1) Double check if you have duplicate names by running the pre-built basic filter called “Duplicate name and city”. This will scan your database for records that have the same last name and are located in the same city. Names in this list may not necessarily be duplicate, but it is a start.

Or

You can begin by just scrolling down your donor browse until you find names that are the same. If you prefer to find names this way and do not run the filter, then steps 4, 5 and 6 (below) do not apply.

2) Once you have that list begin to scroll down the list of names to identify the ones that are in fact duplicate. When you find a pair of names, you should first decide which one you want to remove. By using the up-arrow and down-arrow keys, you can change from one to the other as many times as you like to compare addresses, summary gift information (in the small floating window at the right), and so on. (By the way, you can ‘drag’ the floating window to any part of the screen with your mouse).

3) When you are comparing the pair of names, it will be helpful to compare the “Mail codes” — if you will look carefully on the right side of the screen, you will see the field labelled “Mail codes”. If you will click on that field, a small window will open showing not only the mail codes but also their meaning.

4) In any case, once you decide which name to remove, tag it. Records cannot be deleted at this time because they are in a scope, but once all duplicate names have been identified and tagged we will move onto the next step, i.e. actually removing them from the browse.

5) Once names have been tagged, clear the filter (not the tags) so that you are back to your complete list of names and some records are tagged.

6) Go to the top of the browse then while holding down the control key use the up/down arrow. This will jump the cursor to the tagged names.

7) Once on a record you wish to delete, press the delete key or delete X icon.

8) At this point you have the option to delete permanently or merge with another donor. If the record has donation information with it the options will be abandon donation history or merge with another donor. Abandoning donation history means that the donation information will not be tied any longer to the donor number, but historical reports will include these donations in its reporting.