DOCMAIL: ADVANCED USER GUIDE - …

1 1 Need help? Call: 01761 409701 / 409702 docmail : ADVANCED user GUIDEV ersion August 20172 Need help? Call: 01761 409701 / 409702 CONTENTSW elcome to docmail 4 Navigating around docmail 4 Overview of the docmail main page 6 Library 7 Document library 8 Create / Edit Document 9 Backgrounds 13 Mail Packs 13 Create / edit mail pack 13 Address Lists 15 Adding addresses 16 Validate addresses 20 Correcting addresses 21 Account Merge Tags 25 Import mapping 26 Create a mailing 28 Mailing options 29 Add a document 30 Creating Greetings Cards/Post cards/Envelopes 34 Designing Greetings Cards 35 Designing Post cards 39 Designing outer envelopes 43 Data Intelligence 46 Add addresses 47 Import and validate addresses 53 Correcting addresses 54 Print and Post 56 Envelope Preference 56 Outer envelopes 56 Returns 57 Address panels 57 View Proof 58 Payment 59 Admin

2 61 Overview 62 Mailing 62 My mailings 62 My invoices 643 Need help? Call: 01761 409701 / 409702 My account activity 65 Top-up account 65 Postal Returns 66 Reports 67 user 69 My login details 69 My address 69 Account 70 Account details 70 Account address 71 Additional users 72 Default mailing options 73 Corporate 74 Appendix 1 - Document set up guidelines 74 Documents 74 Margins 74 Logos 74 Using merge fields in your documents 75 Creating form fields within a pdf file 76 Using the date in your documents 77 Account Merge Tags 78 Embedding fonts 78 Appendix 2 - Data preparation 80 Your personal docmail database 80 Fields available in your personal docmail database 80 Address format 81 Name format 82 Creating a data file 82 Appendix 3 - Multiple address streams 834 Need help?

3 Call: 01761 409701 / 409702 WELCOME TO DOCMAILD ocmail is an established and proven way to create and send your post. By simply logging on to our website you can create what we call a mailing with just a few clicks of the mouse. A mailing is your order to us, and tells us what to print, and who to send it to. docmail offers you great flexibility - you control what to print, you control who to send it to; but we do all the work!Registering and Logging in to DocmailFirst of all you will need to register for a docmail account on our website will need to complete and submit a sign up form. You will receive an activation code by email to activate the account so that it is ready to use. You can then log in to docmail at the website address using the username and password given when you signed around DocmailWhen you log in you will be on the docmail home page and you can then navigate to the different areas of docmail .

4 There are three main functional areas which will all be explained in the following pages. The colours used in this GUIDE represent the colours you will see when navigating around are two main sections within the Library the Document Library and Address Library. The Document Library contains: Documents - You can save your letters and other document types to your docmail account so that you can just use them again and again without having to upload them to docmail each time Mail packs - You can save groups of documents that you often use together as a mail pack. Mail packs must contain at least one document but may have more. All the docs in a mail pack must be the same size but envelopes can be included Backgrounds - These are templates containing, for example, logos or letterheads, which are stored separately from your documents and used with them.

5 You can store as many different ones as you like and choose the correct one for each mailing that you create Envelopes You can save outer envelopes or reply envelopes of your own design. Account merge tags Merge tags are different field settings that can be used across a document. They are described in more detail Address Library contains the following:5 Need help? Call: 01761 409701 / 409702 Address Lists - These are collections of addresses that you use for the same mailings. Import mappings - Import mappings map your data and are explained later in this A MAILINGThis is where it all starts to come together!Choose which product group you would like to use. Select some other options (such as whether you want your mailing in colour, whether you want to get a copy yourself) and then you will see a proof of your mailing in PDF the proof is approved you simply pay by credit or debit card and then relax and leave all the hard work to note of the help shown on the left side of the screen.

6 This changes when you click into each box and will help you complete the screen is the section where you can change and update your Account details and can also see previous mailings and invoices and check your account activity to see account tops ups MAILINGSThis is where you can see details of all your previous mailings, both complete and incomplete. The status of the order will be provided alongside the order reference, address count and cost of the mailing. You can go back into any incomplete orders at any time simply by clicking on the icon of the order. 6 Need help? Call: 01761 409701 / 409702 OVERVIEW OF THE docmail MAIN PAGENow we will look at each of the functional areas in turn. Remember, all pages of the document are colour coded, so you can see which pages relate to different areas of help? Call: 01761 409701 / 409702 The documents that you save here are the ones that you want to save to your docmail account, and mail packs are collections of one or more documents which you want to send together.

7 If you have set up documents and mail packs previously you can find them here if you need to amend are created by uploading files that you have created on your computer using Word, Open Office etc. into docmail . File formats that are recognised by docmail are .doc, .docx, .odt, .pdf, rtf, .bmp, .jpg, .png, .tif or .xps on these options to manage your different documents and address. Descriptions of the different options are given libraryIf this is your first visit to docmail you probably do not have any documents saved into your library. If you have used docmail before documents that you have set up previously will show on this page. If you already have documents set up you would come here to change them or add new ones if help? Call: 01761 409701 / 409702 You can add documents for: A3 Folded Sheets A4 Documents Greeting Cards Postcards Mail packs Backgrounds Outer envelopes Reply envelopes Account merge tagsCreate/edit documentThe screen will look similar to the one shown below.

8 You will give it a name, record some details and upload your the Document library screen click on the type of document that you want to add and then click the link at the top of the page to add the new document. For example to add a new A3 folded sheet click A3 folded sheets and then ADD NEW A3 FOLDED SHEET .10 Need help? Call: 01761 409701 / 409702 Additional fields can be found by clicking on ADVANCED options which you will see at the bottom of the create A3 folded sheets, A4 documents, greeting cards, postcards and backgrounds you need to complete the fields as shown below. Not all of the fields are applicable to all of the types of document that you can upload. 11 Need help? Call: 01761 409701 / 409702 Select new file/Upload file(all document types)Click Select to find the file that you want to upload from your your document is personalised in any way, ( you want the name and address on it, or to add any data into it) it must be a Microsoft Word (.)

9 Doc or .docx), Rich Text Format (.rtf) or Open Office (.odt ) document. You can upload a PDF document only if it needs printing exactly as the PDF up your document files is explained in Appendix 1. Some of the terms used in the following pages are explained there in greater type(A3 folded sheet, A4 document, postcard, background and A3 insert only)This is already completed with the option that you clicked on and cannot be panel position(postcard only)You can choose to have the address printed on the right or left side of your (all document types)Optional. This will help you to help identify the (all document types)Optional. To help you identify the (A3 folded sheet, A4 document, postcard, greetings cards)Backgrounds can contain company logos, letterheads etc. A background is a template which docmail can apply behind your document.

10 This can save you having to put logos or letterheads into each of your documents. Once set up they are available in the library and can be selected for use on your documents. They are covered in more detail in the next help? Call: 01761 409701 / 409702 Can this document begin on the back of another document?(A4 documents)The cheapest option is to allow docmail to print on both sides of the paper (duplex printing). If a mail pack contains more than one document docmail will print all the documents in the mail pack back-to-back , for example, if document 1 in the mail pack is only one side long, then document 2 starts printing on the back of document you intend to use a document in a mail pack with other documents and use duplex printing ticking the Can this begin on the back of another document option allows back-to-back , you might want to start on a new sheet of paper, for example for a reply form.