Searching and Exporting Email addresses

Searches can be limited to only those records with email addresses. Go to Reports->File Search. Under Search check Email addresses only. This will limit your results to only those records with email addresses.

When printing or displaying the results of a search, the email address will show up only under the Complete info and Address and phones in the Report format. If you wish to generate a mail merge file from your search, the email address is, on most systems, stored in the 26^th

field of the merge file. When you generate a merge file from your search, the program gives you the option to print the structure of the file, which you should always do if you're sending the file to another vendor.

The name of the merge file is LET followed by the user's workstation number (0, 1, 2 and so on), followed by one or two of the following extensions:

.DBF FoxPro 2.6 file, accessible through programs such as Word Perfect and Microsoft Word, Access and Excel

.CSV ASCII Comma-delimited. Also known as Comma-Separated Values. This is probably the most common format if you're exporting to other third-party software. You may wish to rename the LET?.TXT file's extension to .CSV to make it easy to find it in Word, Access or Excel. The comma-delimited format takes up the least amount of disk space. However, if you're emailing the merge file or copying it to a diskette, the comma-demilited format might might not "shrink" as small as the other formats if you're using WinZip to compress the file.

.TXT ASCII Fixed-Length. Unlike comma-delimited, where the trailing blanks are "trimmed" from each field, the Fixed-Length format stores the same number of characters for each field in the mail merge file. This takes up more file space but is easier for third-party vendors and programs to read. Many mail-merge vendors with older mail-merge or database programs will require this format.