| |
File
Formats
Currently
we are capable of receiving data files in nearly all formats available.
- Pure
Text
- Comma
Delimited
- Tab
Delimited
- Excel
- Word
- Access
- Dbase
- For
more details on file formats refer to Handy Tips & Tricks
Back
to top
Word
Tips
- When
dealing with pre-formatted letters that you intend for us to
reproduce, either static or personalised keep your Word document
as plain as possible.
- Do
not include macros or links that are only relevant when the
document resides on your system. Either use main stream font
styles (i.e. Arial, Courier, Times) or include specialised fonts
that you would like used.
- Do
not protect documents or embed objects (It is often necessary
for us to shift information to correctly position addressing
details).
- Remember
that even the most carefully formatted letter may suffer slight
shifts dependant on both computer settings and printable area
of relevant printers. For this reason we will always proof the
document back to you for final approval.
Back
to top
Excel
Tips
- If
you intend to transfer database information using excel the
following tips may save you and us time in the long run.
- Check
that your excel spreadsheet has a header line (invaluable to
us for determining what columns hold what information).
- Make
sure that your columns hold the same information throughout
the spreadsheet. (see below)
- In
the event that the spreadsheet is to be used for mailing addresses
try and keep your "suburb", "state" &
"postcode" fields separate. (see below) This allows
us the flexibility to sort your database if need be.
- Avoid
the use of double inverted commas to highlight farm or building
names.
- Do
not use carriage returns (enter) in any single cells.
- One
of the most common problems we encounter in our customers’
data is insufficient fields to hold all the data they want to
use. This results in your data entry people cramming information
into fields that are not really intended to hold it. (see below)
- Remember
when designing your spreadsheet or database it is much easier
to take out useless or unused fields than it is to split data
that has been keyed incorrectly.
Back
to top
Data
Transfers
- We
can receive information by virtually any means you choose including
direct modem transfers, ftp, email, 3½ floppy disk, Iomega
zip disk, 4mm back up tape, even the old 5¼ Disks.
- In
the event that you choose electronic transfer you should consider
compressing your data to save upload/download times. There are
many compression tools available both freeware and shareware
which will improve your transfer times immensely (see links).
A standard comma delimited file format will compress by 70 %
or more ( a 4 meg file compresses to 1.2 meg). These compression
tools also allow you the ability to encrypt and password protect
your data for added security.
- If
your intention is to use email as your method of transfer take
the time to check through your email settings and make sure
that you are sending your files as ATTACHMENTS not including
them in the email MESSAGE BODY. If you’re not sure or don’t
know where to look ask your network administrator.
- When
you choose to direct modem transfer your data, you will need
to contact us before hand and have us set up a secure login
name and password. This is similar to the old pre-web style
bulletin boards.
Back
to top
Images
Working
with images can get pretty tricky. Often your personalised letters
may involve scanned signatures or logos. The same rules of thumb
apply to both volume printing and web page design. There is nothing
more frustrating than going to a web site that takes 10 minutes
to download because it is full of jazzy uncompressed images. That
same slow down occurs when you send those same graphics to a printer
over and over again.
If
you intend to scan signatures, use low resolutions (300 dpi seems
to produce a good quality print whilst still being a manageable
file size). Don’t scan the whole page. Save your image as
a black and white, not a colour. The best results for small size
image with good quality will result from Tiff, JPEG & GIF
formats. Save your scan in all three formats and see which one
is the smallest. Test the printout of all three. Check the quality
reproduction and make an informed decision "quality vs. file
size". Crop out unnecessary space as close as possible to
the edges of your image.
Back
to top
|
|
