EZ-Mail simplifies bulk mailing for you by properly sorting the mail and printing the forms required by the USPS. Refer to the sections below for more about each of the EZ-Mail steps.
To use EZ-Mail
- On the File menu, click Bulk Mail/CASS > EZ-Mail.
- On each tab, enter or select the required information. For more, see the sections below.
- When you're finished, click Save/OK > Close.
Potential Savings Using EZ-Mail
On this tab, you can estimate the potential cost of a mailing and your savings by using bulk mail. Enter the number of families you want to mail to (which should be the same as the number of mailing pieces), and your costs are automatically calculated.
Step 1 - Mailing Specifications
This tab is the starting point for each mailing. Once you complete this, you don't need to edit the information unless your next mailing contains different specifications or a different mailing date.
ZIP code of the post office receiving the bulk mailing
Enter the ZIP Code of the post office that handles your mailing, typically the office where you obtained your mailing permit. It could also be a Sectional Center Facility or a Bulk Mail Center that serves your post office. Only make changes to the city if your post office requests that you print a different city on the tray labels.
Date of the Mailing
Enter the date you plan to send the mailing. This date prints on all forms and helps track the date of the last CASS certification.
Merge SCF into One Tray
Postal regulations suggest separating mail trays for each SCF even if there's only one mail piece per tray.
Type of Mail
Select whether you're mailing letters or flats. If you're mailing letters, select whether to use EMM (extended managed mail) trays. For information on letter and flat standards, see the USPS Domestic Mail Manual.
Weight of a Single Piece
The weight of a single piece is difficult to determine unless you have special equipment that can measure, in fractions of ounces, up to three decimal places. If you don't have the equipment, you can estimate by weighing ten pieces and dividing the total weight by ten. We recommend that you ask your local post office to weigh samples of various types of mailings.
Number of Mail Pieces That Fit in a 2-Inch Package
Place a rubber band around a 2-inch stack of mailing envelopes, and count the number.
Postage Already on Each Piece
If you use a postage meter or precanceled stamps, enter the amount of postage on each piece of mail.
Step 2 - Build the EZ-Mail List
Once you've entered the specifications in Step 1, you can build your list of addresses to send mailing to.
Build a List of Family Addresses
You can select a group of names and addresses from your family records.
Build a List of Family Addresses Based on Financial Selections
Select names and addresses based on the fund(s) a family has.
Build a List of Member Addresses
Select names from your member records and addresses from their associated family records.
Step 3 - Print the Qualification Report
This document satisfies the post office requirement for standardized documentation. Present this report to the post office with your mailing.
The report contains the following information:
- EZ-Mail List — Lists each tray by number and gives information on the trays and pieces of mail.
- Tray Number — Identifies one of the trays used in this mailing. Tray numbers begin at 1 and are numbered sequentially. There is also a tray 0 for any uncertified pieces in the mailing, which must be sent at the first-class rate.
- Tray Size — Indicates the size of the tray required by this group of mailing pieces. Trays can be one foot long or two feet long.
- Tray LVL — Identifies the type of mail to place in each tray.
- Tray Zip — Identifies the ZIP Code common to all pieces in the tray. This can be a partial ZIP Code if the tray sorts by the first three digits.
- Group Dest — Lists all the individual carrier routes and ZIP Codes if there are multiple routes and ZIP Codes in a tray.
- Rates — Total number of pieces in each tray that print under the appropriate Rate column.
- Running Total — The last column in the report that displays a running total of pieces in the trays.
- Totals — Displays the total number of pieces in each Rate column and then a grand total of all pieces in the Running Total column.
- Auto Rate Summary — Displays the total number of pieces for each Rate category in your mailing and the total number of pieces in the mailing.
- ECR Rate Summary — If you use carrier route trays, these trays are treated by the post office as a separate mailing. This is a summary of the total number of pieces for that mailing.
Step 4 - Print the Tray Labels
Mail trays are labeled with a special barcode when they contain mail in the same area of distribution. We recommend printing the barcode with a laser or ink jet printer.
Labels must be 2 inches high by 3.5 inches wide. The labels must be placed on the correct trays to speed up the mail sorting process.
Step 6 - How to Print the Mailing
This tab explains how to use the program’s Reports feature to print your labels, envelopes, letters, and lists. To do so, click Close, and locate the report relevant to the mailing list you selected in Step 2: Build the EZ Mail List. In the Reports wizard, select EZ-Mail from the Sort Order drop-down list.
To print your bulk mailing
- Close the EZ-Mail window.
- Go to the Reports tab, and click the relevant report section.
- Locate the report relevant to the mailing list you selected in Step 2,and click Next.
- Select the printer and layout options.
On the Selection Information tab, select EZ-Mail for the sort order.
The mailings are printed in sorted order beginning with the pieces that do not qualify for bulk mail rates.
- On the EZ-Mail Selections tab, enter any additional selections you want.
- Continue the Reports wizard to finish printing.
Post Office Information
You can set up or modify postal rates and specifications on this tab. Default values are provided. However, if the postal system changes the values, you must update these values.
The PDS program updates modify this information as the post office adjusts rates. You only need to modify them manually if you produce a bulk mailing after the new rates take effect but before the next scheduled program update from PDS.
The minimum number of pieces that qualify for a discount rate under the mailing class.
Carrier Route Group
To qualify for a discount rate for carrier route sort, 10 or more pieces must be bundled together in each carrier route group or bundle.
A minimum of 150 pieces constitutes a full tray of 5-digit presorted mailing pieces.
Contains envelopes that aren't 5-digit sorted. Enter the number of pieces remaining to make a full tray of 3-digit/scheme presorted mailing pieces.
The minimum number of pieces that constitute a full tray of AADC mailing pieces.
Displays the rates for each piece of mail for First Class, Marketing Mail Class For Profit, and Marketing Mail Class Non-Profit.
Rates for Carrier Route
The rate for a single piece of carrier route sorted mail.
Address Change Notification
For presorted first-class mail, the post office requires that the addresses you use are correct through CASS certification, and that the person to whom you address the mailing resides at that address. The United States Postal Service® offers, for a fee, the Address Change Service (ACS). As a participant, you're notified if an addressee moves, and the new address is sent to you.
To use the service, you must obtain a participation code and print the phrases "Address Service Requested" or "Change Service Requested" on mailings. View other details of participation.
When using the Address Change Service, you must manually update your existing PDS data. If you manually change an individual’s address information, the address is no longer considered CASS-certified, so you must have your addresses CASS-certified again.