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How to create a distribution list in Outlook after using Postalsoft Extended Services Email Append service

You now have the capability to find email addresses for the databases you process via the Extended Services within Postalsoft Desktop Mailer and Business Edition.  Once you get these email addresses, you will want to send them email’s that your customers want them to receive.  Here is a step by step way to create a distribution list in Outlook using the email addresses that have been verified as being valid and have agreed to receive email correspondence.


These steps apply to Microsoft Outlook, however, other email applications should have the functionality to import email address from a database file.


Step 1 – Prepare Microsoft Outlook to receive the imported email addresses and data

Open Outlook, and click on Contacts in the Outlook shortcut bar. Now select New from the file menu, and enter a meaningful name for this new contact folder. This will create new Microsoft Outlook contact folder that will receive the email addresses that will be exported from Postalsoft.


Step 2 – Select the records in DeskTop Mailer or Business Edition

You will want to select only those emails which the addresses have been verified and the customers have agreed to receive emails.  From within Postalsoft, select Records > Select > By Criteria. You will want to use the following selection criteria

                                EMAIL_FLAG = “F”

Now press OK and you will have the proper records selected.


Step 3 – Export the email address from Postalsoft:</p><p style=”margin: 0in 0in 0pt” class=”MsoNormal”>Click File>Export.  At the Export File Format dialog, select Microsoft Access and click <Next>.  On the next dialog, the Group Export, click the Selected Records radio button, followed by <Next>.  On the export fields dialog, you will need to ensure the fields useful to Outlook are exported. Since Outlook contacts contain fields such as first name, last name, and address data, as well as the email address, you will want to export these fields as well.  Continue on with exporting the file. </p>  <p style=”margin: 0in 0in 0pt” class=”MsoNormal”>Step 4 – Importing into Microsoft Outlook</p><p style=”margin: 0in 0in 0pt” class=”MsoNormal”>From within Microsoft Outlook, click on File > Import and Export. On the Import and Export Wizard dialog, select Import from another program or file. Click <Next>.  On the Import a File dialog, select Microsoft Access 97-2003 as the file type to import and click <Next>.  On the Import a file, select the file you created in Step 3 and click <Next>.  Now select the destination folder under Contacts that you created in Step 1.  This will keep the email addresses for the Postalsoft jobs in a centralized location. Click <Next>.  From the next dialog in the Wizard, select Map Custom Fields. This is where the fields you exported, such as First Name, Last Name, are mapped to the fields known to Outlook in a Contacts type folder. Map the fields appropriately and click <ok> after the fields have been mapped. Now you can click <finish> and the email addresses will be imported into Outlook. </p>  <p style=”margin: 0in 0in 0pt” class=”MsoNormal”>Step 5 – Create a Distribution list.

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