9. Import guests

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Note You can also view this tutorial as a movie on our website. The tutorial is also on your CD, if you purchased one.

You can import guest details from spreadsheets, databases and other formats, so that you don't have to re-type them. We will illustrate this by importing some guest details from Excel. The principles are similar for other applications and file formats.

Note The user interface of Excel may differ between different versions.

Create a simple Excel spreadsheet like the one below:


PerfectTablePlan can't read .xls files as they are in a proprietary binary format. Select File>Save as and save it as the .csv file guests.csv (do not just rename a .xls file to a .csv file). Click OK on any windows warning you about changing format.


The data is now in a format PerfectTablePlan can read.

If PerfectTablePlan is running create a new plan by selecting File>new_16New. Otherwise start PerfectTablePlan.

Select File>impt_16Import. The impt_16Import window will appear.


Ensure text/CSV file is selected and click the OK button. An Open window will appear. Navigate to the .csv file you just created and click Open. You should now see the contents of the Excel file in the Import data window.


We now need to tell PerfectTablePlan which columns correspond to which guest properties. Select from the drop-down lists as shown below.


Note that you can edit the data in the table before you import it. This will not affect the original .csv file.

Click the OK button. The guests should now be imported as below.


PerfectTablePlan has used title preferences to extract titles and guess age and gender. If it has guessed anything wrong you can easily change it in Edit mode.


The email address has been added to the guest Contact information.

It has also placed guests into groups. Note that Mr Alan Black and Miss Erica Black have been placed in the same group because they were listed one after the other with the same last name.


If you don't like how they have been grouped you can easily drag guests between groups in Drag and drop mode in the couple_16Groups pane.

If you look in the heart_16Proximity pane you will see it has set smile_16 proximity for the guests in each group.

If you want more control over groups you can add a group column to your spreadsheet. You can also specify unnamed guests to import.

Select File>new_16New to clear the current plan. Click on Don't save. Add an additional group column and guest column to your spreadsheet, as below.


File>Save as to guests2.csv and import into PerfectTablePlan (as above). Select the property drop-down lists as shown below.


The guests have now been imported in the groups you specified and an unnamed guest has been added for Mr Alan Black.


You can also import many other properties, such as addresses, meal choice, VIP status, RSVP status etc. See Import data window for more details.

If you are importing data in a format PerfectTablePlan already knows about you can select the format from the File type menu:


Click on the more_button_50_pc button in the impt_16Import data window to show additional options. These options give you full control over how the import file is interpreted. For example you can specify that columns in the import file are separated by Tab characters, rather than commas:


Note If your spreadsheet contains non-ASCII characters (e.g. Chinese or other Unicode characters) these may be lost when you save your Excel .xls file to a .csv file. To avoid this problem save as Unicode text (*.txt) and import using Custom format and a TAB delimiter.

You can also import guest name data using the simpler (but less flexible) Insert guests scratch-pad window.

You can also import guests from any application that supports vCard format. This includes many email and address book applications. Just drag the guest vCard(s) on to the PerfectTablePlan unknown_adult_16Guests pane.

This concludes the tutorial.

See also:

Frequently Asked Questions


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