The addressing staff
will assist you with addressing, inserting, and bulk
mail projects.
Mailing Lists
Send your mail list by e-mail attachment to addressing@wsu.edu , or bring a copy on diskette/CD to Cooper Publications Building, Room 40. Please use one of the following file formats:
- Excel (*Preferred)
- Access (NOTE: If you send a MS Access file by e-mail, you should either change the extension to ".txt" or zip the file using a file compression program such as Winzip)
- Text Delimited (ASCII text)
- CSV (Comma Delimited)
- DBF Format (dBase)
*Scroll down for more information on how to organize
your mailing lists
Address Certification
We will merge mailing lists and remove duplicate names when requested. We CASS or NCOA certify your mailing lists to insure address accuracy. After certification, we process the mailing through our electronic addressing systems, and prepare it according to USPS automation requirements.
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National Change of Address (NCOA) Processing
NCOA Processing attempts to match records to addresses in the NCOA database. Processing fees depend on the number of records in the list. The NCOA process reduces "undeliverable-as-addressed" (uaa) mail and keeps track of customers who move.
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CASS Certification
CASS certification verifies, corrects, and standardizes the street names, city and zipcodes. Misspelled/Incorrect street or city names are automatically updated during this process
ADVANTAGES
- Reduces costs by reducing the number of undeliverable pieces.
- Provides faster product/service marketing through increased delivery accuracy.
- Improves merge/purge results
- Decreases prep time by using automated reports and container tags.
System Specifications
The inkjet addressing machine is very versatile and can apply addresses to a single sheet, a folded brochure, a booklet, or even a catalog. Sizes range from 3"x 5" to 10" x 12". Inline tabbing is available for mail pieces that require a tab to keep the piece closed during mailing.
Inserting
High speed machine envelope insertion is available upon request. Up to six pieces can be inserted into a #10 envelope. This may include any combination of: return envelope, folded brochure, or single card. Each piece may vary in size and thickness. Envelopes are automatically sealed and metered with postage as needed. These processes occur in a single pass with great accuracy.
Other Services
- Mailing list storage and maintenance.
- Pressure sensitive labels.
- Bulk mail processing (bulk, sort, tie).
- Immediate access to WSU mailing lists for faculty, staff, TA's/RA's, department secretaries and academic administrators.
Organizing Your Mailing Lists
Your database should be set up so that each record is contained in its own row. The individual elements of each record should be contained within separate fields in the same row. We do not accept lists containing addresses that are separated into multiple rows (Bad Layout #2). All data for each record must be contained within the same row in a database.
Bad Layout #1:
Bad Layout #2:
Best Layout :
OR
You can download a sample Excel file (txt) here or a Text file (txt) here
Worksheets vs Files
To avoid confusion or delays save multiple lists as
seperate files . Files with multiple tabs
containing various address lists within a single Excel
file will be accepted but may cause delays or loss of
data if we are not informed before hand. Also, remove
any/all tabs with extra information to avoid
confusion.
Database Names
When sending your mailing list via email the email
header and the name of the mailing list should be
unique and comprehensible. Avoid generic titles such as
"Fall Newsletter" since other departments may also have
a Fall Newsletter going out around the same time as
yours. Attaching your department name or using an
assigned UP job number will also help avoid confusion.
To receive a UP job number contact your Publications
Coordinator or send an email to addressing@wsu.edu
.
Organizing Your Records
There is a maximum of 40 characters per line, including spaces, punctuation, etc.
1. Name (Optional): Addressee information may be submitted as either 1 field titled "Name", or as a combination of any of the following 5 fields, provided that the total number of characters when combined does not exceed 40:
- a. Prefix - "Mr", "Mrs", "Dr", "Lt", etc.
- b. First Name
- c. Middle Name
- d. Last Name
- e. Suffix - "Jr", "Sr", "III", "PhD", "MD", etc
2. Title (Optional): Professional
title ("President", "Sales Manager", "Marketing
Director", etc,)
3. Company (Optional): Company
name
4. Alternate 2 Address (Optional):
Could be a department name ("Sociology Department"
etc.)
5. Alternate 1 Address (Optional):
Second line of address (Suite#, Apt#, etc.)
6. Address (Required): Deliverable
address
7. City (Required): City
8. State (Required): State
9. Zip (Required): Zip code (either 5
or 9 digit)
10. Foreign City, State, Zip (Required if
mailing outside US): This may be submitted as
either 1 field titled "Foreign City, State, Zip", or as
a combination of any of the following 3 fields,
provided that the total number of characters when
combined does not exceed 40:
- a. Foreign City
- b. Foreign State
- c. Foreign Zip
If possible, foreign addresses should be sent in a
separate data file or have separate fields for the
City, State, Zip Code and Country fields. If these
records are included in your domestic U.S. list, make
certain that you do not have international postal or
zip codes in the field designated for the US zip
codes.
11. Country (Required if mailing outside
US)
Note: Additional information such as ID/member numbers, expiration dates or customer codes will be used only when it is explicitly requested.
WSU On Campus Lists
On Campus mailing lists must be saved in a seperate file. The database should have the individuals name and a plus4 zip. The department name is optional. You can download a sample Excel file (xls) here or a Text (txt) here.
De-Duping Lists
We do not automatically remove duplicate addresses from each mailing list that comes though. If you need this service please inform your Publications Coordinator or send us an email with details.
If you have any questions or concerns you can contact
us at addressing@wsu.edu or
call 335-3518.