Export Contacts to Microsoft Excel

Using the Excel Wizard, you can export Contact Data Base information to Microsoft Excel® for either local or global fields. You can then either print the export directly from Excel or save it as a spreadsheet. This topic first shows you how to export local field information, followed by global field information.

Export Information from Local Fields

Local FieldsClosedFields that are specific to the relationship between the student and the contact are considered local fields. For example, local fields define the relationship between the contact and the student, determine parent portal access and which reports should be sent to the contact, and they establish if the contact can pick up the child from school.

  1. In the Tools menu, click Excel Wizard.
  2. With 1. Data Base Plus selected on the left, click Student Data with Contacts on the right, and click Next.
  3. In the Excel Wizard dialog box, click the Start Grade and the End Grade from the respective drop-down list.
  4. Click Active and Inactive, Active Only, or Inactive Only from the Include which students drop-down list, depending on what type of students you want to be displayed.
  5. Click Yes to display One Contact Per Row, or click No to have more than one contact per row, depending on how you want your information to be displayed.
  6. Click Yes to Include DB Fields, or click No to exclude database fields.
  7. Click Select Contact Fields.

    The following figure illustrates steps 3–7.

    Excel Wizard for Student Data with Contacts

  8. In the Available Fields column, click a field to include in your spreadsheet, and click Right Arrow to move the desired field to the Selected Fields column.

  9. Optional: Click any undesired field in the Selected Fields column, and click Left Arrow to remove the field from the printout.

  10. Click Save.

    The following diagram illustrates steps 8–10.

    Select Contact Fields

    Diagram: Selecting Local Fields for Exporting to Excel
    A Select a field to include from the Available Fields area. Fields in this area not yet set to appear in the export. The fields must be transferred to the Selected Fields area to show up on the export.
    B Move fields between the Available Fields area and the Selected Fields Area using right and left arrow buttons.
    C Fields in the Selected Fields will appear in your Excel export.
    D Organize the order the fields will appear in your export by using the up and down arrow buttons.
  11. Select the check box(es) next to the relationships you want to display, and click Next.

    Microsoft Excel® opens in a separate window, displaying the export information.

Export Information from Global Fields

Global FieldsClosedFields that contain the contact's name, address, phone number, and employer information (among other fields illustrated below) are considered global fields because they remain the same for the contact regardless of the student that the contact is connected to.

  1. In the Tools menu, click Excel Wizard.
  2. With 1. Data Base Plus selected on the left, click Master Contacts on the right, and then click Next.
  3. In the Available Fields column, click a field to include in your spreadsheet, and click Right Arrow to move the desired field to the Selected Fields column.

    The following figure illustrates steps 3–5.

    Select Contact Fields

  4. Optional: Click any undesired field in the Selected Fields column, and click Left Arrow to remove the field.

  5. Click Next.

    Microsoft Excel® opens in a separate window, showing the export information.

This topic was last updated on February 08, 2019.


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