Mail List Guidelines

Need help with your mail list?

If your list is ready, email to uodistribution@uoregon.edu.

Here are some guidelines to help you prepare your mailing list for Bulk Mail Distribution.

Bulk Mail Distribution prefers lists to be submitted in one of the following formats:

  • .CSV
  • .XLS or .XLSX

If you're unsure about your mailing list meeting our specifications, please contact us.

Bulk Mail Distribution prefers to have your excel mailing list formatted in the following layout.

Mail List Example

We recognize mailing lists might not always be formatted exactly to our recommendations. However, due to our standard processes, lists that do not comply with our layout may incur additional fees if it's necessary to extensively manipulate the list into our layout in order to proceed.

The fields in your mailing list will be inkjetted in the order displayed below:

  • Name (optional)
  • Title (optional)
  • Company (optional)
  • Department (optional)
  • Address2 (optional)
  • Address (required)
  • City (required)
  • State (required)
  • Zip Code (required)
  • Country (required if mailing outside the US)

International Addresses

Please submit these records in a separate data file or have separate fields for the Province, Zip Code and Country fields. If they are not submitted separately, or if the fields are not labeled correctly in a single list, our processing system will not be able to accurately identify the international records. As a result, they will drop out as bad records during processing and not be mailed.

At this time, we are unable to verify international addresses and all data provided will be inkjetted as supplied. International mailings are priced separately. Please contact us for details.

Duplicate Address Removal

Deduping is an automated process that removes duplicates from a mailing list based on several criteria that you choose. The process is dependent on several variables and cannot be made 100% accurate. Fields containing name and address information will be compared. The deduping process looks for EXACT matches. If there is any variation between the names or addresses of two records, the duplicate will not be removed. Also, only the first record will be maintained.