Exporting your member's email addresses

Overview

As a club administrator, you may need to contact your club members about upcoming events such as your AGM.  This article is a guide on how to export the contact information of members of your club and how you can upload the contacts to Microsoft Outlook and create a new contact list.

Table of Contents

• Filtering your members list
• Exporting your members
• Adding new contacts to Microsoft Outlook
• Creating a contact list in Microsoft Outlook

Filtering your members list

When you log into your Foireann account navigate to the 'Membership' section on the left-side menu, in the 'Members' tab click on the 'filter table' icon which is under the 'Bulk Actions' button.

A pop-up menu will appear with several dropdown boxes that you can change to filter your members list.  If you are exporting member details for your club's upcoming AGM some of the filters you may want to apply include

• Membership Status = Registered
• Membership Season = 2023
• Membership Type = Full

This will filter your members list to return members of your club who are Full (Adult) Registered members for the 2023 season.  Any filters you apply will appear at the top of your members list and you can click the X beside the filter to drop it and apply any other filters by returning to the filter table menu.

Note: you will need to have club admin access to complete the steps in this article

Exporting your members

Once you have applied your specific filters to your members list you can export the list to a .CSV file.  To do this go to the 'Membership' section and click on the 'Bulk Actions' button and then 'Export Filtered Members'.  A .CSV file will automatically download to your device.  You will need to edit the .CSV file to ensure it is suitable before uploading it to your Outlook contacts list.  

Below are the changes you must make to the .CSV downloaded from Foireann: 

* = required field

Original Foireann Name	New Outlook Name
Forename	First Name *
Surname	Last Name *
Address1	Home Street *
Town	Home City *
County	Home State *
Country	Home Country/Region *
Postcode	Home Postal Code *

1. Remove any minors from the spreadsheet
2. Remove any members that do not have an email address
3. Remove any duplicate records
4. Add a new column to the spreadsheet with the title 'Company', this will be useful to have in Outlook as a way of identifying and filtering your Outlook contacts.  An example name for the company is 'Foireann Export of 2023 Members'

Adding new contacts to Microsoft Outlook

Log into your club's Microsoft Outlook account - if your club does not have an account or has forgotten the account password please contact [e-mail]

Select the 'People' icon then 'Import Contacts' and upload the .CSV file you downloaded from Foireann, you will then be able to preview the contacts you are uploading to ensure they are correct. 

Note: the steps for importing contacts to Outlook may differ depending on the version of Outlook you are using

Creating a contact list in Microsoft Outlook

Once you have imported your contacts into Outlook you can add contacts to a contact list (an email distribution list) where you can send important club announcements such as updates on the upcoming AGM.

Useful articles 

• Import contacts from an Excel spreadsheet to Outlook
• Import and export Outlook email, contacts and calendar
• Import contacts to Outlook.com or Outlook on the web