Mailing lists are the
lifeblood of any company's marketing program. Whether they are used to
track internal clients or whether they were purchased and used for a
cold direct mail piece, a well-vetted and properly maintained mailing
list is a valuable business asset. Fortunately, a mailing list is one
asset that is easy to build and maintain.
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Step 1Compile the
addresses to be added to the new mailing list. Sources include business
cards, return-address labels, email correspondence and letterhead.
Review the list for duplicates.
Step 2Create a new spreadsheet using Microsoft Office Excel or the spreadsheet application of your choice.
Related Reading: How to Make a Direct Mail List
Step 3Along the top row
of data, put data field headers. Standard headers include "name,"
"address1," "address2," "city," "state" and "ZIP." For maximum
flexibility, use all lower case letters for the headers and do not
include spaces--use an underscore or hyphen instead.
Step 4Add the data to
the spreadsheet, one row per address record. Make sure only one address
is included per row, and that each address occupies only a single row of
data. That is, do not split an address along multiple rows or put two
addresses on one row of the spreadsheet.
Step 5Save the
spreadsheet in a safe location on your hard drive or network. If the
data is especially critical, consider making a backup on a thumb drive
or CD.
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www.myscrapnook.comThings Needed
- List of addresses
- Spreadsheet program (e.g., Microsoft Office Excel)
Tip
- Consider comparing your mailing list against a United States Postal Service address checker to ensure that the delivery addresses and ZIP codes are accurate. This optional step could save considerable money on mailing and stationery costs.
Warning
- Larger and active mailing lists (e.g., more than 1,000 records) are better managed in a relational database environment, like Microsoft Office Access or Openoffice.org Base. These database management tools allow for batch updating and more advanced tracking and sharing of data across different types of computer systems.
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