export client details with mail merge - reckon · 2020. 4. 28. · 2. create the mail merge...
TRANSCRIPT
EXPORT CLIENT DETAILS WITH MAIL MERGE
RECKON ELITE PRACTICE MANAGEMENT
Reckon Contact: Reckon Elite Support
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Disclaimer
Every effort has been made to ensure the accuracy and completeness of this document.
However, Reckon Limited, its subsidiaries, employees and agents, cannot be held liable for
any errors or omissions. This document should not be relied on as a detailed specification
of the system. This document is not taxation or legal advice. In addition, Reckon Limited
reserves the right to issue revisions, enhancements and improvements to Reckon Elite
software at any time without notice. Every reasonable effort will be made to ensure that
the document is kept up to date and that the user is not inconvenienced as a result of any
change.
Author
Created and Published by Reckon Limited Level 12, 65 Berry Street
North Sydney NSW 2060
ACN 003 348 730
All Rights Reserved
Copyright © 2016 Reckon Limited
Copyright
No part of these materials may be reproduced or transmitted in any form or by any means,
including photocopying, without written permission of Reckon Limited.
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Contents
Disclaimer .............................................................................................................................. 2
Author ..................................................................................................................................... 2
Copyright ................................................................................................................................ 2
1.1.1.1. IntroductionIntroductionIntroductionIntroduction ....................................................................................................................... 4
2.2.2.2. Create the Mail Merge template.Create the Mail Merge template.Create the Mail Merge template.Create the Mail Merge template. ....................................................................................... 4
3.3.3.3. Perform the Mail Merge to Word.Perform the Mail Merge to Word.Perform the Mail Merge to Word.Perform the Mail Merge to Word. ................................................................................... 10
4.4.4.4. Import the data into Excel.Import the data into Excel.Import the data into Excel.Import the data into Excel. .............................................................................................. 12
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1. Introduction
This guide will show you step by step how to export client details from Practice Management,
first into a Word document, and then into a CSV document which can be opened in Excel.
2. Create the Mail Merge template.
First, you will need to create a mail merge document for Practice Management to send out all
the details you require for your report.
1. From the Home screen of Practice Management, click on the Mail Merge icon in the
top toolbar, or select Mail Merge from the Data Centre button.
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2. The Mail Merge windows will appear. Leave the drop down selection as ‘Client details
only’, and click new.
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3. In the window that pops up, give the template a name, and click OK.
4. Microsoft Word should now open to a blank document.
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5. Open the ‘Mailings’ section of the ribbon. Here you will find all the options for creating
a Mail Merge document. Click the button labelled ‘Insert Merge Field’, to access the list
of available merge fields from Practice Management.
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6. Select all the fields you wish to export from Practice Management, inserting a comma
in between each merge field. Once you have selected all the fields you wish, click the
button labelled ‘Rules’ from the toolbar, and select ‘Next Record’.
7. Copy and paste the set of tags, so that it fills one entire page in Word.
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8. Save the mail merge document and close Microsoft Word.
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3. Perform the Mail Merge to Word.
Now that the Mail Merge template has been created, you will need to perform the mail
merge. Practice Management will then send the selected data to Word. From here,
you may wish to be able to export this list of clients to Excel.
1. Back in Practice Management, select the newly created report, and after setting any
other options, click ‘Perform Mail Merge’. Microsoft Word will then open with the mail
merge document showing the exported data.
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2. Go to the File menu, and select ‘Save as’. Select to save as type ‘Plain Text (*.txt), and
give the document a name. Click Save.
Another window will pop up with File Conversion options. Click OK on this window
without changing any settings.
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4. Import the data into Excel.
1. Open Microsoft Excel, and Open a document. Change the file type to ‘Text Files (*.prn,
*.txt, *.csv) and select the document you saved in the previous step. Click Open.
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2. You will then be presented with 3 options screen. On the first screen, make no
changes, and click ‘Next’.
On the second screen, deselect ‘Tab’ and select ‘Comma’ as the delimiter.
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Finally, on the third screen click ‘Finish’ without making any changes.
3. The data from the Mail Merge should now appear in excel, with each field in a separate
column.