"Thanks!! I love the software and it has made our small charity a delight to manage. I also recommended it to a client, who then purchased the full package and has used it successfully to manage thousands of donors, create very professional letters and significantly improve their operation."
-- Michael D., Trident Consulting Group, Massachusetts
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The Print order in FundRaiser Basic will follow the display order you currently have set for your master list (browse window in older versions). This display order, by default, is “Name Order”, or alphabetically by last name. You can change this by locating the display order in the upper left of the main screen, between the VCR-like buttons, and clicking on the center button. Then you’ll see the following choices:  Name Order, Spouse Order, Account Order, Address Order, and Zip Code Order. Switching to any of these will change not only the order in which the names are displayed in the Master list, but also the order in which items are printed, in both correspondence and reports.

When you print Thank You letters, you’ll be printing for just those people who have a gift that is marked to have a letter sent, hence the “Marked Gifts” choice in printing, but for other mailings, where you don’t want to mail to absolutely everyone, you’ll need to create either a Query or a Que. The difference between the two is that a Query is created by telling the program to select people based on certain criteria or things that their records will have in common, while a Que is a hand-picked list that you create by going to a record and, while on that record, clicking on the Que button. You can add people to a Que, remove them from a Que, and even (if you’re not careful) have the same person in a Que more than once. They are not often used, but sure come in handy when needed.

Queries are gatherings of records done by FundRaiser Basic according to choices you make in the Query form, which is selected by clicking the Query button in the tool bar. This form window has two different pages, and you can make selections on either or both of them. The Donor Fields page allows you to select people for the Query based on codes, activity dates, and more. The Gift Fields page allows you to select people based on their giving habits. If, for example, we wanted to follow the suggestions in the lead article for sending an appeal letter or newsletter to everyone who had given in the past 2 years, we could open the Query form to the Gift Fields page, and enter the appropriate date range in the fields marked “Gave any gift during this date range”. Then, to reach those who had given during the past 4 years, but not in the past two, we could do a second Query, using the appropriate date range in the fields marked “Gave during this date range, but not since then”.  

The variety of choices makes it fairly easy to target just the people you want to reach, even if you have more divisions than the simple ones we’ve shown here. Just remember that, once a Query is set, any printing or report will only include the people in that query. To return to the complete database, you’ll simply click on the Query button again, and click on the “Cancel Query” button.

 Also remember that marking a donor record for deletion does NOT mean it won’t be included in a printing. You may want to REMOVE the deleted records (by running File Maintenance) prior to your print job. If you want to EXCLUDE a record from printing (like from general mailings), then you may want to begin their zip code with a “period” (.) and then create a query that includes the zip code range of 1-99999. That will effectively exclude those names that have the period in the zip code.

One final point:  in the Word Processor, where you create your letter templates, you’ll see two sections on the right that allow you to insert fields from the name record, and functions that can insert a complete “return” or “inside” address, gift information (for use with Thank You letters), as well as Salutation fields and Today’s Date (as taken from the computer on the day you’re doing your printing). The rest of the letter you will be typing directly into the Word Processor. It is better NOT to copy/paste into this Word Processor unless, perhaps, from Notepad (which is a text-only editor), due to incompatibility issues between some programs and FundRaiser Basic.

Hopefully these tips will take you well on your way to achieving more effective communications of your endeavors to your supporters, and lead to increased support for your cause.

Resources

Basics of Fundraising