Licensee List/Data Files

Lists of non-confidential licensee information including name, mailing address, and other license information may be purchased in electronic format on CD only. Complete details regarding data available, price, format, how to order, etc. is provided in the order form entitled Licensee File CD Request (RE 775 Denotes a PDF document) and in the form entitled Record Format (RE 776 Denotes a PDF document).

Please note, licensee list files are not provided in a "label-ready" format. It will be the purchaser's responsibility to import and process the data files using a software product of the purchaser's choice. Bureau of Real Estate (CalBRE) staff will not be available to offer assistance in helping the purchaser import nor process the data files.

However, the CalBRE has prepared step-by-step guides applicable to Microsoft Word 2000 or Microsoft Word 97, Excel and Access which may help.

Using Microsoft Word 2000 or Microsoft Word 97 to create mailing labels from a licensee list file

  • Start Microsoft Word 2000 or Microsoft Word 97.
  • Click on Tools in the Menu bar.
  • Click on Mail Merge in the drop down menu
  • Click on the Create button (Step 1).
  • Choose Mailing Labels from the drop down menu.
  • Click on the Active Window button.
  • Click on the Get Data button (Step 2).
  • Choose Open Data Source from the drop down menu.
  • Find and pick one of the list text type files. (You will need to change the Files of type box to read Text Files(*.txt) CalBRE suggests you pick the Mailing_list_comma.txt file. Double click on the file, or highlight it and click the Open button.)
  • Click on the Set Up Main button.
  • Pick a label size and double click on it or highlight it and click the OK button.
  • Click on the Insert Merge Field button.
  • Pick the fields you want on the label. (Use the Enter/Return key when selecting fields if you want the next field to be on the next line).
  • When all fields have been selected, click the OK button.
  • Click the Merge button to choose and format all records (Step 3) or click the Query Options to set up filter and/or sort criteria, then click OK.
  • Click the next Merge button.

This completes the label format process. At this point you may want to change the font, font size, change case to all UPPERCASE, etc., and print out one page as a test.

Importing a licensee list text (.txt) file on CD into an Excel (.xls) file

Please note: If you are using Excel and you are trying to import either the All-State Current List or the All-State Mailing List it will not work. This is because Excel has a limit of 65,536 rows. The All-State lists are in the range of 200,000 to 320,000 rows. Use a database program like Access, dBase, Paradox to handle these lists. Similarly if you requested a selected list that has more 65,536 rows like Los Angeles, Orange and San Bernardino counties it might not import fully in Excel.

  • Start Excel.
  • On the top Menu bar, click on File, then click on Open.
  • In the pop-up window, find and pick one of the list text type files. CalBRE suggests that you pick the Mailing_list_comm.txt file. You will need to change what is in the Look In: box to point to your CD drive. You will need to change the Files of type box to read Text Files(.*txt) or All Files(*.*)
  • Double-click on the file, or highlight it and click the Open button.
  • In the Text Import Wizard - Step 1 or 3 window, if you've chosen the Mailing_ List_comma.txt file or Mailing_List_tab.txt file, make sure the Delimited radio-button is "on". Click Next >
  • In the Text Import Wizard - Step 2 of 3 window, make sure the correct delimiter check box is checked for the type of text file you are importing into Excel. Click Next >
  • In the Text Import Wizard - Step 3 of 3 window, you can choose which columns to import and what format to give those columns. If you do not wish to import a particular column, highlight that column and choose the Do not import column (Skip) radio-button. When you highlight another column the radio-button should reset back to the General format radio-button. Continue scrolling across the record until you reach the column headed License_Effective_Date and then highlight it. This is a date field, so choose the Date radio-button. The date in this column is in YYYYMMDD format, so in the drop down date type box, change the date format to YMD. Highlight the next column which is the License_Expiration_Date, choose the Date radio-button, and change the date format to YMD.
  • When You have finished selecting, skipping, and formatting columns, click the Finish button to complete the import process. You can now save the newly imported Excel file.

Using Microsoft Word 2000 or Microsoft Word 97 to create mailing labels from an Excel file

If the Excel file does not already contain a header row with column headings such as NAME, ADDRESS-1, ADDRESS-2, CITY, etc., first insert a blank row at Row 1 and give each column an identifier such as NAME, ADDRESS-1, ADDRESS-2, CITY, STATE, ZIP, etc.

  • Start Microsoft Word 2000 or Microsoft Word 97.
  • Click on Tools in the Menu Bar.
  • Click on Mail Merge in the drop down menu.
  • Click on the Create button (Step 1).
  • Choose Mailing Labels from the drop down menu.
  • Click on the Active Window button.
  • Click on the Get Data button (Step 2).
  • Choose Open Data Source from the drop down menu.
  • Find and select the Excel file containing the name and address data you wish to use to create labels (you will need to change the Files of type box to read MS Excel Worksheet(*.xls), double click on the file, or highlight and click the Open button).
  • Click OK to select the entire spreadsheet.
  • Click on the Set Up Main Document button.
  • Pick a label size and double click on it or highlight it and click the OK button.
  • Click on the Insert Merge Field button.
  • Pick the fields you want on the label and click on the Insert Merge Field button, then choose the field. Repeat. (Use the Enter/Return key when selecting fields if you want the next selected field to be on the next line).
  • When all fields have been selected, click on the OK button.
  • Click the Merge button to choose and format all records (Step 3) or click the Query Options to set up filter and/or sort criteria, then click OK.
  • Click the next Merge button.

This completes the label format process. At this point you may want to change the font, font size, change case to all UPPERCASE, etc., and print out one page as a test.

Importing a licensee list file into a Microsoft Access 2000 or a Microsoft Access 97 database file

  • Start Microsoft Access
  • Click on Blank Database, then click OK.
  • Decide on where to store the new database and what you want to name it (be sure the name extension is .mdb, then click the Create button.
  • On the tope Menu bar, click the File, click on Get External Data, click on Import.
  • Find the file to import. You'll need to change the Files of Type box to Text Files in order to see the CalBRE list files. Double-click on the 'comma' file.
  • Be sure the Delimited radio-button is "on", then click the Next> button.
  • Be sure the Comma radio-button is "on", click in the First Row Contains Field Names checkbox, then click the Next> button.
  • Be sure the In a New Table radio-button is "on", then click the Next> button.
  • Choose the columns (fields) you wish to import or skip. To skip a column, highlight that column and check the Do not import field (Skip) checkbox , then click the Next> button.
  • If you wish, you can let Access add a primary key, or can choose one. Suggested key would be License Number, then click the Next> button.
  • Click the the Finish button.
  • Click the the OK button.

You now have access to the table that was created in the formerly blank database that you created in Step 3 above.

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