MY MEDIA DIRECTORY USER GUIDE

Transcription

1 TABLE OF CONTENTS Subscription Basics 2 Information Included in the Media Directories 3 General Information Included for All Media 4 Information for Publications/Newspapers 6 Information for Radio Stations 8 Information for Television Stations - 10 Additional Information about Directory Contents 11 Using the Directories - 12 Additional Assistance in using the directories Your Microsoft Excel Help section should be able to answer most any question you have about using the data in the directory which is organized in Excel spreadsheets. We encourage you to watch these two video tutorials found on the FAQ page of our website: Tour of a My Media Directory Subscription How to Use a My Media Directory Subscription My Media Directory 9955 Woodstock Way, Fishers IN (fax) contact@mymediadirectory.com MyMediaDirectory.com

2 SUBSCRIPTION BASICS Who can use my media directory subscription? Only a registered user/subscriber is authorized to access the media directory. If you are the only registered user in your office, then only you are authorized to access the media directory. If others in your company or organization will want access to the directory, then they must also be registered users. The cost to add additional users to the base subscription is just $20 per person. You can add additional users at any time during your subscription period. Are there any restrictions for using my media directory subscription? Yes, there are a few simple ones: The information in the media directory is to be used solely by the registered user. Others in your company or organization must be registered users to have access to the information contained in the media directory. It is against federal copyright law for a subscriber to reproduce and distribute the information contained within the media directory in any manner outside of his own use. A subscriber risks immediate forfeiture of his subscription if the above terms are violated. What happens if our company or organization needs to add additional users to our subscription during the subscription period? You can add additional users within your company or organization at any time. Simply contact us via or phone. The cost to add additional users to the base subscription is just $20 per person. What happens if our company or organization registers multiple users/subscribers and one of those persons leaves our office during the subscription period? Just let us know. We will gladly transfer that person s subscription to another person in your office for the remainder of the subscription period. What happens if I renew my subscription after my subscription s expiration date? Your renewed subscription will restart on the date we send you your new login information and will be good for one year after that. What happens if I renew my subscription before my subscription s expiration date? One year will be added to your current expiration date. When does my media directory subscription start and end? Your one-year subscription starts on the date that we send you your login instructions via . What happens if I forget or lose my login instructions? Just send an to us at contact@mymediadirectory.com. We will resend your login instructions to you. Where and how do I log in? You log in at the top of any page on our website using your address and password. How do I access my media directory subscription? As soon as we process your order you will be sent an with your login instructions.

3 INFORMATION INCLUDED IN THE MEDIA DIRECTORIES All information listed in our media directories has been personally verified by phone or in writing by My Media Directory s research staff. Every publication, broadcast station and news service is contacted at least every three months. No information is simply copied from other sources, and no information is entered into the media directories without being verified by My Media Directory. Each media directory is divided into four Excel sheets: Publications Radio Stations Television Stations News Services The directory is organized this way because the information for publications is not necessarily the same as for broadcast stations or news services. However, the basic contact information for all media is the same.

4 GENERAL INFORMATION FOR ALL MEDIA Last Date Changes Made This is the date when changes were made to the listing. This is not the last date My Media Directory contacted the media outlet. Even though we contact every broadcast station and publication multiple times throughout the year, this date will only change if the information has changed. Mailing Address This is the address where the media outlet receives mail. This is not necessarily the same as the street address. The city, state and zip code columns for the mailing address are labeled as City (M), State (M) and Zip Code (M). Street Address This is the physical location of the media outlet. The city, state and zip code columns for the street address are labeled as City (S), State (S) and Zip Code (S). County This is the county where the main city or area of service is located. This is not necessarily the same county where the media outlet is located. If the primary area of service is the entire state, then no county will be listed. Primary City or Area Publication or Station Serves This is the main city or town that the media outlet serves. This is not necessarily the same city or town where the media outlet is located. When a media outlet serves an entire state, then this will be listed as State of Indiana, State of Kentucky or State of Ohio. When a media outlet serves an entire county and not one city or town in particular, then the county name will be listed here. When a media outlet equally serves two cities or towns, one will be listed here and the other one under Notes. Telephone This is the main telephone number for contacting the media outlet. Some may refer to this as the business line. Telephone (toll-free) This is the toll-free telephone number for reaching the media outlet s business office. Telephone (news) This is the media outlet s telephone number for reaching the news department. This may be: The same number as the main telephone number (or) The main telephone number plus an extension (or) A number different than the main telephone number If a broadcast station does not broadcast local news, then you will see n/a (for not applicable).

5 Fax This is the main fax number for the media outlet. If a media outlet does not have a fax number or does not want it published, then you will see the word none. Fax (news) This is the fax number for reaching the media outlet s news department. This may be the same number as the main fax number. If a media outlet does not have a fax number or does not want it published, then you will see the word none. If a broadcast station does not air local news, then you will see n/a (for not applicable). Fax (advertising/sales) This is the fax number for reaching the media outlet s advertising or sales department. This may be the same number as the main fax number. If a media outlet does not have a fax number or does not want it published, then you will see the word none. If a media outlet does not accept advertising, then you will see n/a (for not applicable). (general contact) This is the address for contacting the media outlet with general inquiries. Many media outlets use anti-spam filters to preclude them from receiving unsolicited s. Hence, you may have messages returned to you as "undeliverable" that had a correct address. (news) This is the address for contacting the news department and submitting a news/press release. This may be the same address as the general address. Many media outlets use anti-spam filters to preclude them from receiving unsolicited s. Hence, you may have messages returned to you as "undeliverable" that had a correct address. Website From the directory, you can click on the media outlet s website address and go directly to its website. If a media outlet does not have a website, then you will see the word none.

6 INFORMATION FOR PUBLICATIONS/NEWSPAPERS The directory includes newspapers and publications that serve some portion of the specific state and accept news releases and/or advertising from outside sources. We do not list publications published less frequently than quarterly nor national publications. Publication Category This describes the general content of the publication. Most common categories are: Local community (weekly, semiweekly papers serving the general interests of a city/town) News (daily papers serving the general interests of a city with more in-depth news coverage) Other categories: African-American Agriculture Arts Business College Alumni College Campus Construction Education Entertainment Government Hispanic Historic Preservation Legal Lifestyle Parenting Recreation Religion Senior citizens Sports Women Publication Frequency Weekly (1 time a week) Semiweekly (2 times a week) Triweekly (3 times a week) Daily (4 or more times a week) Biweekly (every other week) Monthly (1 time a month) Semimonthly (2 times a month) Bimonthly (every other month) Quarterly (4 times a year)

7 Publication Days These are the specific days of the week published (Monday, Tuesday, etc.). We do not list publication days for monthly, bimonthly, semimonthly or quarterly publications. Circulation This is the approximate circulation for the publication as provided by its publisher. We round circulation numbers to the nearest hundred. For example, a circulation of 8,125 would be rounded to 8,100. A circulation of 8,176 would be rounded to 8,200. For daily newspapers, we also list Sunday circulation numbers (which are generally higher than the daily circulation) under Notes. We do not list any information about online subscribers, number of readers, etc. Circulation Type: Paid Free (may be designated as available via newsstand, delivered, mailed or with a paid membership to an organization) Names/Titles Listed: Most publications will not have a person for every title listed. A person will only be listed once for an editorial position Executive Editor, Editor, Managing Editor, Online Content Editor or Sports Editor. Publishing Company/Owner Publisher General Manager Executive Editor Editor Managing Editor Online Content Editor (lead person for website content if not already listed in one of the above positions) Advertising Manager Sports Editor Additional Personnel We list up to four additional people for publications/newspapers whose titles/functions do not necessarily fit into one of the above titles. TMC/Shopper If a publication also has a shopper or Total Market Coverage product, its title will be listed. 7

8 INFORMATION FOR RADIO STATIONS Telephone and Telephone (toll-free) We do not list radio stations telephone numbers for a request/contest/studio line. Wattage This is the radiated power for a station as reported by the station. Station wattage can range from less than 100 to as much as 100,000. AM stations may have one wattage for day and a lower wattage for night. Format This describes the general content of what a station broadcasts. The most popular formats: Active Rock Adult Album Alternative (also called AAA or Triple-A) Adult Contemporary Adult Standards (also called Nostalgia) Adults Hits (some stations may list it as Jack FM or Bob FM) Album Oriented Rock (also called AOR) Alternative Americana Big Band Bluegrass Christian Christian Talk Classic Country (exclusively older country music) Classic Hits Classic Rock Classical College Radio Contemporary Christian Contemporary Hit Radio (also called CHR; some may call it Top 40) Country Easy Listening Eclectic (mix of many formats) Freeform (DJ decides what to play/say) Full Service (talk and variety of music) Gospel Hispanic Hot Adult Contemporary (also called Hot AC) Jazz Light Adult Contemporary Mainstream Country (Top 40 country with some older music) Middle of the Road (also called MOR) Modern Rock Oldies (mainly 1955 to early 80 s pop music) Polka Progressive Rock Regional Mexican Rhythmic Contemporary (also called Rhythmic Top 40) Rock Talk Urban Contemporary (rap, hip hop, soul) Urban Adult Contemporary (rhythm &blues, soul, maybe gospel but no rap) Variety 8

9 Network Affiliations Stations pay these networks for some or all of the station s programming. On-air Hours These are the hours when the station is broadcasting. Most stations operate 24/7. Names/Titles Listed: Most stations will not have a person for every title listed. Broadcast Company or Owner General Manager News Director Online Content Editor (only listed if this person is different than the News Director) Program Director Sports Director Sales Manager Public Affairs Director Promotions Director Additional Personnel We list up to three additional people for radio stations whose titles/functions do not necessarily fit into one of the above titles. Notes Some common items under Notes for a radio station are: Non-commercial station. Repeats on (frequency number and location served). Simulcast of (another station s call letters) OR simulcasts with (another station s call letters). Local news provided by (name of a TV station, etc.). All positions filled by students. Also serves (name of town or city).

10 INFORMATION FOR TELEVISION STATIONS Channel Numbers Television channel numbers listed are digital. Stations that are only available via local cable are noted as such. Network Affiliation This is the network that provides much of the station s programming. A station not affiliated with a network will be listed as independent. On-air Hours These are the hours when the station is broadcasting. Most stations operate 24/7. Names/Titles Listed Most stations will not have a person for every title listed. Broadcast Company or Owner General Manager News Director News Producer Online Content Editor (only listed if this person is different than the News Director or News Producer Sports Director General Sales Manager Local Sales Manager Program Director Public Affairs Director Promotions Director Additional Personnel We list up to four additional people for television stations whose titles/functions do not necessarily fit into one of the above titles 10

11 ADDITIONAL INFORMATION ABOUT DIRECTORY CONTENTS College Media We do not list the names or address of college students only adult, full-time personnel. Bureaus/Secondary Offices We only list the personnel and contact information for that location. All other information is included in the media outlet s main listing. This is to avoid duplicate contacts. The location of the media outlet s main office will be listed under Notes. Public Service Announcements (PSAs)? If a broadcast station accepts PSAs, we list yes along with any qualifying information such as only via fax or only from local non-profits. If a radio station does not accept PSAs, we list no. We list the name and address of the person at the station who is the primary contact for PSAs. Sometimes there is a general address to list but not a person s name. Broadcasts Local News? We list yes or no as to whether or not a broadcast station airs local news. There are a few rare instances where a station is listed as no to local news but the station does have a news director listed. In these cases, the person has the title of News Director and may produce local programming but not a daily news broadcast per se. Advertising All media outlets accept advertising unless otherwise noted. 11

12 USING THE DIRECTORIES How often SHOULD I access my media directory subscription? We recommend that our customers log in to access the most current version of the media directory each time they are in need of media information. How often CAN I access my media directory subscription? There is no limit on how many times you can access the media directory during your subscription period every day, every month, whatever your needs are. How does a subscriber know when changes to the media directories have been made? Two ways: When many changes have been made to the listings within a media directory, subscribers will receive a notification from My Media Directory. Also, when customers access the media directory they will see the Last Dates Changes Made associated with each individual media directory listing. How can I sort the data within the media directory? The media directory is organized in a Microsoft Excel file. There is one page/sheet for each media type radio, television, news services and newspapers/publications. To sort the data, click on a cell on one of the media directory pages. On the Data menu, click Sort (or Custom Sort). In the Sort by and Then by boxes, click the columns you want to sort, starting with the most important. Select any other sort options you want, and then click OK. An example: Here s how you would sort if you want to contact only newspapers and publications in just one county. Click on a cell on the Publications page. On the Data menu, click Sort (or Custom Sort). In the Sort by box, click County and then OK. The publications will appear in order of county. Scroll over so you can see the County column. Delete the rows of newspapers and publications that are not in the county you want. Remember: You can download a copy of the media directory from our website anytime you want, so don t worry about deleting the media you don t need to contact at this time. You can read more about Sorting by Rows in your Microsoft Excel Help section. How can I create a media distribution list? Sort the data (see previous question) according to your media contact parameters. Delete the media that you don t need/want to contact at this time. Remember: You can download a copy of the media directory from our website anytime you want, so don t worry about deleting the media you don t need to contact at this time. Copy the addresses in the column/category of interest to you. Paste the addresses into an message. Or you can transfer/upload the Microsoft Excel file to a program you use for sending out messages. Another option is to merge the data into Microsoft Word, and use Word s Mail Merge function to send out messages. 12

13 How can I make a media contact list that I can print? Option #1 Using Microsoft Word Since the media directory is organized in a Microsoft Excel file, you can easily merge the data you want from the media directory into a Microsoft Word document that you can print. You can read in your Microsoft Word Help section about the Mail Merge function for printing a directory (continuous document) or letters (individual pages for each media listing). An example: If you want a contact list for advertising managers in just one county, sort the data (see question above for How can I sort the data within the media directory). Open up a Microsoft Word document and follow the instructions under Tools for creating a Mail Merge document under Letters & Mailings. Select the data you want to print for each media listing. For this example, you might want Publication Name, Mailing Address, City, State, Zip Code, Telephone Number, Website, Publication Frequency, Circulation Number, Circulation Type, Advertising Manager and Advertising Manager . Option #2 Using Microsoft Excel You can print just a portion of a Microsoft Excel page by using the Print Area function under the File tab. Once you have sorted the media (see question above for How can I sort the data within the media directory), decide which columns/types of information you want to have on your printable document and then delete all of the columns/types of information you don t want. Remember: You can download a copy of the media directory from our website anytime you want, so don t worry about deleting the media you don t need to contact at this time. Highlight all of the cells that you want to print, and then click Set Print Area under Print Area on the File tab. Before printing, you can format the size and layout of the document by using Page Setup under the File tab. An example: If you want a contact list for advertising managers in just one county, sort the data (see question above for How can I sort the data within the media directory). Determine the data you want to print for each media listing. For this example, you might want Publication Name, Mailing Address, City, State, Zip Code, Telephone Number, Website, Publication Frequency, Circulation Number, Circulation Type, Advertising Manager and Advertising Manager . Delete all of the other columns/types of information you don t want, and then follow the Set Print Area and Page Setup instructions (paragraph above). How can I make media mailing labels? Since the media directory is organized in a Microsoft Excel file, you can easily merge the data you want from the media directory into a Microsoft Word document for printing mailing labels. You can read about Mail Merge and Printing Labels in your Microsoft Word Help section. The Mail Merge function for labels is under Letters & Mailings on the Tools tab. Additional Assistance in using the directories Your Microsoft Excel Help section should be able to answer most any question you have about using the data in the directory which is organized in Excel. We encourage you to watch these two video tutorials found on the FAQ page of our website: Tour of a My Media Directory Subscription How to Use a My Media Directory Subscription 13