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Import Mailing Lists With Excel or CSV Files

Many direct mail campaigns are driven from lists that are stored in .CSV files or Microsoft® Excel files.

Postalytics has a process that makes it easy to: a.) import mailing lists with Excel or CSV files and b.) map them to become Postalytics lists. Once a list has been imported, it can be re-used across multiple campaigns.

How Should I Prep My File?

There are some important things to understand prior to importing your file into Postalytics.

Postalytics Required Fields

When you import an Excel or .CSV list into Postalytics, we’ll check each record to make sure that it has the minimum required fields for proper mailing. If a contact does not have the required fields, we’ll import it anyway, but it will be labeled “Invalid” and cannot be mailed to until it is fixed.

Required Name Fields

  • First Name (20 characters, alpha numeric) and Last Name (20 characters, alpha numeric) AND/OR
  • Company (40 characters, alpha numeric)

You may have either First Name and Last Name or Company Name or both. They will be printed on two separate lines above the rest of the address and will look something like this:

Excel CSV file import required fields

Required Address Fields

  • Address (64 characters, alpha numeric)
  • City (200 characters, alpha numeric)
  • State (2 letter state short-name code “MA” or valid full state name “Massachusetts”)
  • Zip code (5 digit numeric “02370” or 5 dash 4 digit numeric “02370-1234”

You may also include an Address 2 field on records that require it (64 characters, alpha numeric). Use this field for things such as apartment number, suite number, etc.

Personalization And Other Common Fields

You can also map in common contact info such as email address, phone number, occupation/job title as well as up to 35 user defined fields (we call them Variable Data fields). These fields are not used in the address part of the mailer but can easily be inserted into the creative.

At the current time, Postalytics can only mail to U.S. addresses. Additional countries will be added over time.

File Format

The file you upload needs to be a .CSV (comma delimited) file or a Microsoft® Excel file. When formatting your file, the following is VERY IMPORTANT:

  • All data should be contained in one sheet
  • All columns must have a “header” or title in the first row. Headers should be alpha/numeric – no spaces, no blank columns (delete them!)
  • No hidden columns or rows – here’s how to delete them: https://www.extendoffice.com/documents/excel/857-excel-delete-hidden-rows-columns.html
  • Do not use special characters – letters and numbers only
  • Do not “Wrap Text” – make sure Wrap Text is unchecked for the entire sheet
  • All data should be in text format – without formulas or formatting. Here’s how to clear formatting or comments: https://www.extendoffice.com/documents/excel/1148-excel-clear-all-formatting.html

How To Import Your .CSV Or Excel File

The Postalytics importing software is designed to deal with the most common problems we’ve seen in the thousands of spreadsheets that have been used to import data into Postalytics.

  • It fixes zip codes that are missing “leading zeros”
  • It throws out many file format issues like formatting, special characters and empty columns (but not all – clean up your file first!)
  • You can download a sample data file to see how a good file is structured

First – Select .CSV or Excel From The New List Options

Next – Name The List And Choose The File

Name Your Contact List - Upload A file

These steps are pretty self explanatory. We do recommend that new users review the help articles and the sample data file. Setting your file up properly will save you a lot of time later!

Then We Show You Your Raw Data

The “List Preview Data” will show you what your data looks like before the importer gets a hold of it. Here, if you see any egregious issues (I forgot to add a City column!), you can go back and fix your data file before you spend more time on the import.

Map The Required Name & Address Fields

Postalytics makes it abundantly clear exactly which fields you need to map to in order to send a direct mail campaign. You can’t proceed until these fields are properly mapped.

The required fields will turn from red to green when they’ve been mapped. Required fields that are not mapped remain in red.

Cool Tool #1: Select & Deselect Fields – Eliminating Room For Error

When you select a field to be mapped, it will be grayed out in the list and no longer available to be selected. Change your mind? Just “Deselect” the field and scroll or search for the field you want to use.

Cool Tool #2: Search For Your Mapping Fields

When mapping any field into Postalytics, you can now just start typing in the search box to quickly navigate to the correct field to map.

Personalization & Other Common Mappings

After you’ve mapped your required fields, you can map other common data fields that are standard in Postalytics such as Email, Phone, Occupation, etc. as well as up to 35 additional User Defined Personalization Fields.

Remember, ANY of the fields that you map into Postalytics can be used in the Variable Data and Variable Logic personalization tools in our direct mail editor.

Last, Verify Your Field Mappings

Finally, you’ll get a sneak preview to see what your data will look like once it has been imported. If you want to change anything, you can go back and fix your mappings. If you’re all set, click Import Now.

Your List Health Report – Important List Data

While we’re working on importing your list, you’ll see a quick snapshot of the “health” of your list.

We break out the Valid contacts (who we can mail to) from the Invalid contacts (who we set aside with an Invalid status).

You’ll also see if we had to “truncate” any fields because the data in them was too long for the fields that will hold them in Postalytics.

The Postalytics List Import Health Report

You’ll Get An Email Confirmation

When your list is fully imported and mapped, you’ll get an email confirming that the process is completed. If your list is large, it can take a few minutes. If you had any duplicate records in your list, the email confirmation will include an attached .CSV file with your duplicates listed. We only keep one of the duplicates in your list so you don’t send the same mailer twice to the same contact.

List Import Email Confirmation Postalytics CSV Excel File Import

Check Out Your Imported List

When the list import is complete, we recommend checking the list out. You can click the “Go To My Lists” button at the bottom of the List Health Report, or click on “View Lists” on the top menu.

On the Contacts List Page, you’ll see the status of your list, the list source, number of contacts and date your list was created.  To manage your newly updated list, click the edit button.  From here, you’ll be able to do the following:

  •   Edit your Contact List
  •   Download your Contact List
  •   Append records with the same layout to your list
  •   Edit Field mappings of the list
  •   Delete your list   

Questions? Thoughts? We’d love to hear from you!

Contact Postalytics

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