How to Format & Send Mailing Lists

Compression

Before transfer, all files should be compressed into a Zip file using your operating system's built in compression feature or by using a third party compression program like 7-Zip for Windows or iZip for Mac OS, for example. This enables much quicker file transfer and it preserves the integrity of your data file. If file corruption or truncation occurs during transfer, a Zip file will let us know right away that there is a problem, while a non-Zipped file may look fine initially, while in fact, may be corrupted or truncated.

File Size and Transfer Methods

Many email services do not support files over 10MB. Although our email provider allows us to send and receive files up to 20MB, we recommend using an alternate transfer method for any files over 10MB. Larger files can be more quickly and efficiently a web based file transfer service such as WeTransfer.com or you can use our file upload page

Security

To help safeguard your information during transmission, we recommend placing your files in a password-protected, AES-256 encrypted ZIP archive before sending them electronically. Please communicate the password through a separate channel (for example, verbally by phone or text message). We also accept files encrypted using PGP for clients who prefer public key encryption.

To reduce risk and support data privacy best practices, please include only the information necessary to complete your project. Unless specifically requested, do not transmit sensitive information such as payment card data, financial account numbers, Social Security numbers, protected health information (PHI), or other personally identifiable information (PII) like phone numbers and email addresses. Following the principle of least data helps minimize the risk of unauthorized disclosure.

If your project requires the transfer of PHI or other regulated information, please contact us before sending your files so we can discuss the appropriate secure transmission method and any applicable confidentiality or data handling requirements.

If you prefer not to transmit files electronically, you may deliver them to us in person. We accept files on USB storage devices.

If you have any questions about securely transferring your files or need assistance with encryption, please contact us contact us and we will be happy to help you select the most appropriate and secure transfer method for your project.

Text Format for Maximum Compatibility

The most widely used method of transferring data from one computer to another is as a text-delimited file (also known as an ASCII delimited file). The conversion is often a simple process for most software programs, whether Macintosh or PC. The program inserts a "delimiter" or separator character (usually a comma or tab) between each field of data. This allows the receiving computer program to know where one field ends and another begins. If you were to view a text file it would look like this:

How to Make the Conversion

Since software programs vary greatly, it's difficult to explain exactly how yours will work. Here are some things to look for when extracting a mailing list from your database manager:

Usually under the "File" menu you will find a selection for either "Save As" or "Import/Export". Upon selecting one of these options, you will likely be presented with "Save file as Type" option. Look for "Comma Delimited Text" or "Tab Separated Text" or "Text Only."

You will also need to specify where you will save the new file you create. It's recommended that you can choose an easy to remember location like the "Desktop." Once the file is saved, you can either transfer the file to a physical transfer medium like a USB flash drive or you can transfer the file via the internet by emailing us or by using our file upload page .

Note: Do not format the data into "labels." It usually doesn't work very well and requires us to undo the format... which will cost you $$$.