Steps for managing/sorting the ICG Membership List

Compiled: Tuesday, September 27, 2005
By: Betsy R. Delaney, Founding Editor, /The ICG Newsletter/

1. Review all address correction notices for inclusion; correct any omissions.

2. Review list for zip+four, and add any +fours. If there are formatting errors in the address, adjust them as well.

3. Review all MH/HH records to be sure that all names are cross-referenced. Fix any errors. Note: The "MH Member Paid ICG" field becomes the second line of the address label for HH members, so that all members are included on a single label.

4. Save list and return to Treasurer, as originally sorted (Chapter, Members).

5. Save list as "ICG Members.xls" 

6. Delete any unnecessary columns. The only columns you need for your records are: Chapter, Paid Thru, Last Name, First Name, MH Member Paid ICG, MH CODE, Address, City, State, Zip, Cntry, Updated, Update By and Comments. Highlight all remaining columns and choose (from the top Excel menu) Format / Columns / Autofit. (Tip: If you need to reset the size of the font, you'll need to run the Autofit again, because the columns will need less space to display the contents. I recommend 8 point type or smaller.)

7. Sort list by "Paid Thru" date and delete any record older than two months prior to publication date. (eg: For October/November 05, all records with expiration dates of July 05 or earlier are deleted).

8. Sort list again, by "MH CODE" (descending) and delete all records with MH in the field. These are redundant records if the cross-referencing is done correctly (see #3 above).

9. Sort list again, by "Chapter" (ascending) and rename chapters to abbreviations as follows:

Beyond Reality = BRCG
Chicagoland = CCG
Costumers Guild West = CGW
Delaware Valley = GDVCS
Greater Bay = GBACG
Gtr Columbia = GCFCG
Northern Lights = NLCG
Sick Pups = NJ/NYCG
SiliconWeb = SiW
Southwest = SWCG
St. Louis = SLCG
Utah = UCG

10. Sort list into zip order (Zip / Address / Last Name).

11. Review once more and remove any labels marked DECEASED. Keep labels for bad addresses - it helps to record the missing issues should a good address suddenly reappear for the member. (I have mailed as many as six back issues to members who suddenly reappear because the chapter acquires a new address for the member.)

You are now ready to print the labels.

1. Open WORD.

2. Open the file "issuelabels.doc"

3. Choose Merge from the Merge menu bar.

4. These are the options you want:
	Merge to New Document, 
	All records, 
	Don't print blank lines when data fields are empty.

5. When you're ready, click: Merge

6. Assuming none of the field names in Excel have changed, you should get a complete set of labels on the first run. If you get errors, the Treasurer has changed the original database heading. You will need to adjust the merge file before continuing.

7. Print the labels using Avery 5160 or similar label stock.

8. When you have finished printing the labels, you will need to print an equal number of return address labels. You may subtract a whole sheet, since individuals who belong to more than one chapter will only receive one copy of the newsletter. You will also need to mark the bad address labels and exclude them from your final postage count.

9. Prepare the special circumstance envelopes before counting the labels. You'll get an inaccurate count otherwise. 

a. Pull all the members of multiple chapters, and put all labels for each member on the same envelope. I have been doing this so that each chapter affiliation shows, but only one instance of the member name shows. We rarely have members who belong to more than two chapters, and at present, only 13 members belong to more than one chapter.

b. Mark all the labels with BAD ADDRESS or DO NOT MAIL so that you won't count them in the final tally or put the labels on envelopes. (Note: If we get a good address for these individuals, you'll be mailing their newsletters first class, and you'll need to replace the labels anyway.)

c. Pull all non-US labels and put them on envelopes. They will require first class postage (see Post Office regs for the actual postage amounts).

d. Pull the label for the ICG Treasurer. You will mail all the receipts you have collected since the last mailing in this envelope, which will generally require additional postage.

e. Pull the labels off and use a 5x8 envelope for any member whose mail comes back Forward Order Expired, with a new address. You will be mailing the returned issue and the new issue in the same envelope, first class.

10. Now that you've prepped the first class mail, you need to pull any local zip codes for the bulk mail mailing. Local zips are mailed at a reduced rate. The total number of these pieces goes on line B10 of the PS Form 3602-N (back side). Count the number of remaining labels (not including the bad addresses) and write that total on line B2 of the same form. Subtotal, and carry forward to the front of the form. The remaining fields of the form have been filled out as a sample in the Newsletter Editor's files.

You will now have your final total of regular bulk mail and local bulk mail for the post office and for requesting postage from the ICG Treasurer.

Finally, if you are using a bulk mail permit rather than first class postage, you will need to print and apply the permit block labels. New permits will make it necessary to adjust the block, as the current permit is for the Capitol Heights, MD mail facility.

After printing labels, sort list once more, into alpha order, and print the list. You may need to adjust margins to make sure that all the record info fits onto a single landscape page. Print out the alpha list and store in your files for research later in case a question arises concerning missing issues.

Envelopes used are #10, except for remailing newsletters.

If you notice any errors or omissions, please adjust these instructions as necessary.