What is this feature?
Before uploading contacts to PostGrid, you’ll need to organize your mailing list in a spreadsheet. Each row represents a recipient, and each column represents a piece of information about them — such as name, address, or custom data you want to use in your mailings. The column headers become merge variables you can reference in your letter or postcard templates.
How to Prepare Your Mailing List?
A. Required Fields
Every contact must include:
Contact Name: Provide either First Name or Company Name (or both).
Address Details:
Address (Line 1)
City
State/Province
ZIP/Postal Code
Country (must be a two-letter country code, e.g., “US”, “CA”)
B. Optional Fields
Add any of these if useful for personalization or your own records:
Last Name
Address 2 (or include it in Address Line 1)
Email
Phone Number
Job Title
Custom fields/merge variables (e.g.,
code,invoiceNumber,dateCreated,dateDue,membershipLevel, etc.)
C. Column Names
You can name columns however you like (e.g., “Date Due”, “Order #”).
Column headers become your merge variable names.
Date fields can be in any consistent format.
D. Exporting
Export your spreadsheet as a CSV file. This is the only supported format.
FAQs
Q: What information is required?
A: You must include either First Name or Company Name, plus the full address: Address (line 1), City, State, Zip, and a two-letter Country code.
Q: What information is optional?
A: Optional fields include Last Name, Address 2, Email, Phone Number, Job Title, and any custom fields (e.g., code, invoiceNumber, dateCreated, dateDue, birthdayDate). You may leave these blank.
Q: How do I add merge variables?
A: Add extra columns to your spreadsheet. The column header becomes the merge variable name (e.g., “Invoice Total” → {{invoice_total}}).
Q: What file formats are acceptable?
A: Only CSV files are supported.
Q: Can I name my columns freely?
A: Yes. Any column name you choose becomes a merge variable in your templates.
Q: What happens if I leave an optional field blank?
A: The merge variable simply won’t output anything for that recipient. It won’t cause errors or block the mailing.