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| | This is Chapter '''5''' of the '''OpenOffice.org 2.x Writer Guide''' (Third edition), produced by the [http://oooauthors.org/ OOoAuthors group]. A PDF of this chapter is available from the [http://documentation.openoffice.org/manuals/oooauthors2/ OOoAuthors Guides page] at OpenOffice.org. | | This is Chapter '''5''' of the '''OpenOffice.org 2.x Writer Guide''' (Third edition), produced by the [http://oooauthors.org/ OOoAuthors group]. A PDF of this chapter is available from the [http://documentation.openoffice.org/manuals/oooauthors2/ OOoAuthors Guides page] at OpenOffice.org. |
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| − | [[User_Manuals| << User Manuals page]]<br>
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| − | [[Writer Guide| << Writer Guide Table of Contents]]<br>
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| − | [[Writer Guide/Formatting Pages| << Chapter 4 Formatting Pages]] |
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| − | [[Writer Guide/Introduction to Styles| Chapter 6 Introduction to Styles >>]]
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| | | | |
| | = Introduction = | | = Introduction = |
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| | Click the '''Print File Directly''' icon [[Image:PrintFileDir.png]] to send the entire document to the default printer defined for your computer. | | Click the '''Print File Directly''' icon [[Image:PrintFileDir.png]] to send the entire document to the default printer defined for your computer. |
| | | | |
| − | = Controlling printing =
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| − | For more control over printing, use '''File > Print''' to display the Print dialog box.
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| − |
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| − | [[Image:PrintDialog.png|Print dialog box]]<br>The Print dialog box.
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| − |
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| − | On the Print dialog box, you can choose:
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| − |
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| − | * Which printer to use (if more than one are installed on your system) and the properties of the printer—for example, orientation (portrait or landscape), which paper tray to use, and what paper size to print on. The properties available depend on the selected printer; consult the printer's documentation for details.
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| − | * What pages to print, how many copies to print, and in what order to print them.
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| − | * Use dashes to specify page ranges and commas or semicolons to separate ranges; for example: 1, 5, 11-14, 34-40.
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| − | * ''Selection'' is the highlighted part of a page or pages.
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| − | * What items to print. Click the '''Options''' button to display the [[#Selecting print options for a document|Printer Options dialog box]].
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| − |
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| − | == Selecting print options for a document ==
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| − | Selections on the Printer Options dialog box apply to this printing of this document only. To specify default printing options for Writer, see [[#|Selecting default print options]].
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| − |
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| − | [[Image:PrinterOptions.png|Printer Options dialog box]]<br>Printer Options dialog box.
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| − |
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| − | Some items of interest on the Printer Options dialog box include:
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| − |
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| − | * In the ''Contents'' section, you might choose not to print graphics or page background in drafts, for example (to save toner or ink).
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| − | * In the ''Pages'' section, you can choose:
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| − | ** Print only left (even-numbered) pages or only right (odd-numbered) pages. These settings are useful when you want to print on both sides of the page, but do not have a printer that handles this automatically.
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| − | ** Print in reversed page order.
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| − | ** ''Brochure'': the results of this selection are discussed in [[#Printing a brochure|Printing a brochure]].
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| − | * In the ''Notes'' section, you can choose whether to print any notes that have been added to your document (using '''Insert > Note'''), and where to print the notes.
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| − |
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| − | == Selecting default print options ==
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| − | Selections on the Printer Options dialog box over-ride any default settings. To specify default settings for printing, use '''Tools > Options > OpenOffice.org Writer > Print'''. The page displayed contains the same choices as the Printer Options dialog box.
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| − |
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| − | Other printer settings are found in '''Tools > Options > OpenOffice.org > Print'''. Use this page to specify quality settings for printing, and whether to have OOo warn you if the paper size or orientation of your document does not match the printer settings.
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| − |
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| − | [[Image:Options-print.png|Printer options]]<br>Printer options for OpenOffice.org
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| − |
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| − | == Printing in black and white on a color printer ==
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| − | You may wish to print documents in black and white on a color printer, to save expensive color ink or toner. Common uses are for drafts or documents to be photocopied in black and white. Several choices are available.
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| − |
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| − | To print the current document in black and white or grayscale:
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| − |
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| − | # Click '''File > Print''' to open the [[#Controlling printing|Print dialog box]].
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| − | # Click '''Properties''' to open the properties dialog box for the printer. The available choices vary from one printer to another, but you should find an option for Color. See your printer's help or user manual for more information.
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| − | # The choices for color may include ''black and white'' or ''grayscale''. Choose one of these. Grayscale is best if you have any graphics in the document. Click '''OK''' to confirm your choice and return to the Print dialog box, then click '''OK''' again to print the document.
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| − |
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| − | To set up OOo to print all color text and graphics as grayscale:
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| − |
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| − | # Click '''Tools > Options > OpenOffice.org > Print''' to display the dialog box shown in [[#Selecting default print options|Selecting default print options]].
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| − | # Select the '''Convert colors to grayscale''' checkbox. Click '''OK''' to save the change.
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| − |
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| − | To set up OOo Writer to print all color text as black, and all graphics as grayscale:
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| − |
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| − | # Click '''Tools > Options > OpenOffice.org Writer > Print'''.
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| − | # Under ''Contents'', select the '''Print black''' checkbox. Click '''OK''' to save the change.
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| − |
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| − | == Previewing pages before printing ==
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| − | The normal page view in Writer shows you what each page will look like when printed, but it shows only one page at a time. If you are designing a document to be printed double-sided, you may want to see what facing pages look like. OOo provides a way to do this in Page Preview.
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| − | <ol>
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| − | <li>Click '''File > Page Preview''', or click the '''Page Preview''' button [[Image:PagePrevIcon.png]]. The Writer window changes to display the current page and the following page, and shows the '''Page Preview''' toolbar in place of the Formatting toolbar.</li>
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| − |
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| − | [[Image:PagePrevToolbar.png|Page Preview toolbar]]<br>Page Preview toolbar.
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| − |
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| − | <li>Click the '''Book Preview''' icon [[Image:BookPrevIcon.png]] to display left and right pages in their correct orientation.</li>
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| − | <li>To print the document in this page view, click the '''Print page view''' icon [[Image:PrintPgViewIcon.png]] to open the [[#Controlling printing|Print dialog box]]. Choose your options and click '''OK''' to print as usual.<li>
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| − | <li>To choose margins and other options for the printout, click the '''Print options page view''' icon [[Image:PrOptPgViewIcon.png]] to display the Print Options dialog box.</li>
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| − | [[Image:PrOpt.png|Print Options dialog box]]<br>Print Options dialog box.
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| − | </ol>
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| − |
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| − | = Printing a brochure =
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| − | You can print a document with two pages on each side of a sheet of paper, arranged so that when the printed pages are folded in half, the pages are in the correct order to form a booklet or brochure.
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| − |
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| − | To print a brochure on a single-sided printer:
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| − |
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| − | # Plan your document so it will look good when printed half size (choose appropriate margins, font sizes, and so on). Click '''File > Print'''. In the [[# Controlling printing|Print dialog box]], click '''Properties''' and be sure the printer is set to the same orientation (portrait or landscape) as specified in the page setup for your document. (Usually the orientation does not matter, but it does for brochures.)
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| − | # Click '''Options'''. In the Pages section of the [[# Selecting print options for a document|Printer Options dialog box]], choose '''Brochure''' and '''Right pages'''. Click '''OK''' twice to print the first side of each page.
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| − | # Flip the pages and put them back into the printer, in the correct orientation to print on the blank side. You may need to experiment a bit to find out what the correct arrangement is for your printer.
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| − | # Click '''File > Print''' and check '''Properties''' to make sure the printer setup is still correct.
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| − | # Click '''Options''' again. In the Pages section of the Printer Options dialog box, choose '''Brochure''' and '''Left page'''. Click '''OK''' twice to print the second sides.
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| − | # If your printer can do double-sided, then click on the checkboxes for '''Left pages''', '''Right pages''', and '''Brochure''', and it should not only do those but collate too.
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| − |
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| − | = Printing envelopes =
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| − | Printing envelopes involves two steps: setup and printing.
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| − |
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| − | To set up an envelope to be printed by itself or with your document:
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| − | <ol>
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| − | <li>Click '''Insert > Envelope''' from the menu bar.</li>
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| − | <li>In the Envelope dialog box, start with the ''Envelope'' tab. Verify, add, or edit the information in the Addressee and Sender boxes (the “from" on the envelope). You can use the right-hand drop-down lists to select the database or table from which you can draw the envelope information, if desired. See [[#Setting up envelope details from a database|Setting up envelope details from a database]] for details.</li>
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| − | [[Image:Envelope.png|Envelope dialog box]]<br>Choosing addressee and sender informatio for an envelope.
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| − |
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| − | <li>On the ''Format'' page, verify or edit the positioning of the addressee and the sender information. The preview area on the lower right shows the effect of your positioning choices.</li>
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| − | [[Image:EnvelopeFormat.png|Envelope format]]<br>Choosing position and size of envelope elements.
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| − |
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| − | <li>To format the text of these blocks, click the '''Edit''' buttons to the right. In the drop-down list you have two choices: Character and Paragraph.</li>
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| − | <ul>
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| − | <li>In Character, you can choose Fonts (Sizes...), Fonts Effects (Underlining, Color...), Position (Rotating/scaling...), Hyperlink, Background and more.</li>
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| − | <li>In Paragraph, you can choose Indents & Spacing, Alignment, Text Flow, Tabs, Drop Caps, Borders and Backgrounds.</li>
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| − | </ul>
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| − | <li>In the lower left of this page, choose the envelope format from the drop-down list. The width and height of the selected envelope then show in the boxes below the selected format. If you chose a pre-existing format, just verify these sizes. If you chose ''User defined'' in the Format list, then you can edit the sizes.</li>
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| − | <li>After formatting, go to the ''Printer'' page to choose printer options such as envelope orientation and shifting. You may need to experiment a bit to see what works best for your printer. You can also choose a different printer or alter printer setup (for example, specify the tray that holds envelopes) for this print job.</li>
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| − | [[Image:EnvelopePrinter.png|Envelope printer]]<br>Choosing printer options for an envelope.
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| − |
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| − | <li>When you have finished formatting and are ready to print, click either the '''New Doc''' or '''Insert''' button to finish.</li>
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| − | <ul>
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| − | <li>'''New Doc''' makes only an envelope or starts a new document with the envelope. '''Insert''' inserts the envelope into your existing document as page 1.</li>
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| − |
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| − | <li>To not proceed with this envelope, click '''Cancel''' or press the ''Esc'' key. You can also click '''Reset''' to remove your changes and return to the original settings when the dialog box opened.</li>
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| − | </ul>
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| − | <li>When the Envelope dialog box closes, you are returned to your document, which now has the envelope in the same file as the document. Save this file before you do anything else.</li>
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| − | </ol>
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| − |
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| − | To print the envelope:
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| − |
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| − | # Choose '''File > Print''' from the menu bar.
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| − | # On the Print dialog box, under '''Print range''', choose '''Pages''' and type '''1''' in the box. Click '''OK''' to print.
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| − |
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| − | == Setting up envelope details from a database ==
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| − | You can use a database as a source of name and address details for printing one or a series of envelopes, either alone or with accompanying letters. Mozilla address books, dBase databases, spreadsheets, databases created by OOo Base, and others can be used as data sources.
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| − |
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| − | For details on how to set up a database or address book as a data source, see [[Getting Started/Getting Started with Base|Chapter 10]] (Getting Started with Base) in the [[Getting Started|Getting Started]] guide.
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| − |
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| − | After you have set up a data source, you need to register it with OOo so OOo can access it. To register a data source, select '''File > New > Database''', select '''Connect to an existing database''', and select the type of data source to connect to. The exact source can then be chosen in the wizard.
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| − |
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| − | To use the database when printing envelopes:
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| − | <ol>
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| − | <li>Click '''Insert > Envelope''' from the menu bar.</li>
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| − | <li>On the Envelope dialog box, select from the '''Database''' list the name of the data source. In the '''Table''' list, select the database table or sheet containing the address data that you want to insert. The '''Database field''' list will now show a list of the fields in the selected database.</li>
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| − | [[Image:Envelope2.png|Select database fields]]<br>Choosing a database and table from which to use addressee details.
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| − |
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| − | <li>Select the field containing the first piece of data (for example, First name) that you want to insert, then click the left arrow button to add the data to the Addressee box.</li>
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| − | <li>To put another field on the same line in the Addressee box, select that field and click the left arrow button again. Be sure to include punctuation or spaces between fields in the Addressee box as needed.</li>
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| − | <li>To put a field (for example, the address) on a new line, press ''Enter'' at the end of the previous line in the Addressee box. When you are finished selecting fields, the Envelope dialog box will look something like the figure below.</li>
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| − | [[Image:Envelope3.png|Database fields for envelope]]<br>The Envelope dialog box after choosing database fields for Addressee.
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| − |
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| − | <li>Click '''Insert''' or '''New Doc'''. A formatted envelope is now visible in your document.</li>
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| − | <li>Click '''File > Print''' from the menu bar. The dialog box shown below appears. Click '''Yes'''.</li>
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| − | [[Image:ConfirmMerge.png|Confirm merge]]<br>Confirmation dialog box for merging database fields.
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| − |
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| − | <li>The Mail Merge dialog box appears. Here you can choose to print envelopes addressed to one, several or all address records in the database. For more about using mail merge, see [[Writer Guide: Using Mail Merge|Chapter 11]] (Using Mail Merge).</li>
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| − | <li>Make your selections and then click '''OK''' to begin printing.</li>
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| − | [[Image:MailMerge.png|Mail Merge dialog box]]<br>Choosing records to use when printing envelopes.
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| − | </ol>
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| − |
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| − | = Printing labels =
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| − | To print labels:
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| − | <ol>
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| − | <li>Choose '''File > New > Labels''' on the menu bar. The Labels dialog box opens.</li>
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| − | <li>On the ''Labels'' page, fill in your own label text in the Inscription box, or use the '''Database''' and '''Table''' drop-down lists to choose the required information as described in [[#Setting up envelope details from a database|Setting up envelope details from a database]]</li>
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| − | [[Image:Labels.png|Labels dialog box]]<br>Labels dialog box, Labels page.
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| − | <li>Select the label stock in the '''Brand''' drop-down list. The types for that brand then appear in the '''Type''' drop-down list. Select the size and type of labels required. You can also select User in the '''Type''' drop-down list and then make specific selections on the ''Format'' page (Figure 14).</li>
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| − | [[Image:LabelsFormat.png|Label format]]<br>Labels dialog box, Format page.
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| − | <li>On the ''Format'' page, choose the pitch, sizes, margins, columns and rows for user-defined labels, or just verify with a brand of label stock you have loaded into the printer.</li>
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| − | <li>Click '''Save''' to save your new format.</li>
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| − | <li>On the ''Options'' page, choose to print the entire page of labels or one single label, then select which one by the column and row. You can also change printer setup.</li>
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| − | [[Image:LabelsOpt.png|Label options]]<br>Labels dialog box, Options page.
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| − | <li>When you have finished formatting, click '''New Document''' to make your sheet of labels or click '''Cancel''' (or press the ''Esc'' key). You can also click '''Reset''' to remove your changes and return to the original settings when the dialog box opened.</li>
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| − | <li>You can print right away using the '''Print File Directly''' icon on the toolbar or by choosing '''File > Print''' from the menu bar, or you can save the file to print later.</li>
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| − | </ol>
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| − |
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| − | = Sending a fax =
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| − | To send a fax directly from OpenOffice.org, you need a fax modem and a fax driver that allows applications to communicate with the fax modem.
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| − |
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| − | == Sending a fax through the Print dialog box ==
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| − | # Open the Print dialog box by choosing '''File > Print''' and select the fax driver in the '''Name''' list.
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| − | # Click '''OK''' to open the dialog box for your fax driver, where you can select the fax recipient.
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| − |
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| − | == Adding a Fax icon to the toolbar (advanced) ==
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| − | You can configure OpenOffice.org so that a single click on an icon automatically sends the current document as a fax.
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| − | <ol>
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| − | <li>Be sure the fax driver is installed. Consult the documentation for your fax modem for more information.</li>
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| − | <li>Choose '''Tools > Options > OpenOffice.org Writer > Print'''. The dialog box shown below opens.</li>
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| − | [[Image:FaxSetup.png|Fax setup]]<br>Setting up OOo for sending faxes.
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| − |
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| − | <li>Select the fax driver from the '''Fax''' list and click '''OK'''.</li>
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| − | <li>Click the arrow icon at the end of the Standard toolbar. In the drop-down menu, choose '''Customize Toolbar'''. The Toolbars page of the Customize dialog box appears. Click '''Add'''.</li>
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| − | [[Image:ToolbarCustom.png|Customize toolbar dialog box]]<br>Customizing a toolbar.
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| − |
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| − | <li>On the Add Commands dialog box, select ''Documents'' in the Category list, then select ''Send Default Fax'' in the Commands list. Click '''Add'''. Now you can see the new icon in the Commands list.</li>
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| − | [[Image:AddCommands.png|Add Commands]]<br>Adding a command to a toolbar.
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| − |
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| − | <li>In the Commands list, click the up or down arrow button to position the new icon where you want it. Click '''OK''' and then click '''Close'''.</li>
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| − | </ol>
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| − | Your toolbar now has a new icon to send the current document as a fax.
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| − |
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| − | = Exporting to PDF =
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| − | OpenOffice.org can export documents to PDF (Portable Document Format). This industry-standard file format for file viewing is ideal for sending the file to someone else to view using Acrobat Reader or other PDF viewers.
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| − |
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| − | == Quick export to PDF ==
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| − | Click the '''Export Directly as PDF''' icon [[Image:PDF-direct-icon.png]] to export the entire document using the default PDF settings. You are asked to enter the file name and location for the PDF file, but you do not get a chance to choose a page range or the print quality.
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| − |
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| − | == Controlling PDF content and quality ==
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| − | For more control over the content and quality of the resulting PDF, use '''File > Export as PDF'''. You are asked to enter the location and file name of the PDF to be created, and then the PDF Options dialog box opens. This dialog box has four pages (General, Initial View, User Interface, Security). Make your selections, and then click '''Export'''.
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| − |
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| − | {{:PDF Options dialog}}
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| − |
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| − | = E-mailing Writer documents =
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| − | OOo provides several ways to quickly and easily send a Writer document as an e-mail attachment in one of three formats: .ODT (OpenDocument Text, OOo's default format), .DOC (Microsoft Word format), or PDF.
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| − |
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| − | To send the current document in .ODT format:
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| − |
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| − | # Choose '''File > Send > Document as E-mail'''. OpenOffice.org opens the e-mail program specified in '''Tools > Options > Internet > E-mail'''. The document is attached.
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| − | # In your e-mail program, enter the recipient, subject and any text you want to add, then send the e-mail.
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| − | '''File > Send > E-mail as OpenDocument Text''' has the same effect.
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| − |
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| − | If you choose '''E-mail as Microsoft Word''', OOo first creates a .DOC file and then opens your e-mail program with the .DOC file attached. Similarly, if you choose '''E-mail as PDF''', OOo first creates a PDF using your default PDF settings (as when using the '''Export Directly as PDF''' toolbar button) and then opens your email program with the .PDF file attached.
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| − |
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| − | ==E-mailing a document to several recipients==
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| − |
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| − | To e-mail a document to several recipients, you can use the features in your e-mail program or you can use OOo's mail merge facilities to extract email addresses from an address book.
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| − |
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| − | You can use OOo's mail merge to send e-mail in two ways:
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| − |
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| − | * Use the Mail Merge Wizard to create the document and send it. See Chapter 11 (Using Mail Merge) for details.
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| − | * Create the document in Writer without using the Wizard, then use the Wizard to send it. This method is described here.
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| − |
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| − | To use the Mail Merge Wizard to send a Writer document:
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| − | <ol>
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| − | <li>Click '''Tools > Mail Merge Wizard'''. On the first page of the wizard, select '''Use the current document''' and click '''Next'''.</li>
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| − | [[Image:MMWiz1.png|Select starting document]]<br>Select starting document.
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| − |
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| − | <li>On the next page, select '''E-mail message''' and click '''Next'''.</li>
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| − | [[Image:MMWiz2.png|Select document type]]<br>Select document type.
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| − |
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| − | <li>On the next page, click the '''Select Address List''' button. Select the required address list (even if only one is shown) and then click '''OK'''. (If the address list you need is not shown here, you can click '''Add''' to find and add it to the list.)</li>
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| − | [[Image:MMWiz3.png|Selecting an address list]]<br>Selecting an address list.
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| − |
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| − | <li>Back on the Select address list page, click '''Next'''. On the Create salutation page, deselect the checkbox by '''This document should contain a salutation'''.</li>
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| − | [[Image:MMWiz4.png|Deselecting a salutation]]<br>Deselecting a salutation.
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| − |
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| − | <li>In the left-hand list, click '''8. Save, print or send'''. OOo displays a "Creating documents" message and then displays the ''Save, print or send'' page of the Wizard.</li>
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| − | <li>Select '''Send merged document as E-Mail'''. The lower part of the page changes to show e-mail settings choices.</li>
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| − | [[Image:MMWiz8.png|Sending as email]]<br>Sending a document as an email message.
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| − |
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| − | <li>Type a subject for your email and click '''Send documents'''. OOo sends the e-mails.</li>
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| − | </ol>
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| − |
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| − | {{:Digital signing}}
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| | {{CCBY}} | | {{CCBY}} |
| | [[Category: Documentation]] | | [[Category: Documentation]] |
General information about printing and faxing documents from OOo is provided in the Getting Started guide. This chapter describes some items of particular interest to users of Writer.
to send the entire document to the default printer defined for your computer.
