Mailing Manual
Table of Contents
ML Quantities
Mailing ML Quantities
ML Quantities are mailed every four weeks, as soon as they are finished. That makes 13 mailings per year. There are only 12 Bible Searchers per year; in the fall, the Name List will be mailed with one ML-Q mailing.
To Run Labels for ML Quantities:
1. In Universe, at the > prompt, type ‘M’ to get the Menu.
2. Then choose 16 for Periodicals.
3. Choose 4 for Labels.
4. Choose ML, then Q. (You are answering the questions about what you want to do.)
5. Enter the year, then the mailing number. There are 13 Quantities mailings each year. You can find the number in the blue book on the bookcase to the left of the desk.
6. For ML-Q, we always mail US, Canada, and Foreign at once, so just hit ‘Enter’ there.
7. If you are not re-printing some labels, just hit ‘Enter’ again.
You have now spooled the labels.
To Print the Labels:
1. Check the printer to make sure it is set on ‘Ship’ and ready to print (green light).
2. At the monitor, choose ‘Quan’. Then right click and choose ‘Resume printing’. I always, as soon as the monitor says ‘0’ jobs waiting?, right click again and choose ‘Pause printing’ so that I don’t have to remember to do it later.
The first few labels to print all need special attention.
• 1/ 4 Andrew? Kever APO address is put in with the other letters
• 7/3 goes to Jan’s desk for the archives
• 14/0 ??? Jamaica? Are mailed first class.
• 40/40 Addison Meeting are put in the meeting office (where prayer for the gospel is).
• 45/45 Betty Bilisoly are put in the periodical office to be mailed specially.
• 250/0 BTP binding are sent to the mail room to be wrapped w/ other packages.
To Prepare the Mailing:
The next thing to do is to separate the labels according to the envelopes they call for. I always do this at one of the tables in the kitchen. There are 3 sizes/types of envelopes used for an ML-Q mailing: paper preprinted with a return address, and small plastic ones and medium plastic. The label will say ‘B’ for the paper envelopes, ‘S’ for the small and ‘M’ for the medium plastic envelopes. The labels are put on the B envelopes before stuffing but after stuffing for the S and M envelopes.
The next code on the same line as the envelope size is the size classification for the PO: ‘LTR’ for letters, ‘MFT’ for flats, and ‘PCL’ for parcels. This will be ignored for now and used after all the envelopes are stuffed.
Continuing along the same line, the next code is for the number of ML/BS. This is an ML mailing so the first number is the number of ML and the second number is for the BS. I find it more convenient to count out the number of Bible Searchers first, then grab the counted stack of ML, then put them together into the envelope. The paper envelopes are self sealing, and I seal each one as it is filled. With the plastic envelopes it seems better to fill the envelope, seal it and put the label over the flap.
Either as I’m filling them or after they are all filled/wrapped, the envelopes/packages need to be sorted by tray/sacks and in bundles. Letters and Flats are bundled; Parcels are not. Parcels are put in the sacks loose. Several bundles may go in each tray/sack. Bundles can be up to 8” high but must have at least 6 envelopes.
Once everything is sorted, the bundles need to be tied. Smaller bundles can be put together with rubber bands; always put the first rubber band around the length of the bundle; then the second (top) one around the shorter side. However, I just use string for all the ML bundles, since the larger Flat bundles require it. Steve G. always helps me with the tying, weighing, and putting the bundles/Parcels in the sacks.
Once all the tying is done, everything has to be weighed. We use the scale from the quick print room for weighing. Steve G. also collects the scale, the string tie-er, tray, sacks, closers, and wooden box on wheels for me. I put a stack of envelopes on the scale, up to about 30 lbs.,+ and write the weight on the page for the correct postal classification, ie. Letters, Flats, or Parcels. Also keep track of how many physical bundles you make. For Flats right now, it is usually 6. Cross out the printed number and write down the actual number.
The PO has a limit for the weight of sacks: 70 lbs. Currently, the Flats fit in only 2 Sacks, but it takes 3 sacks for Parcels, 2 for the O-4, Carol Stream Parcels and 1 for X-5, Fox Valley. The tray/sack labels are spooled at the same time the envelope/parcel labels are. They are printed on pink labels. They have to be loaded on the front label holder of the Printek printer. There should be a label holder on each tray and sack. I always put the label in so that the blank space is toward the top of the holder on the sacks. I use one EMM tray for the ML Letters. There is a cardboard sleeve that closes the tray. Use a long strap and a buckle to hold the sleeve on the tray.
When everything is trayed/sacked, it can all go to the mailroom. Now you are ready for the bookwork! :)
When you spooled the labels, a sequence report printed on the printer in the periodical office. The last sheet doesn’t always print right away. I usually open Word and print a blank page to get the last page to print.
To start the paper work, find the ‘each weight’ for each classification of the mailing: Letters, Flats, and Parcels. Divide the total weight by the number of ‘Subs. Copies’ and you will have the each weight. You also need the ‘Issue Date’. I use the first Sunday of the month that is finished by that mailing. Some mailings will be part one month and part another month. For example, if you are mailing Oct. 29 – Nov. 19, I would use the mailing date of Oct. 1. The PO only allows us to use 12 mailing dates in one year for each periodical.
I use Firefox to enter the information at the USPS website. I have made the gateway for business entry the home page for Firefox. The computer knows both my username and password. If you need to look either one up, it is in the bottom drawer of the file cabinet. The first manilla folder, labeled PostalOne, in the hanging folder labeled Periodical Records, has a page that has the latest username and password information. After you have entered all the information (see the printed directions for entering the information), on the last page before you click ‘submit’, click the ‘Printer format’ and a printable page will pop up. I usually check a couple of things like ‘Issue date’ or ‘mailing classification’ to make sure the page has updated. After I print that page, I click ‘Submit’ at the bottom of the web page. The next page that opens has a number that I write on the Sequence Statement paper that I am working on AND on the top of the first page that has come out of the printer. When I have finished all three classifications, I make a copy of each of the papers that I have been working from on the copier just across from the restroom. I make 3 copies of the last sheet, so that I can include one for each of the classifications. I sign the last page that came out of the printer, fold the sheets, mark the back with ‘L’, ‘F’, or ‘P’ and how many trays/sacks and what kind of trays. We are also required to include one of each piece that is in the mailing, ie. one each of the 4 ML’s and 1 Bible Searcher/name list. Then I write the mailing date on the blank line for it on the front page of the Sequence Statement, reassemble it, and put it on the right end of the top shelf of the bookcase to the left of the desk.
ML Singles
Mailing ML Singles:
The ML singles are mailed 12 Times/year: one each month. Each mailing includes all the ML for that particular month and the matching BS. The number of ML will be either 4 or 5, one for each Sunday of the month.
To Run Labels for ML Singles:
• In Universe, at the > prompt, type ‘M’ to get the Menu.
• Then choose 16 for Periodicals.
• Choose 4 for Labels.
• Choose ML, then S. (You are answering the questions about what you want to do.)
• Enter the year, then the mailing number. The mailing number will be the number of the month you are mailing, ie. January=1, etc.
• For ML-S, we always mail US, Canada, and Foreign at once, so just hit ‘Enter’ there.
• If you are not re-printing some labels, just hit ‘Enter’ again.
To Print the Labels:
The ML-S labels print on the Slabels which are already loaded on the back whatever it’s called on the Printek printer. (Type this out at BTP)
No labels that need special handling are printed for a ML-S mailing. Also, the Singles envelopes are all stuffed before the labels are put on. Each envelope gets exactly the same thing: one each of the 4 or 5 ML’s and a BS. With the October mailing each year, there is also a Name list included. I ask Helen to help me stuff these envelopes one afternoon and on the next day, I run them through the labeling machine and finish the mailing. The Sequence Statement will tell you how many stuffed envelopes you will need for that month. Since the BS are already counted, I put out the right number of them, along with a stack of each ML. The ML envelope boxes have a white label with green printing on the and are stored on the south side of the north aisle in the back room of BTP.
So once the envelopes are all stuffed, get the label machine from the back room. It is stored just to the west of the double doors from the kitchen to the back room. If the door is open, it is behind the door. The machine is kept covered to keep the shop dust out of it.
The cart has a box on the middle shelf that has a book for the label machine in it. The book has a diagram for loading the labels. Take off the bottom 8-10 labels and put them by hand one at a time on an envelope. Use the blank paper to thread the machine. The ML-S envelopes require all four of the things at the back that let only one envelope through to be used. Set the 2 Things that hold the back of the envelopes at an angle so that the envelopes are about half way up. If the machine starts putting 2 labels on one envelope, there is a page in the book that will show you how to stop that. If you run out of envelopes before all the labels are used, look through all the envelopes for blank ones before you stuff more envelopes.
You have to look through all the envelopes next. For Foreign and Canada envelopes, just make sure there are none without labels and that the country name shows on every label. For the US addresses, they have to be sorted by tray number and bundle number, similarly to ML-Q envelopes. I use the string tie-er to tie the XX-1X envelopes into 2 bundles (change this on the Sequence Statement, 2nd page) and rubber bands on all the rest of the bundles. Rubber bands go on long ways first, then across.
The tray labels are spooled at the same time the envelope labels are. They are printed on pink labels. They have to be loaded on the front label holder of the Printek printer. They are labeled ‘Pink’ on the monitor for the Printek printer. Select LP 18 on the printer itself. The holes on the sides of the labels won’t fit in the label holder on the tray/sack, so I take those off in my office and put them in the recycle paper box that I keep on the bottom shelf of the bookcase behind my chair.
After the envelopes are rubber banded, they are put into a tray. There is currently only one tray of ML Singles. I use an EMM tray. I think the XX-1X bundle is more than 8”, so it has to be made into 2 bundles. Once the envelopes are all in the tray, put the sleeve and strap on. It is now ready to go to the mailroom, along with the Canada and Foreign envelopes. Paperwork time, again!
The Singles paperwork is very similar to the Quantities. You will need an each weight, which I get by weighing 10 stuffed envelopes then moving the decimal one place to the left. You also need the ‘Issue Date’. I use the first Sunday of the month, which should be the same date that was used for a Quantities mailing.
I use Firefox to enter the information at the USPS website. I have made the gateway for business entry the home page for Firefox. After you sign in, choose “Postal Wizard”. On the next page,
Again, when you are through entering the information, (see the printed directions for entering the information), on the last page before you click ‘submit’, click the ‘Printer format’ and a printable page will pop up. I usually check a couple of things like ‘Issue date’ or ‘mailing classification’ to make sure the page has updated. After I print that page, I click ‘Submit’ at the bottom of the web page. The next page that opens has a number that I write on the Sequence Statement paper that I am working on AND on the top of the first page that has come out of the printer. Make a copy of each of the papers that you have been working from on the copier just across from the restroom. Sign the last page that came out of the printer, fold the sheets, mark the back with ‘L’, ‘F’, or ‘P’ and how many trays/sacks and what kind of trays. We are also required to include one of each piece that is in the mailing, ie. one each of everything that is in the Singles envelopes. The paperwork is now ready to be taken to the mailroom. Then, I write the mailing date on the blank line for it on the front page of the Sequence Statement, reassemble it, and put it on the right end of the top shelf of the bookcase to the left of the desk.
Echoes of Grace (EG)
Mailing the Echoes of Grace
The EG is printed two issues at a time. It is mailed once a month, but the two mailings are different from each other. The first issue of each printing, the odd numbered months, we mail both issues to the Foreign addresses only. We mail only the first issue to US and Canada addresses. Before being put into envelopes, a tract/tract card is put inside each EG. The second issue of each printing, the even numbered months, we only mail to US and Canada.
Run the Labels
Just like ML labels, just choose different answers. :) However, run the Quantities and Singles consecutively, on the same day. In odd numbered months, choose ‘Enter’ at the end so that US, Canada, and Foreign addresses are run. In even numbered months, type ‘UC’ without commas or spaces so that only US and Canada addresses are run. (You mailed the even numbered EG’s last month to Foreign addresses.)
There are only 2 EG labels that require special handling. One is for Jan to put in the archives. These EG’s do not need to have the tract included.The other is for the unstapled ones that go to River’s Edge/ the detention center. It can just be thrown away; Tim has worked out another way to make sure he doesn’t forget to prepare them.
There is an Excel file, named ‘EG Tract’, on the computer in the periodical office that figures out how many tracts to pull for the stuffing. Enter the numbers from the Sequence Statement to fill in the cells. See printed example.
I use 4 bright blue cards to write down how many tracts are needed for 4 parts of the mailing: US/Can. Singles, US/Can. Quantities, Foreign Singles, and Foreign Quantities. I keep this in the front pocket of the BTP Mailing Manual, white copy, on the bookshelf behind the desk chair. To find out which tract to use, look at the email program. I have a folder ‘from Stephen Rule’. Look in there for the most recent email ‘EG tract Schedule’. There is a chart in the email that gives the name of the tract that Stephen suggests for the month you are mailing. If you are mailing an odd month issue, you will need to get some of two different tracts.
Get the total number of tracts needed from order filling and take them to the kitchen to label and stuff. I count the tracts for each part and put them on three tables US/Can Singles on one table; US/Can Quantities on another and, if it’s an odd month mailing, Foreign Quantities and Singles on the third table. The Foreign table will have two different tracts on it. The tracts actually have 101 in each bundle; because you are using several hundred, I adjust the numbers to reflect that. For example, if you need 671 Singles envelopes, 6 100’s will actually be 606, so you only need 65 more, not 71. (I don’t like to have too many stuffed envelopes left over. They eventually have to be opened, emptied, and put away, unless you just throw them away.) Helen Maurer and Steve Gliori usually help me stuff EG if it is an odd month. Helen only helps when it is an even month.
Stuffing the Envelopes
Once the EG’s all have a tract/tract card in them they can be stuffed into envelopes. US/Canada Singles get one EG in each envelope. US/Canada Quantities get filled like ML Quantities. There is only one number on the label, though. (Actually, the labels have x/0, with x being the number of EG’s to put in that envelope.) If it is an odd numbered month, Foreign envelopes will get one each of two issues of EG, ie. one January and one February for Singles and x each of two months for Quantities. If it is an even numbered month, there should not be any Foreign labels.
Because EG’s are smaller than ML’s, more of them will fit in each size of envelopes. I do separate the ‘B’ envelopes as usual. With the plastic envelopes, since we fill them first, I leave the S and M envelope labels attached, separating US from Canada. Once the Quantities are stuffed, Canada and Foreign can be taken to the mailroom. 10/13/17: There is currently only one EG package that is wrapped in the mailroom. When it is back, US Quantities are ready to put in mail containers..
When the Singles envelopes are stuffed, they are ready to go through the labeling machine. Thread the labels
The Christian
Mailing ‘The Christian’
Chris always runs the labels for TC Singles because they are printed in the quick-print room. Sometimes, I find the Sequence Statement in my inbox, sometimes, in my printer, occasionally I have to ask him for it. When I know he has it all printed or is getting close, I run the Quantities labels.
One thing that is different about TC is that it is printed in two sizes, a large size that goes to US and Canada addresses and a small size that goes to Foreign addresses. Also, the addresses are printed right on the US Single copies. Envelopes are printed for Canada and Foreign Singles addresses as well as all the Quantities. The envelopes go through a laser printer, so they are not self-sealing and have to be sealed by ‘licking’. Helen does all of that for me.
I also use the TC envelope to mail ML-S and EG to the Egypt addresses that receive all three or either one along with TC. I have a chart in the top left drawer of the periodical desk that shows what each of our Egyptian brethren receive. I pull out those few from the Foreign envelopes and take them to the desk with the other paperwork.
To Run TC Quantities Labels:
• In Universe, at the > prompt, type ‘M’ to get the Menu.
• Then choose 16 for Periodicals.
• Choose 4 for Labels.
• Choose CT, then Q. (You are answering the questions about what you want to do.)
• Enter the year, then the mailing number. The mailing number is the same as the month of the issue you are mailing. ‘The Christian’ has evolved from what used to be ‘Christian Truth’; so Universe always uses ‘CT’ for what is now ‘The Christian’, which we call ‘TC’.
To Print the Labels:
Check the printer to make sure it is set on ‘Ship’ and ready to print (green light).
At the monitor, choose ‘Quan’. Then right click and choose ‘Resume printing’. I always, as soon as the monitor says ‘0’ jobs pending? right click again and choose ‘Pause printing’ so that I don’t have to remember to do it later.
The first few labels, as with the other periodicals, need special attention. Tim and Rebecca like to get the small size, so I have subscribed them for