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Overview |
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Here we are going to step through the basic elements of importing an Excel File containing recipients with multiple fields.
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Step 1: Getting Started |
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Here is a sample Excel File with a number of fields for each record.
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Figure 1
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As you can see each record (line) contains several pieces of information relating to the recipient. Currently this Excel File is saved with an
.XLS Extension which is the standard file type for any Excel File. Before importing this into a Group, when need to change the file type so that GroupMail can read these
fields to a .CSV File Type. This is a common name for a text file with records and fields delimited by commas is CSV (comma separated values). Each record (line)
contains the same number of fields (this is important for consistent results). The first line of text contains the field names, this helps when importing later, however please
note that this information is not required and overall it will be ignored.
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Step 2: Saving your Excel File as a .CSV File Format |
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Before we can proceed with the import we first need to change the File Type from .XLS to .CSV which GroupMail can read.
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Figure 2
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Either accept the File Name specified or change this if you wish.
Go to the File Menu, Save As then from the 'Save as Type' drop down menu option select 'CSV [Comma Delimited]'.
Now your ready to import this .CSV File into GroupMail.
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Step 3: Importing |
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To start the import process in GroupMail, go to Groups, Import, File Import. Once you click on this menu, the File Import wizard will start.
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Figure 3
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Select File Import, OK
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Figure 4
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By pressing the Select Button, you can browse to the folder where the .CSV File has been previously saved. You will be presented with a
standard File Open dialog which you should use to locate the file you want to import. Once you have selected the file and closed the File Select dialog (by clicking on the
Open button). Once selected press Next to proceed.
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Figure 5
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This should default as a 'Delimited Text Format' with the same number of fields that is contained in the File, Next to Proceed.
Here you need to choose where to import the data to. You need to select the Group you want to use, or you can create a new one if you
wish.
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Step 4: Destination Group |
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Choose the Group to Import your data into or create a New Group, buy clicking on the button with the three dots.
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Figure 6
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Step 5: Field Mapping |
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Here we need to map the fields from the Excel [.CSV File] to the Fields available in GroupMail.
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Figure 7
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This screen will display all available fields within your Group which you can import data into. Simply click in the Field and then from the drop
down list choose the appropriate Field to import, for Example for the Email Field, we have selected Import Field 1 [Email] you can repeat this step for all fields you wish to
import data into.
If you are going to be importing this type of file with this layout regularly you should now choose to Save the Layout (click Save As button).
The next time you are importing the same type of data (with the exact same layout) you just need to open the Layout file (use the Open previously saved Layout button).
Once you have mapped all the fields you wish to import click on the Next Button.
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Figure 8
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Press the Start Button to complete the Import Process, [At this stage it is still possible to go back and make changes. To do this just click
on the Previous Button].
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Step 6: Analyzing the Results |
Figure 9
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If there have been any errors while importing you can review them when the Import concludes. On this example the first line in the file we
imported contained just the field names and not an actual email address we have errors reported. To view the Log File select the 'Click Here' Button.
Once Imported you can view these recipients by going to Groups and opening the Group you have just imported this data to.
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