QuickBooks for Mac 2014 User’s Guide 39
To export names for mail merge:
1 Choose File > Export > Addresses To Text File.
2 In the Select Addresses for Export window, choose the names you want to merge.
3 (Optional) Select the “Include jobs” checkbox to include the jobs associated with the customers you
selected. Select this checkbox ONLY if there is a different name or address for each job. If the
customer name and address are the same for each job, leave the checkbox clear (otherwise, you'll
end up with duplicate form letters to the same name and address).
4 Click OK.
5 Enter a filename for the names and addresses you selected. The file is a tab-delimited file that
contains name and address information for the names you selected.
Notes:
• Each piece of information in a mail merge data file has a field name that you can use in a form letter. For
example, the First Name field inserts the first name of each person when you print copies of the letter.
• Some of the fields let you use parts of an address instead of the entire address. For example, you can use the
City field to mention a person's city within a sentence. QuickBooks also provides fields for placing the full block
address at the beginning of a letter.
Inactive list entries
When you mark a list item as inactive, it is hidden in any windows that use that list. For example, an inactive item
from the Items list will be hidden in the Create Invoices window. Inactive list items still appear in reports and
transactions. When you mark an item as inactive, its subitems are also marked inactive.
To mark a list item as inactive:
1 Open the list or center containing the entry you want to make inactive. For example, if you want to
make a customer inactive, choose Customers > Customer Center to open the Customer Center.
2 Open the entry, and select the "Inactive" checkbox, and click OK.
To view or hide inactive customers and vendors:
1 For an inactive customers and vendors, choose the center for that item. For example, for customers,
choose Customers > Customer Center to open the Customer Center.
2 At the bottom of the list, go to the View menu. Choose either “Active Customer” or “Inactive
Customers.”
To view or hide list items other than customer and vendors:
1 From the Lists, Customers, or Vendors menu, choose the list containing the inactive items you want to
hide.
2 Clear the “Include inactive” checkbox. Clearing the “Include inactive” checkbox hides all inactive
items; selecting the “Include inactive” checkbox displays inactive items in gray.
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