Compiling and Submitting Address Databases
Need a shortcut compiling a new bulk mailing list that is compatible with SmartMailer™ software?
Please download this free, pre-formatted Excel® spreadsheet to organize your data.
For additional tips and hints about optimizing your spreadsheet’s compatibility with SmartMailer™, please continue reading. |
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When compiling an address database for a bulk mailing there are several things to take into account to ensure delivery of your mailing:
- Make data entry in your database consistent.
- All data fields must contain data, with the exception of “Street 2” since not all locations have a secondary address.
- Avoid using punctuation because of its effect on the post office’s OCR reader.
- Do not substitute the letter “O” for the number zero. See our Hot Tip for help formatting ZIP codes.
- When using Excel 2007, do not use the Name Manager, also known as “Stacked Addresses,” because SmartMailer™ is unable to interpret this data.
- Do not use or create macros in your Excel database spreadsheet because macros are not compatible with SmartMailer™ software.
- Do not exceed a 50 character line length (8 pt Arial) in any single address line.
SmartMailer™ allows the customer only 5 address lines:
Address label layout for domestic US mail (including APO Addresses):
Name
Organization
Street 2
Street 1
City State Zip |
Address label layout for international mail:
Name
Organization
Street Address or Post Office Box
City or Town or Province . Area Code
COUNTRY (All CAPS)
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Defining Data Fields in an Excel Spreadsheet
If you manage a mailing database using FileMaker®, Access® or other database program, individual names, organizations and addresses can be exported as tab-delimited text. Data fields required by SmartMailer™ include:
Title: If using this field, all addressees must have a title (e.g., Mrs, Dr, Mr & Mrs). Do not use punctuation. The ampersand (&) may be used.
First Name: This field includes the recipient first name(s) or initial(s). When using this field, all addressees must include a first name.
Last Name: This field includes the recipient last name(s). Last names may be hyphenated (e.g., Collins-Brayburn). When using this field, all addressees must include a last name.
HOT TIP!
Simplify your spreadsheet! Combine title, first name and last name in a single “Name” data field for increased flexibility! In this format, when a name is unknown, a position title can be substituted (e.g., Chairperson, Chapter President) and you won't end up with a blank datafield that needs to be filled. Download our free, pre-formatted Excel address spreadsheet! |
Organization: This field includes a department, organization or business name. When using this field, all organizations must be listed.
Street 1: This is the address to which the post office will deliver the mail piece (e.g., PO Box 413; 468 Main Street; 5761 Keyo Building). All addressees must include a Street 1 address.
Street 2: This is the secondary delivery address (also known as “Secondary Unit Designators”) which may include an apartment, warehouse or suite number or other place name (e.g., Suite 316; Unit B; University of Maine). Unlike other fields in the database spread, the Street 2 data field may be left blank when a secondary address does not apply.
City: Spell the names of towns and cities out completely. Abbreviations may not be used. All addressees must include a city of delivery. In the case of foreign addresses, this field may include city, town, other principle subdivision or area code.
State: For domestic (US) mail, use the official two-letter state abbreviations. Visit the United States Postal Service Web site at http://www.usps.com/ncsc/lookups/usps_abbreviations.html (this link will open in a new window) to find a list of officially, accepted USPS abbreviations. In the case of foreign addresses, the “state” field may include a province, other principle subdivision.
ZIP code: For domestic (US) mail, use the official 5-digit ZIP code. To find or confirm a ZIP Code online, please visit the USPS ZIP Code Lookup at http://zip4.usps.com/zip4/welcome.jsp (this link will open in a new window). For foreign mail, include the appropriate mail code information. To look up Canadian Alpha-Numeric ZIP Codes, visit http://www.canadapost.ca/tools/pcl/bin/advanced-e.asp (this link will open in a new window).
HOT TIP!
To format ZIP codes with leading zeros in Excel®, select the entire ZIP Code column, then:
1. Select Format from the menu bar at the top of the page.
2. In the Format Cells dialog box, click on the Number tab and select “Special” in the Category column.
3. Under Type, select “Zip Code” and Click OK.
4. Save your changes.
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Plus-4: SmartMailer™ will insert the plus-4 ZIP code extensions when a database is run through Coding Accuracy Support System (CASS) certification, so it is not necessary to include plus-4 information in your database.
Country: For all foreign addressed mail, spell out the country name completely in all UPPER CASE letters.
