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UTAH ENGINEERS COUNCIL JOURNAL 2004
MAILING LIST DATA FORMAT AND STRUCTURE
We require an electronic form of your society's mailing list in order to send the Journal to your membership. Please carefully review the requirmments below and make sure that your mailing list fits in with the requirements.
Mailing list data is required from each society to eliminate multiple mailings, and to sort the master list by zip code as required by the nonprofit organization mass mailing code requirements. For these reasons it is imperative that the data be of an electronic format that allows integration with the lists from the other societies. A 3.5@ diskette with the file is acceptable and can be mailed to the UEC office address. It is preferred to e-mail the information as an email attachment. [email protected] or [email protected]
FORMAT
Five formats are acceptable. Please use the filename extensions listed below to indicate your file=s format.
*.xls Microsoft Excel
*.txt ASCII Text (delimited)
*.lst Word Perfect
*.dbf dBase data file
*.mdb Microsoft Access
STRUCTURE
To simplify the integration of the lists please manipulate your societys list to the following structure:
Field Field Name Type Width or Size
1 Fname Character 14
2 Lname Character 16
3 Address1 Character 30
4 Address2 Character 30
5 City Character 16
6 State Character 2
7 Zip Character 10
ADDITIONAL REMARKS
The two address lines are typically used for a company name and address, but some people need only one of these. If the person has a middle name, or has initials instead of a name, these are combined into the first name field. A Jr Or III suffix on the last name should be combined into the last name field without an extra comma.
If you use EXCEL, please put one persons name and address per row on the spreadsheet. Please use seven columns of data, one for each piece of information in the list above.
If you use ASCII TEXT or Word Perfect format, the data should be organized with one person=s name and address on each line, with a hard return at the end of the line. Include each piece of data from the list above. The following examples demonstrate this format. Note that there are exactly seven data items per line, with commas separating each of the items on the line. The commas are necessary for delimiting or separating the fields. Extra commas will corrupt the file. If both address lines are not needed, as described above, a blank and a comma are still necessary so the blank field will be recognized by the computer. All caps or combined upper and lower case are both acceptable.
CARLOS, FLAMAND, , 1400 S Ambassador Way, Salt Lake City, UT, 84108
G.R., HARGREAVES, 1660 East 1220 North, , Logan, UT, 84321
TORREY, LYONS, 2232 North 1450 East, , North Logan, UT, 84321
MAX, GREGERSEN, Ford Bacon & Davis, 375 Chipeta Way, Salt Lake City, UT, 84108
A BRUCE, BISHOP, Utah State Univ, UMC 4100, Logan, UT, 84322
NORMAN, HILL, 2542 Solar Dr, , Salt Lake City, UT, 84124
WAYNE, VALENTINE, 560 North Rowland Way, , Centerville, UT, 84014
GEOFFREY, LEONARD, Haley & Stolebarger, 175 South Main 10th Floor, Salt Lake City, UT, 84111
JOHN, WALLACE, Dames & Moore, 127 S 500 East Ste 300, Salt Lake City, UT, 84102
RALPH, DRESEL III, Morrison Knudsen Co Inc, R R 3 Box 630, Provo, UT, 84606
Joseph C., Free, , 195 W. 400 S., Orem, UT, 84058-5929
V.A., MARKS, , 415 2. 750 N., OREM, UT, 84057
KENNETH R., OLINGHOUSE, ,990 W. 600TH S., OREM, UT, 84058-5929
If you like, we can send you the list you provided last year formatted in Excel and you can then edit it and send it back. It is very important that you provide your list in one of the five acceptable formats mentioned above. If it is not in one of these formats, it will be sent back to you to fix. It is too much work for our mailing list volunteer to have to format 16 different lists. Duplication of names can also be prevented by providing the list in the correct format. |
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