Mailing and Copying Center

SPU Bulk Mail Calendar

SPU departments have a tool to use in alerting the SPU Mail Center of future mailing projects. The Bulk Mail Calendar is designed to:

• Ensure adequate materials and staff to accomplish your mailing.
• Reserve the budget funds required for your mailing (to avoid unforeseen delays when your bulk mail is dropped at the post office by your mail-handling vendor).

Notification

The SPU Mail Center requires two-week prior notification to secure a postage check from the Finance Office. Failure to give proper notification will result in a $35 fee charged to your department’s budget number.

Access

To access the SPU Bulk Mail Calendar, use your Outlook screen. Three icons (notepad, folder, and box with arrow) are located in the lower left-hand portion of the screen.

• Click on the folder, then on “Public Folder.”
• Next, choose “All Public Folders.”
• Then scroll down to “SPU Bulk Mail Calendar.” (Note: This is currently available only to staff. Faculty or students may be added only after coordinating with the SPU Mail Center.)

Next steps

Once the actual calendar appears, double click on the date that you project for the mailing will go out. The Outlook window will give you an “Untitled Event” window. Then follow these steps:

• On the subject line, enter your department name.
• On the location line, enter the name of the company processing your bulk mailing. If, for example, the company is Cenveo, enter “Cenveo” on the location line. If it is the SPU Mail Center, enter “SPU Mail Center” on the location line.
• Because this is an “all day event,” leave the box checked for “All Day Event.”
• In the space provided, enter the information about your mailing, including name of the piece, size of the piece, quantity of pieces to be mailed, amount of postage funds required, and department budget number to be billed.

Contact Frank Kinard or Elaine Stevens in the SPU Mail Center at 206-281-2077 if you have difficulty finding or posting to the calendar.

You may post a mailing, move it, or remove it from the calendar for your department mailing only, as can staff in the SPU Mail Center. No other party is able to post a mailing or change a posted mailing for you.