So, let’s start with file formats. Here at The Elegant Envelope, we’re pretty flexible; we can take your file in a whole range of formats:
- Microsoft Excel (.xls, .xlsx)
- Microsoft Word (.doc, .docx)
- Comma delimited (.csv)
- Tab delimited (.tab, .txt)
- Plain text (.txt)
If you are not using one of those file formats, chances are your software can either save your file as one of them, or “export” to them. If you run into trouble with this, please give us a call and we’ll see if we can talk you through it. (301) 926-6931
Now let’s talk about how the data is set up in your file.
Since Excel and Word are the most popular formats, we’ll look at them in detail.
offers a lot of flexibility in managing data. You can set up a file like this:
In this format, the full names are separated into their component parts (prefix, first, middle, last, suffix), as are the city, state, and zip code. You don’t need to break everything up this much, but doing so will allow you sort the file into alpha order by last name, or even in zip code order.
If you’ve set up your file to have the full name in one column and/or the City, State, Zipcode in one column, we can work with that too. The rule of thumb is: as long as everything that needs to print on a separate line is in a separate column, we should be fine (i.e., don’t put the name and street address all in one column, etc). Here’s a sample of what that might look like:
The downside to setting up your file like this is that you won’t easily be able to sort in alpha order by last name. If you sort by the Full Name column, it will sort by whatever the first words are in each cell. (In these cases, the prefixes) But we can certainly take this file and address your envelopes with it.
What if there’s an inner envelope?
How do you incorporate that into your Excel file? Very simple: just add a column that’s formatted for how you’d like the inner envelope to read. I’ll add one to the sample above:
Managing data in Microsoft Word
is a little more clunky, but it’s simple and workable.
For our purposes, the best way to set up your data in Word is to enter, as you’d like it to read, one long single column. It would look something like this:
If you have inner envelopes to address, you’d have to create a separate file in Word and send them both to us.
If you have any questions about this, again please do give us a call. (301) 926-6931 We’re here to help!