If you maintain your mailing list in a word processor application, such as MS Word, there are a few easy steps to follow to prepare your list.

We work in 'database' format which means that mailing lists maintained in word processor files must be compiled in a special way called "single line entry, character-separated" format before we can use them.

Each name and address (called a "record" in dbase jargon) must begin on a new line. The entire name and address (record) is typed as one, run-on line with each part of the record separated only by a comma (no space). These individual parts of the record are called "fields" and your record should include separate fields for FIRST NAME(comma)LAST NAME(comma)COMPANY(comma)DELIVERY ADDRESS(comma)SUITE/APT/FLOOR(comma)CITY(comma)STATE(comma)ZIPCODE. After the ZIPCODE field the record ends not with a comma but a HARD RETURN (enter key) which is also called a 'hard carriage return' (HRt).

It's much simpler than it sounds. Here's how it should look when you type it:

Here's how it looks after we convert this record to a database format:

Please note that any prefixes, such as Mr., Ms., Mrs.,The Hon., Atty and middle initials are included in the FIRSTNAME field. The person's last name is isolated tin the LASTNAME field so we can find it easily if you ask us to alphabetize your list by last name.

It is especially critical that all your records have a CONSISTENT number of fields. The record example above has eight fields. If other records in your list have fewer fields (e.g., no COMPANY listed or no SUITE number), it is imperative that you denote the absence of that field by inserting a comma where it would go. Example:

Please note that the COMPANY and SUITE fields are not required in the last record but their places in the record structure were maintained by inserting a comma where they would be. Put another way, every record in a list must have the same number of commas, regardless whether there is information between each set of commas. NOT maintaining a consistent field structure in this way will raise havoc with your mailing.

One last request: always put the mailing address in the ADDRESS field. If a person has both a residential addressed (street) and a P O Box address, only use the P O Box address since it is the correct mailing address. Adding the street address will only confuse us and the Post Office since mail is not delivered there.

When your list is in the proper 'single line entry' format, please save it as a 'plain text' file, also referred to as an 'ASCII' format. If you have a choice, it should be specified as a 'comma delimited ASCII' file. And now you are ready to e-mail this file to us. We'll take it from there.

BULK MAILING - DATABASE FORMAT

If you are already using a database application such as File Maker Pro, MS Access, or dBase or any of its derivatives such as AlphaFive, you already know how to enter a record and how to maintain field consistency from record to record. Just keep in mind some of tips mentioned above regarding what information goes in which field and how to identify a mailing address. This latter point is important since the bar code is based on this field. Bad information in this field will result in a bar code which is wrong, which will send that piece to the wrong place.

Additionally, when you export your database file, specify the exported file with a .dbf extension if you can (e.g., mail99.dbf). If your database has additional fields for information you use in your business, do not export those fields - we don't need them. It's that simple!

The same is true for spreadsheet applications, such as Excel.