How do I create Mailing Labels or CSV Export?

 

Create mailing labels or export owner information from your RPR search results. You can choose from three standard mailing label formats (Avery 5160, Avery 5161, Avery 5162) or export owner information to a spreadsheet (CSV file) that can be downloaded. RPR's prospecting feature uses public records data (no MLS data) licensed from our public records provider, Black Knight, and is available for residential as well as commercial properties.

Each REALTOR® can export up to 2,000 records each month. This count is for each record exported, not unique properties. Export counts are reset on the first day of each month and cannot be reset at any other time. 

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Step 1: Search 

Select All Properties, For Sale, For Lease, or Market Activity above the search bar on the RPR Homepage. Enter a city and state, ZIP code, or county in the search bar. Click "Advanced" to apply filters, then click the magnifying glass search button. 

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Tip: Creating a custom area allows you to further narrow your results to a specific area. From the Search Results page, choose the Map View, then use the map tools to create a custom area: Draw a shape, use a map pin, or choose a geography. Save the area for future use by clicking Save, then Rename. Access a saved area from the Saved drop-down menu on your Homepage or from the map tool "use a custom area." 

 

Step 2: Filter and Sort   

Use the filters on the left side of your screen to narrow your search results. Choose the order of your results from the Sort list by drop-down menu. 

 

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Tip: Making thoughtful filter selections will help you make the best use of your 2,000/month export allowance. Do you want to omit owners who recently purchased their home? Use the sold Date Range filter and set the end range to omit recent buyers (e.g. 01/01/2000 to 01/01/2018). Would you like to include only public records Distressed properties? Deselect "Non-Distressed."

 

Step 3: Create Labels or CSV File 

Click the Mailing Labels link at the top of the search results page to begin making your selections.   

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Layout 

PDF: Select if you would like to print mailing labels, then choose an Avery format (Avery 5160 - 30/sheet, Avery 5161 - 20/sheet, or Avery 5162 - 14/sheet).

CSV: Select If you would like to export owner information to a CSV file that can be downloaded to your computer.   

 

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Customize

Address Type: Choose Property or Tax Billing. Select Property if you would like to print the property address. Select Tax Billing if you would like to print the address used by the county for property tax billing purposes (typically, the owner's mailing address). 

Addressed To: Skip this step if downloading as a CSV file (owner name will be the default). If creating mailing labels, choose what you would like to appear on the first line of the mailing label. Choices are Owner Name, Owner Name and/or "Current Resident," "Current Resident," or Custom Name (e.g. "My Highland Park Neighbors"). The Example Mailing Label box will show how each choice will appear.

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Filters 

Occupancy Type:  Choose All, Owner Occupied, or Absentee Owner.  Select "Exclude Listed Properties" if you would like to exclude properties with statuses in RPR of Active, Active Under Contract, Pending, Hold or Withdrawn.  

"Exclude Properties on Do Not Mail List" is a default setting.  Deselect if you would like to include those records in your CSV file. The CSV file will include a column headed "On Do Not Mail" with a result of Y or N.

"Exclude Properties with Incomplete Addresses" is also a default setting. This prevents the printing of unusable mailing labels. 

Records to Export: Choose All or From. If From is selected, enter a range in the boxes provided that represents the numerical order of your search results sort order. For instance, if you would like to print the first 100 property addresses, you would enter 1 to 100.

 

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Step 4: Check Export Status and Print

Before clicking the Print button, review the information in the Export Status box to verify how many records are in this export and how many Remaining records you are able to export this month.  If everything meets your expectations, click the Print button.

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Tip: When printing mailing labels, set your printer setting for Page Sizing and Handling to "Actual Size" This setting will insure that the information is printed within the label.  

 

Troubleshooting

Too many properties: This message will appear if the number of records in your search results  exceeds your monthly limit of 2,000 records.  Click the Proceed button to export up to your limit (e.g. if your search results show 1,500 records, but your remaining balance is 900, the system will export the first 900 records requested). Click Cancel to adjust your filters or to begin a new search. 

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Try again later: This message will appear if you have reached your monthly limit of 2,000 records. Export counts are reset on the first day of each month and cannot be reset at any other time.

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Cannot export all records: This message appears if we have filtered out records that are located in a county, district, or state where local regulations prohibit the use of public records data for marketing purposes. Click the OK button to export the records that are not prohibited. Only those records allowed will be deducted from your monthly export count. See the chart further down this page for a complete list of prohibited areas.

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Cannot export records: This message appears if ALL the records in your search results are located in a county, district, or state where local regulations prohibit the use of public records data for marketing purposes. No records will be exported and your monthly export count will not be reduced. See the chart further down this page for a complete list of prohibited areas. 

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Prohibited Areas

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Coming Soon! Need to export more than 2,000 records a month? Premium mailing functions will soon be offered to RPR users at a discount through SiteXPro.com, a property analysis tool offered by our partner, Black Knight.

 

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