Address Books

users
#1

I work for a non-profit youth organization, and we are trying to figure out
a way to organize all of our members' information without a big cost to
us. Would I be able to create something like an address book using a
template in the LibreOffice Database?

I am envisioning something where we can't see all the information right
when we open it. I'd like it to be some kind of format where we have to
click on a tab or something to view each member's information, and they
would have an entire page dedicated to them. Is that possible to do?

Thank you,
Stephanie Dutcher

#2

Depends:

- if you need to have the adress book accessible from the internet, I don't
know if it's possible with LibreOffice. For this use case I'd rather suggest
looking for a groupware or collaboration app like egroupware or phpgroupware.

- if you need to access it from several computers on a local network, I don't
know either. Here a groupware might be of help, too.

- if you just need to access it on one machine, it should be doable with
LibreOffice, but why don't you just take a generic address book app?

I don't know if there's a distinct howto for building an address book with
Base, but maybe others can point you to good step by step instructions.

Nino

#3

it's probably not the best way to do it but I suppose you could use DropBox
if you wanted to spread the Database around multiple computers.

#4

Dne 15.3.2012 21:15, The Wolfkin napsal(a):

it's probably not the best way to do it but I suppose you could use DropBox
if you wanted to spread the Database around multiple computers.

DropBox needs syncing on each computer linked to it.
There could be versioning problems.

The basic question was "how to use LibO for the address book"
I think, the solution could be a spreadsheet using the extension
to enter data. The sheet can be used as a Base source and there you can
create queries, filters and reports.

As for sharing the address book you can create the spreadsheet in some shared folder
in your company net or perhaps to place it as a shared Google document.

Regards,
Jiri.

#5

Am 14.03.2012 21:22, Stephanie Dutcher wrote:

I work for a non-profit youth organization, and we are trying to figure out
a way to organize all of our members' information without a big cost to
us. Would I be able to create something like an address book using a
template in the LibreOffice Database?

I am envisioning something where we can't see all the information right
when we open it. I'd like it to be some kind of format where we have to
click on a tab or something to view each member's information, and they
would have an entire page dedicated to them. Is that possible to do?

Thank you,
Stephanie Dutcher

Yes, you can type some name into a list box, hit tab, followed by enter and get the related record of the selected list box item or a table view with more than one item related to the list box item. This can be done without programming.

No, there can not be any such template because each database structure depends on the exact data you are going to store in it.

First you need some database up and running. The creation of a database requires expert skills and appropriate software tools for the database type in question. Then you can connect a Base document to that database and add your office related tools which are Writer templates for serial letters, reports and may be some analysis in Calc.

Base can create a special type of database Base from scratch which is not suitable for anything more important than your private DVD collection. It is just fine for database tutorials and demos wrapped in a single file.

Hope that helps

#6

You should be able create a database using Base (the database
component for LO) if someone knows anything about databases. "Getting
Started with Base" is a chapter of the Getting Started Guide. It should
be some help. You can download it from the Internet:
http://wiki.documentfoundation.org/Documentation/Publications. (Look in
the Getting Started with LibreOffice table).
     
--Dan

#7

There must be some address book apps also in Windows (did you try your mail
client's address book? E.g. Thunderbird-Mail includes a nice address book -
but sorry, I'm not a Windows user).

If internet is an option and/or you want to stay platform independent, you
should try the mentioned groupware apps. You could look for a provider which
hosts a groupware ready-to-use.

By the way - please try to keep your replies cc'ed on the mailing list. It
looks as if you're not subscribed to the list, so if you want to read all the
replies you received you can use the archives[1]. (I'm really curious, which
of the replies will help you most. Maybe you'll want to repeat your question
on http://ask.libreoffice.org which allows better evaluating?)

Nino
[1] http://www.mail-archive.com/users@global.libreoffice.org/msg18031.html

#8

IMHO, we should offer a really *short* tutorial on how to create a simple
address book with LibreOffice.

It could be used as reference on how to use Base.

Don't you think, that this would help much more than saying, that it requires
expert skills?

Nino

#9

Am 16.03.2012 11:09, Nino Novak wrote:

First you need some database up and running. The creation of a database
requires expert skills and appropriate software tools for the database
type in question.

IMHO, we should offer a really *short* tutorial on how to create a simple
address book with LibreOffice.

It could be used as reference on how to use Base.

Don't you think, that this would help much more than saying, that it requires
expert skills?

Nino

Again, this is *impossible*. You can not describe how to do that by means of features. You have to describe the process by means of data.

There are plenty of references on how to use Base. There are thousands of resources on relational database design in general. This is not a problem. The problem is that too many people try to learn this by doing. But this is something where you need to know some basics before you can do anything.

Yes, database design is development work. IT professionals earn their living with this.
No, there is no "intuitive" way to define abstract data structures even when you pay for a full featured development suite. The result should be inutuitive but not the development process.

#10

Hi :slight_smile:
I think a tutorial or YouTube series or something on how to set-up a simple address book would be an excellent way to introduce people to Base.  Is anyone up to the challenge?

The Documentation Team might be able to offer some help with it.  If it could be a done as a YouTube-type video series then there might be additional advantages to the writer/creator.  Please get in touch with the Docs Team to find out more about the video tutorials for other specific tasks too :slight_smile:

Regards from
Tom :slight_smile:

#11

Am 16.03.2012 11:09, Nino Novak wrote:
>> First you need some database up and running. The creation of a
>> database
>> requires expert skills and appropriate software tools for the database
>> type in question.
>
> IMHO, we should offer a really *short* tutorial on how to create a
> simple
> address book with LibreOffice.
>
> It could be used as reference on how to use Base.
>
> Don't you think, that this would help much more than saying, that it
> requires expert skills?
>
> Nino

Again, this is *impossible*.

Would you mind - sorry for the "assault" - would you mind to *show* me that
that's impossible instead of telling me?

(Note: I'm not talking about a tutorial of "how to become a database expert",
but only of "how to create a simple address book")

You can not describe how to do that by
means of features. You have to describe the process by means of data.

I don't understand what you want to say here.

As for the tutorial, I meant: implementing one possible concretion of an
address book. Step by step. No further knowledge needed (though of course,
helpful if available).

There are plenty of references on how to use Base.

Unfortunately most of them start with theory. Though, there is one tutorial-
like Howto which I really appreciate. But it's about a calendar/scheduler, so
not applicable here.

There are thousands
of resources on relational database design in general.

As said before: I did not mean to learn how to become a database specialist.
The tutorial should be aimed at simple (or say, a little bit advanced) users,
who just want to build a simple database.

This is not a
problem. The problem is that too many people try to learn this by doing.

I always encounter too many people trying to understand theory and
capitulating because of the too high level of abstraction needed to understand
theory.

But this is something where you need to know some basics before you can
do anything.

What if we "just try it"?

Nino

#12

Sure why not

So you want to build this tutorial over this weekend.

Is it to be multi-user?

//drew

#13

Am 16.03.2012 11:09, Nino Novak wrote:

It could be used as reference on how to use Base.

Well, this would be like a reference on how to use a programming language. Either you can actually use it or you follow more or less obscure instructions.

Don't you think, that this would help much more than saying, that it requires
expert skills?

Nino

It would really help if LibO would drop the entire Base component with address sources and everything, letting the user import raw spreadsheet data as embedded XML structures into serial letters. So they get a feeling of empowerment when they freely drag around, import and export their data copies. They would not even blame anyone for the results.
An abstraction layer like Base is beyond user's imagination even though it can be used in very creative ways. Using software tools in creative ways is mere expert skill.

#14

Sure why not

:slight_smile:

So you want to build this tutorial over this weekend.

At least make a serious attempt.

Is it to be multi-user?

No. One computer only. (Can be expanded later)

Nino

#15

Stephanie,

Take a look at google apps. You get a free account as a non-profit with
your own domain (not gmail.com). It has address book, email lists, document
sharing, members, calendars, etc. All accessible over the internet. You can
publish your organization's web site through here, if you want. Everyone in
your organization would have an email address
your_name@your_organization.org, or whatever your domain name is. If you
don't have a domain, go to godaddy.com and register one for around
$10/year.

See - http://www.google.com/apps/intl/en/nonprofit/index.html If you are a
U.S. nonprofit organization of over 3,000 users, you are now eligible
for Google
Apps for Business <http://www.google.com/apps/intl/en/business/index.html> at
a 40% discount ($30/user/year). If your organization is under 3,000 users,
you can apply for the free Google Apps for Education through the Google for
Nonprofits site.

I did this for my non-profit (I have less than 3,000 users), and it has
been very helpful. Note: a user is someone who works in your organization;
not one of your donors.

Mark

#16

Am 16.03.2012 11:09, Nino Novak wrote:
> It could be used as reference on how to use Base.

Well, this would be like a reference on how to use a programming
language. Either you can actually use it or you follow more or less
obscure instructions.

I rather thought of a reference implementation, not a language reference.
A reference tutorial if you like :slight_smile:

A non-theoretical primer for people keen to learn to create (simple)
databases. An initial nucleus :wink:

> Don't you think, that this would help much more than saying, that it
> requires expert skills?
>
> Nino

It would really help if LibO would drop the entire Base component with
address sources and everything, letting the user import raw spreadsheet
data as embedded XML structures into serial letters. So they get a
feeling of empowerment when they freely drag around, import and export
their data copies. They would not even blame anyone for the results.
An abstraction layer like Base is beyond user's imagination even though
it can be used in very creative ways. Using software tools in creative
ways is mere expert skill.

Erm - yes. However...

Sort of ... I'm the wrong person for this kind of discussion. I'm a simple
user, who wants to learn, no, wait, who wants to create his own address book
using LibreOffice. So please, talk to LibreOffice component architects (or who
ever regards himself as appropriate person to discuss dropping components).

But please help me to create my simple address book :slight_smile:

Nino

#17

Dne 16.3.2012 15:40, Nino Novak napsal(a):
...
But please help me to create my simple address book :slight_smile:
Nino
...

Hi,
included is a spreadsheet that you can use as a simple address book.
Just enable macros running (in settings).

When you place a cursor into the row with a record
just click the button to show the card.

This is the simplest example - if it does not suit your needs
then you have to be more specific and define exactly
what you really need - both as for data contents
and as for its presentation.
The LibO is so flexible - play with this toy, become an experienced user
  and discover the beauty of possiblities given to more experienced users.

:slight_smile:

Best regards,
Jiri

P.S. users@global.libreoffice.org does not accept enclosures - I hope Nino does.
If someone else wishes to get the file
let him drop me a line to mail@revida.sk

#18

Am 16.03.2012 15:40, Nino Novak wrote:

Am 16.03.2012 11:09, Nino Novak wrote:

It could be used as reference on how to use Base.

Well, this would be like a reference on how to use a programming
language. Either you can actually use it or you follow more or less
obscure instructions.

I rather thought of a reference implementation, not a language reference.
A reference tutorial if you like :slight_smile:

A non-theoretical primer for people keen to learn to create (simple)
databases. An initial nucleus :wink:

Don't you think, that this would help much more than saying, that it
requires expert skills?

Nino

It would really help if LibO would drop the entire Base component with
address sources and everything, letting the user import raw spreadsheet
data as embedded XML structures into serial letters. So they get a
feeling of empowerment when they freely drag around, import and export
their data copies. They would not even blame anyone for the results.
An abstraction layer like Base is beyond user's imagination even though
it can be used in very creative ways. Using software tools in creative
ways is mere expert skill.

Erm - yes. However...

Sort of ... I'm the wrong person for this kind of discussion. I'm a simple
user, who wants to learn, no, wait, who wants to create his own address book
using LibreOffice. So please, talk to LibreOffice component architects (or who
ever regards himself as appropriate person to discuss dropping components).

But please help me to create my simple address book :slight_smile:

Nino

The trick is that you can use any type of address book if you know how to work with software tools in creative ways.
Dump your data in a text file, a spreadsheet or (much better) use dBase and then build a query with the right field names matching your letter template(s). This is what nobody really understands.
Spreadsheets come very handy to compile lists from csv import, clipboard, keyboard and other connected sources. You can freely drag around data and compile the right male/female greetings together with snippets like [you | insurance owner | your son | your daughter].
But no matter which software I am using, finally the list should match with one of our well prepared letter templates. This requires a more or less sophisticated query with the right alias names.

Nobody but YOU can build the right database for your purpose. If your address data cover information about company relations or family relations then you take advantage of a relational database instead of flat dBase, spreadsheet or plain text.
This is more about user-ability than usability.

But virtually nobody here ever talks about concrete *DATA* to process. Everybody expects some ready-made stuff without any clear specification about ready-made for what.

We have several types of address sources and every now and then it is my part to compile tomorrow's address lists fitting to one of our letter templates. Then I leave a note to the co-worker about the source name and query name for the serial letter to print, she opens the template with prepared field masters for address, salutation and stuff, then she sets the right data source, writes the letter and due to a well known "unfixable bug" she specifies the source query once more when printing.
She does not bother about file types nor database connections nor field names. That was my job.

#19

My database experience started with a DOS database. Then I moved from that to Access to Paradox to Base. I'm very far from a database expert. In base I have one with about 2600 records at work to keep address, phone numbers, basic information in about the inquiry, and notes of things that transpired. I have a second one to print Christmas card mailing labels. I learned how to do this by reading, and trial and error through the various programs/applications. I would be lost without my databases. I think a tutorial would be an excellent thing. When I moved to Base, about 8 years ago, I printed out the Base tutorial and just followed it.

Don

#20

I was basically just looking for something I could have on my computer and
export it as an excel file or pdf when I needed to share it, but having
something that was online or able to be shaared through a network isn't a
bad idea.

Everything I've seen that is more like an address book app is compatible
with Mac and not with Windows. Do you have any suggestions of what to use,
or is that not really your thing?

File>New Database|Use Wizard to Create Table|Personal|Addresses| select
the fields you wish to include.

Also look at the other table templates provided (in both Buiness and
Personal); maybe 'Business|Contacts'

There must be some address book apps also in Windows (did you try your mail
client's address book? E.g. Thunderbird-Mail includes a nice address book -
but sorry, I'm not a Windows user).

...