SUPPORT

How do I import an Excel file (.XLS) into Envelope Manager PAVE?

There are several ways of importing an Excel file into Envelope Manager PAVE. The simplest and easiest way to do this would be to convert then import the file as a DBF file.

To do this:

1. Open your file in Excel.
2. Are there field headers (e.g., "NAME", "ADDRESS") in the first row of your database?
       a. If so, continue to step 3.
       b. If not, you will need to create field headers.
           i. Click on cell A1.
           ii. On the menu bar, select Insert then Rows.
           iii. Type in a field header for each column that describes the data contained thereunder.
              NOTE: DO NOT USE SPACES IN YOUR FIELD HEADERS. Use underscores instead.
3. Hit CTRL + A. Your entire database should be selected (i.e., everything is highlighted).
4. On the menu bar, select Format, Column, AutoFit Selection. The contents of every cell should be fully displayed. (Excel will save only the data that is displayed.)
5. Click on cell A1. Make sure that everything is no longer highlighted.
6. On the menu bar, select File then Save As.
7. Change "Save as type" to DBF 4 (dBASE IV) (*.dbf). The "File name" should now read your file name with a .DBF extension (instead of .XLS).
8. Look at the top at "Save in" and make a note of which directory you're saving this file into (e.g., "My Documents").
9. Click Save.
10. You will get a message warning you about the file formats and that it might be lost. Don't worry about it, it's okay. Click Yes.
11. Close Excel.
12. Run Envelope Manager PAVE and create a new database (on the menu bar, File then New). NOTE: ALWAYS GIVE UNIQUE DATABASE NAMES TO YOUR ENVELOPE MANAGER PAVE DATABASES! NEVER GIVE IT THE SAME NAME AS THE DATABASE YOU WILL BE IMPORTING. The reason is simple: you will get very confused trying to differentiate between the Envelope Manager database and your import database because both will have DBF file extensions.
13. When you reach the Import Data dialogue box (during the Import process), select Generic dBase/XBase as the database type.
14. Click on the yellow folder to the right of the "Import File Name" field to browse and locate the DBF file you created in Excel (steps 2-11). Double-click on the database once you have found it.
15. Be sure to map the fields properly. Important things to know when mapping:
        a. DO NOT ASSUME THAT ENVELOPE MANAGER HAS MAPPED ALL OF YOUR FIELDS CORRECTLY!
        b. Always map one of your Preview File fields to the Envelope Manager Searchname field (last names or company names are good). An alternative to mapping a field to Searchname would be to select the option "Assign ascending serial # to searchfield?" (located in the lower-left corner of the screen).
        c. It is okay to double-map (i.e., map one field from your Preview File to two Envelope Manager database fields).
        d. Make sure that you are mapping corresponding, existing numbers to the Envelope Manager fields. You will encounter multiple errors if you use numbers which do not exist in your Preview File (e.g., if Searchname is mapped to "17", and your Preview File only has 10 fields, you will get an error message for each and every record you try to import: 100 records = 100 error messages).
16. After you have finished mapping, click on the Next button a few times to scroll through your records and make sure that each one reads properly.
17. Click OK to import the addresses into Envelope Manager PAVE.