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  1. WE NO LONGER ACCEPT MS EXCEL FILES! If your list is Excel, simply do "Save As" to CSV (MS-DOS) format; do not use CSV (Macintosh). CSV files can still be opened and be manipulated by Ms Excel. CSV is one of the most common file types for lists and all major spreadsheet applications including Google Sheets support this format.  We highly recommend after saving your file in CSV format to close the file and open it again and make sure it looks correct. 

    By saving your list as a CSV file you are ensuring that your assigned formatting (if any) will carry over to your mailer and be printed as you expect.

    Special formatting in Excel: Applying formats make your data look more user-friendly. For instance, a “currency” formatting applied to 1234 can make it appear as $1,234.00. But not all formatting applied in Excel carry over completely to your data; such rules only live in the Excel environment. Below are some of the common formats used in Excel that you should make sure are carried over properly to your CSV file.

    • Currency & numerical formatting: Watch for dollar signs, commas, and decimal points.
    • Date formats
    • Scientific numbers in Excel: Excel may convert cells containing large numbers to a "scientific format". For instance, number 3200017600560000000 will be converted to 3.20002E+18. This commonly occurs with parcel APN numbers. In these cases, the merge fields containing these scientific numbers will be incorrect. Most of the time you can fix this issue by changing your format to a "number format" with zero decimals.
    • Losing the zero at the beginning of zip code starting with a zero. Generally, this issue is resolved by designating the column/field to be a “text” format.

    How to ensure your CSV file contains the correct format:  Open the CSV file in a standard text editor such as Windows Notepad application. What is shown in Notepad is the “raw” data; this is what will be printed in your mailers.

    Multiple tabs in Excel: CSV files do not support multi-tab worksheets. Only the current tab in Excel is saved into a CSV file when you do a Save-as to CSV.

    Formulas in Excel: These are mathematical equations that only live in Excel. When you do a Save-as into CSV, the value results of these formulas are saved in the CSV file. But you must confirm the accuracy of this conversion by opening your CSV file in Notepad as explained above.

  2. One list only: You must supply only one mailing list per order; additional fees will apply if you want us to consolidate multiple lists into one. ONLY include fields (columns) in your mailing list that are used in your print job. Delete all unnecessary fields before uploading your mailing list to eliminate errors and delays in your job.
  3. Acceptable file format: We only accept CSV (comma separated value) formats, the MS-DOS version and NOT the Macintosh version. Visit our Google apps page if you do not have an application to create this format file.
  4. Field length: Field length cannot exceed 75 characters; anything beyond the 75th character is deleted. This 75 character limit includes everything such as spaces or any special characters such as commas or periods. This is the length of the data inside the column/field.
  5. Header names not allowed: You can not use the words County, Lot and Entry for your header names. Modify your header name slightly if you have fields requiring such names. E.g. call your COUNTY header, PCOUNTY. 
  6. Header: The first row of your list must contain the header for your fields. The header is the title for each one of your fields; for instance, "FIRST" is the header for the field containing your first names.  Each field must have its own header and they must be unique. For instance, you can NOT have two headers called "FIRST".  Your Header cannot be any longer than 10 characters.

Example of a list (CSV files can be opened & manipulated in Excel application)

(thumbs up) We highly recommend using the header names below. We will modify your header names to comply with the following if you use different header names in your supplied mailing list. You can use any header names if you have fields that are not shown below. For instance, if you have "date of birth" you can call your header: DOB or DateOfBrth or anything else as long as it's under 10 characters long.


header name

Field description

FirstFirst name
LastLast name
InitialMiddle name
NameFull name, First, Last and middle names combined
PrefixPrefix before the name, for instance, Mr.
SuffixSuffix after the name, for instance, Jr or III
CompanyCompany name
AddressStreet address. If your address includes a secondary address such as apartment or suite number, then it is preferred to include it in this field but you can also have it in 'Address2'
Address2Optional; you can keep the second part of your address separated in this field, for instance, apartment number
CityCity name, for mailing
StateState name. Must be abbreviated to two characters.
ZipZip code. This can be five digit or nine-digit ZIP code, if 9 digit ZIP code you must use a dash after five characters (for instance 90021-1421). Make sure this is a text field so zeros are not eliminated in the beginning of the ZIP code
IDYour ID number (optional)
SalutationThis can be anything you decide
CountryCountry name. Leave blank if United States.
PAdressProperty street address. This is not the mailing address.
PAdress2Property street address 2. This is not the mailing address.
PCityProperty city. This is not the mailing city.
PStateProperty state. This is not the mailing state.
PzipProperty zip. This is not the mailing zip.

How to split your fields

Address field: You must have separate fields for:

    • street address
    • street address2 (unit/suite number); this is an optional field and can be combined with the 'street address' field above
    • city
    • state (abbreviated)
    • zip code

Name field: We highly recommend having the first, last and middle name in separate fields but it is not required. If your first, last and middle name are combined in one field, then you will not be able to use only one part of the name in your letter by itself. For instance, if the entire name is combined in one field, you cannot use the first name only for salutation. We may be able to split your names for an additional fee.

Capitalization:Only the capitalization on your mailing address is modified to "initial cap". This helps the mail piece look less like a junk mail and "initial capped" text occupies less space on the mail piece vs. "all capped" text. The capitalization on all other fields is left unchanged.