Category: Training | Module: OfficePro | Created: 9/23/2026 | Last Updated: 10/16/2026
If you send newsletters or campaigns from an outside tool such as Mailchimp, you can export the patients carrying your tags as a CSV file and import it there as a contact list - the whole tagged book at once, or one tag at a time.
The export follows the same opt-out rules as Bulk Messaging. A patient who has asked not to receive bulk email is never in the file, so the list you hand an outside tool is never wider than the one you could message from inside OfficePro.
Export every tagged patient
Open BackOfficePro.
Under Marketing Tags, click Manage Tags. The Tags window opens.
Click Export CSV at the top of the window. The file downloads.
Export one tag
Open the Tags window as above.
Find the tag in the list and click the spreadsheet icon in its Action column, beside Edit. Hovering over it reads Export the patients carrying this tag as a CSV.
The file is named with your practice ID and what it contains - All_Tags_Marketing_List.csv for everything, or Tags_ and the tag's number for a single tag - so two exports on the same day do not overwrite each other.
Who is in the file
Included: active patients carrying the tag, and prospects too. Prospects are often the audience a marketing list is for, so they are kept and marked in their own column.
Left out: anyone with Do not include in bulk email ticked on their record, and patients who have been made inactive.
Not left out: patients with Do not include in bulk SMS ticked. They are in the file, marked in the NoBulkSMS column - see below.
Each patient appears once, however many tags they carry.
What is in the file
Column
What it holds
PatientID
The patient's ID in OfficePro. Keep it - it is how you match a contact in the outside tool back to the chart.
FirstName, LastName
As on the patient record.
Email
The patient's email address. Can be blank - see below.
CellPhone, Phone
Mobile and main phone numbers.
Address, Unit, City, State, Zip
The mailing address.
Prospect
1 for a prospect, 0 for a patient.
NoBulkSMS
1 if Do not include in bulk SMS is ticked on the record, otherwise 0.
Tags
Every tag the patient carries, separated by a vertical bar - for example Newsletter|Detox Program. On a single-tag export this holds only that tag.
The file is saved as UTF-8, so accented names open correctly in Excel and import correctly into the outside tool.
Importing it
Map Tags to the tool's own tags or groups if it offers that on import - most list tools accept a delimited tag column and will split it on the vertical bar if you tell it to.
Expect rows without an email address. Patients are exported whether or not they have one, and an email tool will skip or reject those rows. That is not an error in the file.
If you will text from the outside tool, honour the NoBulkSMS column. Those patients have asked not to receive bulk texts. Filter them out before sending anything by SMS.
The file has fewer patients than the Pts count
That is expected. The Pts number beside each tag counts every time the tag has been applied, including patients who have since been made inactive, merged into another record or have opted out of bulk email. The file only holds the patients you are allowed to send to, so it is usually a little shorter.
Things to be careful about
An export is a snapshot. When a patient opts out later, OfficePro stops including them from then on - but a copy already in the outside tool is out of the application's reach. Record the opt-out in the outside tool as well, and export fresh rather than re-using an old file.
Tag names travel with the file. A tag named after a condition or treatment tells the outside tool that the patient has it. Name marketing tags for what they are - a newsletter, an event, a programme - and check that your agreement with the tool covers what you send it.
Every export is logged against your practice with the number of patients in it.