail Merge feature :
1. Open the document and type the letter that you want to send as a main document.
2. Click on Tools menu and select Mail Merge Wizard… option.

3. Mail Merge Wizard window will open. The Wizard will guide you through eight steps which are explained
below :
Step 1 : Selecting the Main Document :
This step involves creating or selecting the Main Document that will be sent to the recipient. This provides
five options for the Main document :
(a) Use the current document
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(b) Create a new document
(c) Start from existing document
(d) Start from a template
(e) Start from a recently saved starting document

For our use, click to Use the current document. Click on Next button.

Step 2 : Selecting document type

This step helps in selecting whether the document has to be sent as a simple letter or as an e-mail. Select
Letter radio button. Click on Next button.

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Step 3 : Inserting Address block
To insert address block :
(a) Click on Select Address List button to select the desired address. It will display the list of already created
data sources from which we can select.

(b) This step helps in selecting and creating database of address of target recipients.

(c) Create a new database by clicking on Create… button.

(d) It will open New Address List dialog box.

(e) Enter the particulars of recipients.

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(f) After entering the details of one recipient, click on New button to enter new record.
(g) After entering all details, click on OK button. We can click on Customize… option to use only required
field and delete the ones not required. Select the required field and then click Delete to remove. We can
also use arrow keys to shift order of the fields accordingly and place the field where we need. There is
an option to add a field from our own side as well. We can also rename a field with a name that suits our
database. It displays number of records entered. We can use arrow keys to navigate.
(h) Save As dialog box appears on the screen. There should be no space in the file name while saving.
(i) Enter the name of database file of address and click on Save button to save the database.

(j) The new database file is added in the Select Address List dialog box.

(k) Click on OK button.

(l) Mail Merge Wizard dialog box will open again, then click on Next button.

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(m) Select the address block. If it does not display, click on New and select the fields that were customised
to make address block.
(n) Click on More > New > select fields
If message appears ‘not yet matched’, it means that there is some error in making the address block and some
redo is required.
Step 4 : Creating Salutation
This step enables to add salutation mark for signifying the beginning of name based upon the type of recipient.
Add salutation and click on Next button.

Step 5 : Adjusting Layout

This step enables to provide a layout for contents in letter. Select a layout and adjust it as per your requirement.
Click on Finish button.

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Following screen will appear :

Editing Document
You can use the other options on the Mail Merge toolbar, such as

(a) To exclude some of the recipient check on the checkbox of Exclude recipient.
(b) To save the merged document, click on the Save Merged Documents button.
(c) To print the merged document, click on the Print Merged Documents button.
(d) To send the letters by email, click on the Send Email Messages button.
Printing Address Labels
To Print Address Labels :
1. Click on File menu and select New option.

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 2. Click on the Labels option from the submenu.

3. On the Labels tab page, select the format of the label sheets we want to print on. Here, we have selected
Sheet option.
4. Choose the Database and Table to get the data.
5. Select fields of the database whose contents need to be printed.
6. Click the button that shows a left arrow to insert the database field into the Label text box.
7. Continue to select and insert database fields if we want more fields on every label. We can press Enter
to insert a new line and type any character to insert fixed text.

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 8. Enable Synchronize contents on the Options tab.

9. Click New Document button.

If we enable this, a small window opens with a Synchronize Labels button. Now, we only need to work
on the first label on the labels document and then click the Synchronize Labels button to copy the work
to every label of the document.

10. Press Ctrl + P to print the label. A dialog box appears on the screen.

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11. Click on Yes button. Mail Merge window appears on the screen.

12. Click the desired output mode. Here, we have selected Printer. Click on OK button.
13. Print dialog box appears on the screen. Choose the desired settings.

14. Click on Print button.

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