How To Use FamGenContacts

FamGenContacts is mainly designed for genealogists for the storage of information relating to the many contacts which we make over the years. It is a no frills database without a custom GUI, simply using that available in OOo Base.

Software required: Full OpenOffice.org Version 2.0 or later.

OpenOffice.org is open source and is available free from OOo (About 120MB)

Download the file, unzip by double clicking, and save to a convenient folder. It is suggested that a copy is made and renamed in order to ensure that you always have an empty version available (do not use "Save As"). Double-click the file to open in OOo Base which will take you to the Forms Section.

Clicking on an other icon will open that section.

The Forms

Double clicking either the "Contacts" or "List Box" icons will open that form; please note that although it will say "Read Only" at the top this is not the case - it's only the form layout that cannot be changed (It's OOo's description, not mine!). Hovering over any field will give a Tool Tip Help.

The List Box is, perhaps, best illustrated by an example. It is really intended for targeted bulk e-mails or post. Within my own database I have around 800 unique surnames and most of these surnames arise from a limited number of ancestors, in my case around 20, and these 20 names I enter into this Box. Additionally I include items such as "Legacy" or "Webpages". Thus, even if the information I am sending is not connected with the contacts' close families it will be relevant for the group to which their immediate family belongs.

Entering Data into the forms is straight forward. In the Contacts Form the "First Name"column is mandatory and is big enough (30 characters) to contain two names. Move from box to box using the tab key or cursor and use the dropdown lists (from the List Box) to select the "Interest Group" of the contact. In the Interest boxes enter the specific interest(s) of the contact. The Note box is for entering whatever one wishes. On tabbing in the Group2 box a new empty page will appear. One can move from page to page using the arrows on the bottom tool bar and clicking the green one with the yellow star will select the next empty page. It should be clear from this that the List Box must be updated before entering new names into "Contacts". Use the "X" at the top right of the screen to exit the Forms.

*If you intend to select Mailing addresses it is essential that the "House" field is completed in the European version and the "Address 1" field in the American*

Bottom Tool Bar

Search and Amend Records

Amend/Delete a Record

To search the records click the Queries Icon and select the appropriate search by double clicking on it. Note that the inputting of names etc., when asked for, is case sensitive. Some of these search results are included in the Reports Section.

To change a contact's record click the Queries Icon (see Database Opening Screen) and double click "Amend Individual Record". You can select from ID (obtainable from the Reports), surname and first names (of a contact) and the record(s) will be produced. Select by clicking the appropriate field, and amend as required but do not change either of the Group Fields. To delete a record right click your cursor next to the record's ID box, shown on the right, and select "Delete". This deletion is not reversable and the record will have to be entered again if deleted in error.

There is no facility for amending the Group records, but these may be over written using the Form

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.

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 is named "Contacts.zip" and the USA version, "USAContacts.zip". Unzip and if you wish the ".ptt" files to appear in your Templates Screen (recommended) then save to "My Templates". The best way to do this 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.

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 are recommended to check the conditions for registration under the Acts at the Registration Office. Other countries may also have their own regulations.

© Ronald Ferguson 2008