1. Instructions for transferring names and addresses from a MS WORD table (previously created for printing address labels) to MS Excel for upload to SendOutCards Note: This was done using MS Word 2007 and Excel 2007 and there might be variations if you are using other versions of those programs.

2. The goal is to have commas separating each field of data. Click this button to view formatting like I’ve done

3. Next, you want to Find and Replace the Paragraph mark symbols with commas (,) Click REPLACE Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

4. Click MORE Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

5. Click SPECIAL Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

6. Select PARAGRAPH MARK Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

7. This will be inserted here Now enter a comma (,) into this field and click REPLACE ALL. After the replacements are done, click CLOSE to close the FIND/REPLACE window. Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

8. Your MS Word file will now look like this: There will still be some fields of data not yet separated by commas (like first name /last name, and State / Zip), but we can handle that in Excel. Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

9. Now, do “SAVE AS”, and save the document as PLAIN TEXT type. (A File Conversion warning dialog box about formatting will appear, just click OK) Next, close the file in MS Word so you can open it in Excel.. Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

10. Open MS Excel, then do FILE, OPEN… Change this field to ALL FILES so you can find your.txt file, then click OPEN Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

11. On this screen, make sure DELIMITED is checked, then click NEXT Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

12. Uncheck TAB and check COMMA as shown below: You’ll see your data starting to be broken out into columns: Click NEXT Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

13. On this screen, just click FINISH Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

14. You now have most of your data separated into individual columns (except the first/last name and state/zip). To further separate those fields, continue reading… Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

15. Now, you need to insert a blank column in column B to make room for a new field. Click on the column heading for B, then right click, then choose INSERT and it will insert a blank column for B. Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

16. Follow these 4 steps in order: 1. Click on the DATA tab 2. Click on the column heading for the data you’re looking to separate (to highlight the column) 3. Click TEXT TO COLUMNS 4. Click NEXT Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

17. Uncheck TAB and check SPACE and TREAT CONSECUTIVE … as I’ve done below, then click next. Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

18. Final steps Click on each column heading to change it from GENERAL to TEXT (this is very important when you do this for the zip code field to retain leading zeros!). When done, click FINISH. Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

19. Your first and last names are now separated into separate columns! Now, follow these directions to separate state/zip (repeat slides 14-18 of this presentation) When you’re done, save the file as an excel workbook (not as a text file anymore) Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease

20. After this, you can now proceed to follow the directions provided by SendOutCards.com on how to further format your excel file for upload to the SOC system! Go to ‘System Training’ ‘View archive of old Training Videos’ ‘Adding and Importing Contacts’ Created by Linda English, ID: 67243, www.sendoutcards.com/organizingwithease