Monday, November 14, 2016

Q&A: I am fairly proficient at Excel. Can I use it for my mail list?

Yes – provided you understand that even though Excel displays the information in rows and columns, it is not creating the tables of a relational database and so has limitations when it comes to finding and sorting data (compared to a database program like MS Access).

There are two things to be aware of if you use Excel for a mailing list. The first is that it is possible to change the sort order of a single column while leaving all the other columns in their existing order, leading to a mismatch of the address elements in each row. The second is that when you “hide” rows or columns to change how the mail list displays on screen, you are not eliminating the hidden data. It is still there, and so will be included in the file you provide to us for mailing.

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