last updated 6/14/06 (orig. prepared by David Ayers 2/7/02)
[top of main Blue Ribbon page]
Using Blue Ribbon data for Envelope Manager Bulk Mailing was supported by
David Ayers, who has retired.
1. How to Export from Blue Ribbon Youth Enrollment to Envelope Manager for Bulk
mailing Bulk Mail BR instructionst.doc
(MS Word)
2. How to do an Envelope Manager Mailing Bulk_em3.wpd
(WordPerfect)
Can Provide Training and Support for the Envelope Manager software
Bldg. 715 on Radio Rd (near 34th St.) with UF Printing and Graphics Services.
email GWKinser@ifas.ufl.edu
website http://ifasmail.ifas.ufl.edu/index.htm
some tutorials & demos: http://www.endicia.com/
Open Blue Ribbon Youth Enrollment program
Menu bar: Special | Mailing Labels
Check boxes on:
Category: (Members, etc)
Group By: (Complete)
Record Status: (New, Return, etc)
Record Type: (Member / Leader)
Label style: ( ASCII File)
Range: (Complete)
Label: - One Per Family ( or as appropriate, or maybe NO boxes checked)
Click on Print Button
Save in: (use down arrow button to change to a Temporary folder ; create a TEMP
folder if necessary under the WINEM folder) File name: (change untitled to
4hbulk.txt or something similar) Click on Save button
Note: This is a temporary file that will be imported into Envelope Manager in
the next steps. Remember the folder location where you save this file. You will
need to return to this Location from Envelope Manager.
Close Mailing Labels windows and Exit from Blue Ribbon Youth Enrollment
program
Open Envelope Manager; go to File | New and create a temporary database for bulk mailing for 4H. Use standard EM file structure Change Save in: (change folder to TEMP; you will delete this file after bulk mailing is delivered.) File name: (appropiate name for bulk mail such as 4Hbulk091001 and Save ) Database Information Summary (click on OK button) Import File Name: (use folder change button to browse to TEMP folder to find temp file from BR) (click on temp file from BR and click on Open button ) Delimited radio button with dot; Field Separator: (comma) Import Data window:
Under Import Data (in lower left corner of window) insert
Envelope
Delimited
Manager Field Field No.
------------------------------------------------------------
Searchname
1
Address Line 1 1
Address Line 2 2
City
3
ZIP Code(ZIP+4) 4
(all other EM Delimited Field No.'s should be 0 {zero})
Click on OK button in upper right corner to import data
Continue with normal Envelope Manager processing
1. Start Envelope Manager: Open database
1a. File|Preferences|Address Verification|HTTP radio button checked & TCP/IP Address is www.envmgr.com
2. Check Addresses:
NOTE: Filters/Set Filters/NOT Cass Certified should be used and addresses corrected before proceeding to step 3.
NOTE: Now you have zip+4'ed and certified all addresses that the USPS
could recognize.
3. Filters/Set Filters/Cass Certified (check Cass certified only
box also {near bottom center of monitor screen}). (There is another
screen that tells about 100% cass certified.)
Index/Zip+4
4. Reports/PS 3553 Cass Report/enter appropriate information, check
count imported records box/OK/Yes/OK to print
5. Reports/Automation Letters Presort w/ECRA (ReClass)/enter your
information but *DO NOT check* Use ECR Automation (it costs extra)
Standard Mail radio box checked/OK/(scan occurs)OK/(traying analysis)OK.
NOTE: Figure Weight of a Single piece by weighing out at least 10 oz. of material (to an exact ounce) and then counting the pieces in that weight and dividing that weight by that number of pieces; or (Use calculate button and follow directions)
Check with your local post office to determine your SCF (usually, it's in the list under the drop-down arrow in the "your SCF" box).
Check boxes for Standard Mail and Letters.
Fill in Tray Parameters as Follows:
Use Calculate buttons and follow directions (or)
Tray Minimum (2 foot) figured by banding exactly 4 inches of material -- measure after applying postal-approved rubber bands; count the number of pieces in the 4 inch stack and multiply by 5 to figure Tray Minimum, and multiply by 6 to figure Tray Maximum.
6. Standard Mail Automation Letters Postage Summary: Check Non-Profit, Correct Rates, Postage Permit Imprint and Printing options: Pave PP, Cost SS, and PS3600 F /click OK.
7. PS 3600 Series form Information:
Mailing Agent: Recommendation: leave blank
Mailing Specifics: Check Non-profit (Std Class Only)
Weight in oz., Form date (today's date automatically; change date with calendar icon)
Permit Information: show your permit number and city/state
Permit Holder: (Check your Permit from Post Office for correct Wording)
University of Florida
(Your) County Extension Serv.
(Your address)
(Your city/state/zip)
[(Your phone number)]
Prepared For: Should be blank; Phone number should be blank.
/click OK
Note: Item 7- information will remain as you have entered it in previous mailings, except weight -- it should be recalculated for each mailing.
Click on Non-profit and Correct rates.
Printing Options: click on all 3; Detailed Presort Analysis, Cost Summary sheet, PS3600 Forms; then click on OK.
At the next screen (Print), click OK--
Tray Assignment by Record screen will appear and assignment will proceed automatically; when 100% complete, click OK to bring up Presort History for your list and click box for Automation Letters Presort. Click OK.
Tray Order Operations screen:
Check box for Export to Database in Tray Order (use temp folder,
Disregard Starting Tray/Ending Tray--automatically calculated)
Supply a path and (no more than 8 characters) file name for this mailing.
Click OK.
Note: OEL - Optional Endorsement Line; 5DG, 3DG, AADC and MAADC Endorsements - This option is for automation flats only.
The next screen should say "The target database (your file name) is new and will be created. OK?" If it does, click YES. If it doesn't say that; there is a problem.
[message] - Do you want to open the exported database now?
/click(Yes)(No)