Adding Addresses

Addresses are added to households and organizations (entities). Each address can be attached to the entire household or organization, in which case that address is available to all names (people and couples) within that entity, or it can be attached to just some of the names.

Whether the address is attached to the entire entity or to certain names, you can specify whether the person's job title and/or company/division should be part of the address. You cannot include a job title or company/division with a couple name since job information is attached at the individual person level.

Addresses are not required - you can have a household or organization without an address. However, if there are addresses attached to a household or organization, one must marked as the preferred address for that household or organization. In addition, each name (couple or person) can have a different preferred address. For example, the home address may be the preferred household address, but the daughter who volunteers should receive her mail at her college address.

It is also possible, using Mailing tags, to set preferred addresses for certain types of mailings. Mailing tags are used for households or organizations with several different addresses where the people have special requests about where they would like to receive their mailings from you. For example, you may have a family where the husband and wife are donors, the wife is on your board, and their daughter is a volunteer. They have asked that invitations and newsletters be sent to their home, board mailings and gift acknowledgments to her office, and volunteer mailings to the daughter's college address. You would tag each name/address combination with the corresponding mailing tags (newsletter, board, volunteer, invitation, and so forth.) Then when you do a mailing, you indicate what mailing tags to use for that particular mailing, and the names and addresses will be select accordingly.

Note that you do not need to use mailing tags for households or organizations where all mailings are directed to the same address, or where each person or couple may have a preferred address, but that address is preferred for all types of mailings. Mailing tags are only needed in complicated situations.

Addresses are added at several places within ExceedFurther. No matter where you are, when you add an address, the process is the same.

How to Add an Address

To add an address to a household or organization, do the following:

  1. Make sure you are on the right household or organization for this address.
  2. Click on Add Address or select Address from the Add button, depending on where you are.
  3. Fill in the street address, city, state, and zip or postal code.
  4. Job titles and company or division names are attached to the person and do not need to be entered as part of the street address. When you add a job title or company/division to a person, you can indicate when these should be included with an address (see below).
    1. For organizations, the organization name and a contact person's name (if any) are always automatically added to the street address when a mailing is created. For households, the household name is not added to the address. Rather a person or couple name is used.
  5. If the address is not in the same country as you are, fill in the country.
  6. Fill in the county if you use this field.
  7. Select the address Type.
  8. Add any notes about this address.
  9. If this address should not be used in mailings, click on Do Not Mail to this address.
  10. Indicate whether a person's job title and/or company/division should be included as part of this address.
  11. If this address is not available all year, you can specify a date range when the address can be used. To specify a date range, click on Only Between and fill in a starting month and day and an ending month and day. This address will only be used for mailings sent between the two dates.
  12. If needed, assign Mailing tags to the address.
  13. Indicate whether this address belongs to the entire household or organization or if this address only applies to certain people or couples within the household or organization.
  14. If this is the preferred address for the whole household or organization, click on the Preferred check box next to the household or organization.
    1. There can only be one preferred address for each household or organization as a whole. You can set different addresses as preferred at the person or couple level. If one address is preferred by the household or organization as a whole, and a different address is preferred by a person, the person's address will be used when mailings are directed to that person.
  15. If the address only applies to certain people or couples, click on the appropriate names.
    1. If the name this address belongs to is part of a couple but the individual's name is not in the list, check the Show check box next to the individual name above the "This address belongs to" box. This places their name in the list so you can select it.
  16. If this is not a household or organization address, and you have selected some other names, for each person or couple selected, indicate if this is the preferred address for that name. If this address is marked as preferred for a person or couple, then this address is used rather than the household or organization preferred address.
  17. Click on Save to save this address.
  18. If you want to add an additional address to the same household or organization, you can start again at step 3.
  19. If you want to make changes to an existing address, select the address from the list by clicking on it. The address fields appear below the list. Make any changes and click on Save.