Exporting / Importing Shelby Data

1. International Shelby Conference l2010 Exporting / Importing Shelby Data Innovative Data SolutionsDallas Ft.Worth Area817.938.3079 main817.419.0084 faxkyleb@idsnet.netwww.idsnet.netwww.yintelligence.comwww.churchit.net

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:l Extracting the data (Shelby)l Cleaning up the extracted data (Excel)l Importing the extracted data (Other Applications)

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. l Word Processing Interface l Formatted Report l Financial Export to Excel l Save to Text

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

5. Shelby Membership Export Word Processing Interface

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

7. Click on New Report button

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

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”

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

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

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

13. You are now ready to save the report.

14. You are now ready to run the report.

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. 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.

16. Shelby Membership Export Formatted Report

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

18. Click on New Report button

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

20. Select Formatted (All)

21. Select the fields you want to export: Address Types, Email 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”

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

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

24. You are now ready to save the report.

25. You are now ready to run the report.

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.

27. Cleaning Up The Data Microsoft Excel

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 2002.

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.

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

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

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.

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.

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)”

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.

36. Excel l 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.

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.

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.

39. Outlook l 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.

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.

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

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.

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

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

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.

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.

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