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MailMiser (TM) Demo System User Guide
MailMiser Plus (TM) Demo System User Guide
MailMiser Lite (TM) Trial System User Guide
Mailing List Management
Version 1.3
Copyright 1991, 1992 Al Johnson. All Rights Reserved.
MailMiser, MailMiser Plus, and MailMiser Lite are Trademarks
of Al Johnson. All other names and trademarks are property
of their respective owners.
Special Thanks:
To my wife, Sally, for her belief and support in this long and
arduous project, and to our daughter, Kim, for her understanding.
And to Ken Ulfeng, for the original idea and his encouragement and
help. And thanks to friends and all the early users for their
patience and encouragement.
Al Johnson
Special Note to MailMiser Lite Users: This document is supple-
mented by the README.TXT file that accompanies the software
distribution. Essential differences between the various
MailMiser versions are noted there.
For further information contact:
Kestrel Enterprises
P.O. Box 88663
Carol Stream, IL 60188-0663
(708) 293-1910
Reseller inquiries are cordially invited.
For technical assistance contact:
Al Johnson
(414) 245-9026
TOPICS
1. Overview of MailMiser/MailMiser Plus
2. Installation
3. Cursor Movement, Special Keys
4. Main Menu Summary
5. Getting Started
6. Persons (records) - Add, Edit, Delete, Find, etc
7. Customizing the File and Operation
Field Selection
8. Importing/Exporting Files
Importing Files
Exporting Files
USPS ZIP+4 Update
9. Person Files - Create, Use, Merge, Sub-directory
File Structure
10. Finding a Person (record)
11. System/Printer Functions Menu
ZIP Code Functions (Plus version, only)
Function Keys
Printer selection
12. Label/Envelope Sizes
Custom Sizes
13. Criteria Filter (selecting records)
Interrupted Printing
Records without ZIP+4
14. Printing Labels - Presort options
Printing/Barcode Options
15. Global Functions - Duplicate Records
Search & Replace/Delete
16. Postal Regulations, Address Standards
Presort discounts
Automation discounts
CASS Certification
17. Postnet Barcodes
Section 1. OVERVIEW of MailMiser, MailMiser Plus, and
MailMiser Lite
Usage and Documentation Differences:
Except as otherwise noted, all MailMiser versions identically.
Features that are available only in the Plus version are noted,
as appropriate, in each section of the text. Watch for
the two (++)'s that differentiate between the two versions.
(++)'d names and functions are available only in MailMiser Plus.
Differences between MailMiser and MailMiser Lite are noted
specifically in the text.
Overview:
Purpose:
MailMiser is a Mailing List Management program designed to serve
the small to medium sized mailer using an IBM PC or compatible.
It was written to both comply with and utilize the extensive US
Postal Service changes of 1991, saving postage costs by
implementing ZIP+4 Codes and printing the corresponding
Barcodes, along with 1st and 3rd (bulk) Class Presorting. It
also does Carrier Route Presort, which is still the maximum
discount available for many mailers.
MailMiser Versions:
Three versions of MailMiser are available and they are largely
identical. MailMiser and MailMiser Plus are the commercial
versions. MailMiser Lite is the shareware version.
MailMiser is the basic version of the package. It is designed
for users who do not need the MailMiser ZIP Code database or its
associated fields. MailMiser is identical to MailMiser Plus in
all other respects.
MailMiser Plus is the enhanced version. It is designed for
users with some or all of the following needs: Automatic entry
of City and State names based on 5 digit ZIP Codes; Automatic
entry of County Name, County FIPS Code, and ZIP Code Type
(again, based on the 5 digit ZIP Code); Expanded sorting and
selection capability based on the previously mentioned data.
MailMiser Plus includes a database of about 43,000 ZIP Codes
with associated data.
MailMiser Lite is the shareware version. It is the same as
MailMiser, except for the minor differences noted in the
README.TXT file that accompanies the shareware distribution.
ZIP+4 Implementation:
Once your data has been input (or imported), you simply select a
menu choice to generate a disk file for a FREE US Postal Service
ZIP+4 and Carrier Route Code update. Just mail the disk(s) to a
special USPS facility, where they are updated (and CASS
Certified), and then have MailMiser read them back in with
address corrections and ZIP+4/Carrier Route updates. This
enables ZIP+4 and Postnet Barcode discounts, and provides a CASS
Certified mailing list.
Postnet Barcodes:
Barcodes are the thrust of USPS automation for the 90s.
MailMiser prints 9 digit, 5 digit (no real value), and the new
11 digit Delivery Point Barcode. The 9 digit barcode is simply a
representation of the ZIP+4 code, while the Delivery Point (also
called `Advanced') Barcode includes the last 2 digits of the
street number with the zip. This is supposed to replace the old
Carrier Route Sort. Barcodes can now be printed as the first
line of an address label (effective 6/16/91). You may print
barcodes above or below the address block.
Import your existing files:
ZIP+4, Barcode and Presort rate savings offered by MailMiser
give compelling reasons to change software packages. But, of
course, you don't want to re-enter all that data that's in your
existing files. A number of options are provided to import your
existing data into MailMiser, including delimited ASCII, fixed
ASCII, dBase, ASCII with separate lines per field (WordPerfect,
First Choice). It's an easy `point-and-shoot' method.
FAST! data entry for new records:
City-State-ZIP and/or Code fields may automatically repeat, if
desired, while allowing instant overwrite. Operators love the
Automatic Capitalization option, which Capitalizes the first
letter of each `word', virtually eliminating the need to use the
SHIFT key. It even capitalizes certain 3rd letters, like those
occurring after Mc, O' and D'. Two letter states are
capitalized and verified. Repetitive character strings (e.g.
"Mr. & Mrs.", "C.P.A.", "Chicago IL 60606") can be assigned by
the operator at any time to Function keys for automatic typing.
MailMiser Plus provides verification of a 5 digit ZIP and the
automatic entry of City, State, County (++), County Code (++), and
ZIP Type (++).
Customize each file:
Certain fields can be turned ON or OFF at will to best suit your
needs - Salutation, Title, Company, Address2, Phone(s), Code(s),
so that data entry is only for the fields used. MailMiser Plus
additionally provides for turning ON/OFF the County (++), County
FIPS Code (++), and ZIP Code Type (++). Title, Company or
Address2 may also be turned ON and used for `other' purposes
such as comments or special codes, and then turned OFF for
printing labels. Other options include 3 Code fields and their
repeats, auto area code for phones, firstname-lastname order for
data entry.
Unlimited files and records:
Limited only by the available storage of your hard disk. Data
files may be on any drive or sub-directory. Files may be
merged.
Find anyone, any way:
Find anyone in your file by Last Name, Company, or ZIP -
instantly. If there's not a match, MailMiser shows you who's
nearest on either side of your search. Multiple matches are
displayed in a window for your pick. You may also search by any
other field.
Track when edited and printed:
The program automatically posts the date each person's record is
edited or printed, so that you know the `age' of your
information, when you last mailed, or to control the frequency
of periodic mailings. The Last Printed date allows you to
resume `interrupted' printing, whether by design or accident.
Ever lose power in the middle of a label run?? Or, print only
those never before printed.
Conditional Print or File Copy:
A `filter' may be used to control records to be printed or
copied. Only records meeting the condition(s) will be printed,
and you may obtain a count and percentage before proceeding.
Conditions may be based on Title, Company, City, State, ZIP,
Edit Date, Last Printed date, Code(s), and USPS footnotes/types.
MailMiser Plus allows use of County Name (++)/FIPS Code (++) and
ZIP Code Type (++) as additional conditions. Easy choice of
conditions being equal, not equal, greater than, or less than
entered value.
Label Printing:
Virtually all standard label/envelope sizes, including Cheshire
format, are already built in for pin feed (1 to 5 across) as
well as laser formats (2 across), or easily make your own (up to
9 across). Switch label formats or sizes at any time without
having to reformat your data. Optional uppercase print.
Adjustable top margin and landscape option for laser printing.
Postnet Barcode printing is either above or below address block,
and not restricted to 1 across. Cheshire labels and below
block barcoding are supported only in commercial versions.
Global Search Functions:
Duplicate check on lastname and ZIP+4. Global Search and
Replace (or Delete) on any field.
Merge/Purge:
Merging of files is supported inherently, due to the nature of
relational databases. Purging of record(s) may be done
individually or by the Global Delete (conditional) function.
Printers:
Most common printers are supported for barcoding. They include
Epson 9 and 24 pin, IBM 24 pin, Toshiba 24 pin, HP LaserJet and
DeskJet. Most other brands of dot matrix printers (Citizen,
Panasonic, Okidata, etc.) are Epson compatible by default.
Other laser printers are usually HP LaserJet compatible.
Commercial MailMiser versions also includes support for a variety
of direct impression printers and high speed line printers.
Consult the printer table in the program for the current listing.
Section 2. INSTALLATION
MailMiser and MailMiser Lite normally require a hard disk drive
for sufficient data storage to operate the program. It is
possible, but NOT recommended, to run it from a 1.2 or 1.44MB
floppy disk if you are only going to have a few hundred names.
MailMiser Plus always requires a hard disk for installation of the
software, ZIP Code database, and mailing list records. The ZIP
Code data base requires about 3 megabytes of disk space. It is a
`self-extracting' file (ZIPSELF.EXE) which has been `compressed' on
the distribution diskette. The installation program expands the
file, or typing `ZIPSELF' at the DOS prompt will do the same.
The program requires 640K of memory (RAM) and DOS 2.1 or higher to
run. It also runs under Microsoft DOS 5.0.
First, make a backup copy of the MailMiser diskette and store the
original in a secure place. Consult your DOS manual on using the
DISKCOPY command.
To install to a hard drive:
1. Place the backup MailMiser floppy disk in drive A (or B).
See No. 5, below, if your floppy drive is not named A or B.
2. Decide which hard drive (if more than 1) to use, e.g. C:.
3. If floppy is A and hard drive is C, at the DOS prompt type:
A:INSTALL C:
(Yes, there's a Space between INSTALL and C:) and press Enter.
A sub-directory named MISER will be created under the root
directory of C:, and all files copied into it.
If floppy is B and hard drive is D, type: B:INSTALL D: and
so forth.
The INSTALL does NOT do any modifications to the DOS
environment, i.e., CONFIG.SYS or AUTOEXEC.BAT.
4. To start the program, change to the MISER sub-directory, and
start the MailMiser program as follows:
CD\MISER <Enter>
MISER <Enter> for MailMiser
-or-
MMPLUS <Enter> for MailMiser Plus
-or-
MMLITE <Enter> for MailMiser Lite
5. For those familiar with DOS, simply create any sub-directory
for MailMiser and copy all files from the floppy disk into
that sub-directory.
6. Although MailMiser is not a Windows application, it may be
run under Windows. Consult your Windows manual if you wish to
setup MailMiser as a program item in the Program Manager.
7. The two commands to change the directory and start the
program may be placed in the DOSSHELL or Windows environment
for your convenience.
Section 3. CURSOR MOVEMENT & SPECIAL KEYS
Cursor movement in MailMiser is consistent with most PC
programs:
Left arrow - Left 1 character or position
Right arrow - Right 1 character or position
Down arrow - Next field
Tab - Next field
Enter - Next field
Up arrow - Previous field
Shift-Tab - Previous field
Home - Beginning of field
End - End of field
Other keys:
Esc - STOP or ABANDON! and/or backup to
previous menu
PgUp (PageUp) - Previous record
PgDn (PageDn) - Next record or DONE with a screen edit.
Ctrl - Screens that indicate a keypress using
the Ctrl (Control) key use the notation
Ctrl-[key], such as Ctrl-PgUp. This
means hold down the Ctrl key, and then
touch the second (e.g. PgUp) key.
Ctrl-PgUp - First field or record
Ctrl-PgDn - Last field or record
Ins (Insert) - Insert character at cursor location
(ON/OFF)
Del (Delete) - Delete character at cursor location
F keys:
Function keys F2 thru F10 may be assigned any character string
which is automatically typed any time you press the given Fkey.
To assign characters to the Fkeys, choose System/Printer
Functions from the Main Menu, and then Function Typing Keys. If
you have a keyboard with the Fkeys across the top, you will
probably want to print an Fkey label strip when prompted.
Cutting it out on the `angle' will make it fit across the
keyboard.
Using Menus:
All menus in the MailMiser work in either of 2 ways:
1. Move the highlight to desired choice and press Enter.
- or -
2. Touch the first character of the choice (1 thru 9, below).
In the Person menu, use letters instead of numbers (A for Add,
E for Edit, etc.).
The Esc (Escape) key is your friend. Use it anywhere, anytime,
to stop doing anything. It will also `back out' of any menu,
until you are finally at the Main Menu.
Section 4. MAIN MENU SUMMARY
Please Refer to the Main (beginning) Menu
The Person FILENAME you are using is displayed in the upper
right corner.
1. Persons:
Add, edit, find, delete, list persons. Find by Lastname,
Company or ZIP (changes display Order). Multiple persons
`found' will display in a window, from which you may choose
desired individual. Browse thru the entire file. If you don't
use certain fields, turn them off in #5 below. Use the ToPrint
function to print 1 or more labels for the individual on screen.
The DELIVERY ADDRESS is used to obtain the ZIP+4 CODE. USE
IT!!!
2. Criteria Filter:
Restrict label printing or copying to another file to persons
matching values entered here (Title, Company, City, State, ZIP,
Codes, Edit date, Print date, USPS notes, County Name (++)/FIPS
Code (++), and ZIP Code Type (++)).
3. Print Labels:
Just what it says. The Filter condition (above) is displayed.
You may print Barcodes, either above (effective 6/16/91) or
below the address block. You may print in all UPPERCASE (USPS
likes that). Order may be 1st Class Presort, 3rd Class Bulk
Presort, Carrier Route Sort, ZIP, Company or Lastname. You may
also generate/print the Presort analysis report with or without
printing labels.
4. Person Files:
Create, Use, or Delete Person files. Copy Person file based on
the Criteria Filter. Append (merge) from another Person file.
Create file with different Field Order for Browse display or
other needs. Change default directory. Reindex files in the
event of power failure, etc.
5. Customize Person File:
This customizes the Person file you are using (the Filename is
shown in the upper right corner of the screen). Turn fields
OFF/ON based on use. Choose to repeat Codes, City-State-ZIP.
Use automatic Capitalization of words.
6. Import/Export Files:
This allows you you to get ZIP+4 and Carrier Route Updates, as
well as importing and exporting a variety of file types.
Diskettes produced with "Make USPS .." are sent to your Postal
Business Center for processing. Diskettes returned from the USPS
are used to update your MailMiser lists.
7. Global Search Functions:
Print list of probable DUPLICATES based on Lastname and ZIP+4
match. Global Search and Replace value on any field. Or, delete
all records matching any field value.
8. Label/Envelope Sizes:
Choose your label/envelope size and number across. Virtually
all standard configurations are already built in for pin-feed or
laser printers. If you need something else, you can modify an
existing one or make a new one.
9. System/Printer Functions:
Choose your Printer here. Most dot matrix printers (Panasonic,
Citizen, etc.) are compatible with Epson or IBM. The proper
printer selection is CRITICAL for printing Barcodes. Set the
Function keys to be automatic typing keys - saves lots of
keystrokes and frustration!!! Choose 9 or 11 digit barcodes.
Color or Monochrome setting. ZIP Code Look-up (++) functions.
0. Quit:
Quit MailMiser and return to DOS.
Section 5. GETTING STARTED
To start MailMiser, change to its sub-directory (probably \MISER)
and enter MISER or MMPLUS (++) or MMLITE.
If you have a monochrome screen and it is difficult to read, the
program may be interpreting your video card as being Color. To
change this, choose System/Printer Functions from the Main Menu,
and change to Monochrome. The program will remember your setting.
Generally speaking, there are a number of steps taken to get from
the initial use of MailMiser to doing mailings that qualify for
automation-based discounts. They are:
1. Decide which fields you wish to use for your Person file by
selecting Customize Person File from the Main Menu, and turn Off
fields you're not going to use. You can always turn them back
On at a later time if you change your mind. You may use the
Title, Company and Address2 fields for other than their `named'
purpose (e.g. comments or special codes), and then turn them OFF
so that the information doesn't print on the labels.
2. Input the person records from the Persons menu (Add persons).
Don't forget to set up the Fkeys and repeat city-state-zip to
cut down your typing.
- or -
Import records from an existing file (see Import/Export menu).
3. Make disks for USPS ZIP+4 and Carrier Route codes in the
Import/Export menu, and send them to your Postal Service
Business Center for updating.
4. Update from USPS processed disks in Import/Export. Your
records now have ZIP+4 and Carrier Route codes. SAVE the USPS
Documentation which is returned with your diskettes. This is
the CASS Certification you will need to get ZIP+4 discounts.
5. Select your label size from Label/Envelope Sizes.
6. Select your printer from System/Printer Functions.
7. If you only want to print certain records, then use the
Criteria Filter.
8. Select sort order of labels, barcode, etc. from Print Labels,
and GO!
TIPS:
MailMiser automatically records the Last Printed Date as each label
is printed. Therefore, if your label printing is interrupted (power
failure, paper jam), or you only printed n records of the file, you
may resume printing at the next record by setting the Criteria
Filter to Last Printed < `interrupted' date.
Intentional printer interruptions are recommended during large
print runs (to add paper, change ribbons, etc.). This can be
accomplished in two ways:
One is to limit the number of labels for printing (see Printing
Labels later in this Guide) - resume printing, as explained
above, using the Criteria Filter.
The other is pressing the Esc key during the printing process.
Note that in the latter case, it may take several seconds for
printing to cease, due to records that are in the printer
`buffer' but not yet physically printed. Resume printing as
indicated on the screen - use of the Criteria Filter is not
required.
If you want a listing of who's in the file, pick a label size of 2
across, and then print on plain paper (8.5 x 11) in the order
desired (Lastname, Company or ZIP).
Section 6. PERSONS MENU
Please see the Persons Menu as reference point for the following
(select item 1 at the main menu).
Next: Display the next person (record). PgDn key does same thing.
Previous: Display the previous person. PgUp key does same thing.
ToPrint: Print 1 or more labels for this person, using the
existing Print Label settings.
Find: Find a person by LastName, Company, ZIP or other. Also
sets the display sort order of the file, which defaults to
LastName. Select Company or ZIP order if desired.
Add: Add new persons to the file
Edit: Edit this person's information
Delete: Delete this person from the file (with confirmation)
Recall: Recall the last person Deleted during this session
Browse: Browse (scan) all persons on screen. Display `order'
is 1st column, and fields turned OFF do not show. Pressing
Enter or Esc puts highlighted person on screen.
List: List persons (display order) to screen or printer.
Criteria Filter is in effect. If listed to printer, ALL
fields are printed.
Quit: Return to Main Menu. Esc key does the same thing.
Touch the 1st letter of desired choice (NPTFAEDRLQ), or move
the highlight to choice and touch Enter.
County Name (++), County FIPS Code (++), ZIP Code Type (++)
only in MailMiser Plus.
Section 7. CUSTOMIZE MENU
Please see the Customize Menu for reference (Main Menu
item 2).
Each file has its own customization settings. Use these choices to
reduce the keystrokes required for input, and to control the output
of Title, Company and Address2 fields. See Field Selection on the
next page.
Area Code Input automatically fills Area Codes of phone fields
(except Other Phone) with a predetermined Area Code, if you're
inputting persons all with the same Area.
City-State-ZIP fields may repeat during data entry, saving
repetitious typing. In MailMiser Plus, only the ZIP Code will
repeat if the ZIP Look-up is turned ON.
3 `Code' fields may be renamed and/or repeated during data entry.
The `codes' might be used/renamed for account `REP', `TERR'itory,
`TYPE' of account, `LEVEL' of interest, `PRODUCT' used, `ACTION' to
be taken, etc.
FirstName-LastName order may be reversed to best accomodate data
entry.
Automatic Capitalization of the first letter of each `word' is a
great time saver if you are using combination upper/lower case
letters. It will even capitalize certain 3rd letters such as those
following Mc, O' and D'. Addresses starting with PO or RR also get
caps. You may still print labels in all UPPER case, if desired.
One advantage of barcoding your mail is that it doesn't need to go
through the Optical Character Reader (OCR) in postal sorting, and
therefore doesn't need to be in all caps.
Field Selection
Turn fields On (Y) or Off (N) to best suit your needs.
If you don't need to use the Secondary Address (Address2), turn it
OFF (N). The Delivery Address is used to detexine the ZIP+4 Code
and Carrier Route Code, and the Secondary Address will NOT obtain a
ZIP+4 or Carrier Route unless it is truly a Secondary part of an
address such as a Suite or Apartment number.
Label lines do NOT print if the field(s) are empty. If Title,
Company and Address2 fields are used (Y), a possible label may be:
Firstname + Lastname
Title
Company
Address2
DELIVERY address
City State ZIP
If Title, Company and Address2 are NOT used (N), the label printing
will ignore them, and a possible label would be:
Firstname + Lastname
DELIVERY address
City State ZIP
NOTE: Name prefixes, such as "Mr. & Mrs.", would be included as
part of the Firstname field. The County Name (++), County FIPS
Code (++), and ZIP Code Type (++) only appear in MailMiser Plus.
Section 8. IMPORT/EXPORT MENU
Please refer to the Import/Export Menu (Main Menu item 6).
1. Import an ASCII or .DBF (dBase compatible) file into the
currently selected MailMiser Person file. See Import
instructions that follow for these file types.
2. Export the current Person file to an ASCII or dBase file. The
Field Selection and Criteria Filter are both in effect. See
the instructions for Exporting Files that follows.
3. Make disk(s) for USPS (or commercial processing service) ZIP+4
update and CASS certification. See instructions later in this
section.
4. Update from the USPS disk file that includes ZIP+4 and Carrier
Route data. See instructions later in this section.
IMPORTING FILES
Please refer to the Import Files Menu.
1. Import a comma delimited ASCII file into the current Person
file. Information fields within the comma delimited ASCII file
are matched to the MailMiser fields as described in the following
pages.
2. Import a fixed length (SDF) ASCII file into the current Person
file. Information fields within the fixed length ASCII file are
defined and matched to MailMiser fields as described within the
following pages.
3. Import a multi-line ASCII file (such as those generated by
WordPerfect secondary file, database, filer or similar
application) into the current Person file. Information fields
within the multi-line ASCII file are matched to MailMiser fields
as described within the following pages.
4. Import (and merge) another MailMiser Person file into the
current Person file.
5. Import an existing dBase file (usually has a .DBF file
extension) from another application into the current Person
file. It is NOT necessary to have all the MailMiser fields in
the file you are importing FROM. Information fields within the
dBase file are matched to MailMiser fields as described within
the following pages.
Import `Template' instructions
When importing an ASCII or dBase file, an intermediate screen
will appear after making selection of the import type from the
Import Menu.
As it says, you will define a Template of the data contained in the
file to be imported, using an easy `point-and-shoot' method of
picking choices from a window. You will also be able to examine
different records in the import file by using the `+' or `-' keys
to go to the next or previous record. This enables you to make a
determination of the data field, if it is `blank', by examining
other records.
The remaining `fields' of import data are displayed on the screen
to also help you decide the correct field definition. These will
change with the use of the +/- keys, above.
As you pick field definitions in the window, they are removed from
the next window since they have been `used'. The exception is the
"(not used)" choice, which is always available to bypass unused
data.
MailMiser can parse certain `combination' fields which may be in
the import file such as FirstName+LastName, or City+State+Zip.
Simply highlight the appropriate choice, and MailMiser will break
apart the data into their respective fields. In those cases, more
than one choice will be removed from the next pick window.
When definitions are complete, you will be shown a recap on screen,
and be asked for a confirmation to import the file using these
template definitions.
Importing Delimited ASCII files
A comma delimited ASCII file has 1 record per line, with each data
field separated by commas. Additionally, each field may or may not
be surrounded by single '..' or double ".." quotes. Often, the
field is, in fact, surrounded by double quotes, so that imbedded
single quotes or commas don't create definition conflicts when
reading the data. For example, double quotes take care of:
"Sam's Office Machines, Inc.", where we see an embedded single
quote and comma in the data.
MailMiser will separate data with no quotes, single quotes, or
double quotes.
Upon intiating the import process each field is presented (and
numbered) with its sample data. Highlight the appropriate
definition in the right-hand window, and press Enter. The
`remaining' fields to be defined are displayed in the left-hand
single-line box for your information.
If the data field is not to be imported, use the "(not used)"
definition.
Use the "+" and "-" keys to look at the next or previous records in
the file to assist you in determining the purpose of the field.
Once all fields are defined, a recap is shown of definitions for
confirmation before the actual file import.
Note (++): MailMiser Plus version will prompt for an automatic
update of the City, State, ZipType, County, County Code from the
ZIP lookup file, if desired.
Importing Fixed Length ASCII files
A fixed length ASCII file has 1 record per line, with the data
fields being of a fixed length, so that the data is in a `columnar'
format (also called an `SDF' format). We must first determine,
then, where a column starts and ends.
The data `column' (field) must have its starting position and
length specified, as below:
Step 1 - Defining field length
As much of a single data line as possible is shown at the top of
the screen with a `ruler' line beneath for convenience. Note, as
you highlight the field using the right and left cursor keys, that
the field length indicator changes. Trailing spaces are normally
included as part of the field, in that they fill in the rest of the
field `length'.
Use the "+" and "-" keys to look at the next or previous records in
the file to assist you in determining the length/purpose of the
field.
If you wish to see data that is beyond the current right end of the
line, use the right cursor key to move to the end. As you move
`beyond' the end, the data line will `ticker-tape' to the left for
your viewing. Move the highlight back to the left as appropriate,
when finished viewing.
Press Enter when the highlighted field length is correct. You will
then proceed to step 2 to specify the proper field use definition.
Step 2 - Defining field use
Sample data is presented as in the above screen. Each field is
presented (and numbered) with its sample data. Highlight the
appropriate definition in the right-hand window, and press Enter.
If the data field is not to be imported, use the "(not used)"
definition.
Use the "+" and "-" keys to look at the next or previous records in
the file to assist you in determining the purpose of the field.
The program will cycle between steps 1 and 2 until the the end of
the data line is reached. Once all fields are defined, a recap is
shown of definitions for confirmation before the actual file
import.
Note (++): MailMiser Plus version will prompt for an automatic
update of the City, State, ZipType, County, County Code from the
ZIP lookup file, if desired.
Importing Multi-Line ASCII Files:
Multi-line ASCII files are used by some programs to store name and
address data. For example, a 4 line record might be:
John R. Hutchinson, Jr. (Firstname + Lastname)
2743 W. Pulmer Ave. (Delivery address)
Chicago, IL 60666 (City + State + Zip)
<blank>
After entering the ASCII filename, the first 18 lines of the file
will be displayed so you may determine the Lines per record. All
blank lines must be counted.
Then enter the number of lines to skip at the top of the file,
usually 0. However, some file structures may have a few lines at
the top for a `header' or other information, which is not the
normal `data'. In that case, you would want to skip that number
of lines.
Next, you will define the line content for MailMiser (next page).
Defining a Multi-Line ASCII file:
Each line (field) is presented (and numbered) with its sample
data. Highlight the appropriate definition in the right-hand
window, and press Enter. The `remaining' lines (fields) to be
defined are displayed in the left-hand single-line box for your
information.
If the line is `blank' or the data field is not to be imported,
use the "(not used)" definition.
Use the "+" and "-" keys to look at the next or previous records in
the file to assist you in determining the purpose of the field.
Once all fields are defined, a recap is shown of definitions for
confirmation before the actual file import.
Note (++): MailMiser Plus version will prompt for an automatic
update of the City, State, ZipType, County, County Code from the
ZIP lookup file, if desired.
Importing dBase files
MailMiser examines the dBase file to be imported, and displays its
fields. Each field is presented (and numbered) with its sample
data.
The type and length of the field is displayed after the Fieldname
for your information. "C" = Character, "N" = Numeric, "D" = Date,
and "L" = Logical. MailMiser will convert all types to Character.
Highlight the appropriate definition in the right-hand window, and
press Enter.
The `remaining' fields to be defined (with sample data) are
displayed in the left- hand single-line box for your information.
If the data field is not to be imported, use the "(not used)"
definition.
Use the "+" and "-" keys to look at the next or previous records in
the file to assist you in determining the purpose of the field.
Once all fields are defined, a recap is shown of definitions for
confirmation before the actual file import.
Note (++): MailMiser Plus version will prompt for an automatic
update of the City, State, ZipType, County, County Code from the
ZIP lookup file, if desired.
EXPORTING FILES
Please refer to the Export Menu
The Criteria Filter is in effect for all exports. Use the Filter
to copy only selected records.
When exporting to ASCII files, the Field Selection (see Customize
Menu) is in effect.
MailMiser will export to ASCII files in LastName or Zip order,
while the Plus (++) version will also export in 1st or 3rd Class
(or Carrier Route) Presort order.
1. Export to a comma delimited ASCII file, each field in double
quotes " " with a comma between each. Example:
"Smith","Fred","123 Main St","Sometown","WI","54321-1234"
"Johnson","Kimberly","17 Oakwood Dr","Chicago","IL","60666-
4321"
2. Export to fixed length (SDF) ASCII file. Here, data is in a
columnar format, each field being a column whose width is the
same as the field. Example:
Smith Fred 123 Main St. etc...
Johnson Kimberly 17 Oakwood Dr
3. Copy records of the current Person file to a dBase file for use
by another application. All fields are exported.
Note: Exported records are constructed in the field order shown in
the MailMiser Person File Structure.
USPS ZIP+4 UPDATE
Make file for USPS ZIP+4/Carrier Route update
Criteria Filter in effect. US Postal Service will supply ZIP+4 and
Carrxr Route Codes using the special ASCII file generated here.
They will also correct the address formats and abbreviations, and
remove punctuation. Ask for USPS Publication 28 - Postal
Addressing Standards.
Normally specify the floppy disk drive and filename, so that
MailMiser directly writes the file to the `INPUT' floppy disks as
in the above screen. (Disks must be formatted. Consult your DOS
manual.) If more than 1 disk is required, you will be prompted. A
corresponding number of blank, formatted `OUTPUT' disks must be
included for USPS to record the updated file. Your Input disks
remain untouched by USPS.
Be sure you label disks as INPUT and OUTPUT.
A Diskette Processing Request form is supplied with MailMiser, and
a file named DISKFORM is also supplied. DISKFORM is an ASCII file
which may be printed with any word processor, or you may print it
simply by typing:
COPY DISKFORM PRN <Enter>
at the DOS prompt. A sample is on the following page.
As you will see, the computer jargon of record length, field
lengths, etc. is already on the form, so all you need to fill in is
your name, address, number of disks and records (shown on screen).
Ask your Postmaster or Business Rep for the USPS location to mail
your disks for ZIP+4 update. These locations have the CD-ROM
address database systems.
Note: References to USPS processing apply in general to commercial
processing services, as well. Commercial services require the same
basic information as shown on the USPS form, but additional
information will vary
REQUEST FOR ZIP+4 DISKETTE PROCESSING
COMPANY NAME _________________
CONTACT NAME _________________ PHONE (____) __________
COMPANY ADDRESS _________________
_________________
CITY STATE _________________ ZIP+4 _______________
Make of computer: IBM PC/Compatible
Operating system: DOS
No. INPUT diskettes submitted ____
No. Preformatted blank OUTPUT diskettes submitted __ (same as Input)
Diskette record length: 164
Total number of records __________
Diskette type __5 1/4"DSDD __5 1/4"DSHD __3 1/2"DSDD __3 1/2"DSHD
Annual mail volume this file represents __________
INPUT FILENAME ___________________
INPUT FIELDS:
Field Beginning
Length Position
Personal name 40 7
Secondary address 34 48
Delivery address 34 82
City 19 116
State 2 135
ZIP Code 5 137
OUTPUT FIELDS:
Length Position
Carrier Route 4 159
ZIP+4 Code 10 137
Footnote Flags 10 147
Record Type 2 157
Label diskettes INPUT and OUTPUT
MAIL diskettes & this form to
your Postal Business Center.
(Ask your Postmaster for location.)
Diskette types are: DSDD (Double Side Double Density)
DSHD (Double Side High Densiry)
Diskette capacity: 5.25" DSDD 360KB or 362496 bytes
5.25" DSHD 1.2 MB or 1213952 bytes
3.5" DSDD 720KB or 730112 bytes
3.5" DSHD 1.44MB or 1457664 bytes.
The DISKFORM file as copied to a printer.
Read in updated USPS ZIP+4/Carrier Rt file
When your diskettes are returned from USPS, use the #4. Update from
USPS choice in the Import/Export Menu to update your file. The
file extension will usually be ".ZIP" on the OUTPUT disk (use DOS
Dir command to check). Make sure you're using the correct file if
you have more than 1 file. The program checks the match of record
numbers and Lastnames for each record. If they don't match, that
record is not updated.
Save USPS documentation (CASS Certification) to obtain ZIP+4
discounts!
Finally, since USPS puts the OUTPUT file in ALL UPPERCASE, you may
convert it `back' to Upper/Lower case during the update process.
When the file is updated by USPS for ZIP+4 & Carrier Route codes,
Footnotes and Types are assigned and attached to the record for
your information/use:
USPS Footnotes: USPS Record Types:
A - ZIP code corrected S - Street address
B - City/State spelling corrected H - Building/apt. addr
C - Invalid City/State/ZIP F - Firm address
D - No ZIP+4 assigned P - Post Office Box
F - Address not found RR - Rural route
H - Missing apartment/suite no. HC - Highway contract
I - Insufficient/incorrect address GD - General Delivery
T - Street/delivery address corrected PM - Postmaster
U - Unofficial post office name
V - Unverifiable City/State
Use the Footnotes with the Criteria Filter to generate lists of
addresses needing correction. Or, if you just want a list or file
of addresses which did not get a ZIP+4 code, then set the Criteria
Filter to No. ZIP Digits # 9.
It is important to correct addresses not having ZIP+4, as current
(12/16/91) Postal regulations require that at least 85% of all
pieces at ZIP+4 or ZIP+4 Barcoded rate bear the correct ZIP+4 code.
There is also discussion of a 100% requirement in the future, so
check with your Postmaster for the most current requirement.
Section 9. PERSON FILES
Please refer to the Person Files Menu (Main Menu item 4)
1. Create a new Person file in the current sub-directory. (See #7,
below, to select a different sub-directory.) Filenames are
limited to 7 characters. The new file will be in USE, and
indexes will be created.
2. Copy records of file currently in use to another (new) file,
which is created at this time. Criteria Filter is in effect.
Use the Filter to copy only selected records.
3. Use a different Person file in the current sub-directory.
Filenames are displayed in a window for your pick. Remember
that Person filenames are limited to 7 characters, so if you've
made a similar file in dBase with 8 characters, MailMiser won't
use it. You may use dBase III or IV to make a file which has
additional fields to those in MailMiser and use it here.
MailMiser will simply ignore the other fields.
4. Merge (import) from another Person or dBase file INTO the
current file. It is NOT necessary to have all the MailMiser
fields in the file you are importing FROM. Field information is
imported for all fieldnames that match. You may also do this
from the Import Menu.
5. Create a new file with your defined Field Order. This may be
used to change field order in the Browse view. See page 28 for
default field order.
6. Delete a file from the disk. You may NOT delete the current
file in use.
7. Default Directory may be changed for Person data files. The
default directory is the one MailMiser is started from, usually
\MISER. If the current filename does not exist in the `new'
default directory, a new blank file named MYFILE will be
created.
8. Rebuild indexes in case of power failure, or copying files from
another disk or sub-directory. It's ALWAYS SAFE to do this!
NOTE: MailMiser automatically creates and maintains 3 `index'
(.NTX) files and 1 variable (.MEM) file for each Person
file. They have essentially the same `name' as the Person
file (.DBF):
xxxxxxN.NTX - Lastname plus ZIP index
xxxxxxC.NTX - Company index
xxxxxxZ.NTX - ZIP index
xxxxxx.MEM - File settings (fields used, etc.)
These index files maintain your file automatically and
constantly in the 3 different `sort' orders, above.
Therefore, you don't have to worry about keeping Names,
Companies, or ZIPs in `order'. The program does it for
you.
MailMiser Person File Structure
MailMiser uses a dBase type file structure as follows:
Field Field Name Type Width
1 LASTNAME Character 18 Index Key
2 FIRSTNAME Character 22 **(cut if lastname > 11)
3 SALU Character 19
4 TITLE Character 34
5 COMPANY Character 34 Index Key
6 ADDRESS2 Character 34
7 DELIVADDR Character 34
8 CITY Character 19
9 STATE Character 2
10 ZIP Character 10 Index Key 99999-9999
++11 ZIPTYPE Character 1
++12 COUNTY Character 19
++13 CNTYCODE Character 5
14 BUSPHONE Character 13 (999)999-9999
15 FAX Character 13 "
16 HMPHONE Character 13 "
17 OTHPHONE Character 13 "
18 CODE1 Character 4
19 CODE2 Character 4
20 CODE3 Character 20
*21 CHGDATE Date 8 Last Edited
*22 PRNDATE Date 8 Last Printed
23 CARRT Character 4 Carrier Route
*24 FOOTNOTE Character 10 USPS ZIP+4 footnote
*25 TYPE Character 2 USPS address Type
*26 PRE Character 1 for system
* reserved for system use
++ fields only in MailMiser Plus
Label field contents:
(barcode or carrier route)
FIRSTNAME + LASTNAME
TITLE
COMPANY
ADDRESS2
DELIVADDR
CITY + STATE + ZIP
** The maximum characters per label line is 34 (for 3.5" label).
Therefore, when printing labels, MailMiser will truncate the
Firstname to fit within 34 if the Lastname is longer than 11
characters (22+space+11). This was done to allow longer first
names, such as:
Jonathon and Samantha
Mr. & Mrs. Jonathon A.
when, in fact, most last names are not longer than 11
characters. Length of the lastname always takes precedence.
If you are using labels with less than 34 print positions (e.g.
Cheshire), the Firstname will be truncated, along with Title,
Company, Address2, Delivery address and City to fit within the
restricted space.
Section 10. FIND A PERSON
Find person by LastName, Company, ZIP or other
You may Find (search for) a person by LastName, Company or ZIP
instantly. From the Persons Menu, just touch F for the above
screen. Then select field on which to search, most commonly the
LastName. Fill in the `blank' with as much as you know. MailMiser
will find all occurrences of the chosen field starting with your
entry. For example, finding Lastname of `Sm' will find Smith,
Smyth, Smothers, etc.
If there is only one occurrence of the search entry, that record
will be displayed. Multiple `finds' of Lastname, Company or ZIP are
displayed in a window for your choice. If none are found, the
records on either side of the search are displayed. See next page.
Multiple finds on Company will display the Company and LastName.
Multiple finds on ZIP will display the ZIP, LastName and FirstName.
A Find on LastName, Company or ZIP also sets the display sort order
for the file, and that field is the first field in the Browse
screen. (The default order is LastName.) If you wish only to
change the sort order and not really find someone, select the Find
order and then press the Esc key.
Finding on an Other field will display a fieldlist in a window for
your pick. Since the file is not indexed on other fields, a search
can take a while.
Section 11. SYSTEM/PRINTER FUNCTIONS - MailMiser and
MailMiser Lite (see later text for MailMiser Plus)
Please refer to the System/Printer Menu (from item 9, Main Menu)
1. Function keys. See text later in this section.
2. Printer selection. Select printer from window of choices.
3. Reset Printer. Normally set to YES, so that printer is at a
known power-on condition. This resets top-of-form, characters
per inch, lines per inch, etc.
4. Special Printer Codes may be sent for special requirements,
fonts, or effects.
5. Color/Monochrome. Switch to Color or Monochrome depending on
your screen. Some portables require the Monochrome setting.
6. Delivery Point Barcode. Normally, use the new 11 digit barcode
which includes the last 2 digits of a street number, but you may
use the 9 digit barcode by setting to NO.
7. Printer passes for Barcode pertains only to dot matrix printers.
Default value is 1, but you may increase number of passes for
greater contrast and darkness if ribbon is faded (single pass only
in MailMiser Lite.
SYSTEM/PRINTER FUNCTIONS - MailMiser Plus
(see previous text for other versions)
Please refer to System/Printer Menu - MailMiser Plus
1. Function keys.
2. Printer operations. Select printer from window of choices.
Specify printer reset, special codes, etc. from the Printer
Functions sub-menu.
3. ZIP Look-up Functions. Normally set to YES, the selection means
that City, State, County, County FIPS Code, and ZIP Code Type
will be filled in automatically based on the 5 digit ZIP Code in
the record. Note that either the 5-digit or 9-digit ZIP may be
used at the time of data entry.
4. Color/Monochrome. Switch to Color or Monochrome depending on
your screen. Some portables require the Monochrome setting.
5. Delivery Point Barcode. Normally, use the new 11 digit barcode
which includes the last 2 digits of a street number, but you may
use the 9 digit barcode by setting to NO.
PRINTER FUNCTIONS - MailMiser Plus
Printer Functions Menu - MailMiser Plus
1. Printer selection. Select printer from window of choices.
2. Reset Printer. Normally set to YES, so that printer is at a
known power-on condition. This resets top-of-form, characters
per inch, lines per inch, etc.
3. Special Printer Codes may be sent for special requirements,
fonts, or effects.
4. Printer passes for Barcode pertains only to dot matrix printers.
Default value is 1, but you may increase number of passes for
greater contrast and darkness if ribbon is faded.
ZIP CODE FUNCTIONS - MailMiser Plus
Please refer to ZIP Code Functions Menu - MailMiser Plus
1. Turn ZIP Code Look-up ON or OFF. If ON (default), City, State,
ZipType, County, and County FIPS Code will be automatically
filled in from an entered ZIP (5 or 9 digit).
2. Use or Don't Use all UPPER case letters for the City and County
names. In the ZIPCODES lookup file, City and County names are
stored as combination upper/lower case, e.g. "San Juan
Capistrano".
3. Update the Person file currently being used with City, State,
ZipType, County, and County Codes looked up from the ZIP Code
stored in each record of the Person file.
4. Maintain (Add, Edit, Delete) the ZIPCODES database. Although
infrequent, ZIP Codes do get changed by USPS.
5. Re-index the ZIP Codes file in case of power failure, new file,
etc. This is ALWAYS safe to do!!!!
Note: The ZIPCODES database is taken from the official USPS
City/State file, and, therefore, uses the `official' USPS
city names for any given ZIP. This may or may not correspond
with the local `popular' name for the ZIP city. Often,
`suburban' names are replaced with the main PO City name by
USPS.
FUNCTION KEYS
Use Fkeys for auto-typing, & make corresponding template
The F2 thru F10 function keys can contain up to 40 characters which
are automatically typed whenever you press the given Fkey. Often,
an Fkey has a commonly used City-State-ZIP combination.
A semi-colon (;) has special meaning when used with an Fkey. It's
as though you had pressed the <Enter> key. So, in a City-State-ZIP
combination such as Lake Geneva WI 53147, you would input (withOUT
Fkeys):
Lake Geneva <Enter> to move to the next field
WI <w/o Enter>, as WI fills the 2 character field
53147 <Enter> would wait for the "+4" of a ZIP+4
An Fkey containing the same thing: Lake Geneva;WI53147;
Note there is no `;' after WI, because 2 characters fill the field,
moving on to the next (ZIP) field without using <Enter>.
Other uses might be `Mr. & Mrs.', `C.P.A.', or any Code sequence.
Change the Fkeys to suit your data entry at the time.
You may print an Fkey label strip which, when cut on the printed
angle, will fit across the Fkeys on an AT style keyboard. Then you
don't have to remember what you assigned to the keys.
PRINTERS
Please refer to the Printer Selection Menu. Note that printers
marked with a vertical bar can print barcodes. Most dot matrix
printers can emulate an Epson FX, so try that selection if your
printer isn't listed.
Choosing the proper printer is critical to Postnet barcode
printing. For example, many dot matrix printers may be set for
either Epson or IBM compatibility by switches or control panel
buttons - i.e., a `hardware' setting. The `software' setting,
above, must correspond. If it doesn't, you will likely print
`garbage' instead of a proper barcode.
Again, most dot matrix printers are compatible with either Epson or
IBM printers. If you're using a 9 pin printer, use the Epson mode
(usually the default) if you have a choice. This is because Epson
9 pin compatibles can print a barcode (all 9 pins), while an IBM 9
pin, which only prints 8 pins, cannot. (The IBM 24 pin models are
absolutely fine.)
Most other laser printers are compatible with HP LaserJet II or III
series. See the following page for entering codes for special
trays and/or paper sizes for LaserJets.
The original HP LaserJet (circa 1985) does not have landscape
(envelope) printing capability.
If your printer is not directly supported in the printer selection
list, it is recommended that you submit samples of barcodes to your
USPS Automation Readability Specialist for approval before doing an
actual mailing.
If you are using one of the `direct-image' printers, such as BAC,
RENA, Datatech, you will normally select, under Label/Envelope
Sizes, the Direct Image Printer, 1 up, 0 margin
Send special codes to printer
Special Codes to control paper <TRAY#> and paper <SIZE#> selection
for HP LaserJet and compatibles:
Paper Trays are numbered:
1 = Paper tray, auto feed
2 = Manual feed
3 = Manual envelope feed
4 = Lower tray
6 = Envelope feeder
Paper size numbers:
1 = Executive, 7.25" x 10.5"
2 = Letter, 8.5" x 11" (standard label sheet size)
3 = Legal, 8.5" x 14"
26 = A4, 210mm x 297mm
80 = Monarch envelope, 7.75" wide
81 = #10 business envelope
90 = International DL envelope
91 = International C5 envelope
The sequence for sending BOTH is:
CHR(27)+"&lT#hS#A"
where T# is the TRAY#, and S# is the SIZE#. Note that the `l'
following the `&' is a lower case `L', NOT the digit `1'. The
upper/lower case of the letters IS important.
Example: Print #10 envelopes from envelope tray:
CHR(27)+"&l6h81A"
Section 12. LABEL/ENVELOPE SIZES
Please refer to the Label/Envelope Menu
Choose from standard label sizes
Virtually all standard label/envelope sizes are already built in
for pin feed (1 to 5 across) as well as laser formats (2 across),
or easily make your own (up to 9 across). Switch label formats at
any time without having to reformat your data.
Make your own custom size
If you need to Edit the existing label or Enter a new one, enter
the following:
Description: Your own informational description
Width: Width of each label, in inches
Left Margin: Spaces (on left) before printing. This will
shift the printing left or right on the paper.
More spaces shifts right, fewer shifts left.
Be careful to leave 1/8" clear space between the barcode and the
left edge of a label (USPS requirement).
TOP to TOP: Distance from TOP of one label to TOP of next
label, not less than 1.00". Pin feed labels
may physically measure 15/16" in height, but
are 1.00" top to top.
No. Across: Number of labels across the page
Spaces Between: Number of spaces between the labels
horizontally, if more than 1 across.
Lines per inch: Vertical spacing of lines per inch. The
default for almost all printers is 6 lpi.
You MUST USE 6 if you are going to print
Barcodes.
Characters/in.: Characters per inch (cpi) horizontally. 10
cpi is the default for most printers.
Section 13. CRITERIA FILTER
Filter conditions and optional filter count
The Criteria Filter allows you to print or copy only those records
which meet the entered field values. Any field entry turns the
filter ON. Blanking all field entries turns the filter OFF. When
entering this screen, you will be asked whether to CLEAR (blank)
the filter if it is ON. The Filter applies to the Copying (export)
of files, as well as label printing.
Each field entry has an `Equals Box', which contains 1 of:
= Equal To, or Starts With
# NOT Equal To, or does NOT Start With
< Less Than, or Before (e.g. before a certain date)
> Greater Than, or After
$ Contains
- Does NOT Contain
/ Is blank
* Is NOT blank
MailMiser automatically records the date when each person's record
is printed. Therefore, you can use the Last Printed date for
resumption of interrupted printing, or selecting only unprinted
records, or control of periodic mailings. Interruptions may be by
design - pressing the Esc key. . . or by accident - power failure,
paper jam, printer ribbon breaks, running out of labels, etc.
Note (++): Operators and Fields for County, CntyCode, and ZipType
appear only in MailMiser Plus version.
Using the Last Printed date might be as follows:
To resume interrupted printing, set Last Printed to < (before)
the date the interruption occurred. For example, suppose you
are printing labels on 7/01/91, and halfway thru the run, the
power fails. When you restart the system, set the Criteria
Filter to Last Printed < 07/01/91 and Print Labels as before.
All those already printed on 7/01/91 won't print this time.
But, because most printers have a `buffer' holding information
to be printed, a few persons will have been marked as printed by
the computer, while they were in the printer buffer, but not
physically printed. Therefore, you should Find the last person
printed by the order of printing (probably ZIP) and individually
`re'-print (using ToPrint) those below showing Last Printed on
7/01/91 but not physically printed.
For printing only those records never before printed, set the
Last Printed date to: < 11/11/11, or any other date before you
ever had the program.
To mail periodically, set Last Printed to < (before) the date of
the last interval. For example, if today was 07/01/91, and you
wished to mail only to those not mailed to in the last 6 months,
set the Last Printed date to:
< 01/01/91 (the date 6 months ago).
Remember that any of the above may be a part of any other
Criteria Filter.
When you receive back USPS ZIP+4 disks, you could set No. ZIP
digits # 9 for all those records which did not get a ZIP+4 or
Carrier Route, and therefore need your attention for address
correction. Or, use the Footnote flags if you want only those
records needing specific action such as missing Apartment/Suite
numbers for refined ZIP+4 coding. That particular case would be:
Footnote contains H
If there are entries in the Filter, you may obtain a count of
persons matching the entered criteria, with the resultant
percentage.
The percentage may be quite significant in any ZIP+4 `Automation
Rate' mailing. Under current (6/16/91) regulations, 85% of all
pieces in any ZIP+4 rate mailing must bear a correct ZIP+4 Code.
If you wished to make a mailing of only ZIP+4 coded addresses, set
the filter to No. ZIP digits = 9. (Check with your Postmaster if
the 85% requirement has changed.)
Section 14. PRINT LABELS
SORT Order Selection
The possible label fields are shown as a reminder of which ones can
print. They are also counted to see if they can fit within the
height of the current label size. The program will not proceed if
the number of lines is greater than size allows.
MailMiser will perform the required 5 digit, 3 digit and State
sorts/separations for 1st Class, 3rd Class (Bulk), and Carrier
Route Presort options. It will print a `label' at the start of
each separation showing piece count and destination, and the ZIP
piece count Sort Report at the end.
You may re-print the last Sort Report by selecting "<Re-print
Report>".
Choosing any Presort method will prompt for Printing labels or only
doing the Sort Report. Printing the Sort Report will tell you the
number of pieces going to Carrier Routes, 5 and 3 digit ZIPs, and
residual pieces so you may determine the best method.
For more information on Presort requirements, ask your Postmaster
for:
Publ. 61 - Information Guide on Presort First Class Mail (FCM)
Publ. 49 - Third Class Mail Preparation
The USPS rate changes of 1991 implemented discount incentives for
ZIP+4 and Barcoding, but still left a lower rate structure for
Carrier Route Presort. If your mailings are `local', Carrier Route
can provide the greatest discount incentive.
If you choose Carrier Route Sort, you may print only those records
which qualify, or, you may also print the remaining pieces in the
1st or 3rd Class Presort order with or without Barcodes!! The
switch is automatic!
Setup for label printing
Note the Filter displays for confirmation of criteria. Filter
shows `(All)' if OFF.
Maximum # addresses shows # records in file. You might wish a
partial print.
UPPER case printing is preferred by USPS, but not required.
Barcodes may be printed above or below the address block. If Below
is specified, you will be prompted for the # of lines down from the
Name line to the Barcode line, and the spaces from the left side of
the address block to the leftmost Bar. This is to permit
positioning on the mail piece of the Barcode in the lower right
corner. Ask your Postal Business representative for the Barcode
Update, showing required positioning in detail.
Barcodes don't print if Presort method is Carrier Route, as Carrier
Route IDs must be the 1st line of the address block. Barcode
discounts do not apply.
MailMiser prints a `change' label at the beginning of each presort
break. The Plus version allows you to turn this feature On or Off
at will.
Normally, print to the Printer, but you may print to a File or
other device.
Print the Test Pattern as many times as required for proper print
positioning.
If using a laser printer, you will be prompted for the Top Margin
above the first print line since you can't `adjust' the paper.
This may include a fraction of a line, e.g. 2.5 lines. You will
also be prompted if the laser should print in Landscape (sideways)
mode, which is usually used in printing envelopes.
Use this, also, to set parameters for the ToPrint option in Persons
Menu, and then press <Esc>. It affects the Upper case and all
barcode options.
Section 15. GLOBAL FUNCTIONS
Please refer to the Global Functions Menu
These functions enable you to search for duplicates, replace any
field with any value, or delete records based on field contents.
From the Main Menu, select Global Search Functions, and then:
1. Duplicate Record Check
This will print a listing of possible duplicate records, based
on a match of Lastname and ZIP. This is obviously much more
meaningful after you've updated your file with USPS ZIP+4
codes. It will list Lastname, Firstname, Delivery address and
ZIP. You may then decide if, in fact, they are duplicates,
and delete them. (To delete an individual record, from the
Main Menu, select Persons, then Find the person, and Delete.)
2. Global Search and Replace
Find ALL persons in the file meeting a certain field content,
and replace that field or another field with something else.
The Criteria Filter is NOT in effect.
3. Global Search and DELETE (Purge)
Find ALL persons in the file meeting a certain field content,
and DELETE them. The Criteria Filter is NOT in effect.
Search & Replace any field with any value
The example of Search and Replace might be:
Replace ALL salesperson (Code2 field) with "Bob", IF the State
(territory) is Wisconsin "WI". (Sue, his predecessor covering
WI, was promoted.)
To do a Search & Replace:
a. Select Search and Replace menu option
b. Select the field to be replaced from window
c. Enter Replacement Content. If this entry is left blank, it
means replace the field with blank spaces.
d. Select the field upon which to base the IF condition. It may
be the same field as in (a.) above, or a different field.
e. Enter if 2nd field (d.) is to be Equal, Not Equal, Greater
than or Less than (as indicated by the =#<> box) the
following entry (f.):
f. Enter the IF content of the 2nd field (d.). If the condition
and value entered here are met, the 1st field (b.) will be
replaced with content entered in (c.).
g. Confirm your entries and enter `Y' for Correct, or `N' (or
Esc) if not. If `Y' replacements will be done for ALL
persons meeting the condition.
To do a Search & DELETE:
a. Select Search and DELETE menu option
b. Select the field to be checked from window
c. Enter Field Content. If this entry is left blank, it means
DELETE the person if this field is blank.
d. Enter if field (b.) is to be Equal, Not Equal, Greater than
or Less than (as indicated by the =#<> box) the following
entry (e.):
e. Enter the IF content of the field (b.). If the condition and
value entered here are met, the person will be DELETED.
f. Confirm your entries and enter `Y' for Delete, or `N' (or
Esc) if not. If `Y', ALL persons meeting the condition will
be DELETED.
Section 16. POSTAL REQUIREMENTS
U.S. Postal Service regulations and methods have changed
significantly in recent times, and while this User Guide does not
attempt to cover everything in the 800 page Domestic Mail Manual,
there are a few points that must be made. Please bear in mind that
information here is from regulations and publications available as
of 12/15/91, and are subject to change by USPS at any time. We
recommend that you check periodically for more current information.
Address layout:
USPS Optical Character Readers (OCRs) read the address on the
mailpiece from the bottom up, and so the address line
immediately above the City/State/ZIP line is presumed to be the
Delivery Address. If two lines are used for an address, this
becomes important.
JOHN DOE JOHN DOE
123 SOME ST PO BOX 456
PO BOX 456 Delivers to this line 123 SOME ST
SOMETOWN WI 54321 SOMETOWN WI 54321
The OCR looks up the Delivery line address in a computer
database, obtains the ZIP+4 code for that address, and sprays on
the corresponding barcode. The barcode is later read by a Bar
Code Sorter (BCS) for high speed sorting to the destination. In
the above example, if the mail should go to the PO Box, the
piece on the right will get the wrong ZIP+4 code, and be routed
to the wrong destination.
The address line (if any) above the Delivery address is the
Secondary address. A Suite, Apartment #, etc. should go on the
same line as the Delivery address, if space permits. If not,
they go above the Delivery address.
Correct: Wrong:
JOHN DOE JOHN DOE
APT 756 12345 SW MORGENTHALLER ST
12345 SW MORGENTHALLER ST APT 756
SOMETOWN WI 54321 SOMETOWN WI 54321
ADDRESSES SHOULD BE ALL CAPITAL LETTERS, unless they are pre-
barcoded.
Addresses should have no punctuation.
Get USPS Publication 28 - Postal Addressing Standards from your
Postmaster.
Postal Discounts:
Postage discounts are given by USPS for `work sharing', i.e.,
helping them do some of their work - ZIP+4 code usage, Barcode
application, and destination sorting (Presort) of quantity
mailpieces. MailMiser does all 3, and mailings can often
qualify for all 3.
USPS Permit requirements
First and Third Class mailings require a onetime permit fee of
$75 plus an annual bulk mailing fee of $75 for either 1st or 3rd
Class Presort. A permit imprint must appear on each mailpiece.
Ask your Postmaster for details.
Presort discounts
A `Presort' means to sort and group mailpieces in a certain
order which is labor saving to the Postal facility. It does NOT
mean ZIP code order.
Obtain from your Postmaster:
Publ. 61 - Information Guide on Presort First Class Mail
Publ. 49 - Third Class Mail Preparation
In very brief summary, the Presort categories are outlined
below. This is only intended to aquaint you with some of the
most basic parameters, and can NOT replace reading the above
publication(s).
1st Class Presort (500 piece minimum):
Group 10 or more pieces to the same 5 digit ZIP together.
After all 5 digit groups are completed, group 50 or more pieces in the same 3 digit ZIP together.3rd Class Presort (200 piece minimum)
pieces in the same 3 digit ZIP together.
3rd Class Presort (200 piece minimum):
Group 10 or more pieces to the same 5 digit ZIP together.
After all 5 digit groups are completed, group 10 or more
pieces in the same 3 digit ZIP together.
After all 3 digit groups are completed, group 10 or more
pieces in the same State together.
Carrier Route Sort (500 pcs 1st Class, 200 pcs 3rd Class):
Group 10 or more pieces to the same Carrier Route
designation within the same 5 digit ZIP. Carrier Route
designations are:
CRnn - Carrier Route
RRnn - Rural Route
HCnn - Highway Contract Route
Bnnn - Post Office Box Section (3 digits)
GDnn - General Delivery Unit
Carrier Routes are incorporated into MailMiser Person
files when you get the USPS ZIP+4 updates. After that,
you must update them on a quarterly basis. See Section
624.36 of the Domestic Mail Manual.
After mailings are sorted automatically by MailMiser, they must
be tagged, packaged and sacked. Your Post Office will furnish
you with all necessary materials.
Automation discounts:
General:
Any Automation rate mailing (ZIP+4 or ZIP+4 Barcoded) must
have at least 85% of all pieces with the correct ZIP+4 code.
(Check with your Postmaster for current requirements.)
There can be no staples, clasps, or other `mechanical'
impediments to the machine sorting or processing of
mailpieces. Folded edges, tabs, seals, tape, glue, etc. must
conform to USPS regulations.
ZIP+4 Codes:
These must be obtained through the USPS ZIP+4 update or any
other CASS (Coding Accuracy Support System) certified process.
A ZIP+4 Code is the traditional 5 digit code for the local
Post Office plus 4 more digits. The first 2 digits denote a
delivery Sector, which may be several blocks, a group of
streets, a small geographic area, or an office building. The
second 2 digits are Segments within that Sector, which might
be one side of a street, one floor in a building, or an
organization. The +4 digits, then, facilitate postal sorting.
Barcodes:
Pre-barcoding your mail allows it to bypass one whole section
(OCRs) in the Postal sorting process, saving both labor and
time. See the following page for an explanation of Barcodes.
Barcodes may be printed as the first line of an address block.
Obtain Barcode Update from your Postal Business Representative
for detailed requirements. On a label, you MUST have minimum
clearances of 1/8" on left and right sides of the barcode, and
1/25" above and below to qualify for barcode discounts. Also,
the labels must be carefully applied to the mailpiece, as the
maximum skew (tilt) allowed is 5 degrees. The 5 degrees
equates to 0.25" across a 3.5" label.
If the Barcode is printed in the lower right corner (e.g. an
envelope) the left-most bar of the barcode must be located
between 3╜" and 4╝" from the right edge of the mailpiece,
effective 1/1/92. The bottom of the bars must be 1/4" plus
or minus 1/16" from the bottom edge.
CASS (Coding Accuracy Support System) Certification:
CASS certification is required after Nov. 1, 1991 for all
mailings with automation (ZIP+4 & ZIP+4 Barcode) discounts. Its
purpose is to ensure that address formats are standard and ZIP+4
codes are correct. Sending files for USPS ZIP+4 updates is one
method of obtaining certification. Current regulations make
your certification good for 1 year. Registered users of
MailMiser will be informed of the most economical means of
renewing certification as they develop. You may, in any case,
obtain a list of CASS certified service bureaus from your postal
business representative. Contact Kestrel Enterprises if you
have questions.
Section 17. POSTNET BARCODES
The Postnet Barcode is simply a bar representation of the ZIP Code
that can be read by a high speed Bar Code Sorter in a Postal
Sorting facility for the sorting of mail pieces to their
destination.
It is usually about 2.5" long, in the lower right corner of the
mailpiece. The USPS Optical Character Readers read the printed
address characters, and actually lookup the address for a ZIP+4
Code, if possible. A barcode is then sprayed on the mailpiece for
use in the Bar Code Sorter line.
A ZIP+4 Code is the traditional 5 digit code for the local Post
Office plus 4 more digits. The first 2 digits denote a delivery
Sector, which may be several blocks, a group of streets, a small
geographic area, or an office building. The second 2 digits are
Segments within that Sector, which might be one side of a street,
one floor in a building, or an organization.
The USPS rate changes of 2/03/91 established discounts for
customers applying Barcodes to ZIP+4 coded 1st and 3rd Class mail.
This, however, was only for Barcodes applied in the traditional
lower righthand corner. Postal Bulletin 21788, dated 5/02/91,
revised regulations to allow the printing of Barcodes in the
address block, effective 6/16/91. With the press of day-to-day
business, many postal employees are NOT aware of these automation
changes and discounts, and therefore, Bulletin 21788 is cited.
Regulations also established the Delivery Point Barcode (11 digit),
which augments the existing ZIP+4 Barcode (9 digit), by adding
another 2 digits which are the last 2 of a street number or PO Box.
This represents a unique Delivery Point within a ZIP+4 segment.
Delivery Point Barcode is supposed to replace the old Carrier Route
Sort. Section 515 of the Domestic Mail Manual states USPS plans to
require Delivery Point Barcodes on customer barcoded mail as early
as January 1993.
Discounts are offered by USPS for applying Barcodes because pre-
barcoded mail doesn't have to go thru the Optical Character Reader
for verification and barcode application. This is simply labor
savings passed on to you.
Anatomy of a Barcode:
A ZIP+4 barcode is 9 digits plus a 10th correction digit used by a
barcode reader to identify reading errors. Each digit consists of
5 bars, 2 tall and 3 short, and the 10 digits are contained between
a tall framing bar on each end.
Tall bars are read as 1's, and short bars as 0's. Digits 0 thru 9
have been defined as:
11000 00011 00101 00110 01001 01010 01100 10001 10010 10100
0 1 2 3 4 5 6 7 8 9
A ZIP+4 (9 digit) barcode has 52 bars, and a Delivery Point Barcode
has 62.
The correction digit is calculated as the amount which, when added
to the sum of all the other digits, will result in a multiple of
10.
Thanks, again, for your interest in the MailMiser Family.
Further information and assistance can be obtained as noted
at the beginning of the manual and the closing screen of the
program.