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How to Send Us Your Electronic Mail Address Files

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​The Challenge

After you have prepared your mail address data (see How to prepare your mail address files), the best way to submit your files is to send us an Access database by e-mail or FTP. Unfortunately, many address files contain thousands of records and take a while to transfer by e-mail. These large, uncompressed files can tie up our server and cause delays in receiving and processing mail information.

In addition, changes made in updates of Microsoft Outlook security now make it impossible for us to receive raw Access database files by e-mail. In an effort to restrict the spread of computer viruses, recent versions of Outlook block e-mail attachments with certain file extensions, including those of Access databases.

Compress your files

The best way to make sure that we receive your e-mailed information quickly and correctly is to compress your database files before sending them. Two of the most popular types of compression software are WinZip and PKZIP. You can download trial copies of either software from the Internet. WinZip offers a free evaluation copy at http://www.winzip.com, and PKZIP shareware is available at http://www.pkware.com. Both sites also contain instructions for compressing and sending your files.

Please check with your Information Technology department before installing or downloading either software to ensure that you meet your agency’s software policy.

Rename your files

If you don’t have access to compression software, renaming your files will also allow you to submit your data by e-mail. When you save your data, a file extension is added to the end of the title to tell the computer what software was used to create the file. For example, Access database files end with '.mdb'. Removing this file extension allows us to receive your information by e-mail quickly and easily.

If you choose to rename your files, please be sure to tell us what type of software you used so we can replace the correct file extension in the title after we receive your data. In order to open your files and process your order, we must be able to restore the original file extension.

To rename a file in Microsoft Windows:

  • Click 'Open'.
  • In the 'Look in' box, click the drive or folder that contains the file you want to rename.
  • In the folder list, double-click folders until you open the folder that contains the file you want.
  • Right-click the file you want to rename, and then click 'Rename' on the shortcut menu.
  • Type the new name without a file extension, or delete the current file extension, and press 'Enter'.
  • A warning dialog box will open, asking you if you are sure you want to rename the file. Click 'Yes'.
    Note: You can’t rename a file when the file is open.

After you have submitted the renamed file, you may repeat these steps to restore the file name to its original form. Simply replace the file extension at the end of the title when you enter the file name. If you prefer, you may save an additional copy of your original data file before renaming the file.

Send us your files

After you have compressed or renamed your address files, attach them to an e-mail and send them to your Customer Service Representative. To match your address files with your mail pieces, please include the following information in the body of the e-mail:

  • your name
  • your agency
  • printing requisition number or job number
  • job title
  • the number of records in the list
  • whether we should expect additional lists from other sources

More information

If you have any questions about compressing and sending your address files, please contact your Customer Service Representative (CSR) or call us at (360) 664-4343.