Bulk Address Upload into Neopost

Owned by Sara Yilmaz
Apr 08, 2022

FASS Agent Step-by-step guide

When there are large domestic shipping projects (50 or more) that will require the manual entry of names and addresses, ask the customer if they have a list of those addresses and if so, give them specific instructions along with a template for the data to be transferred to and sent back to uomailing@uoregon.edu. 
  1. Once I have the excel sheet back, I review it looking for anything that needs to be omitted or edited. Examples are:
    1. Symbols, commas, slashes, accents, etc.
      1. Examples: Highlight the entire worksheet, Ctrl + F, Find and Replace, type in a comma and leave the Replace field blank. Click Find and Replace All and it will eliminate all commas on the worksheet. The same can be done by typing in a dash or slash, etc.
      2. Accents are a bit more complex since you have to manually find them, so I just scan the document, look for any accents over letters, delete and replace with the English version of that letter.
    2. Character Limitations
      1. Each field in Neopost allows for 35 characters. Look for anything that looks like it might be too long and shorten it. For example, if Blvd is spelled out as Boulevard or Apt is spelled out as Apartment.
    3. Consistency
      1. All physical addresses should be in the same column and should be immediately after the column with the recipient’s name or company. So you shouldn’t have an address number and name in Column C when the rest are in Column B.
    4. Zip Codes
      1. Zip codes must be five digits. A lot of East Coast zips begin with a “0” and Excel will automatically omit it. The cells need to be formulated so the “0” shows.
    5. If there is a zip + 4, the format needs to be consistently entered as (5+4) #####-####. If the dash isn’t there, the upload will fail.
  3. Once all of the data is reviewed and determined to be correct, save the file in its original excel format. This is in case you have to go back and do any more edits.
  4. Email the file to yourself and open it at the computer by the meter. Here you will save the document as a .txt file.
  5. To import the file, take the following steps in Neopost.
    1. F9 Data Manager
      1. Import Data
      2. Make sure these fields reflect:
        1. Import Data at Address Book
        2. Import Type at Merge Data
        3. Text Delimiter at None
        4. Field Separator at Tab
    2. Click Select File
    3. Choose the file that you saved as a .txt file and click Open.
      1. Look at the top where the fields show a name and address. Does everything match up? Name should be in the same row as the recipient. Address 1 should line up with the first line of the physical address and so on with City, State and Zip.
        1. If it doesn’t line up, which it probably won’t, you will need to re-map these fields. To remove a category title, click on it. Then click that field and choose from the menu on the right side. Click on the category title you want and it will place itself there.
    4. Once you have the titles where they need to be, you will click Save, then Test File.
      1. One of two things will happen here. Either it will come back and say “0” Errors Found” or it will have a number of errors showing. If “0”, click Import File and you are done.
      2. If you have errors, scroll up to the top and it will tell you what they are
        1. Illegal character, maximum characters exceeded, etc.
        2. You would then need to go back to the .txt. file, find those errors, clean them up and start the whole process over in Neopost until you have zero errors.
        3. If the errors are too many, you would then go back to the excel file and start that process again.


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