Exporting Data from PPS into Excel
Creating your report
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
1. Exporting to ‘File’
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’
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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