AccuZIP6 5.0 Walk Through for New Users

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AccuZIP6 5.0 Walk Through for New Users

Post by Eric » Mon Mar 17, 2008 9:58 am

AccuZIP6 5.0 Walk Through: From Opening a List to Printing out your Reports and Addresses, A Complete Step-by-Step through the entire mailing process

With AccuZIP6 open and when you're in the Open/Create window, choose the Open List for the First Time option. Click OK.
In the Open Setup window, click on the Open Folder button at Step 1, and locate the file you'd like to open in AccuZIP6. Select that file, then click OK.

Back in the Open Setup window, you'll need to assign field names to your data. To do this, figure out which information is in field1 (a person's first name, the entire name, a company name, etc) then click on Field1 and in the Field List, find the field name that best matches the contents of that field.

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In the example above, I assigned the field named First to the entire name, I assigned Company to what looks like company information. I assigned the Address field name to the street address, and I haven't yet assigned the City field name to field4, which contains city/state/ZIP Code information. Whenever the entire name is in one field, assign First to that field. Whenever the entire City/state/zip is in one field, assign City to that field. Otherwise, assign city to the city info, assign St to the state field, and assign Zip to the ZIP Code field. In the picture above, with field4 selected, I would simply need to double-click on city to make the field mapping complete. On the right side of the Open Setup window, check the Optimize, Find Validate, Find Dups and Presort boxes. Click Import.
The Optimize screen automatically appears. If you want to delete blank records and permanently remove them from your database (which is the Pack Database option, check those two boxes. If you want to put your list in a permanent ZIP Code order to make validation a little faster, check that box. If none of the options are appealing, close the Optimize window, otherwise, click Optimize.

When Optimize is finished, the Validate window appears. For a full description of all of the items in the Validate window, click on the ? button in the lower right corner of the Validate window. Validation is the CASS Certification process that compares your addresses against the USPS Database, LACSLink database, and DPV Database, and corrects and standardizes your addresses, and validation adds the ZIP+4, carrier route, and barcode information to your data for the purpose of getting lower rates during the presort process. Click on the Validate button to begin the process.

To speed up the validation process, I recommend following the instructions on the following page:
http://www.accuzip.com/forum/viewtopic.php?t=318

When Validation is complete, you'll be taken to the Show Duplicates feature. If you don't want to remove duplicates from your list, close the window. Otherwise, the Basic tab of the Show Duplicates option allows you to remove duplicates when there are two of the same people at the same address (the By Person option), two different people at the same address (by address) or two different people at the same address, but who have the same last name (by household). Click on the ? button in the lower right corner of the Show Duplicates window to learn more about that feature, but to remove duplicates so the same person at the same address isn't in your list twice, choose By Person, then click Start.
When the Duplicate search is finished, you'll be taken to a Duplicate Records window where you'll be shown a list of records and their duplicates. To update your database, which flags the duplicates for deletion, click on the Diskette button. This will tell you how many duplicates were flagged for deletion. Click OK.

When the duplicate search is finished, the Presort Setup window will appear. Starting from the top, choose your class of mail, the status (profit/nonprofit), the size of your piece (a calculator button next to the size pull down menu will allow you to enter the height/length/thickness/weight of your piece), you'll choose if it's a machinable and barcoded mailing, if you want to include the records that didn't pass validation (the include Non ZIP+4 Records box), etc. In this Presort Setup window, go through each setting, then click Presort. Make sure you enter the 5 digit ZIP Code of where your permit is held. If you're trying to get SCF discounts for your local area, check the SCF box, which is beneath the box for your local post office. Presorting will take a copy of your database, put that copy in Presort order, and then it'll store that copy plus other important files related to the presort into a Presort folder, and that folder will be put, by default, into the directory where your database is located. If you want to give the presort folder a specific name, which may help if you ever want to look at older presorts, you can name it in the "Into the Folder Named" text box. We recommend restricting the name of the presort folder to letters and numbers. Click Presort when the presort has been setup.

Once the presort is complete, you'll be at the Print Presort window, with the options of Print Tags, Print Reports and Print Labels available. To print your container tags for the sacks or trays, click on the Print Tags button. To print your postal reports, click on the Reports button. The qualification report, mailing statement, and CASS Reports are what you'll take to the post office. When you click on Print Reports, you'll be taken to a Reports window. Uncheck the box below the Mailing Statement box in the Reports window, and then when you click Print, a Mailing Statement window will appear, where you can enter your permit holder information and payment method, etc. Click Continue to print out your reports.

Click on the Print Labels button to print out your addresses. We have a selection of avery address labels that you can select and print. If you want to export your data to print the presort in another program, then in the Print Settings window, change the Output pull down menu to Disk File, click Continue, and that will take you to the Export Setup window, where you can choose the fields you'd like to export, as well as the Export Format. Click on Export, then give the file a name and decide where you'd like to save it.

For complete information on how to print addresses in AccuZIP6, pull down the Help menu to Contents, click on Printing, and then click on Printing Address Labels. There's also very good information about printing in the Editing Labels and Reports topic, which is right beneath Printing in the Help file.

Once your printing is finished, then you've completed a mailing in AccuZIP6!
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