AFD Products: Mailsaver Manual

SETTING MAILSAVER PROPERTIES

From the MailSaver 'File' menu, click on 'Properties' to access the MailSaver settings.

General Settings

Where you may enter details - such as your organisation name, and other preferences.

Option Description

Organisation Name This name is used on reports printed by MailSaver

Session Name MailSaver runs on many different types of database, you should think carefully about allocating easily remembered session names.

If your organisation is only likely to carry out a single type of sort, then one simple name may be all you need. In either case, you are recommended to keep the 'Practice' session data provided with MailSaver so that you can try out the program's facilities without affecting your own data!

It is NOT necessary to change the session name using this box - as you have the opportunity to name a session every time you save settings - or leave the MailSaver program.

Maximum Bag Weight This weight shows, in grams, the maximum weight of the Mailing Bags you will be packing. This weight is advised by the Royal Mail (currently 11kg at time of printing) - and their Health and Safety considerations impose limits on the maximum allowable weight in each bag. Estimating the number of items in a bag may result in small rounding errors, so it is normal to set the MailSaver setting about 250g below the absolute maximum advised by Royal Mail (ie 10750g at time of printing).

Maximum Tray Weight This weight shows, in grams, the maximum weight of the Mailing Trays you will be packing (excluding the tray itself). This weight is advised by the Royal Mail (currently 9kg at time of printing (10kg gross and 1kg weight of the tray). Estimating the number of items in a bag may result in small rounding errors, so it is normal to set the MailSaver setting about 250g below the absolute maximum advised by Royal Mail (ie 8750g at time of printing).

Marker Character The marker character is used to identify breaks between different mailing bags when labels are printed. In the case of Cheshire Labels, the first label for a new selection (mail bag) is printed with this character at the start of every line of the address - so that the packing team can easily spot when a new mail bag is expected. It is also used when printing Bag Labels - again to give a good visual signal for the packing team.

When installed, MailSaver has the asterisk '*' character as a marker - but you can change this if required.

MailSaver Folder (Directory) The folder in which MailSaver itself is installed, along with its main data files.

Data Folder (Directory) The folder in which MailSaver will store its working data files. This may or may not contain the database files to be processed.

Use Double Space in Postcode when exporting/printing data Postcodes are normally stored with a single space between the outcode and the incode. However for OCR readable Bulk Mail mailings Royal Mail ask that two spaces are used.

Bundle Options: Maximum Weight (grams) This option specifies the maximum weight in grams of each bundle for Big Book sortations. If you are not using Big Book you can ignore this setting. The maximum bundle weight accepted by Royal Mail when stacked in columns is 6.4kg so the 6000 setting covers this and gives some leeway. The maximum bundle weight accepted when loaded in layers on RSCs is 4.2kg so the 4000 setting covers this. If you would like to specify your own value, use the other field to do so.

Bundle Options: Maximum Items This specifies the maximum number of items in each bundle. There is no limit to this, but if you wish to restrict the items in each bundle to less than the weight setting might allow then use this option.

Printer Settings

This is where you tell MailSaver about the printer you will use for Bulk Mail printed reports.

Click the Setup button to choose the printer you wish to use from the list of those installed on your system.

OBA

OBA is Royal Mail's electronic billing system. Mailsaver can produce data for export for a Bulk Mailing compatible with OBA. From here you can specify parameters which may need to be included in OBA codes. The options presented are as follows:

Option Description

Account Number Your OBA account number

Consignment Ref. Optional field for your consignment reference.

Order Number These may or may not be required depending on your OBA validation setup. Please contact your Royal Mail account manager if you are unsure if these fields are required or what values are permitted.

Department

Validation

Include Inland Items Automatically generated OBA reports often only contain International items. Selecting this option will include the Inland items too.

Magazine Name (Publishing Mail Only) The Magazine Name your are sending out. This must match exactly that set up in advance on E*Pro.

Issue ID (Publishing Mail Only) The Issue you are sending out. This must match exactly that set up in advance on E*Pro.

Booking Reference (Response Only) Booking Reference Number used in Advertising Mail with Response services.

Storing Properties

When you are happy with any changes you have made, simply click the OK button to store these settings. If at any time you are uncertain about any change you have made - or if you have made a mistake - click the 'Cancel' button, and your changes will be discarded.

You are now ready to begin the sort process itself. When first installed, MailSaver is provided with a small database of about 1200 post offices. You are recommended to use this practice database in order to become familiar with the program - before using it on your own data.

Move now to the first tab on the main MailSaver window to select the database you wish to use.

Option	Description
Organisation Name	This name is used on reports printed by MailSaver
Session Name	MailSaver runs on many different types of database, you should think carefully about allocating easily remembered session names. If your organisation is only likely to carry out a single type of sort, then one simple name may be all you need. In either case, you are recommended to keep the 'Practice' session data provided with MailSaver so that you can try out the program's facilities without affecting your own data! It is NOT necessary to change the session name using this box - as you have the opportunity to name a session every time you save settings - or leave the MailSaver program.
Maximum Bag Weight	This weight shows, in grams, the maximum weight of the Mailing Bags you will be packing. This weight is advised by the Royal Mail (currently 11kg at time of printing) - and their Health and Safety considerations impose limits on the maximum allowable weight in each bag. Estimating the number of items in a bag may result in small rounding errors, so it is normal to set the MailSaver setting about 250g below the absolute maximum advised by Royal Mail (ie 10750g at time of printing).
Maximum Tray Weight	This weight shows, in grams, the maximum weight of the Mailing Trays you will be packing (excluding the tray itself). This weight is advised by the Royal Mail (currently 9kg at time of printing (10kg gross and 1kg weight of the tray). Estimating the number of items in a bag may result in small rounding errors, so it is normal to set the MailSaver setting about 250g below the absolute maximum advised by Royal Mail (ie 8750g at time of printing).
Marker Character	The marker character is used to identify breaks between different mailing bags when labels are printed. In the case of Cheshire Labels, the first label for a new selection (mail bag) is printed with this character at the start of every line of the address - so that the packing team can easily spot when a new mail bag is expected. It is also used when printing Bag Labels - again to give a good visual signal for the packing team. When installed, MailSaver has the asterisk '*' character as a marker - but you can change this if required.
MailSaver Folder (Directory)	The folder in which MailSaver itself is installed, along with its main data files.
Data Folder (Directory)	The folder in which MailSaver will store its working data files. This may or may not contain the database files to be processed.
Use Double Space in Postcode when exporting/printing data	Postcodes are normally stored with a single space between the outcode and the incode. However for OCR readable Bulk Mail mailings Royal Mail ask that two spaces are used.
Bundle Options: Maximum Weight (grams)	This option specifies the maximum weight in grams of each bundle for Big Book sortations. If you are not using Big Book you can ignore this setting. The maximum bundle weight accepted by Royal Mail when stacked in columns is 6.4kg so the 6000 setting covers this and gives some leeway. The maximum bundle weight accepted when loaded in layers on RSCs is 4.2kg so the 4000 setting covers this. If you would like to specify your own value, use the other field to do so.
Bundle Options: Maximum Items	This specifies the maximum number of items in each bundle. There is no limit to this, but if you wish to restrict the items in each bundle to less than the weight setting might allow then use this option.

Option	Description
Account Number	Your OBA account number
Consignment Ref.	Optional field for your consignment reference.
Order Number	These may or may not be required depending on your OBA validation setup. Please contact your Royal Mail account manager if you are unsure if these fields are required or what values are permitted.
Department
Validation
Include Inland Items	Automatically generated OBA reports often only contain International items. Selecting this option will include the Inland items too.
Magazine Name	(Publishing Mail Only) The Magazine Name your are sending out. This must match exactly that set up in advance on E*Pro.
Issue ID	(Publishing Mail Only) The Issue you are sending out. This must match exactly that set up in advance on E*Pro.
Booking Reference	(Response Only) Booking Reference Number used in Advertising Mail with Response services.

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