UNIT 1:

DIGITAL
DOCUMENTATION
(ADVANCED)
1. CREATE AND APPLY STYLES
IN THE DOCUMENT
2. INSERT AND USE IMAGES
3. CREATE AND USE
TEMPLATE
5. IMPLEMENT MAIL MERGE
1.CREATE AND APPLY
STYLES IN THE
DOCUMENT
https://www.youtube.com/watch?v=D1YY3RGh7qs
A style is a set of formats that you can apply to selected pages, text,
frames, and other elements in your document to quickly change their
appearance. When you apply a style, you apply a whole group of formats
at the same time.
Styles are logical attributes. Using styles means that you stop saying
“font size 14pt, Times New Roman, bold, centered”, and you start saying
“Title” because you have defined the “Title” style to have those
characteristics. In other words, styles mean that you shift the emphasis
from what the text (or page, or other element) looks like, to what the text
is.
Styles help improve consistency in a document. They also make major
formatting changes easy. Styles make the task easy https://www.youtube.com/watch?
v=D1YY3RGh7qs
OpenOffice.org supports the following types of styles:
•Page styles include margins, headers and footers, borders and
backgrounds. In Calc, page styles also include the sequence for
printing sheets.
•Paragraph styles control all aspects of a paragraph’s
appearance, such as text alignment, tab stops, line spacing, and
borders, and can include character formatting.
•Character styles affect selected text within a paragraph, such as
the font and size of text, or bold and italic formats.
•Frame styles are used to format graphic and text frames,
including wrapping type, borders, backgrounds, and columns.
•Numbering styles apply similar alignment, numbering or bullet
characters, and fonts to numbered or bulleted lists.
•Cell styles include fonts, alignment, borders, background,
number formats (for example, currency, date, number), and cell
protection.
•Graphics styles in drawings and presentations include line,
area, shadowing, transparency, font, connectors, dimensioning,
and other attributes.
•Presentation styles include attributes for font, indents, spacing,
alignment, and tabs.
Applying styles
OpenOffice.org provides several ways for you to select styles to apply.
•Using the Styles and Formatting window
•Click the Styles and Formatting icon located at the left-hand end
of the object bar, or click Format > Styles and Formatting, or press
F11. The Styles and Formatting window shows the types of styles
available for the OOo (OpenOffice.org) component you are using.
Figure 1 shows the window for Writer, with Page Styles visible.
You can move this window to a convenient position on the screen or
dock it to an edge (hold down the Ctrl key and drag it by the title bar to
where you want it docked).
•Click on one of the icons at the top left of the Styles
and Formatting window to display a list of styles in a
particular category.
•To apply an existing style (except for character
styles), position the insertion point in the paragraph,
frame, or page, and then double-click on the name of
the style in one of these lists. To apply a character
style, select the characters first.
•Using Fill Format mode
Fill format mode is used to apply a style to many different areas quickly without having
to go back to the Styles and Formatting window and double-click every time. This
method is quite useful when you need to format many scattered paragraphs, cells, or
other items with the same style.
1) Open the Styles and Formatting window and select the style you want to apply.
2) Click the Fill Format mode icon
3) To apply a paragraph, page, or frame style, hover the mouse over the
paragraph, page, or frame and click. 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. Repeat step 3 until you made all the changes for
that style.
4) To quit Fill Format mode, click the Fill Format mode icon again or press
the Esc key
Creating new (custom) styles
You may want to add some new styles. You can do this in two
ways:
•Creating a new style from a selection
You can create a new style by copying an existing manual format
This new style applies only to this document; it will not be saved
in the template.
•Open the Styles and Formatting window and choose the type o
style you want to create.
•In the document, select the item you want to save as a style.
•In the Styles and Formatting window, click on the New Style
from Selection icon (refer Figure 2).
•In the Create Style dialog, type a name for the new
style. The list shows the names of existing custom
styles of the selected type. Click OK to save the new
style.
•Dragging and dropping to create a style
You can drag and drop a text selection into the Styles and Formatting
window to create a new style.
Select some text and drag it to the Styles and Formatting window. If
Paragraph Styles are active, the paragraph style will be added to the list. If
Character Styles are active, the character style will be added to the list.
Modifying styles
OpenOffice.org provides several ways to modify styles (both the
predefined styles and custom styles that you create):
•Updating a style from a selection
•Load or copy styles from another document or template
•Updating a style from a selection
To update a style from a selection:
•Open the Styles and Formatting window.
•In the document, select an item that has the format you
want to adopt as a style.
•In the Styles and Formatting window, select the style
you want to update (single-click, not double-click), then
long-click on the arrow next to the New Style from
Selection icon and click on Update Style(Refer Figure
3).
•Loading styles from a template or document
You can copy styles by loading them from a template or another document:
•Open the document you want to copy styles into.
•In the Styles and Formatting window, long-click on the arrow next to the
New Style from Selection icon, and then click on Load Styles.
•On the Load Styles dialog (Figure 4), find and select the template you want
to copy styles from.
•Select the categories of styles to be copied. Select Overwrite if you want
the styles being copied to replace any styles of the same names in the
document you are copying them into.
•Click OK to copy the styles. You will not see any change on screen.
2. INSERT AND USE
IMAGES
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 INSERTING AN IMAGE FILE

Images can be added to a document in

several ways: by inserting an image
file, directly from a graphics program or
a scanner, or from the OOo Gallery.
•Drag and drop
•Open a file browser window and locate the image you want to insert.
•Drag the image into the Writer document and drop it where you want it to
appear. A faint vertical line marks where the image will be dropped.
This method embeds (saves a copy of) the image file in the Writer document.
To link the file instead of embedding it, hold down the Control+Shift keys while
dragging the image.
•Insert Picture dialog
•Click in the OOo document where you want the image to appear.
•Choose Insert > Picture > From File from the menu bar.
•On the Insert Picture dialog (see Figure 5), navigate to the file to be inserted,
select it, and click Open.
At the bottom of the dialog are two options, Preview and Link. Select
Preview to view a thumbnail of the selected image on the right, so you
can verify that you have the correct file. See below for the use of Link.
•Inserting an image from the clipboard
Using the clipboard, you can copy images into an OOo document
from another OOo document and from other programs. To do this:
•Open both the source document and the target document.
•In the source document, select the image to be copied.
•Move the mouse pointer over the selected image and press
Control+C to copy the image to the clipboard.
•Switch to the target document.
•Click to place the cursor where the graphic is to be inserted.
•Press Control+V to insert the image.
•Inserting an image using a scanner
If a scanner is connected to your computer, OOo can call the
scanning application and inserted the scanned item into the OOo
document as an image. To start this procedure, click where you
want the graphic to be inserted and select Insert > Picture >
Scan > Select Source.
Although this practice is quick and easy, it is unlikely to result in
a high-quality image of the correct size. You may get better
results by scanned material into a graphics program and
cleaning it up there before inserting the resulting image into
OOo.
•Inserting an image from the Gallery
The Gallery provides a convenient way to group reusable objects such as
graphics and sounds that you can insert into your documents. The
Gallery is available in all components of OOo. It does not come with
many graphics, but you can add your own pictures or find extensions
containing more graphics. To insert a Gallery image into a Writer
document:
•To open the Gallery, click on the Gallery icon
(located in the right side of the Standard toolbar) or choose Tools >
Gallery from the menu bar.
•Navigate through the Gallery to find the desired picture.
•To insert the picture, click and drag it from the Gallery into the Writer
document. You can also right-click on the picture and choose
Insert>Copy.
Figure 6 shows an example of an image dragged from
the Gallery.
By default, the Gallery is docked above the Writer workspace. To expand the
Gallery, position the pointer over the line that divides it from the top of the
workspace. When the pointer changes to parallel lines with arrows, click and
drag downward. The workspace resizes in response.
To expand the Gallery without affecting the workspace, undock it so it floats
over the workspace. To do so, hold down the Control key and double-click on
the upper part of the Gallery next to the View icons. Double-click in the same
area while holding down the Control key to dock it again (restore it to its
position over the workspace).
When the Gallery is docked, to hide it and view the full Writer workspace, click
the in the middle of the thin bar separating the Gallery from the workspace.
To close the Gallery, choose Tools > Gallery to uncheck the Gallery entry, or
click on the Gallery icon again.
Modifying an image
When you insert a new image, you may need to modify it to suit the document.
Here we will discuss the use of the Picture toolbar, resizing, cropping, and a
workaround to rotate a picture.
•Using the Picture toolbar
When you insert an image or select one already present in the document, the
Picture toolbar appears. You can set it to always be present (View > Toolbars >
Picture). Picture control buttons from the Picture toolbar can also be added to
the Standard Toolbar.
Two other toolbars can be opened from this one: the Graphic Filter toolbar, which
can be torn off and placed elsewhere on the window, and the Color toolbar, which
opens as a separate floating toolbar.
From these three toolbars, you can apply small corrections to the graphic or
obtain special effects.
 Graphics mode
You can change color images to grayscale by selecting the image and then
selecting Grayscale from the Graphics mode list.
Flip vertically or horizontally
To flip an image vertically or horizontally, select the image, and then
click the relevant icon.
Filters
Table 1 provides a short description of the available filters, however
the best way to understand them is to see them in action. Feel free to
experiment with the different filters and filters settings, remembering
that you can undo all the changes by pressing Ctrl+Z or
Alt+Backspace or by selecting Edit > Undo.
Color
Use this toolbar to modify the individual RGB color
components of the image (red, green, blue) as well as the
brightness, contrast, and gamma of the image. If the result is
not satisfactory, you can press Control+Z to restore the default
values

Transparency
Modify the percentage value in the Transparency box on
the Picture toolbar to make the image more transparent.
This is particularly useful when creating a watermark or
when wrapping the image in the background.
Table 1: Graphic filters and their effects
•Using the formatting toolbar and Picture dialog
When an image is selected, you can customize some aspects of its
appearance using the tools available on the Formatting toolbar as well as
in the dialog that is shown by right-clicking on the image and selecting
Picture. You can, for example, create a border around the image, selecting
style and color; or you can (in the Borders page of the Picture dialog) add
a shadow to the image.
•Cropping images
When you are only interested in a section of the image for the purpose of
your document, you may wish to crop (cut off) parts of it. To start cropping
the image, right-click on it and select Picture from the pop-up menu. In the
Picture dialog box, select the Crop page (see Figure 7).
In the Crop page, you can control the following parameters:
•Keep scale / Keep image size
When Keep scale is selected (default), cropping the image does not
change the scale of the picture.
When Keep image size is selected, cropping produces enlargement
(for positive cropping values), shrinking (for negative cropping values),
or distortion of the image so that the image size remains constant.
•Left, Right, Top, and Bottom
The image is cropped by the amount entered in these boxes. For
example, a value of 3cm in the Left box cuts 3 cm from the left side of
the picture.
•When Keep scale is selected, the size of the image also changes,
so in this example the width will be reduced by 3 cm.
•When Keep image size is selected, the remaining part of the image
is enlarged (when you enter positive values for cropping) or shrunk
(when you enter negative values for cropping) so that the width and
height of the image remains unchanged.
•Width and Height
The Width and Height fields under either Scale or Image size change
as you enter values in the Left, Right, Top, and Bottom fields. Use the
thumbnail next to these fields to determine the correct amount by
which to crop.
•Resizing an image
The inserted image might not fit perfectly into the document if it is too big
or too small. In these cases, you can use Writer to resize the image.
•Click the picture, if necessary, to show the green resizing handles.
•Position the pointer over one of the green resizing handles. The pointer
changes shape giving a graphical representation of the direction of the
resizing.
•Click and drag to resize the picture.
•Release the mouse button when satisfied with the new size.
The corner handles resize both the width and the height of the graphic
object simultaneously, while the other four handles only resize one
dimension at a time.
 Be aware that re-sizing a bit-mapped (raster) image will
adversely affect the resolution, causing some degree of blurring.
It is better to externally
size your picture
correctly before insertion
into your presentation, if
possible.
Figure 8 shows three
examples of an image
inserted into a document
and resized.
For more accurate resizing, use either the Crop page of the Picture dialog box
(Figure 7) or, for images, the Type page of the Picture dialog box. On the Crop
page you can adjust the following settings:
•Scale Width and Height: specify in percentages the scaling of the picture. The
size of the image changes accordingly. For a scaled resizing, both values should
be identical.
•Image size: specify the size of the image in your preferred unit of measurement.
The image enlarges or shrinks accordingly.
•Original size button: when clicked, restores the image to its original size.
In the Type page of the Picture dialog box, select the Relative option to toggle
between percentage and actual dimension. For a scaled resizing, select the Keep
ratio option. As for the Crop page, clicking on the Original Size button restores
the original image size.
•Rotating a picture
Writer does not provide a tool for rotating. a picture; however, there is a
simple workaround:
•Open a new Draw or Impress document (File > New > Drawing or File
> New > Presentation).
•Insert the image you want to rotate. You can use any of the
mechanisms described in “Error! Reference source not found.” on
page 6, although there are some slight variations in the position of the
menu entries and icons.
•Select the image, then in the Drawing toolbar (shown by default at the
bottom of the window in Impress and Draw), select the Rotate icon
from the Effects tear-off toolbar
•Rotate the image as desired. Use the red handles at the corners of the
picture and move the mouse in the direction you wish to rotate. By
default the picture rotates around its center (indicated by a black
crosshair), but you can change the pivot point by moving the black
crosshair to the desired rotation center.
•Select the rotated picture by pressing Ctrl+A, then copy the image to
the clipboard with Ctrl+C.
•Finish by going back to the location of the Writer document where
the image is to be inserted and pressing Ctrl+V.
Creating drawing objects
To begin using the drawing tools, display the Drawing toolbar
(Figure 9), by clicking View > Toolbars > Drawing.
To use a drawing tool:
•Click in the document where you want the drawing to be anchored. You can change the
.
anchor later, if necessary.
•Select the tool from the Drawing toolbar (Figure 7). The mouse pointer changes to a
drawing-functions pointer
•Move the cross-hair pointer to the place in the document where you want the graphic to
appear and then click-and-drag to create the drawing object. Release the mouse button.
The selected drawing function remains active, so you can draw another object of the
same type.

•To cancel the selected drawing function, press the Esc key or click on the Select icon
(the arrow) on the Drawing toolbar.

•You can now change the properties (fill color, line type and weight, anchoring, and
others) of the drawing object using either the Drawing Object Properties toolbar or the
choices and dialog boxes reached by right-clicking on the drawing object.
Set or change properties for drawing objects

To set the properties for a drawing object before you draw it:
•On the Drawing toolbar (Figure 9), click the Select tool.
•On the Drawing Object Properties toolbar (Figure 10), click on the icon
for each property and select the value you want for that property.
•For more control, or to define new attributes, you can click on the Area
or Line icons on the toolbar to display detailed dialog boxes.
The default you set applies to the current document and session. It is not
retained when you close the document or close Writer, and it does not
apply to any other document you open. The defaults apply to all the
drawing objects except text objects.
To change the properties for an existing drawing object:
•Select the object.
•Continue as described above.
You can also specify the position and size, rotation, and slant and
corner radius properties of the drawing object:
•Right-click on the drawing object and then click Position and Size
from the pop-up menu. The Position and Size dialog box is
displayed.
•Choose any properties, as required.
Resizing a drawing object
The same considerations for resizing an image apply also to
resizing an object. Select the object, click on one of the eight
handles around it and drag it to its new position. For a scaled
resizing, select one of the corner handles and keep the Shift key
pressed while dragging the handle to its new position.
For more sophisticated control of the size of the object, select
Format > Object > Position and Size from the menu bar. Use
the Position and Size dialog box to set the width and height
independently. If the Keep ratio option is selected, then the two
dimensions change so that the proportion is maintained, allowing
for a scaled resizing.
Grouping drawing objects
To group drawing objects:
•Select one object, then hold down the Shift key and
select the others you want to include in the group. The
bounding box expands to include all the selected objects.
•With the objects selected, hover the mouse pointer over
one of the objects and choose Format > Group > Group
from the menu bar or right-click and choose Group >
Group from the pop-up menu.
Positioning image/graphics within the text
When you add a graphic to a text document, you need to
choose how to position it with respect to the text and other
graphics. The positioning of graphics is often rather time-
consuming and may be very frustrating for both
inexperienced and experienced users. As Writer is a word
processor rather than a desktop publishing program, there
are some limitations to the flexibility in positioning images
and it takes time to get things exactly as you would like them.
Positioning of a graphic is controlled by four settings:
•Arrangement refers to the placement of a graphic on an imaginary vertical
axis. Arrangement controls how graphics are stacked upon each other or
relative to the text.
•Alignment refers to the vertical or horizontal placement of a graphic in
relation to the chosen anchor point.
•Anchoring refers to the reference point for the graphics. This point could
be the page, or frame where the object is, a paragraph, or even a
character. An image always has an anchor point.
•Text wrapping refers to the relation of graphics to the surrounding text,
which may wrap around the graphic on one or both sides, be overprinted
behind or in front of the graphic, or treat the graphic as a separate
paragraph or character.
The settings can be accessed in a number of ways, depending on the nature of the graphics:
•From the Format menu, where you can find Alignment, Arrange, Wrap, and Anchor (both
for images and drawing objects).
•From the pop-up menu displayed when you right-click on the graphic.
•From the Object toolbar shown in Figure 11.
•For images, from the Type and Wrapping pages of the Picture dialog box. Note that you
cannot control the arrangement using the dialog box. To open the Picture dialog box, click on
the image to select it and then choose Format > Picture or right-click on the graphic and
choose Picture on the pop-up menu.
•For drawing objects, from the Position and Size page of the Position and Size dialog box. To
open the Position and Size dialog box, click on the drawing object to select it and then
choose Format > Object > Position and Size or right-click on the graphic and choose
Position and Size on the pop-up menu. Note that you can only control the alignment and
anchoring.
 3. CREATE
AND
USE TEMPLATE
https://www.youtube.com/watch?v=N8zBF5E1vys
A template is a model that you use to create other documents. For example, you can
create a template for business reports that has your company’s logo on the first page.
New documents created from this template will all have your company’s logo on the
first page.
Templates can contain anything that regular documents can contain, such as text,
graphics, a set of styles, and user-specific setup information such as measurement
units, language, the default printer, and toolbar and menu customization.
All documents in OpenOffice.org (OOo) are based on templates. You can create a
specific template for any document type (text, spreadsheet, drawing, presentation). If
you do not specify a template when you start a new document, then the document is
based on the default template for that type of document. If you have not specified a
default template, OOo uses the blank template for that type of document that is
installed with OOo.
Creating a Template
You can create your own
templates in two ways: from a
document, and using a wizard.
•Creating a template from a document
To create a template from a document:
•Open a new or existing document of the type you want to make into a template (text
document, spreadsheet, drawing, presentation).
•Add the content and styles that you want.
•From the main menu, choose File > Templates > Save. The Templates dialog opens
(see Figure 12).
•In the New template field, type a name for the new template.
•In the Categories list, click the category to which you want to assign the template. The
category you choose has no effect on the template itself; it is simply the folder in which
you save the template. Choosing an appropriate category makes it easier to find the
template when you want to use it. For example, you might save Impress templates
under the Presentations category.
•Click OK to save the new template.
Any settings that can be added to or modified in a document can be saved
in a template. For example, below are some of the settings that can be
included in a Writer document and then saved as a template for later use:
•Printer settings: which printer, single sided / double sided, and paper size,
and so on
•Styles to be used, including character, page, frame, numbering and
paragraph styles
•Format and settings regarding indexes, tables, bibliographies, table of
contents
Templates can also contain predefined text, saving you from having to type
it every time you create a new document. For example, a letter template
may contain your name, address and salutation.
•Creating a template using a wizard
You can use wizards to create templates for letters, faxes,
agendas, presentations, and Web pages. For example, the Fax
Wizard guides you through the following choices:
•Type of fax (business or personal)
• Document elements like the date, subject line (business fax),
salutation, and complementary close
• Options for sender and recipient information (business fax)
• Text to include in the footer (business fax)
To create a template using a wizard:
From the main menu, choose File > Wizards >[type of template
required](see Figure 13).
Follow the instructions on the pages of the wizard. This process is
slightly different for each type of template, but the format is very
similar.
In the last section of the wizard, you can specify the name and location
for saving the template. The default location is your user templates
directory, but you can choose a different location if you prefer.
Finally, you have the option of creating a new document from your
template immediately, or manually changing the template. For future
documents, you can re-use the template created by the wizard, just as
you would use any other template.
Setting a default template
If you create a document by choosing File > New > Text
Document (or Spreadsheet, Presentation, or Drawing) from
the main menu, OOo 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
later if you choose.
Setting a custom template as the default
You can set any template to be the default, as long as it is in
one of the folders displayed in the Template Management
dialog.
To set a custom template as the default:
•From the main menu, choose File > Templates > Organize.
The Template Management dialog opens.
•In the box on the left, select the folder containing the template
that you want to set as the default, then select the template.
•Click the Commands button and choose Set As Default
Template from the drop-down menu.
The next time that you create a document by choosing File >
New, the document will be created from this template.
Resetting the default template
To re-enable OOo’s Default template for a document type
as the default:
•In the Template Management dialog, click any folder in
the box on the left.
•Click the Commands button and choose Reset Default
Template from the drop-down menu.
The next time that you create a document by choosing
File > New, the document will be created from OOo’s
Default template for that document type
 5.
IMPLEMEN
T MAIL
https://www.youtube.com/watch?v=26Qk85Nwopk
Printing mailing labels
Before beginning this process, note the brand and type of labels you intend to use.
Preparing for printing
To prepare mailing labels for printing:
•Choose File > New > Labels.
•On the Options tab, ensure that the Synchronize contents option is selected.
•On the Labels tab (), select the Database and Table. Select the Brand of labels to
be used, and then select the Type of label.
•If you are unable to identify your label product in the list, then you can define the
labels you have. Select the User setting in the Type selection box. Click on the
Format tab of the Labels dialog. The default settings are shown in . Take a ruler
and measure on your labels those dimensions illustrated in , and enter them into the
respective boxes on the left side.
 Figure : Required
information for label
set-up

Figure: Select Database, Table, label Brand, and label Type

Figure: User label default settings
 •You can now save your label template if you are likely to use it again.
Click Save.
•In the Save Label Format dialog that opens (), enter names for your
label Brand and Type. Click OK

Figure: Name and save the label.

•Click the Labels tab. Click the drop-down arrow under Database field. Select
the first field to be used in the label (in this example, Title). Click the left arrow
button to move this field to the Label text area, as shown in Figure.
Figure: Move fields from Database field list to Label text area

•Continue adding fields and inserting desired punctuation, spaces, and

line breaks until the label is composed. shows the completed label.
Figure: The completed label
•Click New Document. You now have a new, single-page document containing a series
of frames, one for each label of the selected type and filled with the data source
address fields that you selected. Quite often some of the fields in your address data
source will be unused, leading to blank lines in your labels. If this is not important, go to
“” on page; otherwise, continue with “”.
Removing blank lines from labels
•First ensure that the label frames are showing the field contents (data source
headings), rather than their underlying field names. If this is not the case, then either
press Ctrl+F9 or choose View > Field Names to toggle the view.
•Next, ensure that you can see non-printing characters, such as paragraph
marks, line breaks and so on. If these are not already visible, choose View >
Nonprinting Characters from the Menu bar, or press Ctrl+F10, or click on
the Nonprinting Characters icon ( ) on the Standard toolbar.
You will now see that address field separation is created by line breaks (
), rather than paragraphs( ). As the suppression of blank address fields
depends on hiding paragraphs, not lines, you need to replace line breaks
with paragraphs as follows.
•Click in the first label, at the end of the last data source address field in
the first line of the label. Press Delete to remove the new line character
and then press Return (or the Enter key) to insert a paragraph marker.
Repeat this action for each line in the address.
If the line spacing in the first label is not satisfactory, you may wish to
correct this before proceeding, by modifying the paragraph style
associated with the address. Unless you have changed it, the address
uses the Default style.
•Click again at the end of the first paragraph to be conditionally suppressed and then
choose Insert > Fields > Other. Select the Functions tab and then click on Hidden
Paragraph in the Type column. Now click in the Condition box and enter the details
of the condition that defines a blank address field. It has the general form of:
![Database.Table.Database field]
where the ‘!’ (NOT) character indicates the negative case and the square brackets
indicate the condition.
For example, in our Points database the condition to test if the Last Name field is
empty would be
![Points.Sheet1.Last Name] as illustrated in .
To test for multiple conditions, use the operators AND and/or OR between the
conditional statements, for example:
![Points.Sheet1.Title]AND![Points.Sheet1.Last Name]
Click Insert, but do not close the dialog until all lines have been amended.
•Repeat for each paragraph to be conditionally suppressed,
remembering to advance the cursor to the end of the line in
question before changing the last element of the condition and
Inserting the result.

•Remembering that we selected Synchronize contents earlier, you should

now be able to see a small window containing a Synchronize Labels
button. Click on this button and the hidden paragraph fields are propagated
to all the labels in your document.
You now have a template suitable for future use with the same data source
and type of label. If you wish to save it, use File > Templates > Save as
Template to save it as an Open Document Text Template (.ott) into the My
Templates folder in the Templates Manager dialog.
Printing
•Choose File > Print. The message shown in appears.
Click Yes to print.
•In the Mail Merge dialog (), you can choose to print all
records or selected records. To select records to be
printed, use Ctrl+click to select individual records. To
select a block of records, select the first record in the
block, scroll to the last record in the block, and
Shift+click on the last record.
•Click OK to send the labels directly to the printer.
If you prefer to save the labels to a file, perhaps to allow some later editing such
as changing the typeface or paragraph format, then you should select File in the
output section of the Mail Merge dialog, rather than using the default Printer
selection. This changes the dialog to highlight the Save merged document
section, where Save as single document is preselected.
In this case, clicking OK brings up the Save as dialog, where a file name can be
entered for the saved labels.
If you did not save the prototype label fields document (template) in Step 6 of the
Removing blank lines from documents paragraph, then you are prompted to do so
now by another Save as dialog.
In either case, whether printing or saving to file, despite there apparently being
only one page of labels, the printed or saved output will be expanded to include
all of the selected records from the data source.
Editing a saved file of mailing labels
To edit a saved file of mailing labels, open the saved label file in the normal way. You will
be prompted to update all links. Choose No for the following reason: The first label on
the page is termed the “Master Label” and all other labels are linked to it. If you update
the links, then all labels will end up containing the same data, which is probably not what
you want.
You can edit individual records in the normal way, by highlighting and changing the font
name, for example.
However, you cannot edit all labels globally (for example, to change the font name for all
records) by the technique of selecting the entire document. To achieve this result you
have to edit the paragraph style associated with the label records as follows.
•Right-click any correctly spelled word in a label record. Select Edit Paragraph Style from
the context menu. (Note: If you click on a misspelled word, a different menu appears.)
Then from the Paragraph Style dialog, you can make changes to the font name, the font
size, the indents, and other attributes.