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How To Export Your Database

Read below for basic instructions on how to export your database from popular contact management systems.

All databases should be submitted in either a Microsoft Excel spreadsheet or a standardized comma or tab delimited format (.csv or .txt)

If you are using a contact management software such as Outlook, Agent Office or Top Producer, you will need to EXPORT your database to a standardized, comma or tab delimited format (.csv or .txt) or in a Microsoft Excel spreadsheet (.xls).  We cannot accept databases on printed labels, Microsoft Word labels or handwritten labels.

Your database should be exported with the following fields ONLY!

• NAME (First and Last Name in the same field)
• ADDRESS (Street Number, Street Name and any Apartment Number or Suite in the same field)
• CITY (No abbreviations, please)
• STATE (Abbreviated to the two letter postal code in all caps)
• ZIP (5 digit Zip only)
• PHONE (Optional)
• EMAIL (Optional)
• COMPANY (Optional)

If you submit your database in a format that does not match these specifications, we will attempt to reformat it to fit the required specs. We make every effort to prepare your database as comprehensively as possible, but changes are often necessary if the database is not submitted correctly. For example, if your database contains separate fields for first name and last name, occasionally only the last name will print in the address block. To ensure your names and addresses print correctly, please proofread your data carefully once it is uploaded to your From Your Friends account.   Once you submit a database for your account, it can take up to 72 hours before you can view and edit your database online.  You will receive an email informing you when your database is ready to view or edit online.

EXPORT INSTRUCTIONS FOR TOP PRODUCER 8i

Click HERE to download a PDF file with step-by-step visual instructions for exporting from Top Producer 8i.
 

EXPORT INSTRUCTIONS FOR AGENTOFFICE

Click HERE to download a PDF file with step-by-step visual instructions for exporting from AgentOffice.
 

EXPORT INSTRUCTIONS FOR SHARPER AGENT

Click HERE to download a PDF file with step-by-step visual instructions for exporting from Sharper Agent.

 

EXPORT INSTRUCTIONS FOR OLDER VERSIONS OF TOP PRODUCER

1. From the main menu, highlight Setup, Data transfer / conversion, then click Export data.... The Export contacts page is displayed.
2. Select an export option:
   Export all contacts — select this option to export all contact, listing, closing, lead, and referral records.
   Search for contacts to export — select this option to search for and select specific records for export.
3. Click Next to proceed.
4. If you selected Export all contacts (in step 2), the Export contacts to a file page opens. Skip to step 8.
5. If you selected Search for contacts to export (in step 2), the Search contacts for export page opens.
6. From the Search contacts for export page: Perform either a Quick search or an Advanced search to specify the types of records you want to export.
7. Click Display all from the control menu to retrieve all records.
8. The Contact search results for export page is displayed with the results of your search.
9. Use the Select all link to highlight the entire list of records.
10. Hold down the [Ctrl] key and click on specific records to select multiple records from the list.
11. Click the Search results total link in the bottom right corner to get a count of how many records you have in the list.
12. Click Next to proceed.
13. From the Export contacts to a file page, select THIS export option:
14. Export selected columns — choose this option to customize your export by selecting the columns and the order in which you want to export. For the From Your Friends database, please select ONLY the following columns:
    
    • Name
    • Address
    • City
    • State
    • Zip
15. Double-click the columns you want to export from the Columns available for export grid (or select the respective columns and use the right arrow icon) to move them into the Columns selected for export grid. The order you choose in the Columns available for export grid, determines their order in the export file. Use the Move up/Move down links to change the order.
16. Export search results columns only — if you chose to search for the contact(s) you want to export in step 2, you can export only the three columns that were displayed on the Contact search results for export page (contact name, address and main contact number).
17. Click Start export to begin. The Save exported file as... pop-up window is displayed.
18. Select a location (your Windows desktop or My Documents for example). Name your file with your first and last name for the .csv export file in the File name field. Click Save.
19. The Exporting records to file dialog appears, asking you to wait until the export process is complete. When the Export complete dialog box is displayed, click OK.

EXPORT INSTRUCTIONS FOR AGENT 2000

1. To do a group search:
   • Open the Contact Manager
   • Go to Tools, then Group and Search by Example
   • Select the criteria you wish to be part of the search
   • Then select Begin in the upper right hand corner
2. You can name the group if you will be using the same criteria in the future, make sure you check the Save Group Definition box
3. Be sure you choose if the client must have All, One, or None of the Specified Categories.
4. To Export the Group Data
   Go to File, and Export Contact Information
5. Double Click inside the Export to File box, and choose where you want to save the file, name it, and then save it. Save the file as a .txt file.
6. In the right hand box, choose the data you want to export by simply highlighting the field.
7. Then click Include
8. Then click OK
9. Name the file with your first and last name and then save it.

EXPORT INSTRUCTIONS FOR MICROSOFT OUTLOOK

1. Launch Outlook. In the File menu, click on Import / Export
2. Choose Export to A File on the Popup Menu and Click Next
3. Choose Comma Separated Values (Windows) and Click Next
4. Select the Contacts Folder and Click Next
5. Choose where to save the exported file. (My Documents) Name the file with your first and last name.
6. Click on Default Map
7. Name the file with your first and last name
    

EXPORT INSTRUCTIONS FOR ACT!

1. Unless you want to export all of your contacts, you need to first create a "Lookup" of the records you want to export.
   * If your contacts are sorted into "Groups", click on the Group Button, select the Group you want to export, click on "Group" in the top menu bar and then click "Create Lookup".
   *You can also create a "Lookup" by clicking on "View" in the top menu bar, and then selecting "Contact List".  Click the box that says "Enable Tag Mode" and then tag only the records you want to export.  Once the records are "tagged" click on "Lookup Selected".
2. Once you have created your Lookup, click on "File" in the top menu bar and then click on "Export".
3. The Export Wizard Box may appear, if so click "Next".
4. The "Specify Destination" Box will appear.  Under "What Type of File Do You Want To Export To?" select "Text Delimited".
5. Click the "Browse" button next to the Filename and Destination Box and choose where to save your exported file (your Desktop or My Documents folder are good choices).  In the Filename Box, name your file with your first and last name.  Click the "Open" button and then click "Next".
6. The "Specify Record Types" window will open.  Select the options next to "Contact Records" and next to "Current Lookup" and then click "Next".
7. The "Specify Export Options" window will open.  Select the option next to "Comma" and check the box that says "Yes, export field names".  Click "Next".
8. The "Contact Map" window will open.  You can either remove all fields except "Contact, Address1, Address2, City, State, Zip, E-mail, and Phone" or simply click "Next".
9. Click "Finish" and the exported file will be saved in the location you specified in Step 5.  This is the file you will upload during the sign up process or through your online account.  You can view this file for accuracy by opening it in Microsoft Excel.
    

EXPORT INSTRUCTIONS FOR GOLDMINE

1. Click "Tools > Import/Export Wizard > Export Contact Records
2. Select Export to a New File
3. Select ASCII File and click Next
4. Select All Contact Records
5. Click "Add Field" for every field you want to export
6. Click Next
7. Enter a file name and select "Export GoldMine field names that has mappings as first record."
8. Save your export to your documents folder or desktop and click Next.
9. Click Finish