Preparing and Submitting Electronic Files for Mailing Lists

Through the advent of modern technology you can now compile and organize your mailing data using a database software and submit your electronic file via either email or floppy. The benefit of using electronic files for mailing lists at Mail Services is that you will receive reduced postage rates if your address list is CASS certified. Mail Services will follow all regulations to meet this certification, and then will use your electronic file to address your mailing with labels or direct inkjet printing.

For addresses to be CASS certified they must contain a street address. Field names must accompany files, either as a hard copy or within the file as the first record. Our machines will allow for a maximum of six address lines.

File Format: Text (comma delimited)

Commas between fields Quotes around data at the beginning and end of each field No quotes within fields No hard returns within records (only use the return key at the end of a record)

Examples:

"John Dow","XYZ St","Seattle","WA","98123"
"Jane Smith","","1010 Washington Company","123 N Main","Royal Oak","MI","49300"

How to convert and Access file to text (comma delimited)

Office 97

1. Select File on the menu bar
2. Select Save as/Export within the file menu
3. Select To an External File or Database
4. In the Save as Type: box scroll down and choose Text Files (*.txt; *.csv; *.tab; *.asc)
5. When you select Save the Export Text Wizard will be displayed
6. Skip down to Export Text Wizard

Office 2000

1. Select File on the menu bar
2. Select Export within the file menu
3. In the Save as Type box scroll down and choose Text Files (*.txt; *.csv; *.tab; *.asc)
4. When you select Save the Export Text Wizard will be displayed
5. Skip down to Export Text Wizard When asked Which export format would you like? Select Delimited-Characters such as comma or tab separate each field
6. Then select Next
7. When asked Choose the delimiter that separates your fields: select Comma
8. For Text Qualifier select "
9. Then select Next
10. When asked Export to File: it is best to choose C:\MyDocuments
11. Then select Finish

Your file in My Documents can now be sent as an attachment or put on a floppy and brought to Mail Services.

How to convert and Excel file to text (comma delimited)

Office 97/2000

Select File on the menu bar Select Save as within the file menu In the Save as Type: box scroll down and choose CSV (comma delimited) (*.csv) Follow the directions on your screen

Your file in My Documents can now be sent as an attachment or put on a floppy and brought to the mailroom.

First Class Mail / Standard Mail / Internal Mail