Any address data that you submit to us should be in Excel format (.xls or .xlsx). Otherwise, we will charge an additional fee for data processing/sorting.
(Professionally processed .txt and .csv files can be accepted if agreed upon separately. However, the structural requirements described below still apply.)
Please check the following before submitting Excel files:
1. CELL HEADERS
The file must include the following headers. Address Excel files should not include any other data unless absolutely necessary. The additional data must not affect the structure of the file and the data must be easily removable, if necessary, before the addresses are imported into various systems.
2. ROWS AND COLUMNS
Each column must only contain data corresponding to the column header. In particular, the street address column must not contain any other data (such as c/o or company information!).
The customer number is mainly relevant to direct/magazine deliveries if you want to print your own customer/member numbers alongside addresses. If you do not have customer numbers, the column is not needed or can be left empty.
For company addresses, enter the name of the company in the Name 1 field and the name of the person in the Name 2 field.
For private addresses, enter the name of the recipient in the Name 1 field and any additional information/clarifications in the Name 2 field, or leave the field empty.
To display the zeroes in postal codes in Excel, format the column’s cells to display the data as text (Format Cells… -> Number -> Category: Text).
Alternatively, you can enter an apostrophe (') in front of a number, in which case Excel will treat it as text.
(Postal code and City can also be in the same column.)
If the address is in Finland, the data in the Country column is not required, otherwise it is mandatory.
(The number of columns in the register does not matter, but the structure should be as detailed above.)
3. NUMBER OF CHARACTERS
The recommended maximum number of characters is 50 characters/column, including spaces. The address printing area on a print product can also significantly limit the number of characters.
As a general rule, address files should not include multiple tabs.
In complex mailings involving multiple batches, for example, it is almost always clearer to divide the addresses into several files instead of using a single file with multiple tabs.
Exceptions shall be agreed upon separately with the contact person.
5. DATA SUBMISSION
Submit your data in the manner agreed upon in advance with the seller or in the quote and within the agreed upon deadline. (Usually preferably in conjunction with the print assets)
Submitting address files via email is not recommended due to the General Data Protection Regulation (GDPR). If you cannot submit address files any other way, please use secure email (www.tietosuoja.fi).
Works both with a web browser and via an FTP client. https://transfer.grano.fi – for temporary data transfers, you can sign in using a guest account. Both the username and the password are “vieras”.
After the transfer, notify your contact person of the transfer by email.