How do I export a patient list from Open Dental for direct mail?

Open Dental offers multiple export paths: use the Patients-Raw report for a quick full-list export, the Recall List for overdue patients, or write custom SQL queries via Query > User Query for advanced targeting. All methods export directly to CSV without conversion steps.

Can I write custom SQL queries in Open Dental to target specific patient segments?

Yes. Open Dental provides full SQL query access via Query > User Query, which is unique among major dental PMS systems. You can write queries like 'patients overdue 6+ months with no future appointment' or 'guarantors only in ZIP code 90210' for precise campaign targeting that basic report filters can't achieve.

How do I send one mailer per household using Open Dental?

In the Recall List, check the 'Group Families' checkbox before exporting. This consolidates records to one entry per household, preventing duplicate mailings to family members at the same address. This feature alone can reduce campaign costs by 20-40% for family-oriented practices.

Does Open Dental Cloud have the same export features as the desktop version?

Yes. Open Dental Cloud has identical export functionality to the desktop version. The only difference is that exported files save to your Downloads folder instead of C:\OpenDentalExports. No workflow changes are needed—the same reports, filters, and SQL queries are all available.

What is the fastest way to export overdue recall patients from Open Dental?

Use Lists > Recall List, set your date range to show patients overdue by your desired period (e.g., 6+ months), check 'Group Families' to deduplicate households, and click Export. The entire process takes under 5 minutes and produces a mail-ready CSV file.

Export Patient Lists from Open Dental for Direct Mail

Open Dental offers the most flexible export capabilities of any major dental PMS, including direct CSV export and custom SQL queries.

What's covered here: Open Dental-specific navigation, Patients-Raw report, and custom queries.

For shared information, see the hub article:

Open Dental version: This guide applies to all current versions. Open Dental Cloud has identical export functionality (files save to Downloads instead of local folder).

Finding the Export Function in Open Dental#

Primary method (Patients-Raw report):

Reports → Standard → Lists → Patients - Raw

Alternative methods:

User Query: Reports → User Query (custom SQL—advanced)
Recall List: Appointment Module → Notepad icon → Recall (recall campaigns)
Active Patients: Reports → Standard → Lists → Active Patients (simpler)

Open Dental exports directly to CSV—no conversion needed.

Exporting Patient Lists Step-by-Step#

Step 1: Navigate to Patients-Raw Report#

Reports → Standard → Lists → Patients - Raw

Step 2: Select Fields (SELECT Tab)#

Click the SELECT tab to choose which fields to include:

Essential fields for direct mail:

LName (Last Name)
FName (First Name)
Address
Address2
City
State
Zip

Optional fields:

HmPhone, WkPhone, WirelessPhone
Email
Birthdate
DateFirstVisit

Step 3: Set Filters (WHERE Tab)#

Click the WHERE tab to filter patients:

Filter	Setting
PatStatus	= 0 (Patient—active)
Address	!= '' (not blank—has address)

For recall campaigns, add:

DateFirstVisit or last procedure date filters

Step 4: Run Report#

Click OK to generate the report. Results appear in the User Query window.

Step 5: Export to CSV#

Click Export.csv button. File saves to:

Desktop version: C:\OpenDentalExports\ by default
Cloud version: Downloads folder

Recall List for Recall Campaigns#

For recall-specific exports with a visual interface:

Appointment Module → Notepad icon (top toolbar) → Recall

Filter options:

Recall due date range
Recall type
Provider
Appointment status (scheduled/unscheduled)

Key feature:"Group Families" checkbox consolidates records so you send one postcard per household instead of one per patient.

Export process:

Set filters
Click Retrieve List
Review patients
Right-click → Export to File

Advanced: Custom SQL Queries#

Open Dental allows direct SQL queries for maximum flexibility:

Reports → User Query

Basic Mailing List Query#

SELECT p.LName, p.FName, p.Address, p.Address2, p.City, p.State, p.Zip
FROM patient p
WHERE p.PatStatus = 0
 AND p.Address!= ''
ORDER BY p.Zip, p.LName

Recall Campaign Query (Patients Overdue 6+ Months)#

SELECT p.LName, p.FName, p.Address, p.City, p.State, p.Zip
FROM patient p
INNER JOIN recall r ON p.PatNum = r.PatNum
WHERE p.PatStatus = 0
 AND r.RecallTypeNum = 1
 AND r.DateDue < DATE_SUB(CURDATE(), INTERVAL 6 MONTH)
 AND p.Address!= ''
ORDER BY p.Zip

Guarantor-Only Query (One Per Household)#

SELECT p.LName, p.FName, p.Address, p.City, p.State, p.Zip
FROM patient p
WHERE p.PatNum = p.Guarantor
 AND p.PatStatus = 0
 AND p.Address!= ''

Reactivation Query (No Visit in 12+ Months)#

SELECT p.LName, p.FName, p.Address, p.City, p.State, p.Zip,
 MAX(pl.ProcDate) as LastVisit
FROM patient p
LEFT JOIN procedurelog pl ON p.PatNum = pl.PatNum
WHERE p.PatStatus = 0
 AND p.Address!= ''
GROUP BY p.PatNum
HAVING LastVisit < DATE_SUB(CURDATE(), INTERVAL 12 MONTH)
 OR LastVisit IS NULL
ORDER BY LastVisit

Query library: Open Dental maintains 1,000+ pre-built queries in their User Query documentation.

Database Field Names#

Open Dental uses database field names directly:

Field	Description
LName	Last name
FName	First name
Preferred	Preferred/nickname
MiddleI	Middle initial
Address	Street address line 1
Address2	Street address line 2
City	City
State	State
Zip	ZIP code
HmPhone	Home phone
WkPhone	Work phone
WirelessPhone	Cell phone
Email	Email address
PatStatus	0=Patient, 1=NonPatient, 2=Inactive, 3=Archived, 4=Deceased
DateFirstVisit	First appointment date
Guarantor	PatNum of guarantor (for household filtering)

Common Open Dental Export Issues#

"User Query" Permission Denied#

Problem: Can't access User Query or run custom queries.

Solution: Your user account needs "User Query" permission (to run) or "User Query Admin" (to create/edit). Contact your Open Dental administrator.

Export File Not Found#

Problem: Clicked export but can't find the file.

Solution: Default location is C:\OpenDentalExports\. Check this folder. In Cloud version, check Downloads folder.

Query Returns Too Many Results#

Problem: Query times out or returns overwhelming data.

Solution: Add more restrictive WHERE clauses. Always include PatStatus = 0 to filter to active patients.

Recall List Shows Wrong Patients#

Problem: Recall List includes patients who shouldn't be there.

Solution: Check patient preferences—"Exclude Automated Msgs" and "Prefer Recall Method" settings may be misconfigured.

Query Syntax Errors#

Problem: Custom SQL query returns error.

Solution: Check field names (case-sensitive), verify table names, and ensure proper JOIN syntax. Test with simpler queries first.

Frequently Asked Questions#

Is Open Dental Cloud export different?

The functionality is identical. The only difference is file save location (Downloads folder instead of C:\OpenDentalExports).

Can I save queries for reuse?

Yes. In User Query, after running a query, click "Add to Favorites." Next time, select from your favorites list.

How do I filter to one record per household?

Add WHERE p.PatNum = p.Guarantor to your query. This returns only guarantors (heads of household).

Is Open Dental support free?

Open Dental software is free. Support requires a paid subscription. The manual at opendental.com is comprehensive and free.

What permissions do I need?

You need "User Query" permission to run exports. For custom queries, you may need "User Query Admin" permission.

Can I schedule automated exports?

Not natively. However, some practices use database triggers or external scripts to automate exports. This requires technical expertise.

Upload to Postmarkr#

Your Open Dental export is ready for direct mail.

Before uploading, review:

Ready to send?Upload to Postmarkr →

Sources#

Open Dental Manual: opendental.com/manual
Patients Report Documentation
User Query Documentation
Recall List Documentation
Open Dental Community Forum

This article is for informational purposes only. Marketing strategies should comply with state dental board regulations and HIPAA requirements. Consult with your compliance officer for guidance specific to your practice.

Export Patient Lists from Open Dental for Direct Mail

Finding the Export Function in Open Dental#

Exporting Patient Lists Step-by-Step#

Step 1: Navigate to Patients-Raw Report#

Step 2: Select Fields (SELECT Tab)#

Step 3: Set Filters (WHERE Tab)#

Step 4: Run Report#

Step 5: Export to CSV#

Recall List for Recall Campaigns#

Advanced: Custom SQL Queries#

Basic Mailing List Query#

Recall Campaign Query (Patients Overdue 6+ Months)#

Guarantor-Only Query (One Per Household)#

Reactivation Query (No Visit in 12+ Months)#

Database Field Names#

Common Open Dental Export Issues#

"User Query" Permission Denied#

Export File Not Found#

Query Returns Too Many Results#

Recall List Shows Wrong Patients#

Query Syntax Errors#

Frequently Asked Questions#

Upload to Postmarkr#

Sources#

Related Topics

Procedures

On this page

Finding the Export Function in Open Dental#

Exporting Patient Lists Step-by-Step#

Step 1: Navigate to Patients-Raw Report#

Step 2: Select Fields (SELECT Tab)#

Step 3: Set Filters (WHERE Tab)#

Step 4: Run Report#

Step 5: Export to CSV#

Recall List for Recall Campaigns#

Advanced: Custom SQL Queries#

Basic Mailing List Query#

Recall Campaign Query (Patients Overdue 6+ Months)#

Guarantor-Only Query (One Per Household)#

Reactivation Query (No Visit in 12+ Months)#

Database Field Names#

Common Open Dental Export Issues#

"User Query" Permission Denied#

Export File Not Found#

Query Returns Too Many Results#

Recall List Shows Wrong Patients#

Query Syntax Errors#

Frequently Asked Questions#

Upload to Postmarkr#

Related Guides#

Sources#

Related Topics

Procedures