Creating & Submitting a Broadcast Fax
or E-Mail

Congratulations!
You are just minutes away from getting your broadcast fax or e-mail started. Follow the steps below and use the method that is easiest for you. If you have any questions, just call us and we will help walk you through the steps.

Remember
A fax broadcast needs only 2 items:

1. a document

2. a fax list to send it to

A broadcast e-mail also requires only 2 things:

1. an e-mail message

2. a list of e-mail addresses

We will help make getting these two items prepared as easy as possible.

How to contact us.
Use this sheet to help guide you through the steps of preparing and submitting a broadcast. Don't hesitate to call us if you need assistance with any of the steps listed here. We are happy to help!

Office number: 843-278-5138
e-mail: click on the "Contact us" at the lower left hand side of the screen.

How to create your fax document.
You may use any number of methods to create your document. Use your favorite word processor or publishing program. Computer generated documents will provide the best image quality when sent to us electronically.

You may wish to create a special cover page to use with all of your correspondence. This is best accomplished by sending us a template or your fax cover sheet with your logo. If you do not have a template, don't worry we can help you develop one.

We will gladly merge in all the delivery information onto your cover page using our custom merge facility. We can help with merging any other information as well. This could include company name, title, account number, account balance, renewal date, etc...

If you do not utilize a cover sheet, your fax will have a header string added across the top of the page that can include the following information

Or any combination of information you wish to include and have available in your fax list.

How to create your e-mail message.
A broadcast e-mail message can be a straight text message developed using your mail client software, a HTML formatted message, or an attachment (Word document, PDF, etc.)

How to send your fax documents to FOXROSE.
Documents can be sent to us in a variety of formats. Some will produce much sharper images than others, so we encourage you to select the highest quality method you can accommodate.

Sharpest image quality options:

• Fax your document straight from your computer's fax modem in high-resolution format.  Call us for our fax number.
• Send a PDF file to us (Adobe Acrobat Distilled File) by e-mail and send to the "Contact us" address on the lower left hand side of the screen.
• E-mail your Microsoft Word or PageMaker files to us. Be sure to embed your fonts into your Word document before sending to eliminate any problems with matching fonts. This embedding option is located under the File-Save-Tools-Embed true fonts.

• Fax your documents to us from your fax machine in high-resolution mode.  Call us for our fax number.
• Mail us your fax and we will scan.

E-mail messages can be sent to us via the Internet by clicking on the contact us in the lower left hand side of the screen.

Creating & Submitting a Broadcast Fax or E-Mail List

How many different lists can we use?
You may use as many different lists as you like. Whether you need to reach customers, distributors, agents, members or constituents, multiple lists can be created to segment your target audience.

How do we create a list?
You may use a variety of methods to establish your list:

• Create a spreadsheet in Microsoft Excel, Access or other DOS based software
• Create a list in a word processing program
• Export a list from any database to a Text File

At a minimum, we will need a list of fax numbers to perform a broadcast fax. However, you may wish to include more information to improve the delivery of your fax. You can personalize each fax with the recipient's name and company name at no extra charge. This is especially important when delivering to any company where the fax will get discarded without a delivery name. If you do not have names but wish to target a particular title, tell us who you are targeting so that we can include the title in your header string or on your cover sheet. You may also wish to include the full address in your list and e-mail address, if you wish to take advantage of our M3 Service. For broadcast E-Mail service, the only information we need is the e-mail addresses of your recipients. Name, title, company, etc. is unnecessary.

What format is required for submitting a list?
While FOXROSE can accept lists in almost every format, we prefer that you submit information in PC format through diskette or e-mail using a sequence similar to the one below

The minimum information needed for a successful fax delivery is the fax number and a name or title and the only information needed for a broadcast e-mail is the e-mail addresses of your recipients. If you only have lists available on paper or typewritten, don't worry. For a nominal charge, we will do the data entry for you.

How to send your list to FOXROSE®.
We can accept lists in a variety of ways. Always give us a job title or number, for example "June Seminar Info", so that we can match your list with your document if sent separately.

Via Internet: Send your fax file as an attachment to an e-mail message. Click on the "Contact us" on the lower left hand side of the screen.  We will notify you by e-mail that we have received your data.

Via Diskette or Paper Copy: Mail or courier your diskette to 1529 Strathmore Lane, Mt. Pleasant, SC 29464

You are done!

Now that you have your document and your list prepared, you are ready to go. Unless you have made any special requests or instructions for the project, we will begin transmitting your documents within a couple hours of receipt.
If you have any special requirements, you must attach them to a cover letter or e-mail text. These may include:

• Request immediate or urgent delivery
• Special delivery date or time
• Do not deliver faxes during a specific time (ex. after 9 pm)
• Request a sample fax before authorizing transmission
• Request mailing labels of failed recipients or M3 Service

Ongoing List Maintenance:
No matter how well you have created your list, the effect of people changing fax numbers and moving in and out of your area will slowly diminish its accuracy.
You can expect 10% to 15% of your list to be unsuccessful, even after 10 tries. This is a result of people's fax machines being out of paper, being used continuously, or because the number has been changed. We will give you a detailed report to alert you to bad fax numbers. Use this information to keep your list fresh.

E-Mail addresses change as quickly as fax numbers do but we do not supply a management report indicating bad e-mail addresses due to the non-standardization of the Internet.

If you would like us to maintain your list, just ask a service representative for details.