Rotary District 9750 - RI-CAS Tip:

Exporting Member Information.

Why: Another member needs to use club member information for some use within the club and they do not have RI-CAS installed. Say they want a list of member names and addresses to generate a mailmerge letter. This could be done from a CSV file, but maybe they also want to sort and select further and this is easier for them to do in an Excel spreadsheet.

How: Use the Data Export function in RI-CAS.
This produces a CSV file (CSV = comma separated variable, which is a plain ascii text file, but with the data set up in a particular way).

Start RI-CAS.
In the menu: File-Data Export
* At the "Export" window, pass the first info screen after reading by hitting "Next".
* At second screen: (these choices are not rigid, but are probably optimal):
   1. Select a file location and name.
      Tip: use .csv not .txt as the extension, to make it easier for you and Excel to understand.
   2. Select "Yes" for include first line. (Gives you a header line in the excel file).
   3. Select " (double quote) as text delimiter.
   4. Select , (comma) as field separator.
   5. Replace new line with "Tab".
   6. Hit next.
* At next screen select records, eg easiest is in the Selection box to choose "Active Members" (which includes Honorary), or choose "Select Members" to individually select, or All Records or Past Members etc. You can define a new selection criteria by hitting the "Select" button and choose the criteria to use, then it will show up in the Selection box afterwards. When done, hit next.
* At the Field selection field add the fields you want in the order you want them. Tip: Have "Last name" first, then either "First name" or replace that by "Nickname" if some are known by other than their first name. If you select either "Report name" or "Name Badge" you get the two names in the one text field, so they will show up in the one column in Excel. Choose any other fields, like address, phone etc as desired. Hit next.
* Check summary and if OK just hit "Export".

That's it. If you open that CSV file in Excel you will have the info you want in separate columns.

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Page Updated: 25 Jun 2008