HOW TO EXPORT BUYER NAMES & ADDRESSES FROM PAYPAL TO A CSV FILE

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1 HOW TO EXPORT BUYER NAMES & ADDRESSES FROM PAYPAL TO A CSV FILE If your buyers use PayPal to pay for their purchases, you can quickly export all names and addresses to a type of spreadsheet known as a CSV file and then use that spreadsheet to import the shipping information into other programs like Stamps.com or Endicia. Here s how: Log in to your PayPal Account. Go to My Account. In the Account Overview, look for the Payments Received link towards the bottom of the window. Click on it. 1 CloverCitySells

2 This will take you to your History area, where you can find payment information sorted by date. You can choose dates based on a defined period, like Past Month or by specified To and From parameters. PayPal s history is very comprehensive, so that you can go back literally for years. Be aware that the more transactions there are in your history, and the more data you are requesting, the longer it will take PayPal to process your request. If you are a high volume seller, PayPal may notify you that you will receive an telling you when the information is ready. Do not be alarmed. Even for large amounts of data, the processing time is usually a matter of minutes rather than hours. In your History area, begin to set up your Search criteria. Set the Show criteria to Payments Received Select the appropriate date range by clicking on the radio button for either Within or From. Then enter the period or dates you want to use. When you are ready, click the Search button. Your results will appear in a table at the bottom of the screen. 2 CloverCitySells

3 Now look at the top left hand side of your screen. You will see a navigation bar labeled History. Look for the link Download My History and click on it. This will take you to a new page, called Download History, where you will begin to prepare your data for the CSV export. 3 CloverCitySells

4 When you reach the Download History page, look for the Customize Download Fields link on the right hand side. This is your starting point. Click on the link. You will now be presented with a large number of options, for both website and auction payments. For the purposes of exporting for address labels, all ebay sales, no matter what their listing format (auction, store, fixed price) should be considered Auction Payments. Web site payments will not include ebay payments. Since you are using this CSV file to create shipping labels, you will probably want to keep your included fields minimal: include the information you need to identify the item, the buyer, and the ship to address. 4 CloverCitySells

5 Be sure to choose the same column option - either Single Column or Multi-Column Shipping Address - for both your website and PayPal payments. To simplify converting your finished CSV file to address labels, I recommend you choose Multi Column Shipping Address. 5 CloverCitySells

6 Select only the fields you need to identify your buyer, the item, and the shipping address. Click Save when you are finished. You can go back and change these options as often as you wish. 6 CloverCitySells

7 page. After saving your Customized Download Fields, you will be returned to the Download History Here you will see a date range option. The more often you use the export function, the more likely it is that you ll opt for Last Download to Present. It is not only a time saver, but it ensures that you do not accidentally miss any payments. However, while you are first setting up this feature, I recommend that you select Custom Date Range. Under both Custom Date Range and Last Download to Present, you will see a drop down list called File Type to Download. This menu is keyed to the date range. Be sure to select from the File Type to Download list that is beneath the date range option that you wish to use. 7 CloverCitySells

8 From the drop down list, choose Comma Delimited Completed Payments 8 CloverCitySells

9 Now click on the Download History button. Remember, if you have a lot of data, or if you are a high volume seller, this process will take a bit longer. In that case, don t wait until you are running out the door to print your shipping labels. 9 CloverCitySells

10 PayPal will begin to download the new CSV file to your computer. You will see a dialogue box asking if you wish to open or save the file. Choose Save, and then select a folder on your computer where you want to place these files. Make a note of the location, since you will need to be able to find the file from third party applications like Stamps.com. Congratulations! You have successfully exported the CSV file to your computer, where it is ready for use. Finally, let s take a quick look at opening and customizing this new file in Microsoft Excel. 10 CloverCitySells

11 PART 2 CUSTOMIZING THE CSV FILE IN EXCEL Here s a view of the PayPal CSV file that we exported, opened in Excel. I exported a large number of fields, probably more than you will need. As you can see, the spreadsheet is very wide, going all the way to Row Y. Since that is too wide to view comfortably in a single screenshot, I ve broken it in two. But what you see below would appear as one long continuous spreadsheet as you scrolled left to right in Excel. Obviously, this is far too much information for a shipping label. Let s begin to prune the spreadsheet. 11 CloverCitySells

12 Click on any column header that contains information you do not need, and delete the entire column. In out example, we were able to go from 25 columns to 7. If you never ship internationally, you will be able to eliminate the Country column as well, bringing your total to just 6. Most postage programs will require separate columns for Name, Address Line 1, Address Line 2, City, State, and Zip Code. You now have a CSV file, suitable for import into almost any application or address book. 12 CloverCitySells

13 APPENDIX WORKING WITH CSV SPREADSHEETS IN MICROSOFT EXCEL You may not have run into a CSV file in your day to day work before. A CSV file stands in relation to Excel in the same way that a plain text file does to Word. The basic data is there, but all the frills have been stripped away. CSV stands for Comma Separated Value, and it is the basic building block of any spreadsheet. A CSV file is the simplest and most universal sort of spreadsheet, containing no formatting or style information. It is also a single sheet, unlike the Excel workbooks you may be familiar with, that can contain multiple sheets of linked data. In fact, a CSV file can be opened in any text editor, like Notepad or Word, because it truly is simply a text file where sets of data are separated by commas. To verify this, go back and open your PayPal export in Notepad. (Be sure not to save any changes!) It is perfectly readable. You can t do that with an Excel spreadsheet! You may also find the generic term CSV applied to other simple spreadsheets where the delimiter (the punctuation mark that separates one column from the next) is something other than a comma. There are Tab Delimited spreadsheets, where you move from column to column by using your Tab key. The space bar can also be used as a delimiter. In fact, any character can be used as a delimiter, and delimiters can be combined to create more sophisticated columns. Thankfully, PayPal sticks with the traditional CSV format, so you don t have to guess when opening a downloaded PayPal CSV in Excel or any other modern spreadsheet program. Depending on the version of Excel that you use, Excel may open the CSV with no additional prompting or input from you when you double click on the file. Or you may have to walk through a Wizard that will ask for help in identifying the delimiters. Let s take a quick look at that process as well. Here are the icons for an Excel Spreadsheet and a CSV file, side by side. As you can see, they are similar but not identical. Windows will give you visual cues that you are opening a CSV file, rather than a traditional Excel spreadsheet, even if you normally have the extensions hidden. 13 CloverCitySells

14 However, you may have to change Files of type options in your Open File dialogue window to make the CSV files visible from within Excel. Just change Files of type from All Excel files to All Files. 14 CloverCitySells

15 Again, let me repeat, at this point Excel may well open your file automatically with no prompting. However, you sometimes need to work through the CSV Wizard. The first dialogue window will ask you to specify the form of your data: Fixed width or Delimited. For PayPal, choose the Delimited radio button and click Next. 15 CloverCitySells

16 Next Excel will want to know what sorts of delimiters were used. If you have no idea, you can always open the file in Notepad and look for a common punctuation mark that appears between words. Or you can try specifying one or more delimiters until your columns look right. Don t be afraid to experiment a bit, you can always go back and change these values. But again, with PayPal, you will always choose the Comma checkbox. Then click Next. 16 CloverCitySells

17 Finally, the Wizard will offer a choice of data types. In most situations and always with PayPal you will select General. Click Finish and you are done. 17 CloverCitySells

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