Addressing

Mailing List Management: Advantages: Address can be printed directly on the piece to be mailed - eliminating mailing labels You will receive the maximum postal discounts available for your particular mailing by using our CASS certification process. It corrects most address errors, sorts by zip extensions, and adds bar codes that help speed up the mail sorting at the post office.

Acceptable File Types:

• IBM, PC, DOS format
• ASCII Delimited (delimited by comma - do not use hard return)
• dBase III & IV
• Excel
• DBF
• MS Access

Record Structure:

• Do not include print commands or layout codes in the file
• Each portion of the record should have a unique field. Example: city, state and zip should be in separate fields (cells).
• Fields are limited to 45 characters
• Abbreviate state names (see our link for state abbreviations)
• DO NOT use the mail merge label option in Word
• DO NOT use punctuation in the addresses
• Out-of-Country mailings must be in a separate file from those in the USA

Submitting Files:

• Disk - Clearly label and identify with file name, contact person and phone number.
• Email to rita@po.admin.unt.edu
• IDO or email account number must be received before addressing can be done
• See above file types

Additional Information:

• Sample for field record structure
• Mailing Information Sheet
• State Abbreviations

Rita Gomez Mail Management 565-3619 rita@po.admin.unt.edu

last updated 11/08/04