Gathering leads from multiple sources can pose problems when compiling them and using them later on for mailing and other sales activities. For example, there may be duplicates that need to be purged, addresses that need to be corrected, entry fields lacking the proper spacing (like zip codes for mailing). To help combat these possible issues, the following list management tips offer a variety of helpful solutions.
Sorting Tips
1) The information that feeds databases has to be sorted properly. For example, sort data in the ascending or descending order to make things easier for the sales team to review when making sales calls.
2) The popular Microsoft Excel software has several options that can make sorting a much easier process. Select any one cell from the list; find the sort option in the data menu; if there is a list of customers or clients, sort them by their names. After this, click on “sort”. It is also possible to make a different column and store the sorted data there.
3) Also, remember to select only one column at a time while sorting. If you select more than one cell, then only those selected cells will be sorted out, and this sometimes can damage your entire data.
Getting Rid Of Duplicates By Consolidating Data
First, consolidate the data so that getting rid of duplicates becomes easier. One type of consolidation is using the layering option. Select the range of data to consolidate until all the data is overlaid on each other. After this, select the operation you want to perform on the data.
The data can also be consolidated by category. Here the data is arranged in a different manner but the headings of rows and columns are similar. In this method, these headings form a part of the consolidation. Excel then inspects these headings and consolidates data in the appropriate manner, after which duplicates can be deleted.
Many times, there may be a repetition of names or particular data to fill in. When the data is large, it becomes difficult to eliminate the duplicate data manually. At such times, use Excel to simplify the elimination process. One of the simple methods is using the ‘count’ option. This will help in acquiring a total of all the names in the data after consolidation. The duplicate names are highlighted and can thus be eliminated easily.
It is also possible to opt for the advanced filter option. Auto filter option enables the data to filter and find out duplicates if any. Once duplicates are found, it is easy to get rid of them. Conditional formatting is another option for removing duplicates.
Another way to find out duplicates in the data is by using the pivot table. Pivot the list, which will give a clear picture of duplicates in the data. Fill the row and data columns in the pivot table and use the count option to find multiple entries.
Databases To Use For Importing Or Exporting Lists
Export or import the data to Excel, Word or Access from the databases. This allows the study of data in a comprehensive and detailed manner. It is also possible to import information to other databases like Act. There are two buttons called import and export on the desktop. Select the option depending on whether to import or export information. After this, select the destination and select the ‘go’ option.
There are certain rules to follow while importing information to the database. First, find out the type of information to import. Then select the text file that you wish to import. Use type codes for convenience of classification of information, and check the import options to get rid of duplicates in the data while importing any type of information.
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