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University of Wyoming

Data Master
Import Text File

[pdf version]

A mail merge file created in 4HPlus! can be imported into a data list.  This method can be used to add alumni 4-H members to the alumni list and is used to illustrate the process.

Text File Import

  1. Create the alumni mail merge file in the 4HPlus! program.
  2. Open the Data Master program.
  3. Click Go to > Select List Form > Select Data List.
  4. Highlight the alumni data list.
  5. Click Go to > Data Import > Import Text Based Data.  The Map Import File Fields screen displays.  See Figure 1.

Figure 1. Map Import Fields

Figure 1.  Map Import Fields
  1. Click the Select Text File button.
  2. Navigate to C:\CKV\4HPlus\WY\Files\4HPMail.dat, and open the file.
  3. Click Delimited in the Field Method section.
  4. Type an apostrophe (") in the Data Delimiter field, and press Tab.
  5. Type a comma (,) in the Field Separator field, and press Tab.
  6. Click the Split Text Fields button.  A list of the fields from the mail merge file displays in the Used Import Text Fields section.  See Figure 1.

Mapping

The fields from the text file are mapped to the Alumni data list fields.  This tells the program where to import the data into the Alumni list.  Notice that a number is assigned to each field in the text field list.  This number is displayed in front of the field in the Alumni list after it is mapped.  For example, date of birth is assigned number 10 in the text field list.  After being mapped, it is assigned number 10 in the Alumni list.  Please see Figure 1 for the mapping.  The first name field is used as an example.

  1. Highlight First in the Text Field list.
  2. Click the First check box in the Header Fields section.
  3. Notice that an X is added in front of the field in the text field list, and the number 1 is added in front of the field in the header fields section.
  4. Repeat the process for each of the header fields section and the Page 1 section.
  5. Click the Page Two button, and map the project fields.
  6. Click the Page Three button, and map the achievement fields.
  7. Click the Save Mapping button.

Process the File

  1. Click the Automatically radio button in the Process File section.  See Figure 2.

Figure 2. Process the File

Figure 2.  Process the File
  1. Click the Start Process button.
  2. The file is processed when the EOF (end of file) message displays.

Display the Alumni List

  1. Click Go to > Select List Form > Select Data List.
  2. Highlight the Alumni list.
  3. Click the Open List button.

Ed.  9/29/05

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Updated 09/15/2006