FamGenContacts Database

From time to time I will be adding items to these pages giving details of how to achieve certain objectives, usually related to genealogy and the use of Legacy software, often in conjunction with other software.

I am not suggesting that the solutions offered are the only, or indeed the best, options to solving problems but simply that they are ways which I have found to work.

* 'V' indicates a video is available

Create a CSV File

Unfortunately, Base does not have the ability to export as a CSV file which we need to be able to import the email addresses into Outlook Express or Thunderbird (a glaring omission). However, the Calc function does, but there is not a facility for saving a database in that format either, so we need to drag it!

To do this click File>New>Spreadsheet, ensure that your screen only has the e-mail list which you wish to use, and the spreadsheet open, then right click on the Windows Task-Bar and select "Tile Windows Vertically" Click the square to the left of the square containing "First Name" and drag to square A1 on Calc (see diagram below). Go to File>Save As and select Text (CSV). You will be given a warning about not saving to ".ods" but ignore this, and on the next screen check that the separator is "," and Save.

Transfer to Calc

Import to Outlook Express

Now we have the CSV file we can turn to the import. Open the Outlook Express Address Book and clear the window on the right by saving to folders or deleting. Create a new folder by right clicking the "Shared Contact" and selecting "New Folder". Now go to File>Import>Other Address Book and select "Text File (Comma Separated Values)"; click "Import" and browse to the CSV file you saved previously. You will then see three boxes on the left, "Surname, Name, Email" tick these and use "Change Mapping" to get "Last Name, First Name" and E-mail Address""on the right. Click "Finish".

The names and email addresses will be imported into the right hand box in your Address Book. Select them all and drag them into your "New Folder". By putting the name of the New Folder into the "To" box Outlook Express will send your email to all on your list. Personally I prefer to send the e-mail to myself and put the folder's name into the "bcc" box so that the details of the contacts on my list are kept confidential. When finished, you can safely delete these addresses without affecting your permanent names.

Import to Thunderbird

The Import and use of Thunderbird is somewhat different to that of Outlook Express. In Thunderbird, select Tools>Import>Address Books>Text File and change "Files of Type" to "Comma Separated (CSV)". On the next screen ensure that "First record contains field names" is checked and browse to where you have stored the file and select. Check the first four boxes in the next screen, then OK.

To use, Select the Address Book you have created and click the "Write" icon. Select all the imported records and right click selecting "bcc"; enter your address into the "To" field.

Mail Merge

It is suggested that, for those not familiar with OOo Mail Merge, that a visit is made to the Open Office website and under the "Writer" section chapter 11 is studied. This chapter also covers letters, and the production of addressed labels and envelopes for which, due to the many sizes, I am unable to provide templates. My UK letter template can be downloaded from here, it is named "Contacts.zip" and the USA version from here ("USAContacts.zip"). Unzip and if you wish the ".ott" files to appear in your Templates Screen (recommended) then save to "My Templates". The best way is to double click the file to open in OOo Writer; you can customise it (if you wish) and save by File>Templates>Save

To use, open Writer from OOo Quick Start and Go to Tools>Mail Merge and select "Start from a Template" click "Browser" and select your version of "Contacts". When you click "next" some versions of OOo bring up a blank page, if so delete it. On the "Select Document Type" screen choose "letter" and on "Insert Address Book" ensure that the current address list is "FamGenContacts" - if not browse to where you have stored it. Note: This is a fiddly OOo function and you need to ensure that you have FamGenContacts and "Full Mailing List" highlighted before you leave the screen.

The following screen is "Create Salutation" where no selection is necessary and then "Edit Document". Choose to edit and/or type in your content. Unless you wish to personalise some of the letters on "Personalise Documents" click "Next" and then save, e-mail or print as you wish.

Note: It is set up so that if the "District"(or "Address 2" in USA) cell is empty it will not leave a blank line, but as it works by identifying a space in the field it will give an incorrect result if the name in either contains a space.

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Caution

Note: that in the UK the storage of individuals' information on computers for other than personal use may be subject to the Data Protection Acts and users of this database for other purposes are recommended to check the conditions for registration under the Acts at the Registration Office. Other countries may also have their own regulations.

Acknowledgements

My appreciation is due to Arnold Sprague and Kathy Shiell-Stokes for their assistance in creating the database and the clarification of the instructions.

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The above information is given without warranty either expressed or implied