Excel Output

Exporting Data from PPS into Excel
The reports section of PPS is a very important feature, whether it be for simple daily appointment statistics or monthly charges raised. However even though there is a vast amount of information to report on in many different ways, sometimes you will need to show information in a be-spoke fashion... – For example is you wish to export all of your PPS clients into your Microsoft Outlook e-mail account. Exporting data into a spreadsheet format is usually the route to take.

Creating your report
Firstly you will need to navigate to your PPS Menu > Reports > PPS Reports & mail merge.

You will then need to select your appropriate report to run which may already be a favourite or will need to be opened up and then finished. Details on creating specific reports can be found in our various reports guides from the Rushcliff.com website.

Exporting your Report
Once you have finished your report you will come to the following screen. You will now be faced with 2 options.

1. Exporting to ‘File’
Exporting to file allows you to use the information that is usually gathered and placed into a report, and place it automatically into a XLS spreadsheet, Database file or Text File in columns typical of the information you would see in a normal report of any kind.

To export to file, click on the File button which will pop up the screen below

For this example we will select the “XLS Excel V5.0 Spreadsheet” – This is the most common exported file type, however all other types will produce the same information in a similar fashion, the change only being the format type.Below are the examples of formats you can export to.

You will then be prompted to choose where to save the file and also what name you wish to give the file

Once done, click on Save

You will then get a confirmation message stating the file has been saved, and also where it has been saved. Click OK.

Finally you will be asked whether you wish to open the file or not. Click either Yes or No.

2. Exporting to ‘Custom Excel’
You will need to click onto the Custom Excel button from the ‘Report Output’ screen.

This in turn will bring you to the Custom Excel Output screen. If this is your first time exporting, then you will need to click on the Modify button. Any previous lists you have created will be available on this drop down menu for future use also.

Once you have clicked on the modify button, you will be brought the PPS Custom Field Selection Menu. This is the area where you decide what you want to show on your Excel report. The top left field selects the category of each main table, and then the bottom left field shows each separate selection available in that category.

In the above image, you can see that we have selected the “Client” table firstly and then clicked onto “FIRSTNAME” and then clicked the > button to transfer it to the select fields area, and then do the exact same way as “SURNAME” and also the “CLIENTNO” field from the “Appointm” table.

You will then have to select a name for the list in the “Saved Column List Name” field along with an “Excel Heading / Sheet Name”.

Note: Where there is a tick box for ‘including normal reports fields’, this will basically run off the fields that would usually appear in the standard reports that get printed off, which may not be what is required in this instance as the guide is taking you through specific fields to show.

You can also rename each field in the ‘Custom Column Heading’ if you wish to use a different field. For example in the image above we have highlighted the “Client – FIRSTNAME” field, then in the custom heading area we have typed “Client first name (optional) to show you how this works below.

Once done, click on the Save button.

You will then be taken back to the Custom Excel Output screen – click on the button to create your file.

Now that your file is created, you can save the file to the location of your choice.

Exporting Contacts into Microsoft Outlook

Note: Before continuing you will require your Column headings to have the same naming convention as your outlook version – please consult your MS Outlook help section if you are unsure. You can use the “Custom Column Heading” feature as shown previously in this guide to change the column headings.

If you wish to export your PPS clients into your Outlook, you can do this by creating your custom excel spreadsheet, and then re-saving it as a CSV file. (Comma-Separated values)

Once saved, you then simply need to go to your “Contacts” section of Outlook, then click on File > Import and Export.

Choose “Import from another program or file” and click Next

Then choose “Comma Separated Values (Windows)” and click Next

Locate the CSV file you created by using the Browse button

Finally select the destination folder and click next - Once you are certain you have the correct details click Finish.

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