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| Mail Merge ListsContact details of friends and family for example, can be entered into a spreadsheet or database application to create lists which can be stored, edited, sorted and used to produce outputs such as address labels. Common 'Office Suites' of software include both a spreadsheet application and a wordprocessor which, when used in combination, can accomplish the task.
Creating a Contacts ListThis task can be accomplished used a spreadsheet application or one of the Office Suites of software or even one of the two online versions.
Creating Address Labels and Mail Merging
Moving data between applicationsIn general, most software applications save out files ‘in their own image’, as proprietary file types, and it is these you can usually just click on to open and run the program. To see what else is available, it is often necessary to select 'Export' or 'Save as . .' and click down arrows against prompts such as 'Save as type' to reveal the range of possible file types to export into. Similarly, applications are increasingly able to receive files in a range of file formats and these can be seen via drop-downs alongside Open or Import options found in File menus. Saving worksheets: A common basic file format for spreadsheets is CSV (comma separated variable) and almost all will save out and/or accept data in this format. The 'native' output format for MS Office Excel however is XLSX (or XLS for older versions) and LibreOffice defaults to ODS but these can be changed if required using the Save as... option. MS Excel Online will automatically be stored on your One Drive but can be saved on your computer as an XLSX file using the Download a Copy... option from the More menu (indicated by a 3 dots graphic at top right). Similarly, Google Sheets will automatically be stored on your Google Drive but can be saved on your computer in any of the formats mentioned using the Download as... option from the File menu Opening or importing worksheets: Both MS Office and LibreOffice will accept CSV, XLS, XLSX and ODS simply by dragging and dropping the file on to an empty worksheet (although Excel hiccups a little when offered ODS in this way!). To use an existing spreadsheet within MS Excel Online, it must first be uploaded on to your One Drive using the Upload option. All file formats mentioned are accepted. Similarly, spreadsheets are first Imported on to your Google Drive from where they can be accessed by Google Sheets for editing. Viewing file format extensions: The file extension showing the file format (e.g. CSV or XLSX) is often hidden from view on Windows computers but can be revealed by opening a folder (eg My Documents), and ensuring the box against File name extensions in the View menu is ticked. Alternatively find 'Folder options'. (e.g. by simply searching for Folder Options). Choose the View tab from the top and look down the list to find the box marked 'Hide extensions for known file types'. Ensure this box is not ticked.
Mail Merge Lists Contact details of friends and family for example, can be entered into a spreadsheet or database application to create lists which can be stored, edited, sorted and used to produce outputs such as address labels. Common 'Office Suites' of software include both a spreadsheet application and a wordprocessor which, when used in combination, can accomplish the task.
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