Getting an address list out of your software for the purpose of sending a mailing can be a confusing task at times, but we will attempt to decode things just a bit.
You have probably been entering your customer names and addresses into your accounting software or management software. You might even have names in a CRM (customer relationship management) package like Act! or an email program like Outlook. Wherever you enter names and addresses, there is generally a way to get them back out in order to send a mailing.
The process of getting your mailing list out of your software is called “exporting” or an “export“. If you know this simple term you can search the Internet or your software help files for more clues on the subject. Most software packages that allow you to enter names and addresses generally have an export function of some kind.
As it relates to software (not a website or web service), the process is usually as easy as clicking on the “File” menu on the upper left of the menu bar, then choosing “Export“. (The reason we excluded websites and web services is because the standard “File” menu doesn’t exist with websites, and most websites have their own unique way to export data.)
When exporting your data, there are sometimes a wide variety of file formats that you can save your file to. We recommend exporting your data to a .csv file, otherwise known as a “comma separated values” file. The nice thing about a csv file is that it can easily be opened by Excel or other spreadsheet programs, and it can be loaded into other applications as well.
While most of our customers choose to outsource their entire outbound mail operations to LetterStream, there are some that are unable to reassign staff or who are hesitant to return leased equipment due to financial burdens that might be incurred.
Whatever the reason not to outsource completely, we have a solution in keeping with our mission of being the best mail solutions partner. We have created a hot backup mailing facility program to allow businesses to keep their own mailing operations up and running, and increase their speed and reliability by using LetterStream when more mailing power is needed.
The program is simple to implement and is fairly inexpensive considering you have all the power of LetterStream print and mail operations at your finger tips. This includes a fleet of high speed printers, a mail preparation and inserting department, and barcode tracking of every mailing project. LetterStream is fast and accurate, and our prime location in Scottsdale, AZ protects us from most of the world’s natural disasters and extreme weather. So if your operations are down because of snow or ice or flood or earthquake… chances are we are still fully staffed and fully operational, and can get your mail out the door and on its way.
For our east coast friends, LetterStream being in the MSTtime zone results in a few extra hours each day to get your critical mail jobs out the door. We can handle a wide variety of business and transactional mail including letters and flats, checks and invoices, and certified and registered mail.
Contact us to learn more about how LetterStream can keep your mailing operations up-and-running, in any situation.
One of the many little-known features of the LetterStream website is the ability to schedule a mailing to go out on a specific date. It’s a handy feature to be familiar with when you have a mailing that needs to be sent on a date that coincides with a vacation you’re planning, or an upcoming holiday.
Imagine creating a mailing, scheduling it for a future date and taking off for vacation. While you are sitting on the beach one evening an email arrives from LetterStream letting you know that your mailing went out according to plan. Ah, now that’s what I call a vacation!
Scheduling is fairly simple; after your job is created, click the “Edit” button under the options column on the job listing page. Then choose the option called “Change Scheduled Date” and enter the date you want your mailing to be delivered to the Post Office. We’ll take care of it from there.
Keep in mind, the schedule tool is for delaying a mailing for a specific date. If you need your mailing to go out the door faster, choose the expedite or rush option for faster processing.
Ever wish for an even faster way to send out USPS First-Class and Certified Mail?
Our website already saves countless hours of tedious work involved with sending mail, but you might be sending so much mail that you need an even faster way.
If so, the LetterStreamAPI might be the solution you need. It allows you to automatically send thousandsof pieces of mail instantly through a behind-the-scenes connection to LetterStream computer systems. Most APIs require programmers to implement them, and ours is no different in that regard, but some of our clients have implemented it in just a few days.
Our API is being used by many different types of companies, including software companies, collection agencies, billing companies, etc. and even individuals who need to send a lot of mail quickly. It has access to many of the mailing products available on our website including postcards, first-class letters, invoices, statements, newsletters, checks and certified mail.
You can advertise your partnership with LetterStream or keep it quiet and price the mailings to your customer however you see fit; because with the API your users and customers can send real mail without even knowing about LetterStream.
To learn more, click here to get detailed information about our API, or simply contact us to get started.
We must admit, we like creating unique solutions for our customers.
A recent solution involved a client who was working with physical documents that needed to be re-mailed to individuals. Their documents were stamped with recording dates and were coming back from the county recorder’s office. These officially recorded documents needed to be mailed via Certified Mail to their clients and the task represented more work than they wanted to take on.
Our unique solution? We allowed them to create a cover sheet with the recipients’ address on it and then scan the document to us via their copier/scanner. Our software automatically received the document, read the address on the cover page and created the mailing. It worked well!