U.S. Postal address files must contain the following
information in five separate fields:
(Additional fields such as position or department may be
included if desired).
- Mailing name with or with out title, e.g: Mr. John Jones,
or John Jones
- Street address
Because of U.S. Post Service sorting requirements, City, Street
and Zip code must be in separate fields. If they
aren't, we will need to take extra time to separate them, and this
may result in an extra charge for that time. A second street
address or name may be added if further information is
needed. For example, there may be a company name, and then
the street address, each on its own line.
Campus Mailings must include the following four
fields: (Additional fields such as position or
department may be included if desired.)
- Mailing name with or without title
- Room number
- Building (not abbreviated as bldg.)
Room number and building must be in separate fields, or we will
need to separate them. This may result in an additional charge.
Send us your entire database as one uniform file
on one disk, with an obvious file name. Label the disk or file with
its contents and your name, department and phone number. Please
check the following list before sending the file.
- Information in all fields must be consistent for all records.
e.g. if record 1 has five data fields (NAME, ADDRESS, APT.#, CITY,
STATE, ZIP) then all records should have those fields, even if they
- For your address database, the following software formats are
- dBase (.dbf)
- MS Excel.(.xls)
- MS Access (.mdb)
- ASCII/Text file (comma delimited, *.csv or *.txt)
- The following formats can also be used, but may require
i. Word Perfect 5.1 to 6.0 file
ii. MS Word 6.0 to 97
To help us serve you in the most efficient manner possible,
- In text files, DELIMIT every field in every record on the disk,
e.g. separate each record field with a comma; empty fields will
then be ", ,".
- IDENTIFY each data field and note their lengths on the
accompanying database layout sheet.
- COUNT the total number of records in the file and indicate that
on the accompanying database layout sheet.
- SEPARATE campus mail from U.S. Mail into two files (the two
databases can be on the same disk but if so note that on the disk
and on the database layout sheet).