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Exporting / Importing Shelby Data International Shelby Conference 2010 Innovative Data Solutions Dallas Ft.Worth Area 817.938.3079 main 817.419.0084 fax.

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Presentation on theme: "Exporting / Importing Shelby Data International Shelby Conference 2010 Innovative Data Solutions Dallas Ft.Worth Area 817.938.3079 main 817.419.0084 fax."— Presentation transcript:

1 Exporting / Importing Shelby Data International Shelby Conference 2010 Innovative Data Solutions Dallas Ft.Worth Area main fax 1

2 Objective Objective: This session is designed to show you how to import/export information out of Shelby and into multiple Contact Managers. This information can be brought into Palm Pilots, Microsoft Outlook or any application that accepts comma- delimited files. There are three basic steps to this process:  Extracting the data (Shelby)  Cleaning up the extracted data (Excel)  Importing the extracted data (Other Applications) 2

3 Shelby Processes There are several ways to get data out of Shelby we will go through those processes for both Financial and Non-Financial data.  Word Processing Interface  Formatted Report  Financial Export to Excel  Save to Text 3

4 Non-Financial Data What information do we want to extract? Contact Name Contact Address Contact Phone Number Contact Address You may also want to export: Work Address Work Phone Number Cell Phone Number Fax Phone Number 4

5 Shelby Membership Export Word Processing Interface 5

6 Open Shelby Membership Module Launch the Report Module & Select – “Selections & Listings” option 6

7 Click on New Report button 7

8 We use the default settings here so just click on “OK” button 8

9 Name the report, select the group you want the report to be filed under and secure the report if needed. Select “Word Processing Interface” 9

10 Word Processing Interface:  Make note of File Name & Location  Include Field Names in First Record  Address Types  Phone Number Types 10

11 You are now prompted to pick the address types. For our report we have selected Main/Home Address. 11

12 You are now prompted to pick the phone types you want to export. 12

13 You are now ready to save the report. 13

14 You are now ready to run the report. 14

15 Once the report has completed you will again notice it gives you the location of the file and the file name. This is just in case you did not write it down when setting up the report. When the report has completed you will see the following. If you have ran the report before you will see the following message. Select Yes 15

16 Shelby Membership Export Formatted Report 16

17 Open Shelby Membership Module Launch the Report Module & Select – “Selections & Listings” option 17

18 Click on New Report button 18

19 We use the default settings here so just click on “OK” button 19

20 Select Formatted (All) 20

21 Select the fields you want to export: Address Types, Account – Primary & Phone Number Types Select “Print to File” & “Include Fieldnames in first record” Select File Name and Location Select “Print Home Address on First Line” & “Print Unlisted Phone Numbers” 21

22 You are now prompted to pick the address types. For our report we have selected Main/Home Address. 22

23 You are now prompted to pick the phone types you want to export. 23

24 You are now ready to save the report. 24

25 You are now ready to run the report. 25

26 Once the report has completed you will again notice it gives you the location of the file and the file name. This is just in case you did not write it down when setting up the report. If you have ran the report before you will see the following message. Select Yes When the report has completed you will see the following. 26

27 Cleaning Up The Data Microsoft Excel 27

28 Cleaning Up The Data When exporting data from Shelby or any database, you often get more information than is needed. This is the main issue with the Word Processing Interface method. Therefore, we must clean up this data by deleting unneeded fields before we import into our desired Contact Manager. Although there are several ways to clean up this information, I have found Microsoft Excel to be the most versatile and simple. This is what we will use today to perform this function. We will use Excel 2007 for our Demonstration today but the process is the same whether you are using Excel 2007, 2003 or even Excel

29 Launch Microsoft Excel and open the file we just exported from Shelby. This is the file name you took note of when the report completed running. 29

30 When opening the file, make sure your “Files of type” is set to “All Files (*.*)” or you will not see the file that you exported 30

31 You will now get the Text Import Wizard. We are working with “Delimited” files so make sure that is selected. 31

32 What is a Delimited File? Delimited – This is a text file that has some character that separates fields. The character that separates the fields is called the delimiter. Example: “First Name”,”Last Name”,”Street” As you can see First Name is inside quotation marks then there is a comma, the comma is the delimiter and the quotation marks surround the actual data we are importing. The quotation marks are called the Text Qualifier. This file would be a Comma Delimited File. 32

33 The second step in the wizard is to pick the type of delimiter we are using. In this case it is Comma. You will now notice our data has been broken into their proper columns. 33

34 The third step in the import process is optional but will help us clean up the data and only import what we want. Just select the columns you don’t want and select “Do Not import column (skip)” 34

35 As you will notice the information we wanted is now imported. Notice how we selected to import the field names in the first row so we know which phone numbers are Home, Business or Cell. 35

36 Excel Export One of the things I am often asked to do is to export a group of members from Shelby such as Deacons, a particular committee or even the entire church membership and then get those individuals Addresses and Phone numbers into a particular pastors Cell Phone or Personal Digital Assistants (PDA’s) such as Palm Pilots, Treo Cell Phones and even Windows Mobile Devices and Cell Phones. This is what we are going to do now. We are going to export this data from Excel and then bring it into Outlook. We bring it into outlook because most PDA’s sync with outlook, so once the data is there it will sync to the phone or PDA device. 36

37 It is always a good idea to plan for an error. So if you look at our data below, I have added a new column called Category. I added this so if a mistake or error occurs I can undo the import with very little work or time invested. 37

38 Exporting data from Excel is actually very simple to do. You just have to save the file in either a comma or tab delimited format. I highly recommend you stick with comma delimited as it is a little more user friendly. Make note of the location and name of the file you are saving. 38

39 Outlook Import We will use Outlook 2007 for today's demonstration but it makes not difference what version of Outlook you are using. This process works on all versions and is no different in those other versions. 39

40 40

41 In Outlook click on File and select Import and Export. This will launch the Import and Export Wizard as displayed below. To import a.csv file we select Import from another program or file as highlighted below. 41

42 We are now asked what type of file we want to import. We selected Comma Separated Values (Windows) as highlighted below. 42

43 We now need to select what to do with any duplicate records. This is pretty self explanatory and you just need to make your choice. Then browse to the file you want to import. 43

44 We now browse to the file we exported and saved from Excel as shown below. 44

45 You are now asked where do you want to import the data. In this case we are importing the data into Outlook Contacts. 45

46 This is one of the most important steps of this process. We must tell Outlook where to place the data. This is called Mapping the fields. It is simple but critical you match the fields up properly so the data is placed where it should be. 46

47 To map fields you just drag the field from the left column to the proper field on the right column. Once all fields have been mapped just click on ok. 47

48 Click finish and you will see the contacts being imported into Outlook 48

49 49

50 50

51 Almost all software that allows us to import data works much the same way. If you can get the information in Comma Delimited (csv) format, you can pretty much import it into just about anything. MS Excel is a valuable tool both for cleaning up and converting data to Comma Delimited format (csv) Many ask can I import data into Shelby. The answer to this is yes it can be but no you personally should not do this. You see Shelby is a relational database and much of the data is linked between modules. If you import data it could corrupt these relationships. Shelby can do this is certain situations, you would need to call Shelby support and consult with a Support Specialist. 51

52 Shelby Financial Data Export Financial Data 52

53 Shelby has a great feature for those that work with the financials that exports financial data directly from Shelby and imports it right into Excel. 53

54 Balance Sheet Shelby 54

55 Balance Sheet Excel 55

56 Budgeted Financial Statement Shelby 56

57 Budgeted Financial Statement Excel 57

58 Designated Fund Summary Shelby 58

59 Designated Fund Summary Excel 59

60 Financial Spreadsheet Shelby 60

61 Financial Spreadsheet Excel 61

62 Trial Balance Worksheet Shelby 62

63 Trial Balance Worksheet Excel 63

64 Financial Reports that interface with Excel Balance Sheet Budgeted Financial Statement Designated Fund Summary Financial Spreadsheet Trial Balance Worksheet 64

65 Shelby Save To Text Text Export 65

66 Save to text pretty much works with any Shelby Data, Membership, Contributions, Financials or just about any part of Shelby. It is a very simple way to get data out of Shelby and into Excel for clean up or manipulation. All you do is run any Shelby report that displays the report on screen. Once the report is on screen just click on File, Save As, Comma Delimited File. Once the report is saved just remember the location and name of the file and you can open it with Excel. 66

67 File Save As Comma Delimited File 67

68 You will see the following window when you save a text file. You can see the location of the file and the default name is Printer. 68

69 Shelby Import Text Import 69

70 Select the General Tab and click on Utilities 70

71 Select ShelbyTools 71

72 Select the GlobaFile Record Import and click on Run 72

73 Select the file you want to import on the Import Line Select Import Records Select First row contains column headings Click on OK If you see this error message it is fine just click on ok and it will give your job the default name that you logged into Shelby with. 73

74 This screen provides the key to a successful import. You data file must have the following fields in the same order as this screen. I have listed them in order on the next screen. 74

75 Title First/Middle Last Name Suffix Organization Address Line 1 Address Line 2 City State Postal Code Foreign Country Memo Main/Home Phone Mail Status Web Address Birthdate Gender Marital Status Envelope Number Module Record Status How Rec’d Date 1 Date 2 Date 3 Date 4 Date 5 Date 6 Date 7 Date 8 Date 9 Date 10 Area Region District Mail Fund Appeals 75

76 Use Microsoft Excel to add the columns you need so they match the list on the previous screen. Make sure you save the file in Tab Delimited (txt) otherwise Shelby Import will not see if when you try to open and import the file. 76

77 Summery You are all now Certified Shelby Export Experts. With this understanding you should be able to export data out of Shelby and pretty much clean it up and import it into the application you need. You should be able to import this data into other apps like Outlook, Palm Pilots, Pocket PC’s, Microsoft Access and much more. 77

78 Questions Please do not leave this session without totally understanding what we have covered. Feel free to catch me anytime during this conference if you need more personalized help. 78

79 The End Exporting / Importing Shelby Data Presented By: Kyle Brown Innovative Data Solutions main fax International Shelby Conference


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