FRCMem/Cookbook instructions for PEN donors list

= Preparing the Donors List for Publication in the PEN =

SELECTING RECORDS FOR THE DONORS LIST

 * Open the Membership Database


 * At the “Search the Database” page, scroll down and hit Abort.


 * Enter Find mode by pressing CTRL-F.


 * In the Date field, enter the time frame for which you will be searching, for example: "2005/4/1...2005/5/31" to find every donation between April 1, 2005 and May 31, 2005, i.e. all donors in April and May 2005.


 * If necessary, omit the records of those who have not actually donated to the PERC: These can include entries made during that month which are coded in the Class field as "Sir" (sample issue request), "complimentary" (complimentary membership subscription to the PEN), or “giftR” (gift membership received).  Also omit any members who have indicated at any time in the past that they do not want their names published in the PEN.  (For a list of these members, select records with the sentence "Do not publish name" in the Comment field).

There isn’t one correct way of selecting a complete list of names of donors. Experiment and find what works best for you.

SORTING RECORDS FOR THE DONORS LIST

 * You’ll sort the selected records by last name in ascending alphabetical order. Press the CTRL + s (sort) keys simultaneously.  A window will appear on your screen.  On the right-hand side of this window, in the box titled "Sort Order", only the word "Name" should be present.  If any other word or words are present in this box, click on the "Clear" button in the center of the window.


 * Next, in the box titled "Field List", scroll down to the word "Name". Select "Name", then click on the "Move" button in the center of the window.  Alternatively, you can simply double-click on "Name".  The word "Name" will now appear in the "Sort Order" box.  Check the bottom of the window and ensure the "Ascending order" option is selected.


 * You are now ready to complete your sort command. Click on the "Sort" button in the center of the window.

CREATING THE PEN DONORS FILE

 * Once you have selected and sorted the records of donors for the previous month(s), you are ready to start creating a file containing a list of these donors' names.


 * Beginning with the menu at the top of your screen, use the following sequence of commands:


 * File
 * Import/Export
 * Export Records


 * Type in the title of the file you’re creating. Save to \\JELLO\MY DOCUMENTS\Committees\Fundraising\Membership\Membership Records\Lists for PEN
 * Select "first name" and "name"-- in that order. Click Export.

EDITING THE PEN DONORS FILE

 * You can now quit the FileMaker Pro database and open the file containing the list of donors’ names:


 * Note: As you follow these instructions to produce a finished copy of your donors list, periodically save your changes using the CTRL + s (save) keys.


 * Use the following sequence sequences of commands to edit your PEN donors file. Each sequence begins from the menu at the top of your screen.

1) Edit              Select all 2)  Format Change case Title case OK

3) Edit             Select all

4) Edit           Replace                         Find what

Special Tab mark Replace with

Indicate a space by hitting the space bar once in the "Replace with" box.

Replace all

OK

You can now close the "Replace" window.


 * Unfortunately there are no commands to eliminate initials between first and last names. Delete any initials manually.


 * Although the case for most names will now be correct, you will probably note that names such as, for instance, "McDonald", will appear as "Mcdonald". Correct these names (refer to your thank-you mailing lists if you’re not sure of the correct case).


 * Don’t forget to save your final changes.


 * Print a copy of your PEN donors file


 * Proofread your printed copy. Make corrections, save, and reprint if necessary.


 * Finally, attach a note to your printed copy indicating to Margaret that this is, for example, the list of January donors for the March issue of the PEN. Also indicate where the electronic copy is saved on Jello.


 * Put the printed copy and attached note in the PEN editors box: (# 42)