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Opening Address Book v6 & v7 Data into Ultimate Mail Manager

 
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All Forums >> [Product Forums] >> [Productivity Software] >> [The Print Shop 23.1 and older] >> PS Export/Import >> Opening Address Book v6 & v7 Data into Ultimate Mail Manager Page: [1]
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Opening Address Book v6 & v7 Data into Ultimate Mail Ma... - 3/15/2011 12:32:33 AM   
Brandy redux


Posts: 2377
Joined: 2/7/2007
Status: offline
Problem

Opening Parsons Technology Address Book v6 or v7 data into Ultimate Mail Manager (the Address Book portion of The Print Shop)

Solution

Note:

* Parsons Technology Address Book v2 thru v5 *.ab2 files can be opened in the Ultimate Mail Manager for any Print Shop 23.1 or earlier version of Print Shop.

Please click on the link below

http://forums.encoreusa.com/tm.asp?m=42148

to view the "Opening Address Book v2 thru v5 data into Ultimate Mail Manager" message.

* Parsons Technology Address Book v6 or v7 *.ab2 files cannot be opened in the Ultimate Mail Manager for any Print Shop 23.1 or earlier version of Print Shop. Attempts to do so will result in an error message which says, "Unable to convert Address Book 3.0 file."

However, Parsons Technology Address Book v6 or v7 data can be exported from Address Book v6 or v7 in the Comma Delimited text format, then imported into the Ultimate Mail Manager.

The following process describes how to export data from Address Book v6 & v7 then import that data into the Ultimate Mail Manager.

Exporting Data from Address Book v6 or v7:

1. On the computer where Address Book v6 or v7 is installed, close all programs and windows and return to the desktop.

2. Launch Address Book v6 or v7, then open the Address Book file that is to be exported.

3. Address Book v6 & v7 offers the option to export all or some of the records from an Address Book file.

To export all of the records from the current Address Book file, continue with Step 5.

To export specific records from the current Address Book file, press and hold down the CTRL key on the keyboard, then click once on each record that is to be exported. The selected file(s) will become highlighted.

Note: If a record is selected in error, click once on that record to deselect it.

4. When all of the records to be exported are selected (highlighted), release the CTRL key.

5. Click 'File' on the menu bar, then select 'Import/Export/Merge' and 'Export' in the menu that drops down. The 'Export' dialog will open.

6. Click on the down arrow next to the 'Export Format:' field, then select 'Comma Delimited' in the menu that drops down.

7. Enter a file name into the 'Export File Name:' field (e.g., Business.txt). Make a note of that file name.

8. Click the 'Browse' button that appears to the right of the 'Export' dialog. The 'Save As' dialog will open.

Note: If The Print Shop is not installed on the same computer as Address Book v6 or v7, the Address Book data can be exported to a 3 1/2" diskette (depending on size), CD-R (or CD-R/W), Zip® disk, or other type of media to move the data to the computer where The Print Shop is installed. If exporting the Address Book data to removable media (floppy, Zip®, CD-R, etc.), place the media in the appropriate drive, then in Step 9 below, select the letter that represents that drive.

9. Click on the down arrow next to the 'Save In:' field, then select the drive and directory where the file is to be saved. Make a note of that location.

10. Click 'Save'. The drive and location selected in Step 9 will appear in the 'Directory Location:' field on the Export dialog.

11. Under the 'Addresses' heading, select one of the following:

Export all addresses currently shown: Select this option to export all addresses in the Address Book file that is currently open.

Export selected addresses only: Select this option to export only the records that are currently selected. (These were selected in Step 3 above.)

12. Click 'OK'. The Address Book will begin exporting records from the current address book file to the location designated in Step 9 above.

13. When the "Export is complete" message appears, click 'OK'.

Note: If additional Address Book files exist and need to be exported from Address Book v6 or v7, repeat the process.

14. Close Address Book v6 or v7. If the data was exported to removable media (floppy, Zip®, CD-R, etc.), remove the media from the drive.

Importing Address Book v6 or v7 Data into Ultimate Mail Manager (the Address Book portion of The Print Shop):

1. On the computer where The Print Shop is installed, close all programs and windows and return to the desktop.

2. Launch The Print Shop, then close the Project Picker (if it opens).

3. Click 'Tools' in the menu bar, then select 'Edit Address Book' in the menu that drops down. Ultimate Mail Manager will open.

4. If the Address Book v6 or v7 files were exported to removable media (floppy, Zip®, CD-R, etc.), place the media containing the exported Address Book data into the proper drive.

Note: If an Address Book file exists in the Ultimate Mail Manager, and if you want to import the address records from Address Book v6 or v7 into the same Address Book file, open that Address Book file then skip to Step 8 below.

If you do not want to import the address records from Address Book v6 or v7 into an Address Book file that exists in Ultimate Mail Manager, continue with Step 5.

5. Click 'File' in the Ultimate Mail Manager menu bar then select 'New' in the menu that drops down. The 'New Address Book' dialog will appear.

6. Enter a name for the new Address Book file into the 'Address Book Name:' field.

7. Make a note of the directory location where the file is being saved, then click on 'OK'.

8. Click 'File' in the Ultimate Mail Manager menu bar, then select 'Import/Export/Merge' and 'Import' in the message that drops down. The 'Import' dialog will appear.

9. From the list, click 'Comma Delimited' once, to select it, then click on 'OK'. The 'Open' dialog will appear.

10. Click the down arrow next to the 'Look In:' field, then select the drive and directory where the exported Address Book data exists (e.g., A:). (Refer to Step 9 in the "Exporting Data from Address Book v6 or v7" procedure above, if needed.)

11. Locate and click once on the .TXT file that was exported from Address Book v6 or v7 (e.g., Business.txt). (Refer to Step 7 in the "Exporting Data from Address Book v6 or v7" procedure above, if needed.)

12. Click 'Open'.

A message similar to the following will appear:

"Verifying the import from file A:\Business.txt into C:\Progra~1\Common~1\Broder~1\Umm\ADBOOK.AB2."

13. Click 'Yes' to Import the file selected in Step 12. The 'Import File' dialog will appear.

14. On the left, under 'Address Book Fields:', select a field by clicking it once.

15. On the right, under 'Fields to Import:', select a field that matches the field selected in Step 14. (Typically the fields will have the same names.)

16. With matching (or similar) names selected on both sides, click the 'Match' button.

17. Repeat Steps 15-17 until all fields under the 'Fields to Import:' column are matched.

18. When all fields under the 'Fields to Import:' column are matched, click 'OK' to begin importing. When the import is complete, a message will appear indicating the number of addresses that were imported.

19. Click 'OK'. The address records that were exported from Address Book v6 or v7 in the "Exporting Data from Address Book v6 or v7" procedure above will now appear in Ultimate Mail Manager.

Note: If additional Address Books were exported using the "Exporting Data from Address Book v6 or v7" procedure above, return to Step 4 and repeat the procedure for the other Address Books.

< Message edited by Brandy redux -- 8/9/2012 7:14:41 PM >


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