The Allow Mail box is located on the Profile 2 tab and it should be unchecked if that Profile should not receive mail. That would include deceased individuals, out of business organizations, or anyone that should not receive mail because they don't want any, or for whatever reason. Unchecking that box will automatically exclude that Profile from any standard export off the Reports menu.
Note: This does not apply to doing exports from data grids.
An example of doing an export to create a report would be to create a list of all the donors in a particular year for the Annual Report. Just because they don't want to be mailed shouldn't exclude them from the list of contributors. This is a good option to use if you cannot find a standard report that gives you the information you are looking for.
To use this option
- Go to the Mailing tab in the selected export and check the box to Ignore allow mail flag in profiles.
- This will export all Profiles regardless of whether the box is checked or not.