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What is mail merge? LibreOffice Writer provides very useful features to create and print: • Multiple copies of a document to send to a list of different recipients (form letters) • Mailing labels • Envelopes All these facilities, though different in application, are based around the concept of a registered data source, from which is derived the variable address information necessary to their function. This chapter describes the entire process. The steps include: 1) How to create and register a data source. 2) How to create and print form letters, mailing labels, and envelopes. 3) Optionally, how to save the output in an editable file instead of printing it directly. Creating and registering the data source A data source is a database containing the name and address records (and optionally other information) from which a mailing list may be derived. Although you can create and print mailing labels and envelopes without using a data source, in most cases using one is the best approach. This chapter assumes that you are using a data source. LibreOffice can access a wide variety of sources of data, including spreadsheets, text files and databases such as MySQL, Adabas, and ODBC. If the information to be used in the mail merge is currently in a format that LibreOffice cannot access directly, you need to convert it, for example by exporting it to a comma-separated values (CSV) file. For the following example we start with a spreadsheet with the following column (field) headers: Title, First name, Last name, Address, State/County, Country, Post Code, Sex, and Points. A sample of data is shown in Figure 299. Figure 299: Spreadsheet data example After being created as described below, for a data source to be directly accessible from within a Writer document, it must be registered. You only need to do this once; after that, the data source is available to all components of LibreOffice. 1) From within any Writer document, or from the LibreOffice Start Center, choose File > Wizards > Address Data Source. 304 LibreOffice 3.6 Writer Guide
2) The choices on the first page of the wizard vary with your operating system. Select the appropriate type of external address book. In this example, it is Other external data source. Click Next. Figure 300: Select type of external address book 3) On the next page of the Wizard, click the Settings button. Figure 301: Starting the Settings part of the Wizard 4) In the Data Source Properties page, select the Database type. In our example, it is Spreadsheet. Click Next. Figure 302: Selecting the database type Chapter 11 Using Mail Merge 305
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LibreOffice 3.6 Writer Guide Word P
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Contents Copyright.................
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Chapter 6 Introduction to Styles...
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Chapter 14 Working with Fields.....
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Preface
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You can get comprehensive online su
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A dialog is a special type of windo
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Chapter 1 Introducing Writer
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Menus The Menu bar is located just
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Figure 6: Control+click to dock or
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Status bar The Writer status bar is
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Figure 13. View layouts: single, si
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From the operating system menu Figu
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Saving a document To save a new doc
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Figure 19: Two levels of password p
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To hide the list of categories and
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Figure 23: Previous, Navigation, an
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Click the small triangle to the rig
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Choosing options for Writer that af
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Memory options The Options on the L
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Graphics output - Use Anti-Aliasing
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Tip Color options You can use the e
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Security options Use the LibreOffic
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Choosing options for loading and sa
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Two notable examples are cross-refe
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Choosing options for Writer Setting
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Note Figure 45: Choosing Formatting
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Figure 48: Choosing Print options f
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Compatibility options Do you need t
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Mail Merge E-mail options You can p
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Figure 55: Choosing language option
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Chapter 3 Working with Text
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Figure 58: Selecting items that are
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Using the Find & Replace dialog box
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To use wildcards and regular expres
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Tip You can also record macros to i
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Figure 67: Options for the last lin
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1 Open Styles and Formatting Window
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Tip To move a list entry up, togeth
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Figure 76: Checking the outline num
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Figure 80: Defining footnote format
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under Tools > AutoCorrect Options >
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The first entry in the menu informs
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Figure 86: Options available in the
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Figure 89: The thesaurus offers alt
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To insert a conditional hyphen insi
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Using AutoText Use AutoText to stor
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Line numbering Line numbering puts
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Figure 98: Inserting a comment duri
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3) After the documents merge, the A
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Using hyperlinks When you type text
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The Further settings section in the
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Chapter 4 Formatting Pages Using Pa
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Use page styles (with two columns)
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Tip You can also insert a page brea
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Changing page orientation within a
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Adding title pages Writer provides
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Figure 114: Defining the number of
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To distribute text evenly, select t
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Moving, resizing, and changing fram
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Note You cannot link from a frame t
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Figure 124: Defining a two-column b
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Creating sections To create a secti
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Note Hiding sections Figure 131: Pa
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Customizing footnotes If you want t
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Editing the format of a section To
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Figure 139: Header marker at top of
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Portrait page (right page) Landscap
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Figure 144: Specifying the border p
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In the Styles and Formatting window
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For more information, see “Choosi
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Figure 152: Set the new page number
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Figure 156: Inserting a cross-refer
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Adding a graphic to the background
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Quick printing Click the Print File
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Figure 163: Printing multiple page
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Figure 164: Printing a selection of
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To use Page Preview: 1) Choose File
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Figure 169. Choosing printer option
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Sending a fax To send a fax directl
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• Export bookmarks: Creates PDF b
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Cross-document links Set up the beh
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To send the current document in ODT
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Figure 183: Deselecting a salutatio
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Chapter 6 Introduction to Styles Pa
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The Styles and Formatting window St
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Update Style (from a selection) Let
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Drag-and-drop a selection to create
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Figure 191: Showing the results of
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Tip Select all the formatting of on
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Another very useful mechanism to ch
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on the Bullets and Numbering toolba
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Examples: Modifying paragraph style
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The result should resemble the illu
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Creating the PoemHeading style Crea
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You can copy or move styles from on
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Defining a hierarchy of headings To
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Use the Numbering page of the Outli
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Positioning in new LibreOffice docu
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Chapter 7 Working with Styles
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Figure 227: The Organizer page disp
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Figure 230: Select the heading font
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• At least: this choice activates
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The Options section of the Text Flo
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Use the Position section to control
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Creating a new tab stop, therefore,
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Probably the most common use for co
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Creating a new character style This
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Style Comments and Use Graphics The
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Figure 246: Flow of page styles Gen
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If you deselect the Same content le
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Figure 250: Specifying the next sty
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Step 4. Start a new chapter. Apply
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Position page Use the Position page
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numbering and text is very useful w
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Creating the CDTracks numbered list
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Graphics (images) in Writer When yo
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Insert Picture dialog box 1) Click
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Caution If the application from whi
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Graphics mode You can change color
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Figure 264: The options available w
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Rotating a picture Writer does not
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4) To cancel the selected drawing f
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1 Apply Style 6 Center Horizontal 1
Page 254 and 255: Page Wrap or Optimal Page Wrap The
Page 256 and 257: Some familiarity with drawing tools
Page 258 and 259: Example 3: Wrap Through and In Back
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Page 262 and 263: Figure 277: The dialog box to creat
Page 264 and 265: Note Note This procedure assumes th
Page 267 and 268: Chapter 9 Working with Tables
Page 269 and 270: Figure 279: Inserting a new table u
Page 271 and 272: In the Separate text at part of the
Page 273 and 274: Selecting Table > Autofit from the
Page 275 and 276: The above keyboard technique can al
Page 277 and 278: To set the background for a cell, r
Page 279 and 280: also change the page style that wil
Page 281 and 282: Note Figure 288: A table with rotat
Page 283 and 284: 5) Press the Enter key, or click th
Page 285 and 286: Options available to chapter number
Page 287 and 288: Table AutoFormats record the follow
Page 289 and 290: Using tables as a page layout tool
Page 291 and 292: Chapter 10 Working with Templates
Page 293 and 294: • To view the template’s proper
Page 295 and 296: To edit a template: 1) From the men
Page 297 and 298: See Chapter 16, Customizing Writer,
Page 299 and 300: Note Organizing templates If you do
Page 301: Figure 298: Printing a list of styl
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Page 308 and 309: 3) Find the data source that you wi
Page 310 and 311: c) Now click in the Condition box a
Page 312 and 313: Figure 313: Select Database, Table,
Page 314 and 315: 9) Click New Document. You now have
Page 316 and 317: You can edit individual records in
Page 318 and 319: Figure 320: Choosing addressee and
Page 320 and 321: Creating an envelope template When
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Page 328 and 329: Note Figure 332: Insert mail merge
Page 330 and 331: When you have saved the merged docu
Page 332 and 333: Introduction This chapter describes
Page 334 and 335: • Use the Entries and Styles page
Page 336 and 337: • The E button represents the cha
Page 338 and 339: Tab parameters Clicking on the Tab
Page 340 and 341: 5) In the Type area of the Backgrou
Page 342 and 343: 2) From the pop-up menu, choose Del
Page 344 and 345: Index The type of index this entry
Page 346 and 347: 5) Various other options determine
Page 348 and 349: To apply a character style to an el
Page 350 and 351: 2) Place the cursor in the field sh
Page 352 and 353: Bibliographies A bibliography is a
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Figure 357: Choosing a different da
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5) To complete the entry, move to t
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Caution When you open the Define Bi
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To add an element, click in the Str
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Figure 368: Applying a numbering st
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Why use a master document? Master d
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Figure 370: Splitting a document in
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Step 3. Create the master document
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Figure 372: Inserting a subdocument
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Example Each chapter may start with
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If, while editing a subdocument, yo
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Inserting the cross-references 1) O
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Figure 387. The Navigator for a tex
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Because the master document reorgan
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Introduction to fields Fields are e
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Figure 393: Custom Properties page,
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Using AutoText to insert often-used
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Figure 398: Defining a field to res
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For figures, you will usually choos
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Using fields in headers and footers
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Figure 403: Defining a number range
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You cannot use internal variables (
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Tip If you want to insert this fiel
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4) If you have set fields to update
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Figure 410: Inserting an input fiel
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Figure 414: Editing the items on an
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Introduction to forms This chapter
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Insert form controls 1) To insert a
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Form Control toolbar Option Button
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Form Design toolbar Form Navigator
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Figure 418: Specifying names for op
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Configure form controls No further
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Accessing data sources The most com
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Figure 428: Setting a primary key 4
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5) Click the Text Box button . Clic
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Advanced form customization Linking
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Figure 436: Data Properties of a fo
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Chapter 16 Customizing Writer
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and so on, there is File | Send and
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Modifying menu entries In addition
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To use a custom icon, create it in
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3) Next select the required functio
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Figure 445: Find and choose the en-
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Loading a saved keyboard configurat
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Appendix A Keyboard Shortcuts Using
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Shortcut Keys Result F6 Repeatedly
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Shortcut keys for controlling docum
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Shortcut keys Effect Ctrl+Shift+F12
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Shortcut Keys Effect Shift+PageDown
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Shortcut keys for moving and resizi
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Shortcut keys for drawing objects S
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Index A accessibility features 444
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toolbars 407 when to use 406 XForms
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automatic 139 numbering by chapter
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updating fields 393 URL Recognition
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