How to Send Mail Online: A Step-by-Step Guide

By Lee Garvey

Picture this: You’re knee-deep in envelopes, your printer is throwing a tantrum, and the thought of another trip to the post office makes you want to curl up in a ball. Sound familiar? If you’re tired of the hassle and expense of traditional direct mail methods, you’re in the right place. Here, we’re going to show you how to send mail online without spending a lot of time and money.

In this guide, we’ll walk you through the simple process of sending mail online. You’ll discover how to:

• Easily launch direct mail campaigns
• Create professional-looking mailpieces without design experience
• Reach your target audience more effectively
• Streamline your mailing process from start to finish

Say goodbye to wasted hours and join the modern world of direct mail. Let’s dive in!

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Common Misconceptions about Online Mailing

When it comes to online mailing, there are a few myths that need busting. Let’s tackle them head-on.

The Cost Conundrum

Many people assume that online mailing services come with hefty fees, especially for small batches, says Carly Brown, customer support manager at Click2Mail.

“People always think it’s going to cost a lot of money,” she says. “If someone only has 50 postcards to send, they assume there will be lots of fees. But we don’t have any of that. You only pay for what you mail.”

In reality, online mailing can be significantly more cost-effective than traditional methods, especially when you factor in the hidden costs of DIY mailing. For businesses concerned about costs, it’s helpful to learn about the hidden costs of poor mailing lists and how to optimize your budget.

The Complexity Myth

Another prevalent misconception is that online mailing is complicated. In fact, the process has been streamlined to be user-friendly and intuitive, even for those who aren’t tech-savvy. There are a plethora of free online services that allow you to create striking direct mail pieces, and then all you need to do is upload your design and your contact list to a direct mail service like Click2Mail. This is part of the growing DIY revolution in direct mail marketing.

Traditional Mailing vs. Online Mailing: A Day in the Life

Let’s compare a typical day of traditional mailing to the online mailing process:

Traditional Mailing:

1. Design your mailpiece (1-2 hours)
2. Print your documents (1-3 hours, depending on quantity)
3. Purchase envelopes and stamps (30 minutes)
4. Stuff envelopes and apply postage (1-2 hours)
5. Drive to the post office (30 minutes)
6. Wait in line (15-45 minutes)
7. Mail your items (5 minutes)

Total time: 4-9 hours

Online Mailing:

1. Upload or create your design (15-30 minutes)
2. Upload your mailing list (5 minutes)
3. Select your mailing options (5 minutes)
4. Review and approve (5 minutes)
5. Pay and send (2 minutes)

Total time: Less than an hour

The difference is clear: online mailing can save you hours of valuable time and eliminate the need for supplies and trips to the post office. This is why many businesses are downsizing their in-house mailroom operations in favor of online services.

Not only that, you’ll spend far less money – you can send glossy postcards with your own design to a contact list of 50 people for only about $30-35 in many cases.

Getting Started: What You Need

Before you embark on your online mailing journey, make sure you have these essentials:

1. A document to mail: This can be a letter, postcard, brochure, or any other type of mailpiece. For help choosing the right format, check out our direct mail formats guide.
2. A mailing list: A compilation of addresses for your recipients (don’t worry, we’ll discuss an alternative option later). Understanding why bulk address validation is vital can help ensure delivery success.
3. Access to an online mailing service: Choose a reputable provider that offers the features you need.

With these three elements in hand, you’re ready to start sending mail online!

Step-by-Step Guide to Sending Mail Online

Now, let’s walk through the process of sending mail online:

Step 1: Choose Your Mailing Service

Select an online mailing service that offers a user-friendly interface, competitive pricing, and the features you need. Look for providers that integrate with popular design tools and customer relationship management (CRM) systems for added convenience. Yes, there are services that allow you to automatically send direct mail straight through your CRM – we’ll get to that shortly.

Step 2: Create or Upload Your Document

You have two options here:

a) Upload an existing document

b) Create a new design using the service’s built-in tools or templates

Many online mailing services offer integrations with popular design tools like Canva or Adobe Express, allowing you to create professional-looking mailpieces without graphic design experience. At Click2Mail, our system goes even further: we accept any valid PDF, no matter what design or composition tool you used to create it.

Step 3: Prepare Your Mailing List

Upload your mailing list in a compatible format (usually CSV or Excel). If you’re targeting a specific local area, some services offer an Every Door Direct Mail (EDDM) option, which we’ll discuss in more detail later. Learning how to easily segment your mailing list can significantly improve your results.

Step 4: Select Your Mailing Options

Choose your mailing preferences, such as:

• Mail class (First-Class, Standard, etc.)
• Paper type and weight
• Color options (black and white or full color)
• Mailing date

Step 5: Review and Approve

Carefully review your mailpiece and mailing list. Most services provide a digital proof for you to check before printing.

Step 6: Pay and Send

Once you’re satisfied with everything, proceed to payment. Remember, you typically only pay for the pieces you’re mailing – no hidden fees or minimum quantities.

By following these steps, you can transform your mailing process from a day-long ordeal into a streamlined task that takes less than an hour. Plus, with the right online mailing service, you can automate recurring mailings, track your campaigns, and even integrate with your existing business software for a truly seamless experience.

Advanced Features and Options

Once you’ve mastered the basics of online mailing, it’s time to explore some advanced features that can take your direct mail campaigns to the next level.

Every Door Direct Mail (EDDM)

EDDM is a game-changer for local businesses. This service allows you to target specific carrier routes without needing a mailing list.

“With EDDM, you can mail a document to a carrier route which negates need for mailing list,” Carly says. “If you had a restaurant or something and it was perfect for everyone in the neighborhood, you can just use EDDM. That’s a pretty big innovation for some people.”

EDDM is perfect for businesses like:

• Restaurants
• Local service providers
• Retail stores
• Community organizations

Keep in mind it’s not as good of an option for, say, a landscaping service, since it will go to people who live in apartments. It just depends on your business.

Design Assistance

Gone are the days when you needed to be a graphic designer to create professional-looking mailpieces. Many online mailing services offer:

1. Pre-made templates: Choose from a variety of designs tailored to different industries and purposes.
2. Integration with design tools: “People think it’s going to be hard to design the mailpiece,” Carly says. “That’s not true anymore either because of Canva and that Adobe thing. You can get free or very cheap template graphic art that looks really professional.”
3. Custom design services: Some providers offer professional design services for a polished, unique look.

Tips for Successful Online Mailing Campaigns

To make the most of your online mailing efforts:

1. Segment your audience: Use data to target specific groups within your mailing list. Demographic-targeted direct mail can significantly improve response rates.
2. Personalize your content: Many online mailing services offer variable data printing, allowing you to customize the messaging on each piece. Advanced personalization techniques can include AI-generated handwritten mail for a personal touch.
3. Test different designs: Use A/B testing to determine which designs resonate best with your audience.
4. Track your results: Take advantage of tracking features to measure the success of your campaigns. Direct mail tracking can help increase sales.
5. Combine with digital efforts: Use QR codes or personalized URLs (PURLs) to bridge your print and digital marketing. Multi-channel marketing is increasingly important for success.

Take the First Step: Try Your First Online Mailing Campaign with Click2Mail

Now that you’ve seen how easy and effective online mailing can be, it’s time to take action. Why not start with a simple campaign to experience the benefits firsthand?

Start Small, Think Big

1. Visit Click2Mail’s website
2. Click “New Customer” and create your free account
3. Design your first mailpiece using our easy templates
4. Upload your mailing list
5. Send your first campaign

Looking Ahead: Streamline Your Process with Click2Mail’s Connect

Once you’ve experienced the ease of online mailing with Click2Mail, you might be wondering how to make it even more efficient. That’s where Click2Mail Connect comes in.

For businesses ready to take their direct mail to the next level, Click2Mail’s Connect offers:

• Seamless integration with your existing CRM
• Automated mailing campaigns
• Real-time tracking and reporting
• Personalized communications at scale

When you’re ready to supercharge your direct mail efforts, Click2Mail’s Connect will be there to help you save even more time and boost your ROI.