Simple Export
Exporting data from ContactEase provides you with greater flexibility when creating labels or printing reports. You can format the data and quickly edit as needed. There are two types of exports available to ContactEase users -- simple and advanced.
When you export records from the List View display, all columns in the display will export. Before performing a simple export, add any columns you would to include and remove any that you would like to hide from view. To add or remove the columns, you can right-click in the List View display and select Columns.
- Once you are happy with the display, highlight the records you would like to export (you can right-click and choose Select All or Select Range or highlight individual records).
- Right-click and select Copy.
- Paste the records directly into Excel.
Note when pasting the records into Excel that a column named "contactid" has been added. This is the unique ContactEase identifier for the record and can be used to locate a record or update the record with any changes if you import it back into the database.
Advanced Export
An Advanced Export allows you to export an unlimited number of fields from the database. Records must be selected for an advanced export. The options are:
- All Records (which will export the entire ContactEase database)
- Selections Only (highlighted records)
You can also make your selections from the List menu by going to:
- List > Select All (highlights all records in the results list)
- List > Select Range (allows you to select a range of records from the results list)
Once you've selected the records to export, go to File > Tools > Export to open the export dialog window. Follow the prompts to export your contacts.
Export Definition Tool
The Export Definition Tool allows you to define what data is exported and in what format. To open the dialog, go to File > Tools > Export.
To define a new format, name the Layout Description or select from the dropdown list to view previously defined layouts.
Select the records to export: All or Selections. If you do not choose Selections, all records in the database will export.
Choose the file type for your export:
- CSV (comma separated values)
- TXT Word Merge File
- TXT Tab Separated Values
You can select to overwrite an existing file or enter the name and path of a new file. Many ContactEase users prefer to use the same path when exporting files. You can save it as a new file once you've edited it.
If you firm uses Master Records, you can check the box next to Master to reveal the Master Fields. This will export the Master Value field. When used side-by-side with the contact record, you can easily identify mismatched fields.
To select the fields to export, use the <<Add
button to include that field in the export list. You can also use the Up and Down buttons to
position the fields in the file.
Click the Export button to generate the Export File (using the Output Type and File Name specified).
CR refers to carriage returns. LF refers to line feed characters. In some instances, it may be necessary to define what to do with these. Generally speaking, selecting Keep CR/LF is the best choice.
Enclosing text in quotes can resolve issues with
commas in a name field, but is not necessary when exporting to a
spreadsheet.