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How To Create A Mailing List - Newsletter

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Terry Doland, Owner
Terry Doland, Owner

How to Create a Mailing List

One of the most valuable assets any company has is its mail list – the compilation of information about customers and prospects that facilitates the ability to communicate with them. In its simplest form, a mail list consists of the individual’s or company’s name and a complete, accurate address.

Including additional data elements such as contact name, telephone number and e-mail address adds value to the mail list. Add other information not related to contacting the individual or business (such as when a membership expires or when the last purchase was made), and you’re creating a rich database of information that can be mined for sales and marketing purposes.

Learn more about creating a mailing list



Q and A: Can I Use Excel to Create A Mail List?

Yes you can use Microsoft Excel to create a mailing list - provided you understand that even though Excel displays the information in rows and columns, it is not creating the tables of a relational database and so has limitations when it comes to finding and sorting data (compared to a database program like Access).

Learn more about using Excel for mailing lists



Vocabulary: Mailing List

Compile: to assemble information collected from a variety of sources. Mail lists offered for rental are compiled from publicly-available sources and need to be varied before use.

Database: a comprehensive collection of related data organized for convenient access, generally in a computer. A database is analogous to an electronic filing system.

Database Management System (DBMS): the software that enables a computer to perform the database functions of storing, retrieving, adding, deleting and modifying data.

Learn more mailing list vocabulary



Idea Corner: Updating Your Mailing List

If your mail list consists of a mix of customers and prospects, set a reminder to periodically review the customer segment – particularly if the mail list is kept separately from a customer list generated by the billing process.

Here are the things to look for:

  • Have there been any changes in customer contact information? 
  • Have there been any changes in individuals within the customer’s company?
  • Should an old customer be dropped from the mail list or a new customer added? 

Learn more about updating your mail list



A Word From The Owner

There are several things to consider when developing a house list – how the list is structured (that is, the information that will be included in it), what it might be used for beyond simply addressing an envelope, and what software program should be used.

Learn More



Tips and Tricks about Customer Deletion

We’ve all had this unpleasant experience: something goes wrong during a sales transaction, the relationship with the customer is irreparably harmed, and it is clear that continuing to contact the customer with direct mail will be counterproductive. The logical action to take is to delete the customer from the mail list.


Learn why you shouldn't immediately delete


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