Topic: Exporting all abstracts for the printed conference program  (Read 36348 times)

How can I export all abstracts for the printed conference program?

There are several options and the "best way" depends on your exact requirements.
Please have a look at the options below and choose the most suitable way to export the submissions.

You can find a detailed instruction manual here:
How to Export Data for the Conference Proceedings

The first option is based on the list of submissions and the print view.
This method is useful when you want to sort the submissions, e.g. by the names of the authors, or if you want to filter them, e.g. only display one submission type.

Please go to:
Overview => Submissions & Reviews => List of Submissions
... and select the submission type you want to export.

First, set the number of displayed items per page to “All”.
Second, use the filters to narrow down the submissions or sort by ID, author's name or title of the submission.
Third, go to the option "Select Version" (beneath the filter options) and
choose the setting "List all abstracts (use print view for printout)".
Now all abstracts will be displayed on one page.

Open the "print view" by clicking on the printer icon. You can now select and copy the whole page (use the keyboard shortcuts CTRL-A and CTRL-C, for OSX please use CMD-A and CMD-C) in your browser and paste the content to a word processing program to edit these submissions.

For Windows, we recommend using "Chrome", "Edge" or the "Microsoft Internet Explorer" to copy the text from ConfTool Pro to Word, as Firefox and other browsers have problems copying formatted text. We think that you get the best results with "Chrome".

For the second option, start again with the list of submissions.
Like the first option, this method is useful when you want to sort the submissions, e.g. by the names of the authors, or if you want to filter them, e.g. only display one submission type.

Please go to:
Overview => Submissions & Reviews => List of Submissions
You can use the filters to narrow down the submissions or sort by ID, author's name or title of the submission.

Set the number of displayed items per page to “All”.

Open the menu "Related Functions" and click on the option "Save abstracts of current page to disk" to save all abstracts directly in a Word file.


You can also use the conference scheduling pages to export the abstracts, e.g. in order to replicate the timeline in the book of abstracts or to order by sessions.

Please go to:
Overview => Scheduling => Edit the Conference Schedule
Here you can open specific sessions or click on a specific date or room in order to create the desired view. Make sure to click on “Show Presentations” first (if necessary) to show the presentations and then click on “Show abstracts” in order to display the abstract of each presentation for the current view.

Continue to click on "Print View". You will get a formatted overview of the corresponding abstracts with title, authors and organizations.

Preferably, use the Microsoft Internet Explorer to browse these pages and copy and paste the content into a word processor for further editing.

Another option is the export function of ConfTool Pro to export all contributions with abstracts and then create a serial letter with this data source.
This option will allow you to edit the appearance, fonts and layout of all abstracts easily.

You can export all contributions with abstracts when you go to:
Overview => Data Import and Export => Export Data
Go to the section "Export Submission and Review Information, Reviewers and Session Details", use the option "Export Contributions" and add the option "Include abstracts of submissions" (see image).

Open the file that has been created in Microsoft Excel and save it in XLS format.
This will be your data source.

Create a serial letter (also called "mail merge" or "form letter") to format authors, organizations and abstracts the way required and to print them into one document.
Please have a look at the example document below, too.

Please refer to:
Abstracts Only Export – Using the ConfTool Export Functions plus a Serial Letter (Using Mail Merge)
... for more information on creating serial letters with ConfTool Pro.

If authors have uploaded the abstracts as PDF or DOC files, please use these files for your proceedings.

For quick instructions on how to download submissions that were uploaded as files, take a look at this entry in the forum:
Downloading all uploads of submitted contributions

We also provide full instructions on how to download all submissions in one go here:
Downloading Multiple Files from ConfTool