The Validate Address window provides a convenient way to verify and correct single addresses in your database. The window displays both the address fields currently in your address list as well as the verified and corrected address. The Validate Address window includes a toolbar that contains navigation controls to help you move from record to record.
The fields that are displayed in the Validate Address window are the address fields that are mapped for the linked file. So make sure that the fields containing address data are mapped correctly. This will also determine the layout of the returned address.
You can use the interactive validation functionality to verify addresses with any databases linked to the program. However, in order to save the returned address in your database, the database must be in one of the updateable formats.
To validate and correct an address:
With the record you want to verify selected, click Validate Address in the Address Validation group on the Postal tab.
The Validate Address window opens and displays the relevant address fields from your database.
If you are not happy with the contents of the fields displayed, or have already identified an error in the address, you may edit the fields displayed on the left-hand side of the dialog. You may exclude elements from the search by deselecting the check box in front of the element.
NOTE: If there is more then one address element in a text box, make sure that they are separated by a comma. This will improve the accuracy of the validation.
Click the Lookup Address button on the toolbar to verify and correct the address.
The program will use the address elements that were entered to lookup the address in the postal data file. Based on the results of the search the program will then:
Display the matching address found in the postal data file on the right side of the dialog when a single address has been found. The validation status code and a description of the status will be shown in the Result group of the dialog to inform you about the changes that have been made to the address.
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Open the Lookup Address dialog when multiple possible matching address have been found in the postal data file. The Lookup Address dialog will show you the matching addresess and allows you to select the correct address.
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Display an error message when no matching address could be found in the postal data file. In this case you could make any changes to the input elements. If you think that one of the elements is causing difficulty reaching a match, and want to perform the address lookup again without that field, deselect the check box in front of the element that you want to exclude from the search.
When the program suggests an address, you can use any normal editing technique to amend the record. You may also use Copy and Paste to move data between the Input address boxes and Replace with groups.
Once you are happy with the result, press the Next button to go to the next record of your database. The program automatically saves the record you are validating as soon as you move the insertion point to a different record, or close the Validate Address window. To explicitly save the data in a record while you are editing it, click Save Record on the Records menu.
TIP: You can adapt the behavior of the Validate Address dialog to suit your needs and way of working. You can specify if you want to confirm record changes, if you want to reset the input check boxes when selecting another record, and if the returned address may be edited. To do so, click the File tab and then Options from the menu that appears and again Options on the right hand side. In the window, select Validation and set your options.