Common FAQs

General Info

How can you use the database?

You can export your database easily to most of the software and use it the way you want. Click on the set of step-by-step instructions you need:

Windows 98/2000/NT/XP/Vista
Access
ACT!
Excel
Foxpro
Goldmine
Outlook
Word -- to create Mailing Labels
Word -- to create Form Letters
Word -- to create Envelopes

Macintosh
ACT!
Claris Works
Excel

Exporting to Microsoft Access

1. Click on Blank Database and then on OK.

2. Enter a filename with an ".MDB" extension, then click on Create.

3. Click on File, then Get External Data, and then Import to.

4. In the Files of Type: box select Text Files (*.txt, *.csv, *.tab, *.asc).

5. In the Look In: box either select your floppy (A:\) drive or go to the directory on your hard drive that you saved the file to.

6. In the File name: box, enter the name of the file you saved and click on the Import button.

7. The Text Import Wizard then starts. Check to see that the Delimited button is checked. Click on Next.

8. Check to see that Comma is the selected Delimiter.

9. If the file that you saved has fields names in the first row then put a checkmark in the box that says First Row Contains Field Names and click on Next again.

10. If you would like to import the information into a new table, select In a New Table. If you would like to import the information into an existing table, select Existing Table and choose the correct table. (Note: The existing table that you are importing into must have the same fields as the file you are importing). Click on Next again. The next two screens are for changing field options and adding primary keys. Click on Next two more times.

11. In the Import to Table: box, type in a name you want to call this table. Then click on Finish.

12. Double-click on the new table that appears in the window and you will see the data you downloaded.

Exporting to Symantec ACT!

1. Click on File and New. Select ACT! Database and click OK.

2. Give the new database a name and click on Save.

3. A "My Record Information" box will appear. If all of the information is correct, click OK. Then it will ask you if the information is complete and correct -- answer appropriately.

4. Click on File, select Data Exchange, and click on Import.

5. In the File type: box, choose Text - Delimited.

6. Click the browse button (the button with the three dots on it) next to the Filename and location: box.

7. In the Look in to box, select your floppy (A:\) drive. Double-click on the file that appears in the window. Click on Next. NOTE: if your file does NOT appear in the window, it means that your file probably needs to be renamed.

8. Make sure Contact records only is selected. Click on the Options: button and make sure there is not a check mark in the box next to Yes, import the first record. Click on OK, then Next.

9. Ensure that Don't use predefined map is checked, then click Next.

10. In the Contact Map window, match up the fields from your file with the fields in ACT!. Example: to map the field Contact Name from the left side of the list, click on the right side next to Contact Name & go through the list until you see Contact, then click on it. Do this same procedure for all the fields on the left side ( if you don't need a particular field, don't map it; if you can't find anything on the right side that matches your field, you can select one of fifteen User fields).

11. If you want to save the map you've created, click on Save Map. Give the map a name & click Save. You will be able to use this map for future imports with files that have the same fields.

12. Click on Finish, and the records will be imported into the database.

Exporting to Excel

1. Click on File and then on Open...

2. In the Look In: box go to either the Floppy (A:\) drive or the directory on your hard drive that you saved the file to.

3. In the Files of Type: box choose All Files.

4. Locate your file and double click on it.

5. A Text Import Wizard will appear.

6. Under Choose the file type that best describes you data, select Delimited and hit Next.

7. In step 2, under Delimiters, you will want to put a check mark in the box that says Comma and take the check mark out of Tab.

8. Make sure that the Text Delimiter is " and hit Next.

9. In step 3, under Column Data Format select Text and hit Finish.

10. You will now see the data you downloaded in the spreadsheet.

Exporting to FoxPro

1. Click on File and select New.

2. From the New dialog box make sure the file type selected is Table/DBF. Click New.

3. FoxPro will now display the Table Structure box. At this point type in every field name, field type and width.

4. Make every field type character and include every field, even if it is blank. Use the Tab key to move from field to field. Example:

5. Once all the fields have been entered, click OK.

6. The Save As box appears. Name the new database you just created (up to 8 characters with no spaces), leave the .dbf extension and press Enter.

7. A new dialog box will appear asking if you want to Input Data Records Now?. Click No.

8. Now, select Database from the main menu and choose Append from.

9. Inside the Append From window, click on the From? button.

10. From the Open box, change the Drive: letter to the drive where your import file is (either the floppy A:\ or your hard drive).

11. Click on the box next to All Files to mark it with an X.

12. When the filename from the disk appears underneath the Append box, click on it to highlight it and then choose OK.

13. Back at the Append From box, change the File type: to Delimited with commas and then click on Append.

14. To view the records, click on Database and select Browse. You will now be able to see the information displayed in table format.

15. To create mailing labels, first from the main menu select Run, choose Wizard and then click on Label.

16. The Label Wizard will now ask to select a table. Click on the name of the table you just created and choose Next.

17. In the next window, click on the Avery label number that matches the type of labels you will be using and click on Next.

18. The next step of the Label Wizard helps you insert the fields you wish to appear on your label. To set up the label in business format use the following guide: Select the Contact field and click on the > button followed by Enter. Click on the Business field, then > followed by Enter. Click on the Address field, then > followed by Enter. Choose City and then click on , (comma) and the Space bar. Select State and click on the Spacebar twice. Now choose either Zip or Zipcode and then click on Next.

19. If you wish to sort by a particular field, this step is where you would choose the field to sort by. Once you are done selecting or if you do not wish to sort click on Next.

20. The label is now done. Choose Preview to see what the labels would look like printed.

21. If you don't wish to print, select Save labels for later use and click on Finish.

22. If you are ready to print select Save and print label and then click on Finish.

Exporting to Goldmine

1. Open an existing contact book.

2. Click on Tools, and select Import Records.

3. Click on Import a New File, and select ACSII, then click Next.

4. Click on Browse. In the Look In: box choose either the Floppy (A:\) or the directory that you saved your file to.

5. In the Files of Type: box choose Text Files.

6. Locate your file and double-click on it. Click Next.

7. On the Import File Profile click Next.

8. Now you will need to map the fields in your file to the fields in Goldmine.

9. Click on Label001 then click on the corresponding field in Goldmine and then click on Map to GM. For example: Label001 to Contact ; Label002 to Company

10. Continue with this process until all the fields are mapped.

11. When all of the fields are mapped click on Next.

12. It will ask you if you want to save this import file for later use. Click on Yes, give the file a name, then click on Next.

13. Click on Finish to complete the import.

14. When it is done importing click OK.

Exporting to Outlook

1. Click on File and New. Select Folder.

2. Give the folder a name. Example: List.

3. Where it says Folder Contains, select Contact Items.

4. Where it says Select where to place the folder, select Contacts and hit OK.

5. Now click on File and choose Import and Export.

6. This will bring up an Import and Export Wizard.

7. Select Import from another program or file. Click Next.

8. In the Import a File: box select Comma Separated Values (Windows) and click Next.

9. Now you will need to select your file. Click on Browse.

10. In the Look In: box go to either the Floppy (A:\) drive or the directory on your hard drive that you saved the file to.

11. In the Files of Type: box choose Comma Separated Values (Windows).

12. Locate your file and double click on it.

13. In the box under Options, select whether or not you want duplicates and click Next.

14. Now you will need to highlight the folder that you just created and click Next.

15. In the next window you will need to click on the box that appears under The following actions will be performed:. This will place a check mark in the box.

16. Now click on Map Custom Fields.

17. The From: box will contain the fields in your import file. Note: If your file has a header record, put a check mark in the box that says First record contains field names.

18. Click on the fist field from your file and drag it to the corresponding field in Microsoft Outlook.

19. Do this for all of the fields in your import file. Note: If the field in outlook has a + next to it, you can click the + and it will bring down the rest of the fields in that category. Example:

20. The following import fields will need to be matched up with the following Outlook fields:

21. After all the fields in the import file have been matched up with the fields in Outlook, click on OK. Then click on Finish.

22. Outlook will now import your records into the folder you created in Steps 1-4.

Exporting to Microsoft Word
-- Mail Merge Format For Labels

1. Open a new document.

2. From the Tools menu, select Mail Merge.

3. Click on Create, then choose Mailing Labels.

4. In the pop-up menu, select Active Window.

5. Click on Get Data, then choose Open Data Source.

6. In the Look In: box go to either the Floppy (A:\) drive or the directory on your hard drive that you saved the file to.

7. In the Files of Type: box, select All Files. Locate your file and double click on it.

8. You may or may not get a window that says Confirm Data Source. If you receive this message select Text Files (*.txt). Hit OK.

9. Word 2000 users: At the File Conversion window, select Plain Text, then click OK.

10. Choose the Set Up Main Document button.

11. Choose the address label type under Product Number, then click OK.

12. Click on Insert Merge Field, then click on Contact Name, press the Enter key.

13. Click on Insert Merge Field, then click on Company, press the Enter key.

14. Click on Insert Merge Field, then click on Address, press the Enter key.

15. Click on Insert Merge Field, then click on City, type a comma and a space.

16. Click on Insert Merge Field, then click on State, press the spacebar twice.

17. Click on Insert Merge Field, then click on Zip, then click OK.

18. If you're ready to print labels now, make sure the printer is loaded with blank labels. Otherwise, skip to step 24 to save your work.

19. Click the Merge button.

20. In the Merge To: box, select Printer.

21. If you're going to print all the labels now, make sure All is selected in the Records To Be Merged: box; otherwise, in the From and To boxes, enter the appropriate numbers (Example: if you're printing labels 20 to 200, in the From box enter 20, and the To box enter 200).

22. Click the Merge button.

23. In the Print dialog box, click on OK.

24. To save your work, click on File and select Save. Make sure you save the file to your hard drive (C:), give your file a name you will remember, and click Save.

Exporting to Microsoft Word
-- Mail Merge Format For Form Letters

1. Start Microsoft Word.

2. From the Tools menu, select Mail Merge.

3. Click on Create, and select Form Letters.

4. Click on Active Window.

5. Click on Get Data, and select Open Data Source.

6. In the Look In: box go to either the Floppy (A:\) drive or the directory on your hard drive that you saved the file to.

7. In the Files of Type: box select All Files. Locate your file and double click on it.

8. You may or may not get a window that says Confirm Data Source. If you receive this message select Text Files (*.txt). Hit OK.

9. Word 2000 users: At the File Conversion window, select Plain Text, then click OK.

10. Click on Edit Main Document to insert your merge fields.

11. Click on Insert Merge Field, then click on Contact Name, press the Enter key.

12. Click on Insert Merge Field, then click on Company, press the Enter key.

13. Click on Insert Merge Field, then click on Address, press the Enter key.

14. Click on Insert Merge Field, then click on City, type a comma and a space.

15. Click on Insert Merge Field, then click on State, press the spacebar twice.

16. Click on Insert Merge Field, then click on Zip, then click OK.

17. If you're ready to print letters now, make sure the printer is loaded. Otherwise, skip to step 23 to save your work.

18. Click the Merge button.

19. In the Merge To: box, select Printer.

20. If you're going to print all the letters now, make sure All is selected in the Records To Be Merged: box; otherwise, in the From and To boxes, enter the appropriate numbers (Example: if you're printing letters 20 to 200, in the From box enter 20, and the To box enter 200).

21. Click the Merge button.

22. In the Print dialog box, click on OK.

23. To save your work, click on File and select Save. Make sure you save the file to your hard drive (C:), give your file a name you will remember, and click Save.

Exporting to Microsoft Word
-- Mail Merge Format For Envelopes

1. Start Microsoft Word.

2. From the Tools menu, select Mail Merge.

3. Click on Create, and select Envelopes.

4. Click on Active Window.

5. Click on Get Data, and select Open Data Source.

6. In the Look In: box go to either the Floppy (A:\) drive or the directory on your hard drive that you saved the file to.

7. In the Files of Type: box select All Files. Locate your file and double click on it.

8. You may or may not get a window that says Confirm Data Source. If you receive this message select Text Files (*.txt). Hit OK.

9. Word 2000 users: At the File Conversion window, select Plain Text, then click OK.

10. Click on Set Up Main Document to insert your merge fields.

11. In the Envelope Options window, select the appropriate envelope size and hit OK.

12. Click on Insert Merge Field, then click on Contact Name, press the Enter key.

13. Click on Insert Merge Field, then click on Company, press the Enter key.

14. Click on Insert Merge Field, then click on Address, press the Enter key.

15. Click on Insert Merge Field, then click on City, type a comma and a space.

16. Click on Insert Merge Field, then click on State, press the spacebar twice.

17. Click on Insert Merge Field, then click on Zip, then click OK.

18. If you're ready to print envelopes now, make sure the printer is loaded. Otherwise, skip to step 23 to save your work.

19. Click the Merge button.

20. In the Merge To: box, select Printer.

21. If you're going to print all the envelopes now, make sure All is selected in the Records To Be Merged: box; otherwise, in the From and To boxes, enter the appropriate numbers (Example: if you're printing letters 20 to 200, in the From box enter 20, and the To box enter 200).

22. Click the Merge button.

23. In the Print dialog box, click on OK.

24. To save your work, click on File and select Save. Make sure you save the file to your hard drive (C:), give your file a name you will remember, and click Save.

Exporting to ACT! for Macintosh

1. To import into a new database click on File, select New and click on Database.

2. ACT! will then ask you to enter Your Record Information and offer to let you enter a password. If no password is desired just click OK without typing anything.

3. ACT! will ask you to verify that all the information is correct. Respond appropriately.

4. To import the data click on File and then on Import.

5. ACT! will then display the File Open dialog box. Select the Floppy (A:\) drive or the directory on your hard drive where the file is located. In the List Files of Type: box, select Delimited.

6. Locate your file and double click on it.

7. You will then get an Importing Options dialog box. The column on the left side of the Importing Options dialog box is from the data disk. Note: The column on the left displays the fields in your data file, and the column on the right displays the fields in ACT!.

8. To map the fields from your file to the fields in ACT! you would click on the field and then click Map To, then select the appropriate corresponding field from the list that appears.

9. If you have a field in the file that you do not want to include in the imported file simply highlight that field and click on Exclude Field.

10. After you have mapped every field Do Not Forget To Save The Map so you can use it again.

11. When all the fields are lined up to your satisfaction click on OK and the import will begin.

Exporting to Claris Works for Macintosh

1. Choose File and select Open.

2. On the Preview line click the Up/Down arrow to select the drive that your file is on. Note: If you have a diskette choose Desktop and select the floppy (untitled). If you have the file on your hard drive select your hard disk.

3. Under Document Type change it to read Database.

4. Now click on the name of the file and select Open.

5. Claris Works will now import your information.

6. To create mailing labels you would click on Layout and New Layout.

7. From here select Labels and then OK.

8. Enter the number of labels across on a page for the type of labels you will be using.

9. Hit the Tab key to enter the label size for width and then Tab again to enter the height. Click OK when finished.

10. In the Set Field Order box click on the first field you want to appear in your label.

11. Next click on the Move button and it will appear under Field Order:. Repeat this process until you have all the fields selected that you want in the label. When finished click OK.

12. A sample label will now appear on the screen. If you are creating a standard business format you will want the fields City, State, and Zip Code to appear on the same line. To give it that appearance, start by clicking on Zip or Zip Code to make it active.

13. Resize the field by putting the mouse pointer on the bottom right corner box of Zip and dragging the box back to the left until it looks to be the right size for that field. Repeat this process for the State field and City field.

14. Drag the newly resized State field and place it next to the City field. Place the Zip or Zip Code field next to the State field.

15. Make sure to resize a field if necessary so that the line of fields does not extend into the next label margins.

16. You are now ready to print!

Exporting to Excel for Macintosh

1. Select File and Open.

2. From the Open File menu, select either the floppy (A:\) drive or the directory on your hard drive where the file is located.

3. Under the List Files of Type: box select Text Files (*.txt).

4. Locate your file and click on it, then click on the button labeled Text on the bottom right side of the dialog box.

5. In the Text File Options box select Comma as the delimiter and then DOS from the file origin offering. Click on OK.

6. Click OK to start the import in to Excel.

7. Note that the columns are not wide enough to display all the data in the fields. To remedy this, highlight the column in question by clicking on the gray column letter and then selecting Format from the main menu.

8. From Format select Column and choose the Best Fit button from the right side of the dialog box.