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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.