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Help topic: Saving Volunteer Information Locally

You can use the Excel spread sheet report format to retrieve copies of the volunteer information you store in Volgistics. You receive your information in a standard spread sheet file.

To save your volunteer information to your own computer:

1. Choose Print from the menu.

2. Click “Excel spread sheet” and then select the “All volunteer information (stock)” report.

3. Click the Print it button.

4. Click the Start printing button. It may take several minutes for Volgistics to generate your spread sheet.

5. Select “Mailbox” from the menu.

6. Click the “All volunteer information (stock)” report once it appears in the mailbox (if the report has not appeared in your mailbox yet, click the Refresh button). Your browser should ask if you want to Open the file, or Save it. Select the Save option to save the file to your own computer.

The file you create is a standard Microsoft Excel spread sheet file. You can open and manipulate the information in this file using Microsoft Excel, or any other program that supports the XLS file format. To learn more about how Volgistics organizes your information in a spread sheet file, read What’s inside an Excel spread sheet file.

IMPORTANT: Volgistics carefully safeguards the information you store and manage in the Volgistics system. When you retrieve copies of your data in spread sheet files, Volgistics sends the files to you using secure socket layer (SSL) protection, so they’re safe on the way to you. Once you receive the file on your own computer, the security of the file is in your own hands. Be sure to protect these files appropriately. For example, do not store them on computers that may be open to the Internet. Consider using the Microsoft Excel file encryption and password protection features to protect sensitive spread sheet files (refer to the Excel documentation for more information).

IMPORTANT: Organizations are welcome to periodically retrieve spread sheet copies of the volunteer information they store and manage in the Volgistics system as a form of ‘external backup.’ However these spread sheet files are not provided as a means of making backups that you can subsequently restore to the Volgistics system (Volgistics already takes care of protecting your data by making daily backups for you). While the Volgistics Import Utility could be used to transfer some of the information from a spread sheet file into the system, the Import Utility does not provide a way to import data into every Volgistics field, nor update information in records that already exist in Volgistics.

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Help topic 2164
Added or revised 08-10-2005