Welcome to Cole On-line Help system!

Transcription

1 Welcome to Cole On-line Help system! Cole Online is an Internet based information directory that allows fast and efficient access to demographic information about residences and businesses. You can search for listings by a combination of several personal, demographic, and geographic criteria. QUICK SEARCH TIPS Click here for fast easy tips to get started right away Table of Contents CONDUCTING A SEARCH HOME SEARCH SCREEN allows for business/residential search with city/state only or phone number search. CUSTOM SEARCH SCREEN includes additional fields for more detailed search including address. ADVANCED CUSTOM SEARCHES user designed search screens SEARCH RESULTS SCREEN RECORD DETAIL SCREEN NEIGHBOR SEARCH MAPQUEST LINK CONFIGURE SCREEN SORT RESULTS EXPORTING YOUR RESULTS SELECTING YOUR RECORDS 1500 RECORDS OR LESS OVER 1500 RECORDS CHOOSING OUTPUT RECORD FORMAT CREATING AN EXCEL SPREADSHEET COMBINING CELLS IN EXCEL CREATING A LIST MICROSOFT WORD 2000 MICROSOFT WORD 2003 MICROSOFT WORD 2007 X-DATES CONDUCTING A SEARCH X-DATES SEARCH SCREEN - allows for search by insurance expiration dates of homeowners. X-DATES RESULTS SCREEN MAPQUEST LINK CONFIGURE SCREEN can add Mortgage month & year to selected fields to view. SORT RESULTS find best records - sort by year bought in descending order.

2 EXPORTING YOUR RESULTS SELECTING YOUR RECORDS 1500 RECORDS OR LESS OVER 1500 RECORDS CHOOSING OUTPUT RECORD FORMAT CREATING AN EXCEL SPREADSHEET COMBINING CELLS IN EXCEL CREATING A LIST MICROSOFT WORD 2000 MICROSOFT WORD 2003 MICROSOFT WORD 2007 CREATING POSTCARDS you select the size of postcard, choose a design, personalize it and we mail it for you. POSTCARD OPTIONS SHIPPING/BILLING INFORMATION POSTCARD PRICING GRID shows price by quantity and postcard size. DO NOT CALL VERIFICATION APPLYING FOR A SAN NUMBER A valid Subscription Account Number (SAN) is required for EACH seller-client or telemarketer to access the Federal Do Not Call Registry CHECK PHONE NUMBERS FEATURE Offers the ability to check phone numbers against the Do Not Call Registry GLOSSARY FAQ FREQUENTLY ASKED QUESTIONS PRIVACY POLICY CONTACT INFORMATION

3 QUICK SEARCH TIPS SEARCH SCREEN Use either upper or lower case data is not case sensitive The Wildcard check box or the asterisk character * can be used to search on partial information in most fields Blue underlined field names indicate an additional screen is available by clicking on the word No punctuation Do not use dashes in the phone number Use only standard street suffix abbreviations (st, rd, blvd) or street name only plus wildcard State is a required field. Use standard 2 letter state abbreviations Back Arrow will return you to the previous page from most screens Use only the Zip code if you have it for easier entry and less chance of no matches rather than using a city name in an area where multiple names or prestige names may be used Do not fill in all fields with information your results will have to match on every piece of information entered. Less is always better. You can narrow your search as needed by entering additional information Use the blue Clear or Reset button to clear all fields RESULTS SCREEN Results screen displays additional information on each listing by clicking on the blue underlined last name Neighbor search any listing by clicking on the people icon to the left of the listing A map link for each listing is available in the far right column of the listing ALWAYS exit the program using the EXIT on the right end of the display bar.

4 CONDUCTING A SEARCH HOME SEARCH SCREEN When entering search information on this screen you can either type the information in exactly or use a wild card (*) in most fields with partial information. Business name like Century 21 would only bring up businesses with that exact name Business name of Century* would bring up any business that started with the name of Century. To search on a partial phone number you must go to the Custom Search screen green button Any blue underlined field name has a browse wheel available by clicking on the field name. Blue Underlined field names can be browsed. Full phone number search For partial phone number search use Custom Search Screen Click on button to go to Custom Search Screen. Click to go to User Designed Search Screens Enter a few characters in the Browse Value field and check the Wildcard box. Click to Browse listings will be displayed that begin with the characters entered. Example: Click City, enter Lin, check Wildcard, Click to Browse. Display may return Lincoln, Linwood, Lindsay or the listings appropriate for your area. Follow instructions on screen to return a single value or multiple values. Enter a few characters Click Wild Card box Click to Browse button Instructions on selecting single or multiple values. Results returned

5 CUSTOM SEARCH SCREEN To search by more detailed geographic/demographic information, select the Green CUSTOM SEARCH Button When doing searches on the Custom screen, type the least amount of information and then narrow your search later to limit the number of results. Entering the street name Apple with a check mark in the Wildcard box along with the 2 letter state abbreviation will bring up all listings in the state on Apple whether it is st, rd, ave, blvd etc. Adding information in any of the other fields can narrow results To view your results click on the search button. Reset button will clear all fields on the Custom Search Screen. ADVANCED CUSTOM SEARCHES - User designed search screens can be created by selecting CLICK TO VIEW THE LIST OF CUSTOM SEARCHES tab in the lower right corner of the HOME page screen. Select ADD NEW PROFILE

6 Enter a name for the profile Select the desired fields by means of a check mark in the INCLUDE column Sequence the selected fields by numbering them in the order you want them to appear on your search screen. Enter information in the Search Criteria field if you always search on the same information such as the same area code or same county Check Wildcard for any applicable fields. Reminder: Wildcards allow you to search on partial information Any blue underlined field name has a browse wheel available by clicking on the field name. Click on the Submit button at the bottom of the screen. Add profile name Blue Underlined field names can be browsed. Check desired fields For partial info use Wildcard Sequence fields in desired order by using drop down box When profile is set up click on Submit button.

7 Enter a few characters in the Browse Value field and check the Wildcard box. Click to Browse listings will be displayed that begin with the characters entered. Example: Enter Ran in Browse Value window, check Wildcard, and Click to Browse button. Display will return all First Names that start with Ran, to narrow it further (i.e. you only want variations of Randy) change the browse value Rand. Follow instructions on screen to return a single value or multiple values. Enter a few characters Click Wild Card box Click to Browse button Follow instructions for selecting single or multiple values Results returned Results refined further. To select a Search Profile you have created, click on the bar CLICK TO VIEW THE LIST OF CUSTOM SEARCHES from the main search screen. Select the magnifying glass icon in the SEARCH column on the line of the profile you wish to use.

8 SEARCH RESULTS SCREEN RECORD DETAIL SCREEN Provides additional detailed information on each record including additional members of Household. Click on Blue underlined last name of your record to display additional detailed information on that record. To see more information on this record click on the last name. Residents shows additional members of the household, homeowner information, years in residence, etc. Business Shows SIC code Use the Previous & Next buttons to see the detailed information of previous records or to go to the next record. Use the back button to return to the Search Result Screen Additional Members Years in Residence Homeowner info Census Tract Dwelling Unit SIC Code Use the Previous & Next buttons to move to a new record. Use the back button to return to the search result screen.

9 NEIGHBOR SEARCH Allows you to find the residences or businesses located on the same street or at the same address. Click on the Neighbor Search icon to the left of the record. MAPQUEST LINK Opens a separate browser window to the MapQuest site and shows you where your record is located on the map Reminder: Close separate browser window when done. Click on neighbor icon next to your record. Click on map link to see where your record is located. Red Star indicates map location for Darrel Brown at 2810 S 14 th St

10 CONFIGURING SEARCH RESULTS Select Configure Display Fields to choose the fields to be displayed in your created list. To add additional fields to the default set of fields, highlight the fields (ctl + click) you want on the right side and use the Move Selected Fields button. To move the entire list use the Move All Fields button To remove fields from your Selected fields list highlight the ones you don t want and use the Remove Selected Fields button to move them over to the left-hand window. Use the up and down arrow buttons to change the order of your selected fields. When finished use the submit button to reconfigure your results. Moves selected or all fields over so they will be displayed on results screen Use arrows to change field position. Line above or below arrows moves the field to the top or bottom of list. Removes fields you don t want displayed on results screen.

11 SORTING SEARCH RESULTS - You can sort on multiple fields in ascending or descending order. You can sort the results by selecting the Sort Display Records button. Use the drop down arrows on the left side to select the fields you want to sort on. Use the drop down arrows on the right side to select the order you want them sorted in. Use the Update Search Results Display button to sort your records. Use drop down arrow to select fields to sort on Use drop down arrow to select sequence order. When finished click on the update Search Results Display button to sort the records.

12 EXPORTING YOUR RESULTS You may only export a maximum of 1500 records at a time SELECTING YOUR RECORDS 1500 RECORDS OR LESS A screen will show up to 100 records Use arrows to move between screens If the search returned 1500 records or less use the Move All Records to Output button to move all records to the output queue. To move fewer records select your records by placing a checkmark in the box before the name. Selections may be made one at a time or in groups by using Shift+Click. Use the Clear button to clear the output queue and reset the screen if needed. Use the Export to File button to export your records. Use the Move Selection to Output button to send the selected records to the output queue. Amount of records returned. Use to move only selected records to the output queue Use to clear output queue. Moves all records returned. Records in output queue Export your records. CHOOSING YOUR OUTPUT RECORD FORMAT Choose your output file format by selecting file type and file parameters. o File Type ASCII text file use if exporting file to a word document CSV Format use if exporting file to an Excel spreadsheet or an Access database o File Parameters Use all Capital Letters all data will be capitalized Include Field names as Headers this will output the field names as the 1 st line of your report. If exporting to a spreadsheet or database they will become the column headers.

13 Use Quotes around Field Names Only available when using the ASCII Text File format Checking this box will put double quotes around each field. If a record has no information for a field the beginning & ending double quotes will be together with no space in between. Use this Character as Field Separator Only available when using the ASCII Text File format Allows you to choose what character you want to use to separate the fields (ex. a line or a single quote ) Use the Select Output Fields button to select what fields you want on your report If you want to preview your file before creating the output file click on the Preview Output File button. When you have set up your file format the way you want it, use the Create Output File button to output your file Choose one file type Click to choose the fields you want on your report. Choose either / both / or leave blank. Can only use with ASCII file type When finished click here. To select the fields you want on the output file use the Move buttons on the right to add fields to your report. Use the Remove buttons on the left to remove any fields you don t want. Use the submit button to configure your output fields. Use to change sequence of fields List of possible fields Fields shown on the report and the order they will appear. Use to move some or all fields so they will appear on the report Remove unwanted fields When finished click here.

14 Click on the Create Output File button A file download box will pop up choose the Save button. JOHNCOLE.txt A Save As dialog box will pop up. In the Save In field, choose the folder in which you wish to save your file. Type a name for the file in the File Name field Leave the file type as Text Document Save in choose folder to save to File name choose name of file File Type leave as text document Click on Save button

15 You may only export a maximum of 1500 records at a time SELECTING YOUR RECORDS OVER 1500 RECORDS A screen will show up to 100 records Use arrows to move between screens To move all records on the screen or a group of records click on the 1 st record then click on the last record while holding down Shift+Click. To select only a few records click on the box in front of the name. Do Not use the Move All Records to Output button. Trying to move more than 1500 records will result in an error message. Use the Move Selection to Output button to send the selected records to the output queue. Use the Export to File button to export your records. Use arrows to move between screens. Use to move only selected records Do NOT use. Will give error message Records in output queue Use to clear output queue. Export your records. CHOOSING YOUR OUTPUT RECORD FORMAT Choose your output file format by selecting file type and file parameters. o File Type ASCII text file use if exporting file to a word document CSV Format use if exporting file to an Excel spreadsheet or an Access database o File Parameters Use all Capital Letters all data will be capitalized Include Field names as Headers this will output the field names as the 1 st line of your report. If exporting to a spreadsheet or database they will become the column headers.

16 Use Quotes around Field Names Only available when using the ASCII Text File format. Checking this box will put double quotes around each field. If a record has no information for a field the beginning & ending double quotes will be together with no space in between. Use this Character as Field Separator Only available when using the ASCII Text File format Allows you to choose what character you want to use to separate the fields (ex. a line or a single quote ) Use the Select Output Fields button to select what fields you want on your report If you want to preview your file before creating the output file click on the Preview Output File button. When you have set up your file format the way you want it use the Create Output File button to output your file Choose one file type Click to choose the fields you want on your report. Choose either / both / or leave blank. Can only use with ASCII file type When finished click here. To select the fields you want on the output file use the Move buttons on the right to add fields to your report. Use the Remove buttons on the left to remove any fields you don t want. Use the Submit button to configure your output fields. Use to change sequence of fields List of possible fields Fields shown on the report and the order they will appear. Use to move some or all fields so they will appear on the report Remove unwanted fields When finished click here.

17 Click on the Create Output File button A file download box will pop up choose the Save button. JOHNCOLE.txt A Save As dialog box will pop up. In the Save In field, choose the folder in which you wish to save your file. Type a name for the file in the File Name field Leave the file type as Text Document Save in choose folder to save to File name choose name of file File Type leave as text document Click on Save button

18 After you have saved your file you should see the Output Record Format screen again. To select more records you will need to click on the Back button on the toolbar, this will return you to selected records page. Click on the page buttons to change the page, there are page buttons at the top and bottom of the list. Click on the Clear button to remove previous records from the output queue. Use page buttons to move to new page. Click on Clear button to clear output queue before selecting additional records. Select another group of records and move them to the output queue then export to file. Save to a different file name then the first batch. Use the back button again to get more records or if you have selected all the records you want you can close out of the Cole Online site and go into Excel to work with your output file.

19 EXCEL SPREADSHEET Open your Excel program it should open with a blank spreadsheet; if not, click on the new spreadsheet icon in the upper left corner. o On the toolbar choose File then Open New worksheet icon. Go to the Files of type drop down arrow and choose Text Files or All files Go to the Look in area and change the folder to My Documents (or whatever folder you saved the text file in) Click on your saved text file and choose Open Change to folder location of your saved file. Select your file Choose All Files or Text Files When you ve found your file click on open button.

20 A Text Import Wizard will appear. Delimited should already be chosen. Choose Next Remove the checkmark next to Tab and checkmark the box next to Comma. Click Finish Should be Delimited Choose Next Should be Comma Choose Finish To save in this format, click on File, then Save As. Change the Files of Type at the bottom to Microsoft Excel Workbook. Click Save If have more than one spreadsheet you will need to do the above steps to each of them. If you want to combine the files you need to do it before making any changes to the spreadsheet. Highlight the records in the second file, right click on the records and select copy. Go to the first file and find the last record on the file and paste the records from the second file into the first file. Do this for all files you want combined. Now you can make any changes you want to your spreadsheet.

21 Combining Multiple Cells into One Cell on Excel Spreadsheets Click on the column header to the right of the columns you wish to join. Example: To join House Number, Street Direction, and Street Name fields, highlight column F. Next click your right-mouse button and select Insert. Click on the second cell of the new column (if you don t have column headings click on the 1 st cell). On the toolbar click on Insert then select the Function option 2 nd cell of new column should be selected

22 The Paste Function window should pop up Select Text in the left Function Category: window Select Concatenate in the right Function name: window Click OK button Select Concatenate function Select Text function The Concatenate window will pop up Click on the window shade on the right side of the Text 1 box.

23 Click on the first cell that has data you want to combine. In this case cell C2 (once you ve clicked on it you will see the cell number in the little window) Click on the window shade again to close it. Click 1 st cell with data. Cell number will show in window Click on window shade when done The cell number you selected should show in the Text 1 box Click the window shade to the right of the Text 2 box and repeat the previous steps to select the first data cell of the next column of data you want to combine. Once you have selected all the columns you want to combine click the OK button.

24 You will now see the combined data in the 2 nd cell of the column you inserted. You will need to edit the formula to insert the spaces between the data. This is done by editing the formula on the formula bar. To edit the formula insert your cursor after the comma following the first cell number and type in, (or double quote then space then another double quote and finally a comma). Do this between each of the other cell numbers in your formula (don t add after the last cell number. Example: =CONCATENATE(C2," ",D2," ",E2) Add the following between each cell number: Double quote Space Double quote Comma The formula also shows in the cell.

25 To copy the formula, put your cursor on the bottom right corner of the cell until you see a + sign (also known as the fill button). Then with the plus sign still showing, hold down your right mouse button and drag it down to your last record. Click bottom right corner then drag the formula down to your last record. If you click on any of the filled cells you will still see the formula in the formula bar. To see the actual information when you look at this field you will need to do the following steps. Insert a new column Copy all the data cells with the formula in them. Click on the second cell of the new column Go to Edit on the toolbar and select Paste Special Click on Edit Select Paste Special Copy all records in formula column Insert new column Click on 2 nd cell

26 Select Values from the pop up Paste Special dialog box. Then click OK. When done you can delete the column containing the formula. Add column heading if desired (example Address) You can hide or delete the columns you concatenated. To hide the columns highlight the column, click on the right mouse button and select Hide.

27 CREATING A LIST USING MAIL MERGE WITH AN EXCEL SPREADSHEET MICROSOFT WORD 2000 VERSION Open a blank Microsoft Word document On Main Menu bar select Tools and choose Mail Merge. THE MAIL MERGE HELPER WILL APPEAR. Step 1 - Choose Create and then Mailing Labels.

28 The following screen should appear. Click on Active Window. On Step 2 Choose Get Data then Open Data Source.

29 Change Files of Type to MS Excel Worksheets. In the Look in area, select the folder location where you saved the Excel file. Highlight the file Click on Open button. Find the folder your file is in Click on your file Change to MS Excel Worksheets (#.xls) When finished click on open button The following window will appear Click OK When this window appears, click on Set Up Main Document.

30 Choose the Avery label you would like to use and then click OK. Choose Insert Merge Field Choose field you want to appear on the first line (such as First_Name & Last_Name) You will need to use the Insert Merge Field button to add each desired field. Hit Enter on your keyboard for a new line. Make sure you hit the spacebar between each selected field so they are not bunched together. Add a comma between the City and State. Choose Insert Mail Merge field Choose the fields you want on the labels. Hit enter key to move to a new line.

31 Your sample label should look something like the one shown below. To add additional information such as Or Current Resident put your cursor at the end of the 1 st line hit the enter key to get a new line and type in the information. Warning: Adding an additional line for Or Current Resident may require an adjustment to your Font Size or Line Spacing to fit your labels. When you are finished, click on OK button. Add additional information if desired By typing it in Finally on Step 3 Choose Merge.

32 Choose Merge again. The following screen should appear. You are now ready to print labels. Click on the Print icon to print your labels

33 MICROSOFT WORD 2003 VERSION Open a blank Microsoft Word document Click Tools then choose Letters and Mailings and finally choose Mail Merge. On the Mail Merge screen (to right of page), click Labels, Click NEXT: Starting Document (bottom of page)

34 On the next screen you will need to select Label Options to choose your type of labels Select your printer Under Label products select the brand of labels you use Then select the product number for your labels. Click on the OK button Choose Next: Select recipients Click on Label options. Choose printer Choose Label product. Choose product number Click on OK button Click on Next: Select recipients Select Use an existing list Click on the Browse button Find the file you exported. Change Look in: if needed to find folder Double click on your file or select it and click on the open button. Select Use an existing list Click on the Browse button. Select your file and click on open.

35 Click OK FYI this is a temporary table that is created using your logon id for the table name JohnDoe$ To Sort your records by zip, city or any of the other fields click on the column heading To narrow the criteria further click on the drop down arrow next to the column heading and click on any of the criteria shown to delete it. To remove records individually remove the check mark in the 1 st column. When finished click on the OK button. To sort click on column heading Remove check mark to remove record. To narrow search remove criteria from drop down box Click on OK button to finish

36 Click on Next: Arrange your labels Click More Items Choose Database Fields Select each field in order you want on label (i.e. First Name [insert] Last Name [insert], etc.) Be sure to click on Insert button after EACH field is selected Click CLOSE when finished. FYI window will show a cancel button until you add the 1 st field then it will change to the close button. Choose More Items Choose Database fields Select fields in order you want them to appear on the labels. Click on Close button when finished You must click on the INSERT button to add each field. Cancel button until 1 st field is inserted then becomes the Close button.

37 A screen will appear with layout of your first label. You will need to manually change the placing between fields Add spaces to separate fields Use enter key to move fields to a new line if necessary To add additional information such as Or Current Resident put your cursor at the end of the 1 st line hit the enter key to get a new line and type in the information. Warning: Adding an additional line for Or Current Resident may require an adjustment to your Font Size or Line Spacing to fit your labels. Before «First_Name»«Last_Name» «House_Number»«Dir»«Street_Name»«A pt» «City»«State»«Zip» After «First_Name» «Last_Name» Or Current Resident «House_Number» «Dir» «Street_Name» «Apt» «City» «State» «Zip»

38 Choose Update all labels format will display for whole page Click Next: Preview your labels at bottom of screen all labels will appear on page

39 If format is not correct click Previous at bottom of page and correct formatting Click NEXT: Complete the Merge Click Print

40 Save your file you can do this by either exiting the program or clicking on File then Save. Choose folder you want to save the file in. Rename the file Word automatically names it using the 1 st line of the 1 st label. Click Save Choose folder to save file in. Rename the file Click on the Save button. NOTE: Saving now will automatically cause the file to look at your Excel sheet each time you access the mailing labels file meaning that if you add or delete anyone from the Excel file, each time you open the Word file for your mailing labels, it will automatically update your labels to match your Excel sheet. When you choose to open the label document, you will see a box with info about running a SQL file. Click YES. JOHNCOLE$

41 MICROSOFT WORD 2007 VERSION Open a blank Microsoft Word document Choose Mailings tab Click Start Mail Merge then choose Labels.

42 Choose your Printer Tray Choose your Label vendor (ex. Avery US Letter) Select the Product Number for your labels. Click on the OK button to continue Choose Printer Tray Choose Label Vendor Choose Product Number Click on OK button when done. Click on Select Recipients Choose Use Existing List. Click on the Select Recipients Button Choose Use Existing List Find the Excel file you exported Click on Open button Find exported file Click on Open button.

43 Click OK FYI this is a temporary table that is created using your logon id for the table name JohnDoe$ Select Insert Merge Field Choose Database Fields Select each field in order you want on label (i.e. First Name [insert] Last Name [insert], etc.) Be sure to click on Insert button after EACH field is selected Click CLOSE when finished. FYI window will show a cancel button until you add the 1 st field then it will change to the close button. Choose Database Select fields in order you want them to appear on the labels. Click on Close button when finished You must click on the INSERT button to add each field. Cancel button until 1 st field is inserted then becomes the Close button.

44 A screen will appear with the layout of your first label. You will need to manually change the placing between fields Add spaces to separate fields Use enter key to move fields to a new line if necessary To add additional information such as Or Current Resident put your cursor at the end of the 1 st line hit the enter key to get a new line and type in the information. Warning: Adding an additional line for Or Current Resident may require an adjustment to your Font Size or Line Spacing to fit your labels. Before «First_Name»«Last_Name»«House_ Number»«Dir»«Street_Name»«Apt» «City»«State»«Zip» After «First_Name» «Last_Name» Or Current Resident «House_Number» «Dir» «Street_Name» «Apt» «City» «State» «Zip»

45 Click on the Update Labels icon to the right of the Insert Merge Field button. This will update the rest of the labels with the same layout as your 1 st label. Click on Update Labels icon. Click on Preview Results If everything looks ok click on the Finish & Merge button. Click on Print Documents

46 Save your file you can do this by either exiting the program or clicking on the Office button and choose Save. Choose Save from drop down Choose folder you want to save the file in. Rename the file Word automatically names it using the 1 st line of the 1 st label. Click Save

47 NOTE: Saving now will automatically cause the file to look at your Excel sheet each time you access the mailing labels file meaning that if you add or delete anyone from the Excel file, each time you open the Word file for your mailing labels, it will automatically update your labels to match your Excel sheet. When you choose to open the label document, you will see a box with info about running a SQL file. Click YES. JOHNCOLE$

48 X-DATES X-DATE SEARCH Finds the annual insurance renewal date for homeowners based on the date of original warranty deed and initial home coverage. Enter month from drop down box or key in square. This is a required field Enter 2-letter State abbreviation. This is a required field Enter Zip Code and / or Street name to narrow your search. You can use the * as a wild card in both these fields. (i.e search for all zips starting with 685* ). Click on the Search button To narrow your search enter Zip Code and / or Street Name Must have State Choose Month Click on Search button.

49 SEARCH RESULTS SCREEN RECORD DETAIL SCREEN Provides additional detailed information on each record including additional members of Household. Click on Blue underlined last name of your record to display additional detailed information on that record. For detailed information on this record click on the last name Residents shows additional members of the household, homeowner information, years in residence, etc. Business Shows SIC code Use the Previous & Next buttons to see the detailed information of previous records or to go to the next record. Use the back button to return to the Search Result Screen Additional Members Years in Residence Homeowner info Census Tract Dwelling Unit Purchase Date Purchase Amount Use the Previous & Next buttons to move to a new record. Use the back button to return to the search result screen.

50 MAPQUEST LINK Opens a separate browser window to the MapQuest site and shows you where your record is located on the map Reminder: Close separate browser window when done. Red Star indicates map location for Darrel Brown at 2810 S 14 th St CONFIGURE SCREEN Select Configure Display Fields to choose the fields to be displayed in your created list.

51 To add additional fields such as Mortgage Month & Year, highlight the fields (CTL + click) you want on the right side and use the Move Selected Fields button. Use the Move All Fields button to move the entire list. To remove fields from your Selected fields list highlight the ones you don t want and use the Remove Selected Fields button to move them over to the left-hand window. Use the up and down arrow buttons to change the order of your selected fields. When finished use the submit button to reconfigure your results. Moves selected or all fields over so they will be displayed on results screen Use arrows to change field position. Line above or below arrows moves the field to the top or bottom of list. Removes fields you don t want displayed on results screen. SORTING SEARCH RESULTS - You can sort on multiple fields in ascending or descending order. You can sort the results by selecting the Sort Display Records button. To find homeowners ready to renew sort by Purchase Date in descending order. Use drop down arrow to select fields to sort on. Use drop down arrow to select sequence order. When finished click on the Update Search Results Display button to sort on records.

52 EXPORTING YOUR RESULTS You may only export a maximum of 1500 records at a time SELECTING YOUR RECORDS 1500 RECORDS OR LESS A screen will show up to 100 records Use arrows to move between screens If the search returned 1500 records or less use the Move All Records to Output button to move all records to the output queue. To move fewer records select your records by placing a checkmark in the box before the name. Selections may be made one at a time or in groups by using Shift+Click. Use the Clear button to clear the output queue and reset the screen if needed. Use the Export to File button to export your records. Use the Move Selection to Output button to send the selected records to the output queue. Amount of records returned. Use to move only selected records to the output queue Moves all records returned. Records in output queue Use to clear output queue. Export your records. CHOOSING YOUR OUTPUT RECORD FORMAT Choose your output file format by selecting file type and file parameters. o File Type ASCII text file use if exporting file to a word document CSV Format use if exporting file to an Excel spreadsheet or an Access database o File Parameters Use all Capital Letters all data will be capitalized Include Field names as Headers this will output the field names as the 1 st line of your report. If exporting to a spreadsheet or database they will become the column headers.

53 Use Quotes around Field Names Only available when using the ASCII Text File format Checking this box will put double quotes around each field. If a record has no information for a field the beginning & ending double quotes will be together with no space in between. Use this Character as Field Separator Only available when using the ASCII Text File format Allows you to choose what character you want to use to separate the fields (ex. a line or a single quote ) Use the Select Output Fields button to select what fields you want on your report If you want to preview your file before creating the output file click on the Preview Output File button. When you have set up your file format the way you want it, use the Create Output File button to output your file Choose one file type Click to choose the fields you want on your report. Choose either / both / or leave blank. Can only use with ASCII file type When finished click here. To select the fields you want on the output file use the Move buttons on the right to add fields to your report. Use the Remove buttons on the left to remove any fields you don t want. Use the submit button to configure your output fields. Use to change sequence of fields List of possible fields Fields shown on the report and the order they will appear. Use to move some or all fields so they will appear on the report Remove unwanted fields When finished click here.

54 Click on the Create Output File button A file download box will pop up choose the Save button. JOHNCOLE$ A Save As dialog box will pop up. In the Save In field, choose the folder in which you wish to save your file. Type a name for the file in the File Name field Leave the file type as Text Document Save in choose folder to save to File name choose name of file File Type leave as text document Click on Save button

55 You may only export a maximum of 1500 records at a time SELECTING YOUR RECORDS OVER 1500 RECORDS A screen will show up to 100 records Use arrows to move between screens To move all records on the screen or a group of records click on the 1 st record then click on the last record while holding down Shift+Click. To select only a few records click on the box in front of the name. Do Not use the Move All Records to Output button. Trying to move more than 1500 records will result in an error message. Use the Move Selection to Output button to send the selected records to the output queue. Use the Export to File button to export your records. Use arrows to move between screens. Use to move only selected records Do NOT use. Will give error message Records in output queue Use to clear output queue. Export your records. CHOOSING YOUR OUTPUT RECORD FORMAT Choose your output file format by selecting file type and file parameters. o File Type ASCII text file use if exporting file to a word document CSV Format use if exporting file to an Excel spreadsheet or an Access database o File Parameters Use all Capital Letters all data will be capitalized Include Field names as Headers this will output the field names as the 1 st line of your report. If exporting to a spreadsheet or database they will become the column headers.

56 Use Quotes around Field Names Only available when using the ASCII Text File format. Checking this box will put double quotes around each field. If a record has no information for a field the beginning & ending double quotes will be together with no space in between. Use this Character as Field Separator Only available when using the ASCII Text File format Allows you to choose what character you want to use to separate the fields (ex. a line or a single quote ) Use the Select Output Fields button to select what fields you want on your report If you want to preview your file before creating the output file click on the Preview Output File button. When you have set up your file format the way you want it use the Create Output File button to output your file Choose one file type Click to choose the fields you want on your report. Choose either / both / or leave blank. Can only use with ASCII file type When finished click here. To select the fields you want on the output file use the Move buttons on the right to add fields to your report. Use the Remove buttons on the left to remove any fields you don t want. Use the Submit button to configure your output fields. Use to change sequence of fields List of possible fields Fields shown on the report and the order they will appear. Use to move some or all fields so they will appear on the report Remove unwanted fields When finished click here.

57 Click on the Create Output File button A file download box will pop up choose the Save button. JOHNCOLE$ A Save As dialog box will pop up. In the Save In field, choose the folder in which you wish to save your file. Type a name for the file in the File Name field Leave the file type as Text Document Save in choose folder to save to File name choose name of file File Type leave as text document Click on Save button

58 After you have saved your file you should see the Output Record Format screen again. To select more records you will need to click on the Back button on the toolbar, this will return you to selected records page. Click on the page buttons to change the page, there are page buttons at the top and bottom of the list. Click on the Clear button to remove previous records from the output queue. Use page buttons to move to new page. Click on Clear button to clear output queue before selecting additional records. Select another group of records and move them to the output queue then export to file. Save to a different file name then the first batch. Use the back button again to get more records or if you have selected all the records you want you can close out of the Cole Online site and go into Excel to work with your output file.

59 EXCEL SPREADSHEET Open your Excel program it should open with a blank spreadsheet; if not, click on the new spreadsheet icon in the upper left corner. o On the toolbar choose File then Open New worksheet icon. Go to the Files of type drop down arrow and choose Text Files or All files Go to the Look in area and change the folder to My Documents (or whatever folder you saved the text file in) Click on your saved text file and choose Open Change to folder location of your saved file. Select your file Choose All Files or Text Files When you ve found your file click on open button.

60 A Text Import Wizard will appear. Delimited should already be chosen. Choose Next Remove the checkmark next to Tab and checkmark the box next to Comma. Click Finish Should be Delimited Choose Next Should be Comma Choose Finish To save in this format, click on File, then Save As. Change the Files of Type at the bottom to Microsoft Excel Workbook. Click Save If have more than one spreadsheet you will need to do the above steps to each of them. If you want to combine the files you need to do it before making any changes to the spreadsheet. Highlight the records in the second file, right click on the records and select copy. Go to the first file and find the last record on the file and paste the records from the second file into the first file. Do this for all files you want combined. Now you can make any changes you want to your spreadsheet.

61 Combining Multiple Cells into One Cell on Excel Spreadsheets Click on the column header to the right of the columns you wish to join. Example: To join House Number, Street Direction, and Street Name fields, highlight column F. Next click your right-mouse button and select Insert. Click on the second cell of the new column (if you don t have column headings click on the 1 st cell). On the toolbar click on Insert then select the Function option 2 nd cell of new column should be selected

62 The Paste Function window should pop up Select Text in the left Function Category: window Select Concatenate in the right Function name: window Click OK button Select Concatenate function Select Text function The Concatenate window will pop up Click on the window shade on the right side of the Text 1 box.

63 Click on the first cell that has data you want to combine. In this case cell C2 (once you ve clicked on it you will see the cell number in the little window) Click on the window shade again to close it. Click 1 st cell with data. Cell number will show in window Click on window shade when done The cell number you selected should show in the Text 1 box Click the window shade to the right of the Text 2 box and repeat the previous steps to select the first data cell of the next column of data you want to combine. Once you have selected all the columns you want to combine click the OK button.

64 You will now see the combined data in the 2 nd cell of the column you inserted. You will need to edit the formula to insert the spaces between the data. This is done by editing the formula on the formula bar. To edit the formula insert your cursor after the comma following the first cell number and type in, (or double quote then space then another double quote and finally a comma). Do this between each of the other cell numbers in your formula (don t add after the last cell number. Example: =CONCATENATE(C2," ",D2," ",E2) Add the following between each cell number: Double quote Space Double quote Comma The formula also shows in the cell.

65 To copy the formula, put your cursor on the bottom right corner of the cell until you see a + sign (also known as the fill button). Then with the plus sign still showing, hold down your right mouse button and drag it down to your last record. Click bottom right corner then drag the formula down to your last record. If you click on any of the filled cells you will still see the formula in the formula bar. To see the actual information when you look at this field you will need to do the following steps. Insert a new column Copy all the data cells with the formula in them. Click on the second cell of the new column Go to Edit on the toolbar and select Paste Special Click on Edit Select Paste Special Copy all records in formula column Insert new column Click on 2 nd cell

66 Select Values from the pop up Paste Special dialog box. Then click OK. When done you can delete the column containing the formula. Add column heading if desired (example Address) You can hide or delete the columns you concatenated. To hide the columns highlight the column, click on the right mouse button and select Hide.

67 CREATING A LIST USING MAIL MERGE WITH AN EXCEL SPREADSHEET MICROSOFT WORD 2000 VERSION Open a blank Microsoft Word document On Main Menu bar select Tools and choose Mail Merge. THE MAIL MERGE HELPER WILL APPEAR. Step 1 - Choose Create and then Mailing Labels.

68 The following screen should appear. Click on Active Window. On Step 2 Choose Get Data then Open Data Source.

69 Change Files of Type to MS Excel Worksheets. In the Look in area, select the folder location where you saved the Excel file. Highlight the file Click on Open button. Find the folder your file is in Click on your file Change to MS Excel Worksheets (#.xls) When finished click on open button The following window will appear Click OK When this window appears, click on Set Up Main Document.

70 Choose the Avery label you would like to use and then click OK. Choose Insert Merge Field Choose field you want to appear on the first line (such as name field: John Doe) Hit Enter on your keyboard for a new line. Make sure you hit the spacebar between each selected field so they are not bunched together. Add a comma between the City and State. Choose Insert Mail Merge field Choose the fields you want on the labels. Hit enter key to move to a new line.

71 Your sample label should look something like the one shown below. When you are finished, click on OK button. Finally on Step 3 Choose Merge.

72 Choose Merge again. The following screen should appear. You are now ready to print labels. Click on the Print icon to print your labels

73 MICROSOFT WORD 2003 VERSION Open a blank Microsoft Word document Click Tools then choose Letters and Mailings and finally choose Mail Merge. On the Mail Merge screen (to right of page), click Labels, Click NEXT: Starting Document (bottom of page)

74 On the next screen you will need to select Label Options to choose your type of labels Select your printer Under Label products select the brand of labels you use Then select the product number for your labels. Click on the OK button Choose Next: Select recipients Click on Label options. Choose printer Choose Label product. Choose product number Click on OK button Click on Next: Select recipients Select Use an existing list Click on the Browse button Find the file you exported. Change Look in: if needed to find folder Double click on your file or select it and click on the open button. Select Use an existing list Click on the Browse button. Select your file and click on open.

75 Click OK FYI this is a temporary table that is created using your logon id for the table name JohnDoe$ To Sort your records by zip, city or any of the other fields click on the column heading To narrow the criteria further click on the drop down arrow next to the column heading and click on any of the criteria shown to delete it. To remove records individually remove the check mark in the 1 st column. When finished click on the OK button. To sort click on column heading Remove check mark to remove record. To narrow search remove criteria from drop down box Click on OK button to finish

76 Click on Next: Arrange your labels Click More Items Choose Database Fields Select each field in order you want on label (i.e. First Name [insert] Last Name [insert], etc.) Be sure to click on Insert button after EACH field is selected Click CLOSE when finished. FYI window will show a cancel button until you add the 1 st field then it will change to the close button. Choose More Items Choose Database fields Select fields in order you want them to appear on the labels. Click on Close button when finished You must click on the INSERT button to add each field. Cancel button until 1 st field is inserted then becomes the Close button.

77 A screen will appear with layout of your first label. You will need to manually change the placing between fields Add spaces to separate fields Use enter key to move fields to a new line if necessary Before «First_Name»«Last_Name» «House_Number»«Dir»«Street_Name»«Apt» «City»«State»«Zip» After «First_Name» «Last_Name» «House_Number» «Dir» «Street_Name» «Apt» «City» «State» «Zip»

78 Choose Update all labels format will display for whole page Click Next: Preview your labels at bottom of screen all labels will appear on page

79 If format is not correct click Previous at bottom of page and correct formatting Click NEXT: Complete the Merge Click Print

80 Save your file you can do this by either exiting the program or clicking on File then Save. Choose folder you want to save the file in. Rename the file Word automatically names it using the 1 st line of the 1 st label. Click Save Choose folder to save file in. Rename the file Click on the Save button. NOTE: Saving now will automatically cause the file to look at your Excel sheet each time you access the mailing labels file meaning that if you add or delete anyone from the Excel file, each time you open the Word file for your mailing labels, it will automatically update your labels to match your Excel sheet. When you choose to open the label document, you will see a box with info about running a SQL file. Click YES.

81 MICROSOFT WORD 2007 VERSION Open a blank Microsoft Word document Choose Mailings tab Click Start Mail Merge then choose Labels.

82 Choose your Printer Tray Choose your Label vendor (ex. Avery US Letter) Select the Product Number for your labels. Click on the OK button to continue Choose Printer Tray Choose Label Vendor Choose Product Number Click on OK button when done. Click on Select Recipients Choose Use Existing List. Click on the Select Recipients Button Choose Use Existing List Find the Excel file you exported Click on Open button Find exported file Click on Open button.

83 Click OK FYI this is a temporary table that is created using your logon id for the table name JohnDoe$ Select Insert Merge Field Choose Database Fields Select each field in order you want on label (i.e. First Name [insert] Last Name [insert], etc.) Be sure to click on Insert button after EACH field is selected Click CLOSE when finished. FYI window will show a cancel button until you add the 1 st field then it will change to the close button. Choose Database Select fields in order you want them to appear on the labels. Click on Close button when finished You must click on the INSERT button to add each field. Cancel button until 1 st field is inserted then becomes the Close button.

84 A screen will appear with the layout of your first label. You will need to manually change the placing between fields Add spaces to separate fields Use enter key to move fields to a new line if necessary Before «First_Name»«Last_Name»«House_ Number»«Dir»«Street_Name»«Apt» «City»«State»«Zip» After «First_Name» «Last_Name» «House_Number» «Dir» «Street_Name» «Apt» «City» «State» «Zip»

85 Click on the Update Labels icon to the left of the Insert Merge Field button. This will update the rest of the labels with the same layout as your 1 st label. Click on Update Labels icon. Click on Preview Results If everything looks ok click on the Finish & Merge button. Click on Print Documents

86 Save your file you can do this by either exiting the program or clicking on the Office button and choose Save. Choose Save from drop down Choose folder you want to save the file in. Rename the file Word automatically names it using the 1 st line of the 1 st label. Click Save

87 NOTE: Saving now will automatically cause the file to look at your Excel sheet each time you access the mailing labels file meaning that if you add or delete anyone from the Excel file, each time you open the Word file for your mailing labels, it will automatically update your labels to match your Excel sheet. When you choose to open the label document, you will see a box with info about running a SQL file. Click YES.

88 CREATING A POSTCARD Click on Create Postcard at bottom of screen Type in a name for your list If you want to view your list first click on the Preview Output File button. Click the back arrow to return to the Name your Mailing List screen. Click on the Save & Proceed to Postcards button Name your mailing list To preview the file. Save list and go to Postcard options.

89 PREVIEW FILE POSTCARD OPTIONS Choose Classic (4.25x8.25) or Jumbo (5.25x10.75) size post cards and click on the get started button.

90 Choose from 9 different designs Click on the select button under the picture and message you want. Then click on the Next٠Design Back button Click on the select button under the picture. Click on the Next ٠Design Back button Add a personal message in the message box Click on the Add Image button to add your company logo (color images/logos will be printed in black & white. Add a personal message. Add a logo or image to the postcard.

91 Use the browse button to find the logo or image you want to add. Click on the Upload button to view your image. If ok, click on the Close this Window Browse to find your file. Upload to view logo or image Close this Window when done. Fill in your Return Address information The View Proof button allows you to check out the postcard. The proof will open a window in Adobe Acrobat if you do not have Adobe Acrobat on your computer you will be asked to add it. View the postcard Fill in your Return Address information.

92 When finished viewing the postcard close the Adobe Acrobat window. You will be returned to the Custom & Proof Your Postcard page. Make any changes to the Custom Message, Image or Logo, or the Return Address. To choose a different postcard and message click on the back button. You will need to fill in the Custom Message and all the other info if you change postcards. Once you have the postcard you want click on the APPROVED button.

93 Give it a name that makes it easy to reference and click on the SUBMIT button. On the Order Summary screen you will show the quantity and type of postcard selected and the total cost to mail them. Click on the Proceed to Checkout button. Quantity Postcard size Total cost

94 SHIPPING & BILLING INFORMATION Order Details shows Grand Total (Order total plus tax) Fill in the Shipping Information box Billing Information fill in form ***Note: if information is the same as Shipping Information click on the box in upper left corner to auto-fill the form. Payment Information fill in form, do not use dashes or spaces when adding credit card number, the security code is the 3-digits on the back of your credit card ***Note: if information is the same as Billing Information click on the box in upper left corner to auto-fill the form. When finished click on the SUBMIT button. Check box if billing information is the same as the shipping information. Check box if billing information is the same as the billing information. Use drop down arrows to find Credit Card type. Use drop down arrows to find expiration date. Do not use dashes or spaces when keying in credit card number. (ex ) Use 3-digit code on back of credit card. When finished click on SUBMIT button.

95 Print out the Order Confirmation page for your records.

96 DO NOT CALL VERIFICATION National Do Not Call Registry Subscription Account Number Information As a provider of consumer telemarketing lists and related services, Cole Information Services requires a customer using the Federal Do Not Call Registry to have a Subscriber Account Number (SAN). You need a number to use the registry. If you don t already have one you can register with the FTC by clicking here and following these step by step instructions APPLYING FOR A SAN ACCOUNT NUMBER Access the FTC Web Site: Click on the option: Register New Users On the next screen scroll down to: Organization Information and complete all applicable fields. Select the Organization function of Seller Seller button must be checked.

97 After you have finished filling out the Organization Information you will need to fill out the Authorized Representative Information section. If you will be the Downloader as well as the Authorized Representative you will need to enter your address as both Representative and Downloader. Click on Submit button Must have address in all 4 fields. If you are both Downloader & Authorized Representative enter your address in all 4 fields. You should see the Create A Profile Review Information screen, if not scroll up above the organization information form and check for Red error messages. Then try submitting the forms again. Review the information that appears, if correct, click: Create Profile Jane Doe ABC St Should say Seller here.

98 If all information is correct click on the Create Profile button. Jane Doe At Create A Profile Certification Screen Read through then click in the circle before Yes, I agree.. Click on: Certify button Read through information and click on Yes, I agree Then click on certify button.

99 Your profile is now complete. Print the profile page for your records you will need the Organization ID and Password on this profile to complete this process. Click on the back button Make copy of page for your records ABCDE.11 AbCdE.11 FYI - Information shown is false. Do not try to use. After printing page click on back button. Click on the Manage/Renew Subscription button Enter in Your Organization ID & Your Representative Password, which you just printed off in the Create A Profile process. Note: The ID and Representative Password must be typed in exactly as shown using all symbols and upper/lower case letters. Click in the circle: Representative Click: Log In ID & password must be typed in exactly

100 On the first paragraph heading: Choose Order Area Codes for your Current Subscription Choose type of subscription Organization or Client. In the Subscribe to Area Codes section choose the appropriate field. o Note: The Area Codes by Area Code Number button is usually selected for a limited number of area codes. Payment is required for selecting more than 5 area codes. Click: Submit Click on Order Area Codes Choose one: All Area Codes By State By Individual Area Codes Choose type of subscription. Organization or Client. When finished use the Submit button. Select your Area Codes o To make it easier to find your Area Codes you can sort by State or by Area Code o Reminder: Up to 5 Area Codes are free, any more it is currently $62.00 per Area Code. Click: Continue

101 On the Confirm Your Order page check your Area Codes to make sure they are correct. o To add more Area Codes or remove Area Codes click on the change button If everything is ok click on the Continue button. Check your Area Codes Click on Continue button Print the Subscription Complete page, which includes your SAN number and expiration date. You are now registered. Subscription Account # (SAN) Expiration date Jane Doe Corp Aug Sep 2006 None

102 CHECK PHONE NUMBERS FEATURE Offers the ability to check phone numbers against the Federal Do Not Call Registry. o Access Q & A for Telemarketers..: for more detailed information Before exporting file you can check a maximum of 10 records at a time Click on Check Phone Number button. This will open a separate browser window. First time users must complete the Account Information and place a check mark in the Usage Agreement confirmation. o If you want to check all the Area Codes you have registered click on the Full Button, to check only one area code choose the partial button and enter the area code in the box below. All fields must be filled in and the box under the Usage Agreement must be checked. Enter 16 digit SAN number you received when you registered on the Federal Do Not Call web site. Enter your SAN expiration date. Click on Full if you want to check all the Area Codes you registered for. Click on Partial and enter Area Codes in box below. This box must be checked. Scroll down and select CLICK TO VERIFY PHONE NUMBERS.

103 o Note: The screen will flicker briefly and will reset to the top of the page so you will need to scroll down again to see the results. Your selected phone numbers will either show a green checkmark indicating they are ok to call or a red X indicating Do Not Call. You may want to print this page showing what numbers are ok to call to compare this to your original page of records. Click here to check phone numbers against Federal Do not Call list. Print page to compare to original record page. Green - Ok to call Red X Do Not Call When finished exit out of this separate browser window by clicking on the X at the top right side of the toolbar.

104 POSTCARD PRICING GRID