General, Installation and Configuration
Q. What is a Mailing?
A. A Mailing is a collection of one or more letters processed in a single EasyPost Mailroom submission. Each Mailing has a unique Bing Mailing ID. Every time you submit letters to Bing for processing, this creates a Mailing and by default (if selected) you will receive an email receipt confirming your successful mailing submission.
Q. How big are the files that are uploaded over the internet?
A. This depends very much on the document content - especially how much graphical content is in the document. Typical text-based documents are around 10kb per page.
Q. How much space is taken up by the database?
A. This depends very much on the document content - especially how much graphical content is in the document. Typical text-based documents are around 10kb per page. The database grows whenever you send mail, but old items can be deleted and the database can be compressed.
Q. Can I delete old mailings? When should I do this?
A. Yes. Completed items are only copies of what you’ve already sent. Items with a status of “Lodged” have already been sent to Australia Post. Housekeeping of old mail (deletion and compression of the Mailroom database) should be done regularly, especially if your mail contains large graphics, as the database can become unwieldy, however the mailing entry in your database are proof that mail has been sent.
Q. Do any ports need to be opened up in our firewall?
A. No, if you’re not using the Spooler. EasyPost Mailroom uses standard http port 80 to upload Mailings. Registration is done over http using custom encryption. EasyPost spooler requires https for registration only.
Q. Does EasyPost Mailroom support Citrix/Terminal Services environments?
A. Yes. Citrix/Terminal Services environments are supported. Contact Bing Customer Service to discuss deployment options.
Q. I do not want to receive acknowledgement emails when a Mailing is received for processing, do I still have to enter my email address when I setup the Mailroom?
A. Yes, you have to setup your email address as it is used as one of the prime identifiers for Mailings that you submit. If you do not want acknowledgement emails, you can un-tick the “Send me an email notification” setting on the "Account Details" screen (reached via "Mailings" menu), or at the Submit screen to turn off for individual mailings.
Q. Can I install the EasyPost printer on a server and share it?
A. Yes, however in order for the user to review and process mail, they will need the EasyPost Mailroom installed locally. So if the user is simply printing, and another user is going to review and send, then connecting to a shared EasyPost printer (Mailroom) will be sufficient.
Q. What are departments?
A. Departments are used as a way to differentiate or categorise mail you send. This may be for audit trail or chargeback purposes, or may be a way to differentiate processing of mail you send us (for example, to use different return address logo/addresses). For further details please refer to the “Managing Department list” How-To document, Or call customer service on 1300 309 800.
Q. How can I setup departments or add departments to the list?
A. Departments can be added ad-hoc to each mailing if the department list is not pre-configured in EasyPost Mailroom. In this case you will be able to manually enter a department before submitting the mailing. If you are not able to enter a department but are able to select one from a pre-defined list, then your Mailroom is configured to use Department List. Setting-up a pre-defined Department list avoids accidental creation of departments due to typographical errors. This list is also mandatory when used to differentiate mail processing by Bing (e.g. different return logo’s, paper types etc.). It is a process that must be configured with Bing Customer Service, as your selected department can (if requested) activate certain processing rules when you submit your mailing. The Department list is setup in the Mailroom Configuration Utility (MailroomConfig.exe) either as a static list or as a (UNC) link to a text file that contains the listing. Refer to the “Managing Department list” How-To document.
Mailroom Usage
Q. How do I select the Mailroom as my printer?
A. With an open document (e.g. Microsoft Word), click on File menu and click on Print. You will then see the print options dialog box. Here you can choose the printer to print to. Choose the service as your printer and then click print. You can set the service as your default printer by clicking on the Start button and then Settings or Control Panel and then Printers. Right click on the service and choose the "Set as Default" option.
Q. Why does the Mailroom Viewer screen show degraded graphics and modified layout/text?
A. The preview in Mailroom is a quick screen render to show you how the document will look - the graphics are draft quality on screen, but will print in full resolution – same as they are in the original document. Due to the nature of quick preview, some zoom views may not be able to show proper layout due to limited availability of fonts for preview. If you are concerned and need to verify how the document will print, try to preview the document at different magnification using the zoom feature. You can also print a proof of the document to a local printer directly from the EasyPost Mailroom - this will print the document almost exactly as it would at the Bing production centre.
Q. Why do some of my letters have an extra blank page at the end?
A. Usually this happens in mail-merge or batch letters where a blank line moves to the next page due to variable address lines. If there are only few letters in a Mailing with extra blank page, you can delete the page by selecting the "Actions" menu. If there are lots of blank pages you may want to review your mail-merge document and fix it before printing to EasyPost Mailroom.
Q. Why does the last letter in my Mailing have no address and has lots of pages?
A. Check your originating document. Usually this is the case when letters are generated using mail-merge where the data is not removed properly. If you are using an Excel spreadsheet as your mailing list, make sure that you have deleted all the blank data lines at the end of the list. Do not space out or clear the unwanted data rows, you will need to highlight all the rows after the last row and then delete the rest and save the file. Once saved you should check if your mail-merge document has the same number of letters as your Excel data before proceeding to print to the Mailroom.
Q. Why am I getting the message “One or more addresses are invalid?” when I print my documents?
A. The EasyPost Mailroom extracts addresses from your documents by “reading” them. If your documents are not text-based, or are encrypted, this is not possible. If some addresses are not valid, the Mailroom will tell you which letters you will need to re-address. Click here for more detailed information about address capture and address criteria located on the Wizard Page. If you have already done the above and this is a reoccurring issue, please call customer service on 1300 309 800.
Q. Can I add more than one attachment to a letter?
A. Yes, you can add up to 999 attachments. Please note that an attachment is added to every envelope - you cannot selectively add an attachment to only some letters and not to others.
Q. I have partially processed the Mailing but forgot to include my attachment. Can I fix this without reprinting my mail?
A. Yes. As long as you have not submitted the mailing for processing, you can click on the "Back" button and select the "tick-box" for "Add attachments" and reprocess the Mailing before submitting to Bing. If you have not yet saved an attachment to add to this Mailing, you can save the current mailing before closing. Proceed by printing the new attachment(s) to the mailroom. Next open your saved mailing which will be available under the “Drafts” folder (in Mail Items Summary). Click the “Back” button to access the Wizard Welcome screen then tick the “Add attachments” option. Repeat the above (back button) process if you need to add more attachments, and then proceed to process the mailing as normal. You will find your attachments in the Document List underneath the Document Preview.
Q. Can I delete attachments or remove a letterhead from a Mailing?
A. Yes, you can do both as long as the Mailing has not been submitted. Delete attachment as well as remove letterhead option is available from the "Actions" menu in the Mailroom Viewer. Or, you may select the document or attachment from the Document List and right-click and ‘delete attachment’ or ‘delete letterhead’.
Q. Can I delete some letters or only selective pages from letters within a Mailing?
A. Yes, you can do both of these from the "Actions" menu in the Mailroom Viewer. Multiple letters can be selected for deletion by holding down the Ctrl button when clicking to select. Note: To ensure a Mailing is not accidently deleted, you cannot delete the last remaining letter. You also cannot delete a page of a letter if it is the last remaining page in the envelope. If the Mailing has already been submitted to Bing, and is in the Completed folder, you will not be able to do any of the above.
Q. Can I correct addresses in the Mailroom?
A. No. Letters containing bad addresses can be deleted from the mailing, and then will need to be corrected and re-printed to the Mailroom using your originating software (e.g. Microsoft Word) for normal processing and submission.
Q. Some letters have been identified with bad addresses (“One or more addresses are invalid”). I am unable to process the Mailing. What do I do?
A. You will need to delete the letters that were identified with bad addresses before submitting the Mailing. The letters with bad addresses are shown with an “X” icon in the address panel. You can select each one of these and then delete the letter using the “Actions” menu.
Q. Can I print some letters locally from a Mailing and delete them before submitting for processing?
A. Yes, You can print single letters (you will need to print the attachment(s) separately) to a local printer. This is normally used when only a few addresses are identified as bad addresses, in this situation you can print the letters with bad addresses locally and then delete them before submitting the Mailing.
Q. How do I share a letterhead or an attachment with other users (How to export and import mail items)?
A. Once you have a mail item in your Mailroom (this can be in any form - Draft, New, Completed, Letterhead or Attachment) you can export and share it with other Mailroom users. To do this with the open mail item in your Mailroom, select "Actions" > "Export" from the menu, or launch the Mailroom (Mail Items Summary), locate the item, right-click and select "Export". Both actions will allow you to select a location and save the file in EZP format, but only export from the open item allows renaming (from the Mail Items Summary, a mailing ID is used to name the file, as this process is geared for the export of multiple items). You can send this file to other users who can import it to their Mailroom (assuming all users are on the current version of the EasyPost Mailroom). To import an EZP file the user needs to open the Mailroom (Mail Items Summary), right-click in the main window and select "Import" and browse to the EZP file they wish to import. Once imported, the mail item will appear in their Mailroom in the folder it was exported from (New, Drafts, Letterhead, Attachments, or Completed).
Note: You can use this same process to export and send a Mailing to Bing customer service team for troubleshooting if they require it.
Q. How can I save documents as drafts? How can I use them at a later stage?
A. You can save a partially processed (before you hit "submit" button) document(s) as a "Draft" by selecting "Mailing > Save". You can also rename the document before you save as a draft so that it is easier for you to identify later – for this use the "rename" menu available under "Mailing". When you are ready to process the document again, open the Mailroom and select your document from the "Drafts" category – this will bring you to the same stage as when you saved the document. You can modify the mailing as you wish and even add/remove attachments or change letterheads by clicking the "Back" button to get to the welcome wizard screen. Should you wish to remove the applied letterhead select "Remove letterhead" from the "Actions" menu.
Q. How do I change the name of a mail item?
A. If you have already saved the item, open the Mailroom Items Summary and select (highlight) the appropriate mail item (inside either New, Drafts, Attachments or Letterheads folder). You do not need to open the mail item. Mail items in the completed folder cannot be renamed. Right click on the item that you want to rename and select "rename" to change the name. If you have not saved the document yet, with the document open in the Mailroom select "rename" from the "Mailing" menu to rename the document – do not forget to save after you rename the document.
Q. Sometimes I see documents under "New" and sometimes under "Drafts" how did these documents appear there?
A. When you submit any document for processing it automatically appears under "New". If you do not perform the initial processing using the wizard, or if you have the wizard disabled, your mail is saved as New. However, once the document has its address extracted and you close and save it, it will move to "Drafts”. It will remain under "Drafts" until you fully process the document and submit it to Bing. Once it is has been successfully submitted the document moves to "Completed”.
Q. My application prints single documents at a time - can I send them all together?
A. There are two distinct ways you can work with these types of applications; either in temporary mode or permanent "no pop-up" mode. To activate temporary “no pop-up” mode you need access to the print dialog box (if this is not available in your application then use the permanent "no pop-up" mode). When you get to the print dialog box select "Mailroom" as your printer and then click the "Properties" or "Advanced Settings" button that is available on this dialog box. Once the Mailroom Properties screen opens, un-tick the "Open Mailroom after print" checkbox and close the screen. Then proceed as normal to print the document(s). All the printed documents will now be collected under "New" in the Mail Items Summary.
To change the setting for the Mailroom printer to "no pop-up" permanently – select the Mailroom printer from the "Printers" or "Printers & Faxes" listing in the "Control Panel", open the properties of the printer, and change the "Open Mailroom after print" settings available under the "General tab" (click "Printing Preferences" to access this setting) AND under the "Advanced tab" (click "Printing Defaults" to access this setting).
In both cases, when you print the documents to the Mailroom the initial wizard screen does not appear but the submitted documents accumulate under the "Unprocessed" category. Once you have completed printing all the documents you can consolidate them into one Mailing before processing them normally. You do this by opening the Mailroom, selecting “New”, multiple-selecting (use control or shift key as applicable to multiple-select) as many documents you want to process in an Mailing and then pressing the "Enter" key to consolidate all the selected documents.
Note: When consolidating multiple mail items, care must be taken to ensure the consolidated items have the same (or very similar) recipient address location. Consolidation cannot be undone.
Q. How do I optimise the number of pages it takes to print the letters so as to fit as many pages into small (DLX) envelope?
A. There are two general rules that will help you with your calculation. The number of sheets allowable in the envelope (7 for DLX) and each new attachment always prints on a new sheet.
Example:
One 3 page letter + One 2 page attachment + One 3 pages attachment
Printed as single-side printing - total sheets = 8 sheets (too many to fit in a small envelope).
Printed as double-side printing - total sheets = 5 sheets (will comfortably fit in small envelope) with the back side of last sheet available for address printing.
Q. I submitted letters several hours ago, but the Mailing still shows in Outgoing with a "Submitted" status - should I be concerned?
A. Usually yes, it is rare for a Mailing to take hours to upload to Bing processing centre. If you have not received a confirmation email (unless you deactivated this feature) you should call Bing customer service to check status. Most likely the Mailing has not uploaded or there may be a connectivity issue.
Q. Why is there a Mailroom icon in my system tray (next to the time display on your desktop)?
A. The icon you see in the system tray is used to launch the Mailroom. The icon is referred to as the Mailroom "Watch mode". It periodically checks the status of your submitted Mailings and updates the Mailroom with “status updates”. In addition to this status update, the "Watch mode" serves a critical monitoring function to inform you if there are any issues with your Mailing not successfully reaching Bing processing centre or if it is delayed in production. Please DO NOT disable this function.
Note: It is often necessary to close this Watch mode if you are changing settings, or performing administrative tasks on the EasyPost Mailroom. Settings made to the Mailroom will not be applied if the Mailroom or Watch mode is running.
Q. What are the different types of "Status" and what they mean?
A. There are 3 common status messages with several more that are less common.
The common ones are:
Submitted Mailroom has successfully submitted an Mailing for processing, however, Mailroom has not received confirmation that it has reached our processing centre.
Accepted The Mailing has been received and is being processed.
Lodged The Mailing has been lodged – this is the final status and will also give you the date and time of lodgement (as a comment).
Click here for more details on Tracking and understanding Status.
Addressing and Document Options
Q. Why do I get address errors, what are the address requirements?
A. Some of the common reasons you get addressing error is due to non-existent address, address too short or long, or the address location is incorrectly defined. The address must meet the following requirements to be considered a valid address:
The address must be a minimum of two lines and maximum of six lines. Maximum of 64 characters per line (including blank spaces). For detailed explanation of address formatting please see ‘Address Capture’ section of the Wizard page.
Check the extracted addresses to ensure the correct data is being identified as an address. The address extraction algorithm uses rules to determine what is, or is not, an address. If address extraction is incorrect, these rules can be relaxed or modified by using some of the “Advanced Options” available in the Mailroom Wizard.
Note: In newer operating systems it is becoming more common that the originating document software (e.g. Microsoft Word) will insert ‘line-spacing’ inside document content. This is another common cause of ‘bad address’ errors – The Easypost Mailroom believes the address has finished when it reaches a blank line. Again, this rule can be relaxed using the ‘ignore blank lines’ feature in “Advanced Options” in the Mailroom Wizard.
Q. Do I need to add Australia Post DPID barcodes above the address?
A. Bing applies the Australia Post DPID barcode to your letters - you don't need to add the barcode. This ensures your mail is delivered as quickly as possible. If you already put DPID barcodes above your addresses, then you do not need to remove them - we will still calculate the DPID again using our software when we print the address on the cover sheet (unless using No Cover mode).
Q. Will letters addressed to the same person be grouped?
A. To save on postage, any letters within a print job that have the same name and address will be grouped together into one envelope. This is the default behaviour. The default grouping of letters can be disabled if required, by selecting the “No Group” feature in “Advanced Options”. (See next FAQ). If your letters are sent as individual files, they can be consolidated together before processing – see the FAQ “My application prints single documents at a time - can I send them all together?”
Q. I do not want multiple letters to be grouped into a single envelope - is this possible?
A. Yes. The default behaviour of Mailroom is to group letters with same address to minimize the cost, however, you can enable the "no group" option – this will place each letter in its own envelope. The "no-group" option is accessed by clicking the "Advanced Options" button from the "Wizard Welcome" screen (the first screen you see when you submit the letters).
Q. Addresses from my documents are being extracted partially or not at all - how can I get entire address to be extracted?
A. If there is extraneous text that is around the address and is being picked up as address, you can try to draw the address box (rectangle) a little bit smaller than the address area - this should usually help in resolving the issue. If your address is not extracted at all and the address box does appear around the address it is possible that the text is not really text but is either composed of images or has some other issues. If the document is in PDF format, please make sure that you are not printing it with “Print as image” option selected.
If you still have issues with PDF documents, this is most likely due to the font encoding scheme used when creating the PDF. For optimal address extraction use only the fonts listed in the EPfonts.dat file for the document address and other data captured by EasyPost (* see below for the location of this file). DO NOT embed these fonts when creating the PDF document. If these fonts do not suit, ensure the PDF is created using the standard or ANSI encoding scheme - DO NOT custom encode the fonts. If creating PDF documents on a non-Windows system, use one of the 14 standard fonts defined in the PDF standard. These fonts are:
Courier
Courier bold
Courier bold oblique
Courier oblique
Helvetica
Helvetica bold
Helvetica bold oblique
Helvetica oblique
Symbol
Times Bold
Times Bold Italic
Times Italic
Times Roman
Zapf Dingbats
Note: The above issue is applicable only to the “address portion” of the document – you can use other fonts for the non-address text in the document as long as they display properly in the Mailroom.
* Epfonts.dat file is located under the “Mailroom” folder in the installation path of EasyPost Mailroom. The default location is: C:\program files\EasyPost\Mailroom
Q. Addresses in my print run of documents are not exactly at the same location, and/or do not use the same document template. How can I get the addresses extracted and documents separated properly into individual letters?
A. In the event you have this behaviour, you can enable the "Mixed templates" option – accessed by clicking the "Advanced Options" button from the "Wizard Welcome" screen (the first screen you see when you submit the letters). This should help in separating the letters properly and extracting the address. The Mailroom usually can deal with minor inconsistencies; however, it cannot deal with major variances in the templates and address locations. Please be careful when you use this option – review your Mailing carefully to make sure that all the letters are separated properly.
Q. Do you support international mail?
A. Yes.
Q. What graphic content is acceptable?
A. We support almost all graphic format and content, however, if you include very high resolution graphics the file size will be big and will take more time to upload. For certain large graphic files and transparent images and gradients the documents may take more time to process and may be excluded from Service Level Agreement.
Note: Photocopies and ‘scanned’ images will usually be very large in file size and due care should be taken when sending scanned images to a large volume of recipients or sending a high volume of scanned images to multiple recipients. Uploading times can be significant. Customer service will make contact if a certain mailing falls outside of the Service Level Agreement.
Q. What colour options are there?
A. Letters can be printed in full black and white, full colour, or a pattern/combination of the two. Attachments can also be printed with a different colour option to the rest of the letter. E.g. a common mixed ‘pattern’ mode is the attachment could be colour, with the letter being black and white.
Note: If the letter is in full colour or first page colour, then the envelope logo will be in colour. If the letter is completely black and white, then the envelope logo will be in black and white.
Altering Colour modes will affect the price of your mailing.
Q. Can the letter be printed in duplex (double-side printing)?
A. Yes. If duplex is selected the letter and all the attachments will print in duplex.
Q. What if we currently use pre-printed letterhead/stationery?
A. The Mailroom has a virtual letterhead feature. Using this feature, you can print a template of your letterhead one time to the Mailroom and have the letterhead available forever – this is like printing an unlimited quantity of your letterhead. You can have several hundred different virtual letterhead templates.
Q. What if we send enclosures with our letters?
A. The Mailroom has an attachment feature
Q. What if we use our own custom envelopes?
A. The Mailroom has an envelope logo feature. You normally setup the logo when you setup your account. This can include a custom return address.
If you would like to utilise different or additional logo’s and/or return addresses, please contact Customer Service on 1300 309 800.
Q. How can I use a unique ID to identify a letter?
A. You can include a reference field that starts with letters "ref:" (excluding the quotes) followed by your unique ID on the first line of the address. This line will not be extracted as an address line but will be considered as reference ID for the letter. This reference ID will be used to identify the letter in addition to the full mailing address in the return mail report if the letter is ever returned. Letter reference ID’s can be used to track individual letters during the Bing processing phase using our letter status webservice. Please contact Bing Customer Service on 1300 309 800.
Q. Why was my letter returned undeliverable even though the address is correct?
A. There are many reasons why Australia Post can’t deliver letters. Some of the most common reasons are:
The address contains the correct street address; however, there is no post box to deliver to.
The address appears to be correct however, the Post Code or the Locality does not match with each other – if the postal carrier is unable to deliver, the letter will be returned as undeliverable.
The address is correct however, it is not complete enough to allow delivery – e.g. on a multi-site address, the unit or suite number is missing the letter cannot be delivered.
The envelope was marked “Return to Sender”.
Q. Is it possible to send letters without address appearing on the main document?
A. Yes. You can either:
- print the address in a font that is same colour as the background (white text on plain paper) and thus it will not be visible on the printed paper, however, the address will be extracted and the letter will be mailed. You will need to be careful and identify the address location properly as well as proof that the addresses were correctly extracted before submitting the Mailing for processing.
- use the ‘Suppress 1st page printing’ option for letters where this first page only contains an address e.g. where an address is generated as a ‘label’
- submit the document and address list in CSV format to Bing using email or the Bing Customer Portal.
Note: you cannot use either method to send letters using the "no cover" option (a type of account configuration).
Q. My application is unable to suppress a blank line in an address, now only a portion of my address is being extracted, is there any solution to this issue?
A. If you can modify the behaviour of your document application, this is preferable and more efficient. There may be an option that needs to be enabled to suppress blank address lines. However, if you are unable to change this behaviour, you can enable the Advanced feature "Ignore blank lines" in the Welcome Wizard screen (that you see after printing documents to the EasyPost Mailroom). As this feature relaxes the address extraction rules, there can be adverse effects that (in rare cases) it may pick-up text that is not part of the address. Please make sure that you verify that all the addresses are extracted properly before submitting to Bing.
Q. My documents are not being separated properly (documents addressed to different recipients are grouped together). How can I fix this?
A. Usually changing the size and the location of the address extraction box should help you extract the addresses properly. First try this method. If you still are not able to fix the issue and each page of the document has an address for the recipient (lots of invoice generation systems have this feature), you may want to activate "Use address only" setting available under "Advanced Options" on the first wizard screen that you see after printing the letter. This feature requires you to have recipient address on every single page of the letter. If your documents (template) are not identical, i.e. The address location differs slightly between various letters, you should try using the ‘Add Mixed Templates’ option in ‘Advanced Options’ of the Welcome Wizard.
Please make sure that you verify that all addresses are extracted properly before submitting to Bing.
Q. What are the implications of submitting letters with incomplete or bad addresses?
A. Incomplete or invalid addresses, or addresses that do not meet Australia Post address criteria, can slow down processing of your Mailing. Even if there are only a few letters with invalid or incomplete addresses in a Mailing, there will be a delay in the processing of all letters in the Mailing - it will not be completely processed until all addresses are classified. To maintain the service efficiency and ensure you receive earliest possible lodgement, please review your addresses before submitting. Addresses that are incomplete, or arrive to Bing in a state that is not acceptable, will be marked as ‘unclassifiable’. A Mailing containing excessive amount of ‘unclassifiable’ addresses will be cancelled and a member from Bing Customer Service will make contact with you.
For correct addressing guidelines please refer to the ‘Address Capture’ section on the Wizard Page.
Q. Can you print edge-to-edge? If not, how close can you print to the edge?
A. Digital print processing can print very close to the edge but not a "Full bleed" as that requires printing on oversize paper stock and then trimming the excess. As we print "on-demand" using standard A4 paper size we can print as close as 3 mm to the edge of the paper.
Q. Among the batch of letters I print, there are few letters I do not want to mail. Do I have an option to delete individual letters?
A. Yes, it is possible to delete individual letters. You can delete individual letters after the analysis is complete by selecting the "Actions" menu and selecting "Delete Letter".
Q. What kinds of documents can I send?
A. All Windows Applications that work with the Windows print architecture may be used. Applications that print in RAW mode only are not supported. All letters must have a valid postal address so they may be sent. If you use a Mac, the Bing customer portal can be used to submit mail.
Q. What if I’m using mail-merging?
A. Mail merging is fully supported. Multiple addresses are recognized in a mail merge as different letters and sent accordingly.
Sending and Tracking Mail
Q. I receive an error that one or more letters did not have a proper address and I am unable to process the letters further. Can I delete the letters with bad address and send the rest?
A. Yes, it is possible to do this. The letters with bad addresses are shown with an “X” icon in the Envelope List. You can select each one of these and then delete the letter using the “Actions” menu.
Q. What happens if I send a letter by mistake and want to cancel it?
A. When processing letters you should always treat the ‘Submit’ button as through you were putting your letters in a post box. However, if you need to cancel a pack urgently please call Customer Service on 1300 309 800 with your Bing mailing service number. Alternatively, we can provide you with the means to cancel your mail yourself using the Bing Customer Portal. Contact Customer Service to have this enabled.
Note: As your letters may get processed within seconds of its receipt, you must do this as soon as possible. Once it has begun processing it cannot be cancelled. Please do not email cancellation requests. Deleting a mailing from completed items will not cancel your letter.
Q. How do I know my letters have been posted?
A. Navigate to the “Completed” folder in the Mail Items Summary window. To ensure your mailing/Mailing has had a ‘status update’, open it up by ‘double-clicking’ on it. If the status indicates “lodged”, the letters are/were posted – you will also be able to see the time they were lodged in the “Comment” column for the relevant Mailing inside the Mail Items Summary window.
Q. What confirmation do we get that Bing received the letters?
A. The status of the letter is shown in the Completed Items of the EasyPost Mailroom and will be set to Accepted. Also, the EasyPost Mailroom can be configured so that an email is sent to the user when the files have been received by Bing.
Q. Can I see all the items I have sent?
A. Yes, all Mailings submitted are available for view (and a printout if needed) until they are manually deleted from the Mailroom.
Q. Is there an Administrative user that can see all mail?
A. Visibility of mail in the Mailroom application is managed by shared or non-shared database configurations. Access to these databases can be configured individually and the Mailroom Config utility provides a means to swap views. Also, the Bing Customer Portal can enable an administrative view of all mail.
Q. Can I see items that my team members have sent?
A. Yes, when the EasyPost Mailroom is configured with a shared Mailroom Database, or via the Bing Customer Portal.
Q. Can I export items?
A. Yes, items can be exported and imported. This includes letters (draft, unprocessed and completed), letterheads and attachments.
Q. Can we configure EasyPost Mailroom so that one team reviews all mail and sends it?
A. Yes. Some users can be configured with the ability to send mail, with all other users limited to printing to the EasyPost printer (Mailroom) without being able to send. This way items accumulate in 'Unprocessed' items and can be reviewed and sent by the 'mail administrators'.
Note: Putting it simply; one team can have the ability to select the EasyPost ‘Mailroom’ printer, but do not have access to the Mailroom application or database. The other team (the administrators), will have full access to the Mailroom application, allowing them to review all mail and submit (send) it.
Invoice/Pricing
Q. Can I see the price before I send?
A. Yes - in the EasyPost Mailroom there is a 'Request Price Estimate' feature. You can access this before you submit an Mailing. Please note, you cannot request the price after you have submitted a pack. The returned price is only an estimate and does not include GST, the actual price can vary after final processing.
Q. Why is my invoiced price different from the online price for the pack that I sent?
A. The online price is just an estimated based on the number of letters. Final price is determined based on the actual addresses as well as the letter size and weight. A letter is counted as a single domestic letter in the price estimate process, however if it is destined to a foreign address, the letter will be invoiced as an overseas letter with appropriate pricing.
Q. Can mail be allocated to a cost centre?
A. Yes. In the EasyPost Mailroom, the department setting is used to indicate which cost centre the mail will be allocated to. The invoice sent by Bing will group items by cost centre. The EasyPost Mailroom can also be configured to provide a drop down list of pre-configured cost centres. For further detail on how to setup Departments see the ‘Managing Department List’ How-To document, or call Customer Service. On 1300 309 800.
Q. Is there a minimum volume of letters?
A. No. You can send as little as one letter at a time.