Sage BusinessWorks is a popular accounting software package that allows you to store all your customer contact information into one easy program.
However, getting the best use out of that customer database can be tricky. Below are the steps to export your contacts into a Microsoft Excel spreadsheet that can later be used as the mailing label data in Microsoft Word’s label making feature.
There are two options when exporting information from Sage BusinessWorks.
1. The first option is to export the entire Customer List from Sage BusinessWorks:
a. Open Sage BusinessWorks
b. Select Accounts Receivable/Customers/Maintain Customers. Click the Lookup button and click the Power Search tab
c. Clear the Show 400 records check box, and then click the Find Now button
d. Click the Export button to send the list to Microsoft Excel
e. Edit or sort the information if desired
f. Select File/Save and record the name and location of the file being saved (hint: using the date in the filename will make for easier location)
2. The second option is to export specific data using a custom export:
a. Open Sage BusinessWorks
b. Select Accounts Receivable/Transfer/Custom Exports
c. Click the New Button. In the Template Name field, enter a unique name that reflects the type of information exported (for example, Customer Address Labels). Click the Next button
d. In the Data Source drop-down box, select the type of information required. To create customer mailing labels, select AR Customers, click Next
e. In the Select window add all fields appropriate for mailing labels:
· To select fields individually: From the Available list, select a field one-at-a-time by double-clicking the field or click the field once and select Add
· To select a range of fields: Click the first field in the range, press SHIFT and click the last field in the range. Click Add
· To select multiple fields outside a range: To select multiple fields outside a range, press CTRL and click of the fields to be included. Click Add *The order that you select fields is not important because you can reorganize fields later in Microsoft Word
f. Click Next to skip the Set Sort By window, click Next. The information can be sorted later in Word
g. To filter the exported data, select the criteria in the Set Filters window. Click Done
h. The Custom Exports widow displays a list of templates. Select the template created in step c and click the Export button
i. In the Please Choose an Export Format drop-down box, select Microsoft Excel. Select the Export To File radio button, and click OK
j. Select and record the location of the file saved. (hint: using the date in the filename will make for easier location)
3. Modifying the File in Microsoft Excel:
*If a Customer List (First Option) was exported move on to Fourth Section.
For a smooth import into Microsoft Word, use Microsoft Excel to modify the exported information:
a. Open Microsoft Excel. Select File/Open. When prompted for the directory and file name, use the information recorded in step j. Click Open
b. Sage BusinessWorks Custom Exports automatically inserts a worksheet heading with the file creation date and headings for each column. For the column headings to be useful in later steps the headings must be in row 1 of the worksheet. Delete the Rows Above the Column Headings. Select each row number and select Edit/Delete. For more information on deleting columns and rows in a spreadsheet, see Help in Microsoft Excel
c. Select File/Save, and select the file name and location. Close Microsoft Excel. If you receive a message that the file was created with an older version of Microsoft Excel, select Yes to overwrite it with the latest version
d. Close Microsoft Excel
4. Create Mailing Labels in Microsoft Word
a. Open Microsoft Word
1. Select the Mailings tab
2. Then select Step by Step Mail Merge Wizard from the bottom of the drop down box
3. Select Labels radio button under document type
4. Click Next: Starting document
5. Click on the Label options hyperlink to enter your label information
6. Then click Next: Select recipients
7. Select the Use Existing List radio button, select the Browse hyperlink below that section.
o Find the Excel file created in one of the previous sections
o Open list and then select the OK button for both windows that appear
8. Click Next: Arrange your labels
9. Select the Address Block hyperlink and click the Match Fields button in the bottom right hand corner. Match your fields to the headings of your Excel file here.
10. Select Next: Preview your labels, this step will allow you to look at each label one by one to check for any errors in the process so far.
11. Click Next: Complete the merge
12. Select Print or Edit individual labels