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Message # 1 on 11-04-85 at 20:25 From :JIM BUTTON To :ALL Subj :PC-File/R compatible computers If you've tested PC-File/R on a computer which we don't have listed below, please help us to complete the list. Just leave a <C>omment to SYSOP, or a B-MAIL letter to Jim Button, or an Answer to this letter. ------------------------------------------------------------------ PC-File/R Version 1.0 DEFINITELY WILL RUN ON THESE MACHINES: ---- AT&T PC ITT XTRA COMPAQ (all models) ITT XTRA AT IBM PC LEADING EDGE MODEL D IBM PC-AT TANDY 1000 IBM PCjr TANDY 1200 IBM PC-XT TAVA SPRITE Press Enter,<Q>uit,<S>kip or <NS> nonstop ns IBM 3270PC Zenith Z150 IBM 3270AT ------------------------------------------------------------------ PC-File/R Version 1.0 DEFINITELY WILL NOT RUN ON THESE MACHINES: --- HP 150 DEC Rainbow Zenith Z100 ^K or ^X to abort, ^S to pause, ^Q or Enter to continue. Message # 2 on 11-11-85 at 15:57 From :SYSOP To :ALL Subj :HOW TO GET HELP WITH PC-FILE HINT: You may want to open a disk file to receive (download) the following information for future reference. Please refer to your communication program's manual for instructions on receiving files. --------------------------------------------------------------------------- | HOW TO GET HELP WITH PC-FILE III or PC-FILE/R | --------------------------------------------------------------------------- 1) SCAN- The first thing to do after entering HF, Help with PC-File message area, is to scan the existing messages. In many cases, you will find that the answer to your question already exists. To scan existing messages, you will answer S for (S)can messages. You will then be prompted for the starting number. We suggest you start at the first number. If you see a message that might answer your question, or if a message interests you, jot down the message number so that you can read the message after you have finished scanning all existing messages. 2a) READ - If you found a message during the scanning process which interests you, you can now read the message. To read a message, answer R to (R)ead a message at the prompt. You will then be prompted for the message number to read. If, after typing in the number of the message you want to read, Button-Net shows you the menu without displaying the message, the message you wanted to read has not yet been verified or answered by the sysop. 2b) ENTER a message - If you do not see an answer to your question, you may leave a message. To leave a message you press E to (E)nter a message. You will be prompted for the name of the person the message is for. Leave the message to HELP HELP, HELP being the first name, and HELP being the last name. You will then be asked for the subject of the message. Enter the subject of the problem or question. After verifying who your message is for, and the subject of the message, you will be asked for a password to kill (delete) the message. You must remember this password if you will kill the message at a later date. You will be asked whether you want to upload (U) an existing disk file or type your message in directly using the keyboard (K). You may use either method, however, if you are a new or infrequent user, we suggest you type the message from the keyboard. You will have 25 lines to enter the text of your message. Please describe in as much detail as possible the question or problem, and include the following information: The exact task you are trying to accomplish and the steps you are taking Which version of the program you are using The computer you are using The amount of memory your machine has The number, type and size of the drives your computer has (EX: two double-sided floppy drives) The version of DOS you are using The kind of printer you are using if the question or problem involves the printer Whether the printer is connected to a parallel or serial port if the question or problem involves the printer If you are receiving any error messages, please give the entire text of the error message and the line number. (Example: Diskette error in line 16400). Without the entire text and line number, it is difficult to determine the cause of the error message. Remember to save your message. Even though you type the message from the keyboard or upload the message from a disk file, your message is not stored until you tell Button-Net to save the message. To save your message, you must type S when you see the prompt: "<A>ppend <R>eplace <L>ist <S>ave <I>nsert <D>elete <C>hange or <Q>uit". 3) QUIT - After you have saved your message, or are through reading existing messages, you may quit HF, Help with PC-File message area and return to the main menu of Button-Net by answering Q (Q)uit, return to main menu, at the system prompt. 4) The next time you log on to Button-Net, if your message has been answered, you will receive a notice that you have a message waiting for you. Enter HF, Help with PC-File by typing HF from the main menu. The HF menu will display which message is for you. You may proceed directly to reading this message, or messages. Your message will be answered as soon as possible, usually within a few business days. All messages will remain private until viewed and answered by the sysop. Any message which we feel may benefit other users will be left on the system. All other messages will be removed from the system after several weeks. If your message is selected to remain in the help message area, we will remove your name as the inquirer. Message # 3 on 11-25-85 at 14:36 From :JIM BUTTON To :ALL Subj :SAMPLE.BAS for name fields At the suggestion of a user, I've placed a new SAMPLE.BAS program in the download section of your <F>iles menu. The sample program has been changed as follows: It changes the data in the NAM field. Names like: SMITH, JOHN will be corrected to: SMITH~JOHN This is done so that users can take advantage of the "flip data" feature of PC-FIle, on databases that existed before the feature was even invented. To make use of the Sample program, just download it to your machine. Then, you will have to use it as an example program, to write your own (or modify SAMPLE.BAS) to match up with your database. You'll have to know a little bit about BASIC! WARNING: Before you run your new program, make a backup copy of your database! Hope this new SAMPLE.BAS will be instructive, and perhaps help a few of you. Best regards, Jim Button Message # 4 on 12-17-85 at 09:50 From :SYSOP To :ALL Subj :PCFILE.PIF FILE TO TOPVIEW We have provided a .PIF file which contains the required information to run PC-File III with Topview. This file is being distributed with the PC-File III, version 4.0 and PC-File/R, version 1.0 disks. For those users you have not yet received their updated disk, you may download the PCFILE.PIF file from this bulletin board. To download the file, enter the <F>ile transfer mode from the main menu of the bulletin board. Message # 5 on 12-23-85 at 11:16 From :SYSOP To :ALL Subj :PCFILE.PRO FOR VARIOUS PRINTER We have included several versions of the file PCFILE.PRO for various printers. These files are located in the download directory of the bulletin board. You may download any file in the download directory for your use. The file will be named PRINTER.PRO, where PRINTER is the name of your printer. For example, the profile file for the Epson printer is EPSON.PRO, the profile for the Okidata printer is OKIDATA.PRO. To download a file, you want to enter the <F>ile Transfer mode from the main menu of Button-Net. You will then be shown the files currently available to download. Follow the instructions from the <F>ile Transfer menu. If you have a non-Epson compatible printer, which is not listed in the download directory, and know the appropriate printer control codes for normal and condensed, you may leave a message to the Sysop, indicating the name and model of your printer, and printer control codes for normal and condensed. We will then make this information available to other users, and include a profile file specifically for that printer. Message # 6 on 01-06-86 at 16:07 From :SYSOP To :ALL Subj :LABELS To print labels using PC-File, you must first define a label format. To define a label format, you enter the LIST function by pressing the (F6) key or typing LIS from the main menu. You will then be asked to select a new or existing format. You want to define a new format, so press the (F10) key while your cursor is located on the blank line. If you have not previously saved any report formats, PC-File will skip this screen. You will then see all of your fields listed vertically, at the bottom of the screen you will see the prompt: "Column = 0, Field to List, or action:". It is from this prompt, that you will tell PC-File which fields to include on the label. Let's look at an example. A database includes the following fields: FIRSTNAME, LASTNAME, COMPANY, STREET, CITY, STATE, and ZIP. You would like to print labels on the standard business size labels (one inch from the top of one label to the top of the next) in the following format: First Last Company Street City State Zip You would answer the prompt for field to list as follows: Column = 0, Field to List: FIRSTNAME (press ENTER) : LASTNAME " : / " : COMPANY " : / " : STREET " : / " : CITY " : STATE " : ZIP " : / " : / " : (press ENTER) You must enter each field individually, i.e., you must press the ENTER key after typing each field name. When you want the printer to start a new line (perform a carriage-return), you enter a slash (/) as field to list. When you have listed all of the fields you want printed on your label, you press ENTER when asked for field to list. You can indent each line of the label. You probably will want to do this if you will be printing on envelopes. To cause the printer to indent a line, you want to include the =XX option, where = indicates to tab, and XX equals the column number you want to start printing. For example, you may want to start each line at column 35. Your label format might look like: Column = 0, Field to List: =35 (press ENTER) : FIRSTNAME " : LASTNAME " : / " : =35 " : COMPANY " : / " : =35 " : STREET " : / " : =35 " : CITY " : STATE " : ZIP " : / " : / " : (press ENTER) Notice that you need to include the tab definition for each slash, because after performing a carriage return, the printer will be positioned at column 1. You control the spacing from one label to the next by the number of slashes in the label format. Thus, the spacing from one label to the next is dependent on the number of slashes in the label format, not the number of lines of text to be printed. The rule for the number of slashes to include in a label format is: the total number of lines per label minus 1. # of slashes = # of lines/label - 1 Thus, if your label has six lines, your label format needs five slashes; if the label has 18 lines, the label format needs 17 slashes. If you have not included all required slashes after you have finished listing all fields to be printed, you must enter in the appopriate number of slashes (one at a time), after the last field to list. Your printer will space the same number of lines per label, regardless of the number of lines of actual text printed. Thus, if you are using six line labels and have defined your label format with five slashes, the printer will space six lines for a record with three lines of text, for a record with four lines of text, and for a record of five lines of text. A label with three text lines will have three blank lines, a label with four text lines will have two blank lines, and a label with five text lines will have one blank line. For more information, please see the sections on "Listing the Records" and "Printing Mailing Labels". Message # 7 on 01-20-86 at 16:43 From :TECH SUPPORT To :ALL Subj :RETURN CODE 68 USING LETTER The error message "Return Code=68" while using the letter writing feature of PC-File/R is caused by one of the following: 1) The file COMMAND.COM is not on the PC-File/R program disk. COMMAND.COM MUST be on the drive containing the PC-File/R program files in order for the letter writing feature to load and function properly. 2) The device you are trying to save the file to is "unavailable". The disk could be full, or the drive is not ready. 3) There is not enough free memory available to run the program. In order to run the letter writer from within PC-File/R you must have a minimum of 205K of free memory before running the program. See the message dealing with the DOS CHKDSK command. Message # 8 on 01-20-86 at 16:48 From :TECH SUPPORT To :ALL Subj :DISKETTE OR DEVICE ERRORS DISKETTE OR DEVICE ERROR IN LINES 16000 - 16520 Any diskette or device error in lines 16000 through 16520 indicates that the drive containing the data disk is unable to read or write to the data disk, depending on the function being performed at the time of the error. Diskette and device errors are not caused by a bug in the program, nor are they caused by a faulty program disk. Normally, a diskette or device error in lines 16000 through 16520 is caused because there is a bad or weak spot on the disk containing your database. This bad spot prevents the data drive from reading or writing to the data disk. A diskette or device error in lines 16000 through 16520 can also indicate a problem with the data drive itself. To determine the cause of the error, copy your data files to a new floppy disk, or different place on your hard disk, using the DOS COPY command. Usually copying the files to a new disk will solve the problem. If you receive a "data error reading drive X" where X is the data drive, the disk is at fault. It may not be possible to retrieve the information. If the diskette or device error message appears when using numerous different data disks, it is possible that the data drive is not working properly. If a drive is not working properly, it will damage diskettes. If you suspect the data drive, clean the read/write heads. If the problem still occurs, you should have your drive(s) checked out. Disks can become damaged due to "old age", dirty read/write heads, malfunctioning disk drives, power surges, if the disk is not treated with care, etc. PC-File is very disk-intensive, i.e., PC-File reads and writes to the data disk much more often than a word-processing program or spreadsheet program. Using a word-processing program or spreadsheet program, the data disk is read once to load the file, and usually written to once, to save the file. With PC-File, everytime you add a record, modify a record, delete a record, search, sort, print, etc., the data drive is either reading or writing to the data disk. Thus, diskette errors are much more likely to occur in a program like PC-File than with a word-processing program. Message # 9 on 01-20-86 at 16:50 From :TECH SUPPORT To :ALL Subj :ROUNDING ERRORS WITH NEGATIVE ROUNDING PROBLEM WITH CALCULATED VALUES We are aware of the problem of incorrect rounding of calculated values. The result of a calculation can be .01 off. For example, if the result of a calculation should be -65.00, PC-File III and PC-File/R may report the result to be -64.99. Unfortunately, this problem is caused by a bug in the BASIC compiler used to compile PC-File III and PC-File/R. We are unable to provide a fix to this problem, until we are provided a fix to the BASIC compiler. We will notify all users of a fix to this problem, when it becomes available. Message # 10 on 01-20-86 at 16:56 From :TECH SUPPORT To :ALL Subj :DELETED RECORDS IN PC-FILE When a record is deleted in PC-File III or PC-File/R, the record is not actually deleted, but rather, the data in the record is over- written, or replaced with slashes. A record containing all slashes is recognized by PC-File to be a "deleted" record. Deleted records, and the space taken up by deleted records, may be reclaimed. PC-File will insert the newly added record in place of a previously deleted record, if PC-File knows a deleted record exists. If a deleted record can not be found, the new record will be added at the end of the database. PC-File doesn't keep a list of deleted records. Rather, deleted records are remembered as they are encountered. Thus, before PC-File can reclaim a deleted record, it must know a deleted record exists. The best way to have PC-File "find" deleted records is to do a search using the "FINd" mode, looking for data which does not exist. For example, we load are customer database, and then look for ZIP=XXXXX. Because no record exists with ZIP=XXXXX, PC-File reads through the entire database, and in the process, finds and remembers deleted records. To permanently remove "deleted" records, you must either clone the database, or export then re-import using the compressed format. "Deleted" records are not transferred during the cloning process. If you export using the compressed format, you must import into a different database. If you import into the same databases, the exported records will be appended to the original records. The compressed format is new with PC-File III, version 4.0 and PC-File/R, version 1.0. For more information on re-using deleted records, please see page 77 of the PC-File III, version 4.0 manual, or page 105 of the PC-File/R, version 1.0 manual. Message # 11 on 01-20-86 at 17:01 From :TECH SUPPORT To :ALL Subj :DEFAULT DRIVE, PATH IN .PRO DEFAULT DRIVE, PATH AND DATABASE You may specify a default drive, path, and/or database in the file PCFILE.PRO by running PCSETUP or editing the file PCFILE.PRO with any text editor. The configuration commands for these defaults are: EXAMPLES: /DRIVE,drive /DRIVE,C /PATH,path /PATH,/DATA /FILE,database name /FILE,ACCOUNTS If a default drive, path, and/or database is defined in the file PCFILE.PRO, when the program is initially loaded, PC-File will bypass the screens asking for this information for each respective default defined. When you END the program, you have the option of quitting the program, changing to another database, or to resume working with the current database. If you opt to change to another database, the default values for drive, path and database in PCFILE.PRO are not used. The reason is that the new database may be on either a different drive, and/or different path. If PC-File did not ignore the default drive and path designators in the profile file, it would be impossible to change to a database residing on a different drive or path. If PC-File did not ignore the default database, it would be impossible to change to a different database regardless of the drive or path. It is possible to include the drive, path, and/or database defaults on the DOS command line. For example: C>PCFILE /DRIVE,C,/PATH,/DATA,/FILE,ACCOUNTS It is also possible to set up a batch file containing the command to start PC-File and the drive, path and/or database defaults. If your PC-File program files reside on drive C in the directory called /PCFILE, and the database called ACCOUNTS resides in the directory called /DATA, you can set up a batch file, called ACCOUNTS.BAT as follows: C: CD /PCFILE PCFILE /DRIVE,C,/PATH,/DATA,/FILE,ACCOUNTS This batch file tells the computer 1) to log on to drive C, 2) change directories to the PCFILE directory (remember, you must be logged on to the drive and directory containing the program files to start PC-File) and start PC-File, using the defaults given. After the batch file is defined, all you need to do is type ACCOUNTS, instead of PCFILE /DRIVE,C,/PATH,/DATA,/FILE,ACCOUNTS. Message # 12 on 01-20-86 at 17:03 From :TECH SUPPORT To :ALL Subj :PRINTERS ON SERIAL PORTS PC-File III and PC-File/R send all printer output to the parallel port, or LPT1. If your printer is connected to a serial port, you must re-direct the output from the parallel to the serial port before entering PC-File. It is not possible to change the output device from within PC-File. Use the DOS MODE command to re-direct the output from the parallel to the serial port before entering PC-File. Please refer to your DOS and printer manual for complete instructions. Message # 13 on 01-20-86 at 17:05 From :TECH SUPPORT To :ALL Subj :OLD FILES WITH NEW PRODUCTS Data files used in PC-File III, version 3.0 are completely compatible with both PC-File III, version 4.0 and PC-File/R, version 1.0. There is no conversion necessary. Smart keys created with PC-File III, version 3.0 or earlier are not compatible, and must be re-defined with PC-File III, version 4.0 and PC-File/R, version 1.0. Report formats created with PC-File III, version 2.0 or earlier are not compatible with PC-File III, version 4.0 or PC-File/R, version 1.0. Report formats created with PC-File III, version 2.0 or earlier must be re-defined with PC-File III, version 4.0 or PC-File/R, version 1.0. Message # 14 on 01-20-86 at 17:12 From :TECH SUPPORT To :ALL Subj :STRING CORRUPT ERROR MESSAGE String Corrupt. Should not occur while G.C. The message "String Corrupt. Should not occur while G.C." is a DOS error message. This message does not come from the program. Normally "String Corrupt. Should not occur while G.C." indicates a memory problem with the machine. It can also occur if program files have been corrupted and are being loaded into memory incorrectly, and thus, executed incorrectly. To rectify the problem, make a new working copy of the program disk, or copy the files to your hard disk, if working with a hard disk. If the error message was caused by damaged program files, fresh copies of the program files should solve the problem. If the error message still occurs, try running the program on a different machine. If the error message does not occur, your machine is experiencing some kind of memory problem. Have your machine checked out. If the error message occurs on various machines, the distribution copy of the program disk has been corrupted. Please notify ButtonWare to receive another program disk. There was one instance with PC-File III, version 3.0, which could cause this error message to occur. If, when loading a database with at least one smart key defined longer than 250 characters, this error message would appear before PC-File III displayed the main menu. If you are using PC-File III, version 3.0 and have at least one smart key defined longer than 250 characters, you will need to delete the.KEY file, or modify the .KEY file with a text editor to reduce the size of every smart key to less than 250 characters. PC-File III, version 4.0, allows smart keys up to 300 characters without this error message. This error message is particularly common on the PCjr. Because the PCjr's case is not as well insulated as other computers, the static from the monitor tends to interfere with disk activity. To prevent this error message, make sure your monitor is not sitting directly on the computer case. In fact, the monitor should be at least four to six inches away from the disk drive(s). You can place a phone book or any other thick object between the monitor and the computer case. Message # 15 on 01-21-86 at 16:19 From :TECH SUPPORT To :ALL Subj :BRACKETS IN FIELD NAME PC-File III will not accept brackets [ ] in the field name. The brackets [ ] do not need to be, nor can they be, a part of the field name. The brackets are only included when creating a report format from (F6) LISt or clone. For example, a numeric field is named TOTAL#. When listing this field, you can include the brackets to specify Totals, Subtotals, or Averages. The brackets are only included in response to the prompt "Column=0, Field to List or Action". Please look at the examples on page 25 of the PC-File III, version 4.0 user's guides. DOLLARS# is the field name, but we are listing DOLLARS#[ST], i.e., listing the field DOLLARS# with Totals and Subtotals; COUNT# is the field name, but we are listing COUNT#[A], i.e., listing the field COUNT# with Averages; etc. Message # 16 on 02-04-86 at 16:48 From :TECH SUPPORT To :ALL Subj :PRINT SIZE & STYLE OF REPORTS THE PRINT SIZE OF A REPORT IS CONTROLLED BY FOUR ITEMS: 1) the width of the report, 2) the value indicated for /PAGEWIDTH 3) the value indicated for /NORMAL 4) the value indicated for /CONDENSED. The values of the parameters /PAGEWIDTH, /NORMAL and /CONDENSED are found in the profile file called PCFILE.PRO. To change these values, you may run PCSETUP, or edit the file PCFILE.PRO with any text editor. HOW THE PRINT SIZE AND STYLE OF A REPORT IS DETERMINED: If the width of your report is less than the value indicated for /PAGEWIDTH, the printer control codes following /NORMAL are sent to the printer. If the width of your report is equal to or greater than /PAGEWIDTH, the printer control codes following /CONDENSED are sent to the printer. If you do not have a PCFILE.PRO file, or the profile does not include the above parameters, no printer control codes will be sent to the printer. Thus, the printer will continue printing in the same size and style as the last item printed. For example, your PCFILE.PRO contains the following lines (default for Epson printers): /NORMAL,18 /CONDENSED,15 /PAGEWIDTH,80 Using this profile file, if the report width is less than 80 (less than /PAGEWIDTH), PC-File sends the ASCII decimal value 18 to the printer. ASCII 18 indicates normal print or 10-pitch on an Epson printer. If the report is wider than 80 (wider than /PAGEWIDTH), PC-File sends the ASCII decimal value 15 to the printer. ASCII 15 indicates condensed print or 17.1 cpi on an Epson printer. You do not have to include the printer control codes for normal print or 10-pitch following /NORMAL, nor do you have to include the printer control codes for condensed print following /CONDENSED. For example, if you wanted your reports to print in italics regardless of the width of the report. Your PCFILE.PRO would contain the following lines: /NORMAL,27,52 /CONDENSED,27,52 /PAGEWIDTH,80 You can also include more than one printer control code for either /NORMAL and /CONDENSED. For example, if you wanted to print double-strike and normal for reports less than 80 characters, and double-strike and condensed for reports wider than 80 characters, your PCFILE.PRO would contain the following lines: /NORMAL,27,71,18 /CONDENSED,27,71,15 /PAGEWIDTH,80 The above information applies only when printing reports or labels from (F6) LISt or clone. This information does not apply to the PCLABEL program, nor to the letter writing feature, LET, of PC-File/R. PCLABEL does not send any printer control codes to the printer. Thus, if you need to change the size or style of print before printing labels using PCLABEL, you will need to send the proper printer control codes to the printer via a small BASIC program (consult for printer manual for an example), or print a report from PC-File which will cause the printer to change to the desired print size and style. The letter writing feature of PC-File/R does not send any printer control codes to the printer. Thus, if you need to print a document from the letter writing feature of PC-File/R, you will need to imbed the proper printer control codes into the body of the document to be printed. Please see pages 65-66 of the PC-File/R manual for complete instructio ns. For a list of your printer's control codes, you must reference your printer manual. Message # 17 on 02-04-86 at 16:54 From :TECH SUPPORT To :ALL Subj :PAGE BREAKS IN REPORTS INCORRECT SPACING BETWEEN PAGES 1 AND 2 OF REPORTS The current versions of PC-File III and PC-File/R do not reset the printer to the top-of-form before printing a report. If you manually move the paper in the printer, you must reset the printer to the top-of-form before printing. If you do not reset the printer, the printer will space an incorrect amount between pages 1 and 2. Spacing between all other page numbers will be correct. There are several procedures for resetting your printer: 1) Using the ONLINE button. a) Press the ONLINE button so that the READY light is off. b) Manually move the paper to the proper position. c) Press the ONLINE button so that the READY light is on. 2) Turn the printer off. a) Manually move the paper to the proper position. b) Turn the printer off. c) Turn the printer back on. Note: This option will also reset the printer to the default print size and style. Ideally, you do not want to manually move the paper in the printer. You should use the line feed or form feed buttons to move the paper. When using the line feed or form feed buttons, the printer should automatically reset itself to the top-of-form. Message # 18 on 02-21-86 at 15:43 From :TECH SUPPORT To :ALL Subj :Out of string space ERROR 14, OUT OF STRING SPACE The most common reason for receiving the error message, Out of String Space, is that your machine does not have enough available memory in order to run the program properly. Certain functions may run fine, other may not. PC-File requires at least 95K available memory in order to run. The more memory available, the better. Use the DOS CHKDSK command before running PC-File to determine the amount of memory available. For complete instructions concerning the CHKDSK command, please refer to your DOS manual. CHKDSK will display a message similar to: 362496 bytes disk space 0 bytes in hidden files 207872 bytes in 13 files 154624 bytes available on disk 524288 bytes total memory 282464 bytes free Note: The above values will vary for different machines and disks. If your machine has less than 95K bytes free (the number displayed on the last line, highlighted in the above example), you will not be able to run PC-File. If you have a RAM disk, print spooler, buffers, or memory resident programs installed, you will need to disable some or all in order to bring the available memory above 95K. Alternatively, you may purchase additional memory for your machine. There are several possible reasons for this error message. First, report formats created with PC-File III, version 2.0 or earlier are no longer compatible with PC-File III, version 4.0 or PC-File/R, version 1.0. This is explained on page iii of the manual. Using the current version of PC-File III or PC-File/R, you must redefine all report formats created with PC-File III, version 2.0 or earlier. Second, PC-File III, version 4.0 allows up to 200 different items to be included in one report format. Earlier versions of PC-File III allowed fewer items. A field name, slash for carriage return, constant, or any other report option is considered one item. If your report format includes more than 200 items, you must edit or redefine the report format to reduce the number of items to 200 or less. Message # 19 on 02-26-86 at 16:24 From :TECH SUPPORT To :ALL Subj :IMBEDDING PRINTER CONTROL CODE IMBEDDING PRINTER CONTROL CODES INTO REPORT FORMATS It is possible to imbed printer control codes into a report or label format. You can cause an entire report to print in a certain type size or style (bold print, condensed print, elite print, etc.), or you can cause only selected fields to be underlined, bold print, etc. PC-File III, version 4.0 and PC-File/R, version 1.0 allow you to include the configuration commands found in the PCFILE.PRO file in a report format. These configuration commands will over-ride the values in the PCFILE.PRO file. The configuration commands control the entire report. You can not use the configuration commands to underline one field and bold print another. The configuration commands must be entered into the report format using a text editor. PCLTR of PC-File/R, PC-Type, Edlin are several examples. The configuration commands allowed in report formats are: /CONDENSED, XX /FORMFEED /LINES, XX /NORMAL, XX /PAGELEN, XX /PAGEWIDTH, XX You can include a printer control code as a constant in a report format. Including printer control codes as constants, allows you to underline one field, bold printer another, etc. To include the printer control codes, you usually must use a text editor or any word processing program which stores ASCII files (PC-Type or Edlin, for example). Most printer control codes can not be entered from PC-File's report definition screen in (F6). Any printer control code beginning with ESC can not be entered in the (F6) mode of PC-File. You must use the ASCII decimal value, not the hexadecimal value. Please consult your printer manual for the proper printer control codes. EXAMPLE: You have defined a report format in PC-File. You want to edit the report format with a text editor to bold print the ATTN line. Using the Epson printer control codes, ESC E turns on emphasized print, and ESC F turns off emphasized print. You would edit your report format to include fourth and sixth lines. :0T COMPANY / <E (will actually display as the left arrow E) ATTN <F (will actually display as left arrow F) / ADDRESS / CITY STATE ZIP / Message # 20 on 07-23-86 at 11:39 From :TECH SUPPORT To :ALL Subj :TAB & SHIFT IN THE BROWSE MODE TAB and SHIFT TAB in the BROWSE MODE When using the TAB key in the browse mode to shift the fields to the left (displaying the fields to the right), you will notice that the relative record number does not move. The relative record number is displayed in the far left column. As you press the TAB key, every field, except the relative record number will shift one field to the left. The relative record number column does not move for several reasons: 1) the relative record number is not an actual field in the database, and 2) it is also important when in the browse mode, to see the relative record number. Rather than watching the relative record number, watch the first actual field. When you press the TAB key, you should see the first field moved to the left off the screen, and the second field will now occupy the column originally occupied by the first field. EXAMPLE: When you first enter the browse mode you should see a screen similar to: RCD. DIS ═════════════════════════════════════════════════════════════ 1│Brown │George │PO Box 101 │Seattle 2│Davis │Ed │PO Box 202 │Seattle 3│Harris │Bob │PO Box 303 │Bellevue 4│Miller │Joe │PO Box 404 │Bellevue 5│Smith │John │PO Box 505 │Bellevue After pressing the TAB key, your screen should look something like: RCD. DIS ═════════════════════════════════════════════════════════════ 1│George │PO Box 101 │Seattle │WA│98001 2│Ed │PO Box 202 │Seattle │WA│98002 3│Bob │PO Box 303 │Bellevue │WA│98003 4│Joe │PO Box 404 │Bellevue │WA│98004 5│John │PO Box 505 │Bellevue │WA│98005 You will notice that the record number is the far left column has not moved, but the actual field data has moved one field to the left. The LASTNAME field has moved off the screen, and the FIRSTNAME field now occupies the first field column. To shift to fields to the right (displaying the fields to the left), you need to press the SHIFT TAB keys (hold down the SHIFT key, while pressing the TAB key). Using the above example, you have pressed the TAB key to shift the fields to the left, moving the LASTNAME field off the screen. Now you would like to shift the fields to the right, in order to display the LASTNAME field again. After you press the SHIFT TAB keys, your screen should display: RCD. DIS ═════════════════════════════════════════════════════════════ 1│Brown │George │PO Box 101 │Seattle 2│Davis │Ed │PO Box 202 │Seattle 3│Harris │Bob │PO Box 303 │Bellevue 4│Miller │Joe │PO Box 404 │Bellevue 5│Smith │John │PO Box 505 │Bellevue Message # 21 on 07-23-86 at 11:40 From :TECH SUPPORT To :ALL Subj :USING THE DOS CHKDSK COMMAND USING THE DOS CHKDSK COMMAND TO CHECK A DISK FOR DAMAGE The DOS CHKDSK command will analyze the files, directories and File Allocation Table on the designated drive. CHKDSK will return a status message. This status message will include the amount of disk space on the designated disk, the number and size of all hidden files, the number and size of all directories, the number and size of all files (indicated as user files), the amount of disk space available, the total amount of RAM memory installed, and the amount of RAM memory available (indicated as bytes free). The message displayed by CHKDSK will look simliar to: 362496 bytes total disk space 18944 bytes in 3 hidden files 512 bytes in 1 directories 220160 bytes in 56 user files 123392 bytes available on disk 524288 bytes total memory 222656 bytes free CHKDSK will also alert you to any disk problems. Possible disk problems reported by CHKDSK include bad sectors, lost clusters, lost chains, damaged file allocation table, etc. If your data becomes unreadable, the first thing you should do is run CHKDSK on your data disk. If CHKDSK reports any errors, the disk has been damaged. CHKDSK is able to repair many disk errors, but not all. To try to fix any disk errors, you must run CHKDSK with the /F parameter specified. Please refer to your DOS manual for further instructions. PCFIX can not fix damaged disks. PCFIX can only fixed damaged .DTA and .INX files. Damaged disks (bad sectors, lost clusters, lost allocation tables, damaged disk directories) are caused either by hardware problems or operator error. PC-File itself can not damage a disk. The most common reason for a disk to become damaged, is that the disk just wears out. If the disk is old, or is used quite frequently, the disk will go bad. If the data drive is not working properly, the drive can trash disks. Another reason for damaged disks is operator error. If the disk door is opened while the drive is writing to the disk; if the disk is removed before ending the program; if the operator is having to switch disks, and switches the wrong disk, the disk will be damaged. To ensure against disk damage, always use relatively new, high-quality disks. If the disk is more than one year old and is used frequently, you might want to throw it out. Also, always back up your database and other files each day. Clean the read/write heads of a floppy disk regularly. Continued disk problems can indicate a faulty drive. You might want to have your drives checked. Message # 22 on 07-23-86 at 11:44 From :TECH SUPPORT To :ALL Subj :SELECTING RECORDS ON DATE FIEL SELECTING RECORDS ON DATE FIELDS OF FORMAT MM-DD-YY Dates entered in the format MM-DD-YY must include leading zeros for months 0-9 (January through September) and days 0-9. Thus January 1, 1985 must be entered 01-01-85, NOT 1-1-85. Because dates are read character by character, each date must be entered with the same number of characters, in this example, eight character. PC-File reads a date as a number. Thus, 10-30-85 is read as 103,085; 01-30-85 is read 13,085; and 10-30-84 is 103,084. Ideally, dates should be entered in the format YYMMDD if you will be selecting records between two dates, i.e., greater than one date, less than another. To select dates in the format MM-DD-YY within the same year is not difficult. You first select the date equal to the year you desire, using the wildcard character, _ , as the month and date. Then you may select the dates greater and less than, indicating the month and days, using the wildcard character for the year. An example: Field # 1: DATE Compare how: > Compare to value: 07-30-__ AND Field # 2: DATE Compare how: < Compare to value: 10-01-__ AND Field # 3: DATE Compare how: = Compare to value: __-__-85 END This example will produce all records where DATE is greater than 07-30 and less than 10-01 in 1985. Message # 23 on 07-23-86 at 11:45 From :TECH SUPPORT To :ALL Subj :ERROR 0 DURING BACKUP COPY ERROR 0 DURING BACKUP COPY PROCEDURE PC-File III and PC-File/R allow you to backup your database without leaving the program. The backup procedure is option 1 of the Utilities menu. To enter the Utilities mode, press (F8) or type UTI from the main menu. PC-File's backup copy procedure is limited to databases which will fit on the disk you are copying to. You can not use the PC-File's backup procedure to backup your database from a hard disk to a floppy if the files associated with the database (.HDR, .DTA, .INX, .KEY, .PRO) will not fit on one floppy. If the files associated with a database (.HDR, .DTA, .INX, .KEY, .PRO) will not fit on one floppy, you must use the DOS BACKUP command to backup the database. Error 0 while backing up the database usually indicates some kind of disk problem. Normally, this error indicates that the disk to which you were backing up is full, i.e., there are 0 bytes left. However, Error 0 can also indicate a problem reading the original data disk, or writing to the backup data disk. PC-File's backup procedure does not re-try on data read or write errors. If you receive an error 0 while making a backup, quit PC-File and use the DOS COPY command to backup all files associates with the database. If your database is too large to fit on one floppy, you must use the DOS BACKUP command. If you receive data reading errors while using either the DOS COPY or BACKUP command, you should transfer your working copy of the database to either a new floppy or different part of the hard disk. If DOS is unable to read a disk during the COPY or BACKUP procedure, PC-File will be unable to read the disk. Message # 24 on 07-23-86 at 11:46 From :TECH SUPPORT To :ALL Subj :INVALID HEADER FILE MESSAGE MAKE OUTPUT DEVICE READY MESSAGE WHILE CLONING The messages "Make ready B: [file name]. Then, Press (ENTER)" and "Make output device ready" while cloning can occur for several reasons. These error messages usually indicate that the disk to which you are cloning if full, i.e., there are 0 bytes free. To verify this, do a DIR listing or CHKDSK of the data disk. The disk to which you are cloning must have enough space available to contain the entire database. If you are adding fields, or lengthening existing fields, the database files will larger. You must allow for this increased size. These error messages can also indicate a problem with the disk to which you are cloning. First, make sure you are using formatted disks. PC-File can not write to a non-formatted disk. If the disk is formatted, and there is more than enough space to contain the cloned database, it is possible there is a problem with the disk. Try a different floppy disk, or different portion of your hard disk. Message # 25 on 07-23-86 at 11:47 From :TECH SUPPORT To :ALL Subj :MAKE OUTPUT DEVICE READY MAKE OUTPUT DEVICE READY MESSAGE WHILE CLONING The messages "Make ready B: [file name]. Then, Press (ENTER)" and "Make output device ready" while cloning can occur for several reasons. These error messages usually indicate that the disk to which you are cloning if full, i.e., there are 0 bytes free. To verify this, do a DIR listing or CHKDSK of the data disk. The disk to which you are cloning must have enough space available to contain the entire database. If you are adding fields, or lengthening existing fields, the database files will larger. You must allow for this increased size. These error messages can also indicate a problem with the disk to which you are cloning. First, make sure you are using formatted disks. PC-File can not write to a non-formatted disk. If the disk is formatted, and there is more than enough space to contain the cloned database, it is possible there is a problem with the disk. Try a different floppy disk, or different portion of your hard disk. Message # 26 on 07-23-86 at 11:47 From :TECH SUPPORT To :ALL Subj :OVERFLOW IN LINE 1310 THE ERROR MESSAGES "OVERFLOW IN LINE 1310" AND "FULL DISK IN LINE 2610" USING PC-FILE III, VERSION 3.0 These error messages were caused by a bug in PC-File III, version 3.0. These error messages would only occur when sorting on a machine with more than approximately 550K available. This problem was fixed with PC-File III, version 3.0 in January, 1985, and is fixed with the PC-File III, version 4.0 and PC-File/R, version 1.0 disks. Message # 27 on 07-23-86 at 11:48 From :TECH SUPPORT To :ALL Subj :BAD FILE NAME ERROR MESSAGE BAD FILE NAME ERROR MESSAGE PC-File III, version 3.0 and earlier, allowed you to create a database named with an imbedded space. Example: TO DO, MY LIST. However, any file name containing an imbedded space is not a valid DOS file name. PC-File III, version 4.0 and PC-File/R, version 1.0, no longer recognize files containing an imbedded space. To rename your files to remove the space, you have two options: 1) Using PC-File III, version 3.0 or earlier, enter the UTIlities mode (F8). Select item 2, Rename a database. Select the database to be renamed. Enter a new name, removing any imbedded spaces. 2) Use the DOS RENAME command to rename all offending file names. You must insert a question mark in the position occupied by the space. Example: A>REN TO?DO.HDR TODO.HDR Message # 28 on 07-23-86 at 11:49 From :TECH SUPPORT To :ALL Subj :OUT OF WORK SPACE OUT OF WORK SPACE There are several possible reasons for this error message. First, report formats created with PC-File III, version 2.0 or earlier are no longer compatible with PC-File III, version 4.0 or PC-File/R, version 1.0. This is explained on page iii of the manual. Using the current version of PC-File III or PC-File/R, you must redefine all report formats created with PC-File III, version 2.0 or earlier. Second, PC-File III, version 4.0 allows up to 200 different items to be included in one report format. Earlier versions of PC-File III allowed fewer items. A field name, slash for carriage return, constant, or any other report option is considered one item. If your report format includes more than 200 items, you must edit or redefine the report format to reduce the number of items to 200 or less. Message # 29 on 07-23-86 at 11:50 From :TECH SUPPORT To :ALL Subj :EXPORTING FORMAT TO USE WHEN EXPORTING DATA TO BE USED WITH ANOTHER PROGRAM PC-File/R and PC-File III allow you to export data to be used with other programs. You must know the correct format required by the other program before exporting from PC-File. Please refer to the program's manual for more information. PC-File/R, version 1.0 and PC-File III, version 4.0 can export data to the following formats: Comma-delimited (also called MailMerge or Wordstar format) Compressed DIF Lotus PRN PC-Calc PeachText SYLK Text editor Visicalc Word Perfect The data file of your database, databasename.DTA, is a fixed length file. The data is stored in a fixed length format. You do not need to export your database if a fixed length format is required. If a fixed length format is required, use the DOS COPY command to copy the .DTA file. 1) To export data from PC-File to be used with ________________ export using the __________________ format. 2) PC-File III and PC-File/R do not support the format required by ______________________. 3) We do not know the format required by _____________________. Please check the program manual. Message # 30 on 07-23-86 at 11:55 From :TECH SUPPORT To :ALL Subj :USING GLOBAL UPDATE AND DELETE USING GLOBAL UPDATE AND DELETE PC-File/R and PC-File III have a global update and delete feature. You can use the global feature to either update numerous records with the same data or delete numerous records. To use the global update and delete feature most effectively, the records to be updated or deleted must have common data in at least one field. If the records to be updated or deleted do not have common data in at least one field, you will not be able to use the global feature. Instead, you must delete each record individually using (F3) - DELETE a record, or delete from (F5) - FIND a record. The global update and delete feature allows you to match data in one field. You can not match data in more than one field. You can use the wildcard character or blank spaces when indicating the data to match. The data to be inserted into the "field to update" when using global update, can be blanks. To match on a field which doesn't contain any characters (if the field is blank), or to update a field to an empty field, just press the space bar the length of the field when asked for the data. You must press the space bar. The global update feature erases existing data from the update field and replaces the field with the update data. It is not possible to update a portion of a field using global update. The "field to update" can be the same field as the "field to match". If you need to update a portion of a field, you will need to define a smart key. You can define the smart key to include the cursor movements to move the cursor to the proper position, activate the INSERT key if needed, and enter the new data. You can also define the smart key to loop back to itself, so that no input is required from you to update a batch of records. For more information on smart keys, please refer to your manual. The global delete feature deletes the entire record. You can not use global delete feature to delete information in one or more fields, and keep information in other fields. If you want to delete data in certain fields, you must use the global update feature and replace the existing data with blanks. Please note that in the current versions of PC-File, calculated fields and relational fields (PC-File/R only) are not re-calculated during a global update process. Message # 31 on 07-23-86 at 11:56 From :TECH SUPPORT To :ALL Subj :RECREATING A DAMAGED .HDR FILE RECREATING A DAMAGED HEADER FILE The header file contains the names, lengths, and edit masks of each field. The header file is created by PC-File when you define a new database. The header file, databasename.HDR, is required to load a database. If the databasename.HDR file is missing from the data disk, PC-File will not allow you to access the data, even if the databasename.DTA and databasename.INX files are present. If your header file becomes damaged, or is deleted, you can recreate the header file. The header file should never be modified with a text editor or word processor after you have added data. If you modify your header file, you can damage your database. Follow the steps outlined below to recreate your header file. Example: Your current database is named OLD. You mistakenly deleted the OLD.HDR file. To recreate OLD.HDR, you: 1) Tell PC-File you want to use the database called NEW. (You can use any name for your new database, so long as you do not have another database by that particular name.) 2) PC-File will tell you that NEW is a new database, and ask you if you want to define it. Answer Y. 3) Define the NEW database exactly as the OLD database. You must define the same number of fields, with the each field having the same length as in the OLD database. The fields must be in the same order as in the OLD database. 4) After you have defined NEW, quit PC-File. 5) Use the DOS COPY command to copy OLD.DTA to NEW.DTA. COPY OLD.DTA NEW.DTA 6) Run PCFIX on the NEW database. 7) After you have verified that the NEW database is correct, and the data is located in the proper fields, you may delete the OLD.DTA and OLD.INX files. You may also rename the NEW database. Message # 32 on 07-23-86 at 11:58 From :TECH SUPPORT To :ALL Subj :IMPORTING INTO AN EXISTING DAT IMPORTING INTO AN EXISTING DATABASE PC-File III, version 4.0 and PC-File/R, version 1.0 allow you to import into an existing database. Existing records will not be affected. The records in the imported file will be appended to the end of the existing database. The import process does not check for or reject duplicate records. If you do not want to append the imported records onto the end of an existing database, you must import into an empty database. You can either define a new database to import into, or copy an existing databasename.HDR to a new databasename.HDR and import into the new database. You do not want to copy the .DTA and .INX files. When using the compressed format to remove "deleted" records, you must import into an empty database. If you import back into the database from which you exported, you will append the exported records to the end of the database. This will double the size of your database, and will cause the database to have duplicate records. You have two options. We recommend the first. 1) Copy the databasename.HDR file to a new file using the DOS COPY command. EX: COPY OLD.HDR NEW.HDR Now import into NEW. 2) After exporting to the compressed format, delete the databasename.DTA and databasename.INX files. You will be left with the databasename.HDR file. EX: DEL OLD.DTA DEL OLD.INX Now import into OLD. Message # 33 on 07-23-86 at 13:05 From :TECH SUPPORT To :ALL Subj :FORMAT FOR IMPORTING FORMAT TO USE WHEN IMPORTING DATA TO BE USED WITH ANOTHER PROGRAM PC-File/R and PC-File III allow you to import data from other programs. You must know the format the data is stored in before importing into PC-File. Please refer to the program's manual for more information. PC-File/R, version 1.0 and PC-File III, version 4.0 can import data to the following formats: Comma-delimited (also called MailMerge or Wordstar format) Compressed DIF Fixed length PC-Calc PeachText Text editor Word Perfect 1) To import data into PC-File from ____________________, use the __________________ format. 2) PC-File/R and PC-File III do not support the format produced by ______________________. 3) We do not know the format produced by _____________________. Please check the program manual. Message # 34 on 07-23-86 at 13:06 From :TECH SUPPORT To :ALL Subj :BLANK LINES IN LABELS IMBEDDING BLANK LINES AND SPACES IN LABELS PC-File (PC-File III and PC-File/R) normally removes blank lines and blank spaces within the body of a label, when printing in the LABELs mode of (F6) LISt or clone. All blank spaces between fields, except one are removed when printing. Blank lines which would occur between data lines are moved to the end of the label. These changes produce a more pleasant looking label. Let's look at an example. A database includes the following fields: FIRSTNAME, LASTNAME, COMPANY, STREET, CITY, STATE, ZIP, and ACCOUNT. You would like to print labels in the following format: ACCOUNT FIRST LAST COMPANY STREET CITY STATE ZIP To create the proper label format, you would answer the prompt for field to list as follows: Column = 0, Field to List: ACCOUNT (press ENTER) : / " : FIRSTNAME " : LASTNAME " : / " : COMPANY " : / " : STREET " : / " : CITY " : STATE " : ZIP " : / " : (press ENTER) One particular record contains the following information, LASTNAME [Smith ] FIRSTNAME [John ] COMPANY [ ] STREET [PO Box 5786 ] CITY [Bellevue, ] STATE [WA] ZIP [98006 ] ACCOUNT [5105 ] With spaces and blank lines removed, the label will look like: 5105 John Smith PO Box 5786 Bellevue, WA 98006 Without spaces and blank lines removed, the label would look like: 5105 John Smith PO Box 5786 Bellevue, WA 98006 There are, however, are instances where you will want blank spaces between fields on the same lines, and/or blank lines between data lines. To cause spaces to occur within a line in the LABELs mode, or to indent characters on a line, you must use =XX as the field to list, where XX is the column number to start printing. The =XX notation is referred to as the tabbing specification, i.e., tab to a particular column. Tabbing positions must be specified from left to right. The column being tabbed to must be further to the right on the printer than the ending column of the previously defined field. Using the database above, we want to print the ACCOUNT field on the same line with first and last name, but we want to include some spaces between the last name and the account number. Let's say we want the account number to begin printing at column 30. We also want to print ZIP on a new line, and indent the zip code 15 spaces. Printing labels with this new format will produce a label like: John Smith 5105 PO Box 5786 Bellevue, WA 98006 Your report format will look like: Column = 0, Field to List: FIRSTNAME (press ENTER) : LASTNAME " : =30 " : ACCOUNT " : / " : COMPANY " : / " : STREET " : / " : CITY " : STATE " : / " : =15 " : ZIP " : / " : (press ENTER) It is also possible to produce blank lines within the body of a label. To force a blank line to print within the body of the label, you have to trick PC-File into thinking that it is printing something on that particular line. (Remember that if there is nothing to print, PC-File moves that line to the end of the label, and moves up the next line). If you indicate a constant of a space to be printed on a line, PC-File thinks it is printing something, and therefore will not move the line, but what is actually being printed is a space, i.e., nothing. Let's assume that you want to print the account number on the first line of the label beginning at column 15, and you want one blank line before printing the rest of the label. Our new label will look like: 5105 John Smith PO Box 5786 Bellevue, WA 98006 The report format will look like: Column = 0, Field to List: =15 (press ENTER) : ACCOUNT " : / " : " " " : / " : FIRSTNAME " : LASTNAME " : / " : COMPANY " : / " : STREET " : / " : CITY " : STATE " : ZIP " : / " : (press ENTER) The combination of " " and / as fields to list will produce one blank line. To produce two blank lines, you would need two sets of " " and / as fields to list. The above information applies to printing from the (F6) LISt or clone mode. This information does not apply to the snapshot mailing label, or letter writing feature of PC-File/R. It is not possible to imbed blank lines in labels that will be printed with PC-LABEL. Message # 35 on 07-23-86 at 13:12 From :TECH SUPPORT To :ALL Subj :PC-FILE ON SANYO MACHINES PC-FILE ON SANYO MACHINES We are aware of several minor problems running PC-File III or PC-File/R on various Sanyo machines. The screen will blink, or flash, on and off. We have talked to several Sanyo representatives concerning this problem. To rectify this problem, you must turn Dip Switch #3 to the OFF position. This switch is located inside your computer. Please refer to your computer manual for further details. The Sanyo keyboard does not have an ALT key. To simulate the ALT key for use with the snapshot mailing label feature, and smart keys, you can use the SHIFT-CTRL key combination. Message # 36 on 07-23-86 at 13:15 From :TECH SUPPORT To :ALL Subj :USING PC-FILE ON TI PRO USING PC-FILE ON THE TI PROFESSIONAL IN THE EMULATE MODE To use PC-File III or PC-File/R on the TI Professional copmuter, you must be in the EMULATE mode. Please refer to your computer manual for instructions on using the EMULATE mode. Several users have indicated certain problems when running PC-File on the TI in the EMULATE mode. These incompatibilities are caused because the TI Professional is not a true IBM PC compatible machine. The screen colors may not function properly. PC-File allows you to set your screen colors if using a color display. However, with the TI, you should use the black and white mode of PC-File. The PgUp/PgDn keys may not work. When using (Alt)5 to print a snapshot mailing label, you may have to press ENTER after (Alt)5. You do not have to press ENTER on any other machine. Message # 37 on 07-23-86 at 13:16 From :TECH SUPPORT To :ALL Subj :BACKSLASH IN A DATABASE BACKSLASH AS A CHARACTER IN A DATABASE The backslash character, / , as the first character in the first field is recognized by PC-File III as the end-of-file marker. Imbedded backslashes will cause PC-File to think that it has reached the end of the file. PC-File will not read past an imbedded end-of-file marker. Records beyond an imbedded end-of file marker will not be processed. Thus, if you include the backslash as a character, or piece of data, in your database, it can not occur as the first character in the first field. If your database has an imbedded end-of-file marker, preventing you from accessing all of your records, you must run PCFIX. PCFIX will replace any imbedded end-of-file marker with an @ sign. Message # 38 on 07-23-86 at 13:18 From :TECH SUPPORT To :ALL Subj :USING BATCH FILES USING A BATCH FILE TO START THE PROGRAM You must be logged on to the drive and directory which contain the program files before starting the program. For example: Your program disk is in drive C. You are currently logged on to drive A. You must change to drive C before starting the program. WRONG: A>C:PCFILE RIGHT: A>C: C>PCFILE You can create a batch file which will automatically log you onto the proper disk and directory, then start PC-File. You can also include other batch files, commands or other programs to run after quitting PC-File. The batch file will continue processing the commands following PCFILE after exiting PC-File. The following batch file, F.BAT, will log you on to drive C, change to the /PCFILE directory and start PC-File. There is nothing to process after PC-File. When you quit PC-File, you be dropped back to the DOS prompt. To start the following batch file, you only need to type F. C: CD /PCFILE PCFILE The following batch file will log you on to drive A, start PC-File, and will run a program called BACK-UP after exiting PC-File. A: PC-FILE BACK-UP Using batch files to start the program, and to run other programs allows you to automate many routine procedures. Message # 39 on 07-23-86 at 13:19 From :TECH SUPPORT To :ALL Subj :PC-FILE REQUIRED FILES REQUIRED FILES FOR PC-FILE III The following files are required to be on the logged drive and directory in order to run PC-File III: FILE ------------- PCFILE.EXE PCOVL.EXE The following files are required to be on the logged drive and directory only when the function noted is performed: FILE FUNCTION ------------- --------------------------------------- PCDEF.EXE Defining a database PCEXPOR.EXE Exporting a database PCFIX.EXE Running PCFIX stand-alone, or cloning PCIMPOR.EXE Importing a file PCLABEL.EXE Running PCLABEL stand-alone PCPRINT.EXE Printing reports, labels, or cloning PCSETUP.EXE Running PCSETUP stand-alone PCSORT.EXE Sorting the database PCUTIL.EXE Using any of the utilities, including importing and exporting PCFILE.PIF Required only if using PC-File with Topview The following files are not required to run any portion of the program. FILE ------------ RESPONSE PC-FILE.BAT PCFILE.PRO Recommended that PCFILE.PRO be on default drive and directory to take advantage of, designated screen colors, printer controls, snapshot mailing label definition, etc. This file is not required, however. Message # 40 on 07-23-86 at 13:30 From :TECH SUPPORT To :ALL Subj :USING NON-STANDARD CHARACTERS INCLUDING NON-STANDARD LETTERS OR CHARACTERS AS DATA It is possible to include non-standard letters or characters as data in a PC-File database. Most characters with an ASCII decimal value greater than 31 can be included as data. Thus, you can include foreign language characters, such as ñ, ß; and graphics characters such as ╗, √. It is usually not possible to include printer control codes which have an ASCII decimal value less than 32, including ESC sequences. To include a character with ASCII decimal value greater than 31 as actual data, you need to "multi-punch" the ASCII decimal value of the cahracter. You will use the ALT key and numeric keypad. While holding down the ALT key, type the ASCII decimal value of the character using the numeric keypad. When you have finished entering in the value, lift the ALT key. Do not use the number keys at the top of the keyboard, you must use the numeric keypad. For example, you want to include the character ß in a word in your database. You would hold down the ALT key, and type 225, then lift up the ALT key. When you lift the ALT key, you will see the ß character. 225 is the ASCII value of ß for the Proprinter. The ASCII values for characters are listed in the back of your BASIC manual. If you will be printing your data, check your printer manual for the proper ASCII decimal value for the printer to print that particular character. The ASCII value in the BASIC manual is not always the same ASCII value used by your printer. Message # 41 on 07-23-86 at 13:36 From :TECH SUPPORT To :ALL Subj :RECORD COUNT HOW PC-FILE KNOWS THE NUMBER OF RECORDS IN THE DATABASE PC-File does not store the number of records in the database on the data disk. PC-File calculates the number of records in the database when the database is first loaded. PC-File displays the total number of records in the database, and the number of records which can be added on that disk. The total number of records in the database also includes deleted records. If your database does not contain deleted records, the total number of records displayed will be accurate. If your database does contain deleted records, the total displayed will be a bit higher than the number of actual records. The number of records which can be added is approximate. The actual number of records which can be added will depend on several things. First, if you have deleted records in the database, new records will be added in place of the deleted records. If a new record replaces a deleted record, the new record does not take up additional disk space. If you have deleted records in your database, you will be able to add more records than indicated. Second, PC-File can not guess what other files, such as report formats or letters, will be added to the disk. You will notice that the number of records which can be added may not change after adding each record. Normally, this number will be updated after you add three or four records. Message # 42 on 07-23-86 at 13:38 From :TECH SUPPORT To :ALL Subj :PASSWORD PROTECTION USING A PASSWORD TO ENCRYPT YOUR DATABASE PC-File/R and PC-File III allow you to secure a database from unauthorized access by encrypting the data. When a database is encrypted, the existing data is actually altered. The data is changed to what appears to the user to be meaningless strings of characters. It is not possible to unencrypt or decypher the data, except to access the database using PC-File and the correct password. Because the data is actually altered and written to the disk in an encrypted form, viewing the data using a word processing program, the DOS TYPE command, any of the utility packages, etc. shows only the meaningless characters. PC-File will not unencrypt the data unless you enter the correct password. To encrypt your database, you must include an exclamation point, ! as the last character of the database name. If you include an exclamation point as the last character of the database name, PC-File will prompt you to enter the password. The first time you enter the password, PC-File will display the password on the screen. It is a good idea to write down the password as it is displayed on the screen. You must remember the exact password. Without the correct password, you will not be able to access your data with PC-File or any other program. We strongly recommend that you to choose a password which is easily remembered. You can include any character in the password. Spaces count as characters. If you enter a space as the first and last character of the password, you must enter the spaces each time you type the password. The password is the only portion of PC-File which is case sensitive. You must remember whether you entered the password in upper-case or lower-case. If the password is entered incorrectly, one of two things will happen. Normally, PC-File will return a "Security Violation" error message and return to DOS. The "Security Violation" message indicates to you that the password was entered incorrectly. Sometimes, you may enter an incorrect password, and PC-File will not return a "Security Violation" message, but will let you into the database. However, if you view the records using the DISplay command, you will notice that the data is still encrypted. If the data is still encrypted, you did not enter the correct password. DO NOT try to modify the database in any way if the data is still encrypted. If you do, you risk damaging all existing data. It is also possible to receive a "Security Violation" message if the header file (databasename.HDR) or your data disk has been damaged, or if the database was modified in any way while still encrypted. If you receive a "Security Violation" message, follow these steps: 1) Verify the password. Remember the password must be entered exactly the same each time, including all spaces, proper case (upper or lower), and special characters. If you are unsure of the exact password, try as many combinations as you can. 2) If you are absolutely positive you have entered the password correctly, copy the data files to a new floppy, or different spot on your hard disk. Try again. 3) If the header file has been modified, damaged or deleted, create a new database with a different name which is an exact copy of the original database. Include the same field names, field lengths, number of fields and password. After creating the new database, copy the new header file to the old header file. EX: A>COPY NEW!.HDR OLD!.HDR 4) Refer to a working backup copy of the database. Because the password is not physically stored on disk, it is impossible for anyone, including ButtonWare, to recontruct the password, or unencrypt the data. If you forget the password, you will not be able to unencrypt the data, and thus, will not be able to use the data. Message # 43 on 07-23-86 at 13:38 From :TECH SUPPORT To :ALL Subj :THE DUPLICATION KEY USING THE DUPLICATION KEY PC-File/R and PC-File III have a "duplication" key. The duplication key allows you to duplicate data from the previous record into the current record. The duplication key will duplicate data from the corresponding field of the previous record into the current record when in the ADD or MODify mode. The duplication key is the single apostrophe, ' , or the double quote, " . The single apostrophe and double quote perform the same task. To use the duplication key, you must have previously displayed a record containing the data to be duplicated. The duplication key will not work unless the data was viewed using either the ADD, MODify, or DISplay mode. The field which will contain the duplicated data must be com- pletely blank before entering the duplication key. If the field is not completely blank, the duplication key will be interpreted as an actual character. Data will not be duplicated. If the field currently contains data, you must first erase the data before entering the duplication key. You can use the CTRL-B key combination to blank the field, or use the space bar to space over all existing characters. Message # 44 on 07-23-86 at 13:40 From :TECH SUPPORT To :ALL Subj :PRINTING A SUPERFIELD PRINTING A SUPERFIELD PC-File prints the superfield as you see it displayed on the screen, i.e., 65 characters for the first line of the superfield and 80 characters for each additional line of the superfield. You can control the number of characters of a superfield to be printed per line. Printing the superfield on many printers will cause the output to be printed in condensed print. The reason is that the width of the report is equal to the default /PAGEWIDTH. If the width of a report is equal to or greater than /PAGEWIDTH, PC-File sends the printer control codes following /CONDENSED to the printer. Thus, the printer control codes for condensed print are sent the to printer. It is possible to change the /PAGEWIDTH to 81 or 82 to prevent reports being printed in condensed print. However, most printers are not able to print in the 80th print position. It is also possible to change the printer control codes following /CONDENSED to be those for normal, or 10-pitch, print. This will cause reports containing the superfield to be printed "double-spaced". The report is not actually double-spaced, but because the printer is not able to print in the 80th column, the blank space following the superfield will be "wrapped" to the next line. Not only does this give the appearance of double-spacing, but wrapping informaton from one line to the next will cause problems with pagebreaks. Please see the enclosed information concerning printing portions of a field. This information will allow you to control the output of a superfield, which will allow you to control the print size of the report also. The parameters for /PAGEWIDTH, /NORMAL and /CONDENSED are found in the profile file called PCFILE.PRO. To change these values, you may run PCSETUP, or edit the file PCFILE.PRO with any text editor. Message # 45 on 07-23-86 at 13:41 From :TECH SUPPORT To :ALL Subj :EXTRA OR MISSING CHARACTERS EXTRA OR MISSING CHARACTERS WHEN PRINTING TO THE PRINTER Extra characters, missing characters, and characters being typed over with other characters, indicate a timing problem between the computer and the printer. The computer is either sending information too fast or too slow. Time-out problems normally occur when using a printer connected to a serial port, and using the DOS MODE command to re-direct the output from the parallel port to the serial port. However, time-out problems can also occur when using a printer connected to a parallel port. If your printer is connected to the serial port, please verify that you have followed the directions in your printer manual for re-directing the output from the parallel port to the serial port. Using a printer connected to either the parallel or serial port, you may select the P option of the MODE command. The P option of the MODE command will cause the computer to re-try on time-out errors. Please see your DOS and printer manuals for more information concerning time-out problems. To verify the problem is with the speed information is being sent to the printer, print the report to the screen. If the report is printed properly to the screen, there is a timing problem between the computer and printer. If the report does not print properly to the screen, there is a problem either with the data itself or the report format. Message # 46 on 07-23-86 at 13:57 From :TECH SUPPORT To :ALL Subj :FIELD NAMES IN PRINTOUT INCLUDING FIELD NAMES IN A REPORT PRINTOUT PC-File III, version 4.0 and PC-File/R, version 1.0 include a pre-defined report format entitled ALL!. ALL! will print the name of each field and the data for each field as it appears on the screen during the ADD, MODify, DELete, DISplay and FINd. mode. One record will be printed per page. Example: LAST Smith FIRST John COMPANY Acme Computing STREET PO Box 1234 ... It is also possible to design your own output forms. PC-File allows you to include constants in a report format. Constants are surrounded by quotes. Using constants to design your own output format instead of using ALL! gives you greater flexibility. Not only can you print more than one record per page, but you can also print more than one field per line. Let's look at an example. A database includes the following fields: invoice, acctno, company, street, city, state, zip, totaldue. You would like to print the data in the following format: INVOICE: invoice ACCOUNT: acctno SOLD TO: company street city state zip AMOUNT DUE: totaldue You would include INVOICE:, ACCOUNT:, SOLD TO: and AMOUNT DUE: as constants. To define the report format, you enter the LIST function by pressing the (F6) key or typing LIS from the main menu. For the above example you would answer the prompt "Column = 0, Field to List, or action:" as follows: Column = 0, Field to List: "INVOICE:" (press ENTER) : invoice " : =50 " : "ACCOUNT:" " : ACCOUNT " : / " : / " : "SOLD TO:" " : COMPANY " : / " : =10 " : STREET " : / " : =10 " : CITY " : STATE " : ZIP " : / " : / " : "AMOUNT DUE:" " : totaldue " : (press ENTER) Each item listed within quotes is a contant. The word or words contained between the quotes will be printed for each record, regardless of the actual data. The =50 and =10 are tab characters. The tab character will cause the printer to tab to the column specified. The slash will cause a carriage return. Message # 47 on 07-23-86 at 13:58 From :TECH SUPPORT To :ALL Subj :PRINTING TO DISK PRINTING REPORTS TO A DISK FILE PC-File/R and PC-File III allow you to print a report to a disk file. The report will be saved in the disk file exactly as it would have appeared if printed to the printer. When you print a report to a disk file, PC-File will ask for the name of the output file. PC-File will then give the file name the extension .LST. Thus, if you name your output file ADDRESS, PC-File will create a file ADDRESS.LST on the output drive. The ADDRESS.LST file will be a "printout" of the report. There are several reasons to print a report to a disk file. First, if you do not have access to a printer at the time you run the report, you can "print" the report to a disk file. You can then print the disk file copy of the report to the printer at a later time. Second, you can edit the disk file with any text editor or word processor. Editing a report printed to a disk file allows you to add, delete or modify the report. You can add items to your report which PC-File doesn't allow, such as a multiple title line. You can also remove items which you do not need. After editing the disk report file, you can print the file to a printer using your text editor or word processor. Message # 48 on 07-23-86 at 13:59 From :TECH SUPPORT To :ALL Subj :NUMERIC FIELDS W/COMMAS & $ TOTALS OF NUMERIC FIELDS CONTAINING DOLLAR SIGNS OR COMMAS A numeric field in PC-File (PC-File/R and PC-File III) is designated by including a number or pound sign, # , as the last character of the field name. Numeric fields can contain the numbers 0 through 9, commas, periods and/or dollar signs. Alpha and other characters are not allowed in a numeric field. When printing a report, PC-File will print the total for each numeric field. You can suppress the printing of totals by including 0T in the title of the report. Please refer to your PC-File manual for further instructions and examples. PC-File will not total a numeric field which includes either a dollar sign or comma. If the data contains any character other than a number or period, PC-File treats the value as zero. To receive an accurate total of all records printed, numeric fields must not contain either a dollar sign or comma. Message # 49 on 07-23-86 at 14:00 From :TECH SUPPORT To :ALL Subj :PERCENT SIGN IN CALC FIELD A PERCENT SIGN PRINTED IN A CALCULATED FIELD Sometimes, PC-File will print a percent sign, % , in a calculated field even though the data does not contain a percent sign. The percent sign is BASIC's way of telling you that the field is not long enough to contain the entire value. If a percent sign is printed as the left-most character of the result, you must increase the length of the calculated field. The formula for a calculated field is: (CALCULATION)TITLE:XX.YY where XX is the length or total number of characters of the calculated field and YY is the number of decimal places. XX must be large enough not only to contain the number of positions to the left of the decimal point, but also the number of decimal places indicated by YY, the decimal point, a minus sign (even though the value may be positive). XX is not the number of positions to the left of the decimal point. For example, the following calculated field is defined in a report: (SUBTOTAL+TAX)TOTAL:8.2 The field TOTAL is defined to be eight characters long. However, there are only four positions available to the left of the decimal point. Two positions are taken by the decimal places, one position is taken by the decimal point, and one position is taken by the minus sign. Message # 50 on 07-23-86 at 14:19 From :TECH SUPPORT To :ALL Subj :FINDING DUPLICATE RECORDS FINDING DUPLICATE RECORDS IN PC-FILE The current versions of PC-File III and PC-File/R do not have a feature to find duplicate records in a database. In order to locate duplicate records you will need to sort the database and then follow one of the procedures below. First, you will need to sort the database by the field that most likely contains the duplicate information. In an address list, you would use the LASTNAME field. It will be helpful to use the FIRSTNAME or ADDRESS field as the second sort field. Once this has been completed choose one of the following procedures. Procedure A. 1) Define and print a report format including at least 4 or 5 of the fields in the database. In the example above you would print out LASTNAME, FIRSTNAME, ADDRESS, CITY, ZIPCODE and the record number. Including the record number is very important for the third step. Set the report to a subtotal break on the LASTNAME field. 2) After the report has been printed you will need to manually go through the list and locate the duplicate entries. We would suggest using a highlighter or red ink pen. 3) Once the duplicate records have been located you can go into the database and delete the unwanted records. At this point you will need to know the record number for the records you want to delete. Procedure B. 1) Enter the Browse mode and page down through the database. As duplicate records are found write down the record numbers of the unwanted records. 2) Once the duplicate records have been located you can go into the database and delete the unwanted records. A smart key can be set up to speed up the process. TIP: Before deleting a record, you should check to see if the record contains any information that you might want to consolidate with the record you are going to keep. Message # 51 on 07-23-86 at 14:21 From :TECH SUPPORT To :ALL Subj :CONSTANTS IN SNAPSHOT INCLUDING CONSTANTS IN A SNAPSHOT MAILING LABEL PC-File III, version 4.0 and PC-File/R, version 1.0 allow you to include a constant in the snapshot mailing label definition. The snaspshot definition is: device,t,f,f,f,f,f,f,f where device is LPT1:, COM1: or a disk filename, example B:LABELS. t is the tab definition. The printer will space the number of positions defined by t. If you indicate 10, the printer will indent 10 positions for each line. f is the actual item to be printed. f can be used to print the information in a field, to cause a carriage return, to insert blank spaces between fields, and to include a constant. To print the information in a field, f equals the number of the field to be printed. To cause a carriage return, you replace f with 0 (zero). To imbed blank spaces between fields, you precede the number of characters to imbed with a minus sign (-3 will imbed three blank spaces). A constant must be surrounded by apostrophe, ' . You may not use the double quotes. " . For example, 'FIRST CLASS' will print FIRST CLASS on each envelope. Using constants, you can create a snapshot definition which will print the information, including field names, exactly as displayed on the screen. An example database contains the following fields: LASTNAME [ ] FIRSTNAME [ ] STREET [ ] CITY [ ] STATE [ ] ZIP [ ] An example snapshot definition to include these field names would look like: LPT1:,5,'LASTNAME:',1,0,'FIRSTNAME:',2,0,'STREET',3,0,'CITY:' ,4, 0,'STATE:',5,0,'ZIP:',6,0 This above snapshot definition would produce an output like: LASTNAME: Smith FIRSTNAME: John STREET: PO Box 111 CITY: Bellevue STATE: WA ZIP: 98006 You can also use a constant to imbed printer control codes, or blank lines into a snapshot mailing label definition. Normally, the snapshot label feature removes blank lines. However, depending on the printer you are using, you can force blank lines to be printed. Please consult your printer manual for the appropriate printer control codes as described below. Most printers allow you to suppress the high- or eighth-bit. Some printers control this with a switch, others with a control code. If you can set your printer to suppress the high- or eighth-bit, you can enter a constant of á. á has the ASCII decimal value of 160. When the eighth-bit is removed, the value of á becomes a space. 160 - 128 = 32. 32 is the ASCII decimal value of a space. Alternatively, you can include the printer control code for a vertical tab as a constant. For example, the printer control code for a vertical tab on the Epson printers has an ASCII value of 11. PCSETUP will allow you to enter printer control codes, the ASCII value 160, á , or the ASCII value for the vertical tab. You can also edit PCFILE.PRO with any text editor which will allow you to enter these values. Many text editors, including PC-Type, and the letter writing feature of PC-File/R allow this. To include printer controls codes, or the ASCII value 160, á , or the ASCII value for the vertical tab, you will use the ALT key and numeric keypad. Wile holding down the ALT key, type the ASCII decimal value which corresponds to the character to enter. When When you have finished entering in the value, lift the ALT key. Do not use the number keys at the top of the keyboard, you must use the numeric keypad. Remember you must surround a constant with apostrophes. Message # 52 on 07-23-86 at 14:22 From :TECH SUPPORT To :ALL Subj :SNAPSHOTS á IN SNAPSHOT LABEL OUTPUT The snapshot label feature removes spaces within a line, and removes blank lines. This is to produce a more pleasant label. You are allowed to tell the printer to space XX number f characters to the right before printing information from a particular field. ...,-3,1,0,... indicates to space three positions to the right, then print the data in the first field. Because the snapshot label will remove blank characters, or spaces, the snapshot label does not send the space character, but rather the á character. á has the ASCII decimal value of 160. Most printers strip off the high- or eighth-bit. When the eighth-bit is removed, the value of á becomes a space. 160 - 128 = 32. 32 is the ASCII decimal value of a space. Most printers allow you to suppress the high- or eighth-bit. Some printers control this with a switch, others with a control code. Please consult your printer manual for the proper method to strip off the high bit character. If your printer does not allow you to suppress the high- or eighth-bit, you will not be able to imbed spaces within a line of the snapshot label. Message # 53 on 07-23-86 at 14:23 From :TECH SUPPORT To :ALL Subj :PC-FILE W\DBASE TRANSFERRING INFORMATION BETWEEN PC-FILE AND DBASE To transfer information between PC-File (PC-File III or PC-File/R) and dBASE (dBASE II or dBASE III), you must first convert the database to the text editor format. All four programs are able to read and write text editor files. I. From dBASE to PC-File In order to transfer information from dBASE to PC-File, you must first convert your dBASE database to the text editor format. To convert your dBASE database, you must use the "COPY TO filename SDF" command. Example: .COPY TO test SDF For more information on converting your dBASE database to the text editor format, please refer to your dBASE manual. Once the dBASE database has been converted to the text editor format, follow the instructions in the PC-File manual to import a text editor file. Remember, that the database you create in PC-File must match exactly the database converted from dBASE. The number of fields and corresponding field lengths must be exact. II. From PC-File to dBASE To convert a PC-File database to a dBASE format, you must first export your PC-File database to the text editor format. Please see your PC-File manual for more information. Once you have exported from PC-File, you need to quit PC-File and load dBASE. To "import" the data from the text editor format into dBASE, you need to use the "APPEND FROM filename SDF" command. Example: .APPEND FROM test.txt SDF For more information on converting text editor files to the dBASE format, please refer to your dBASE manual. Message # 54 on 07-23-86 at 14:28 From :TECH SUPPORT To :ALL Subj :PC-FILE W\OTHER PROGRAMS USING PC-FILE WITH OTHER PROGRAMS PC-File III, version 4.0 and PC-File/R, version 1.0 can import a file from another program if the file is in any of the following formats, except Lotus PRN. PC-File III, version 4.0 and PC-File/R, version 1.0 can export a file to be used with other programs in any of the following formats except the SYLK format. DIF - This format is produced as an output or export option by many of the existing spreadhseet programs, including Lotus 1-2-3, and by some database programs. Fixed Length - This format is just like the Text Editor format described below, except that the end of each record is not marked by a carriage rturn. There are no field or record separators. Fixed length format is used by many prgrams which create "random" files. Lotus PRN - This is essentially the same as MailMerge, with one exception. In MailMerge format, if a field is blank or empty, nothing is written out except the comma at the end of the field. In PRN files, if the field is blank or empty, a pair of quote marks is written out, then the comma at the end of the field. MailMerge (comma-delimited) - This format consists of data fields separated by commas, with quote marks usually surrounding each field. The end of each record has a carriage-return and optionally a line-feed. This format is used by WordStar's MailMerge program, Microsoft's WORD, is produced by many BASIC programs, and is an export option in many database programs. PC-Calc - This format is used by the ButtonWare's PC-Calc spreadsheet program. PeachText - This format consists of one field on each line of a new text record. It is sometimes called "field delimited" or "field per record" format. SYLK - This format is used by Microsoft's Multiplan Text editor - This format consists of fixed length fields with no separators between each field. The end of each record has a carriage return and sometimes a line-feed. This format is produced by most text editor programs any by many word processing programs. Word Perfect - This format is used by the Word Perfect word processor. Message # 55 on 07-23-86 at 14:29 From :TECH SUPPORT To :ALL Subj :PCFILE AND LOTUS 1-2-3 TRANSFERRING INFORMATION BETWEEN PC-FILE AND LOTUS 1-2-3 I. From Lotus 1-2-3 to PC-File In order to transfer data from Lotus 1-2-3 to PC-File, you must first translate your Lotus 1-2-3 files to a DIF format. PC-File can not read the .WKS format. To translate your Lotus 1-2-3 files, you must enter the Lotus Access System Menu. Please refer to your Lotus 1-2-3 manual for further directions on translating a file, and using the Lotus Access System Menu. Once the Lotus 1-2-3 spreadsheet file has been converted to the DIF format, follow the instructions in the PC-File manual to import a DIF file. Remember, that the database you create in PC-File must match exactly the file you are importing. The number of fields and corresponding field lengths must be exact. II. From PC-File to Lotus 1-2-3 To transfer data from PC-File to Lotus 1-2-3, you have two options. A) You can export your database to the DIF format. Please see your PC-File manual for more information. Once you have exported to the DIF format, you need to quit PC-File and load Lotus 1-2-3. Enter the Lotus Access System Menu to translate the DIF file to a worksheet file. Please refer to your Lotus 1-2-3 manual for further instructions on translating a file and using the Lotus Access System Menu. B) You can export your database to the Lotus PRN format. Please see your PC-File manual for more information. Once you have exported to the Lotus PRN format, you need to quit PC-File and load Lotus 1-2-3. You must use the File Import Numbers command sequence. Please refer to your Lotus manual for further instructions on the File Import command. Message # 56 on 07-23-86 at 14:30 From :TECH SUPPORT To :ALL Subj :PC-FILE AND MICROSOFT WORD USING DATA FROM PC-FILE WITH MICROSOFT WORD TO PRODUCE FORM LETTERS It is possible to transfer data from PC-File to be used with Microsoft WORD. Microsoft WORD requires data to be in a comma- delimited format. The comma-delimited format is also known as the Wordstar or MailMerge format. PC-File allows you to export your data to a comma-delimited format. You want to select option M which is "M) Mailmerge or WORD" format. Please refer to your printer manual for further instructions on exporting. Once you have exported to the Mailmerge or Word format, quit PC-File. Now you are ready to use WORD. The exported comma-delimited file by itself is not enough to perform the merging process. To print form letters using a comma-delimited file, WORD requires either: 1) a separate header file containing the names of each field included in the data file 2) the first line of the data file to list the names of each field. Thus you must either create a new file containing just the field names, or edit the file export by PC-File and add the field names as record 1. You must include the name of every field included in the exported file, even if you do not use that field in the letter. For more information, please refer to your Microsoft WORD manual. Message # 57 on 07-23-86 at 14:31 From :TECH SUPPORT To :ALL Subj :PC-FILE AND PFS:FILE TRANSFERRING DATA BETWEEN PFS:FILE AND PC-FILE I. FROM PFS:File to PC-File In order to transfer information from PFS:File to PC-File, you must first convert your PFS:File database to one of formats accepted by PC-File (please see enclosed information). Please consult your PFS:File manual for instructions. We have been told by other PFS:File users that it is difficult, and sometimes impossible, to translate your PFS:File data to one of the formats accepted by PC-File, as PFS:File does not have an export function. However, software is continually updated, so please check the current version of PFS:File for this feature. Please consult your PFS:File manual for more complete instructions. II. FROM PC-File to PFS:File PC-File does not export directly to a PFS:File format. We have been told by Software Publishing that PFS:File can not accept data in any any other format, as it does not have an import function. However, software is continually updated, so please check the most current version of PFS:File for this feature. Message # 58 on 07-23-86 at 14:31 From :TECH SUPPORT To :ALL Subj :KEYBOARD MACRO PROGRAMS USING PC-FILE WITH KEYBOARD MACRO PROGRAMS We are aware of problems when using PC-File III, version 3.0 with other keyboard macro programs, such as ProKey, NewKey, etc. We have made some changes with PC-File III, version 4.0 and PC-File/R, version 1.0 which affect the use of keyboard macro programs with PC-File. We have tested these new versions with other keyboard macro programs. No problems were encountered. If you have trouble with either PC-File III, version 4.0 or PC-File/R, version 1.0 when using with other keyboard macro programs, please send us a copy of the PC-File database, and macro file. We will test the problem here. Message # 59 on 07-23-86 at 14:33 From :TECH SUPPORT To :ALL Subj :UNIQUES VALUES IN DB'S ENTERING IN UNIQUE VALUES INTO EXISTING DATABASES UNIQUE* is a new feature in PC-File III, version 4.0 and PC-File/R, version 1.0. UNIQUE* is an automatic field. UNIQUE* will assign a unique number to each new record in the database. This number will never change unless changed by the user. The number used is the "physical" address of the record. UNIQUE* is not retroactive. It is not possible to cause UNIQUE* to enter unique values into records entered before the UNIQUE* field was designated. However, there are steps you can take to enter a unique value into existing records. First, you must clone your database. When entering the fields to list, indicate the * as field to list, at the UNIQUE* field position. The * will create a new field called RCD NO. The current record number will be inserted into the new field RCD NO. The current record number is equal to the unique value. After you have cloned the database, you must rename the new field RCD NO. Rename RCD NO. to UNIQUE*. In the UNIQUE* edit mask, include the calculation (UNIQUE+0).0. This edit mask will cause the value of unique to be right- justified to be consistent with the values entered by *. When you clone a database including * as a field, the values inserted into * or RCD NO. will be right-justified. Thus, you want values automatically entered to be right-justified. Please refer to your manual for more information concerning the use of * while cloning, UNIQUE* as the field name, and calculated fields. Message # 60 on 07-23-86 at 14:38 From :TECH SUPPORT To :ALL Subj :MORE ON *UNIQUE STARTING THE UNIQUE VALUE AT A NUMBER OTHER THAN ZERO UNIQUE* is a new feature in PC-File/R, version 1.0 and PC-File III, version 4.0. UNIQUE* is an automatic field. UNIQUE* will assign a unique number to each new record in the database. This number will never change unless changed by the user. The number used is the "physical" address of the record. To cause a unique number to be entered into a field, you must either name the field UNIQUE* or include UNIQUE* as the edit mask. The UNIQUE* feature does not allow you to indicate the starting value. The starting value of UNIQUE* is 1. It is possible to alter the value of UNIQUE* using two fields. You can include a second field which is a calculation based on the value in UNIQUE*. For example, if you wanted the value to start at 1000, you would include one field called UNIQUE*. The next field would contain the edit mask (UNIQUE+1000):.0. It is not recommended to include a calculation in the UNIQUE* field. The reason is that every time, you modify the record, the value in UNIQUE* will be recalculated. If you include the calculation in a second field, as recommended, the unique value and the calculated value will never change unless changed by the user. Please refer to your manual for more information concerning the use of UNIQUE* feature, using UNIQUE* in an edit mask and calculated fields. Message # 61 on 07-23-86 at 14:58 From :TECH SUPPORT To :ALL Subj :PAUSING IN A LETTER PAUSING AT THE END OF ONE PAGE USING PC-FILE/R'S LETTER WRITER To cause PC-File/R to pause at the end of one page, you can enter .<KEYIN*> as the last item to print. When PC-File/R's letter writing feature comes to .<KEYIN*>, it tells the printer to stop printing. PC-File/R will wait until you press the ENTER key before printing again. Normally, this feature is used to allow you to enter additional information from the keyboard. When PC-File/R comes to a .<KEYIN*>, your monitor will display a colon, with the cursor blinking next to the colon. This is PC-File/R's way of telling you it is waiting for your input. You may either type information, or press ENTER. Printing will not resume until you press ENTER. In the example letter attached, PC-File/R will retrieve data from the indicate fields and insert the data into the letter. After printing "Enclosure", the printer will perform a formfeed. The printer will now stop. You will see a colon displayed on the first line of your monitor. When you have inserted the next piece of paper, and are ready to go, press ENTER. The printer will now print the information for the next record. Message # 62 on 07-23-86 at 14:59 From :TECH SUPPORT To :ALL Subj :EXAMPLE MAILMERGE LETTER EXAMPLE MAILMERGE LETTER, INCLUDING CALCULATED AND RELATIONAL FIELDS .<DATE*> .GROUP .<COMPANY> .<ADDR1> .<ADDR2> .<CITY>, .<STATE> .<ZIP> .EGROUP Reference: Purchase Order No. .<PO> Gentlemen: Our records indicate you have an outstanding purchase order, No. .<PO> for $.<TOTAL> with XYZ Company. enclosed). This order was shipped on .<(PO,SHIPPING,PO,DATE)>. If payment has been made, a copy of the check or other verification will clear this account. If payment has not been made, please note our terms at the bottom of the invoice. Past due accounts are subject to the maximum allowable interest. Accordingly, this purchase order has been charged $.<INTEREST> interest. The total due on this order is now $.<(TOTAL+INTEREST):9.2> and is due immediately. If you have any questions, please call. Cordially, Joe Smith XYZ Company Enclosure .FORMFEED Message # 63 on 07-23-86 at 15:02 From :TECH SUPPORT To :ALL Subj :IMBEDDED SPACES IN FILE NAMES IMBEDDED SPACES IN FILE NAMES SAVED WITH PC-FILE/R'S MINI WORD PROCESSOR The mini word processor in PC-File/R, version 1.0 allows you to save a file named with an imbedded space. Example: TO DO, MY LTR. Any file name containing an imbedded space is not a valid DOS file name. To rename your files to remove the imbedded space(s), you must use the DOS RENAME command. You must insert a question mark in the position occupied by the space. Example: A>REN TO?DO.HDR TODO.HDR Message # 64 on 07-23-86 at 15:03 From :TECH SUPPORT To :ALL Subj :PCLTR AND SUBDIRECTORIES ACCESSING FILES ON DIFFERENT SUBDIRECTORIES WHEN USING PC-FILE/R'S LETTER WRITER PC-File/R allows you to access databases on subdirectories other than the program subdirectory. Report formats and letter files created using the (F6) LIST OR CLONE or [Alt](F5) COMPOSE OR PRINT LETTERS will be stored on the subdirectory containing the database files. Reports formats and letter files are not stored on the program directory, unless the database files are also stored in the program directory. The mini word processor in PC-File/R may have a difficulties recognizing a long path name. The mini word processor cannot recognize a path name longer than 20 characters. The 20 characters includes the name of the report format or letter writer. For example, your database is stored in the subdirectory /SUPPORT/DATA. /SUPPORT/DATA is 13 characters long. If you try to access a report format or letter with the mini word processor with a name longer than 6 characters, the mini word processor will not find the appropriate file. The mini word processor will bring up a blank screen, as if you were creating a new file. If you use the mini word processor to access report formats or letter files, you must keep the length of the path name, starting from the main directory to the end of the file name less than 20 characters. For this reason, we do not recommend storing your data files on a level or subdirectory below another level or subdirectory. You should keep all of your data directories on the same level. For example, rather than keeping your address file in a subdirectory under the PC-File/R subdirectory (/PCFILER/ADDRESS), we recommend that the address subdirectory be on the same level as the PC-File/R subdirectory. For more information about the various levels of directories, please refer to your DOS manual. Message # 65 on 07-23-86 at 15:04 From :TECH SUPPORT To :ALL Subj :USING MULTIPLE <KEYIN*> IN PCL USING MULTIPLE .<KEYIN*> FIELDS IN A LETTER It is possible to group several .<KEYIN*> fields together to create a "blank" paragraph. You can use the "blank" paragraph to fill in information which will change from record to record. You might want to use .<KEYIN*> fields to create a "blank" paragraph in a letter to say something personal about each person. You can use the .GROUP and .EGROUP before the .<KEYIN*> fields so that PC-File/R will remove any blank lines. If you use the .GROUP and .EGROUP fields around the "blank" paragraph, PC-File/R will remove any unused .<KEYIN*> fields so that you do not have blank lines within the body of your letter. An example of how to create a "blank" paragraph follows: .GROUP .<KEYIN*> .<KEYIN*> .<KEYIN*> .<KEYIN*> .EGROUP The above example will allow you to enter four lines of text within each letter. You must press ENTER after each line. If you only enter two lines of text in one letter and three lines of text in other, PC-File/R will remove the blank lines. The blank lines will be removed because you used the .GROUP and .EGROUP fields around the .<KEYIN*> fields. Message # 66 on 07-23-86 at 15:05 From :TECH SUPPORT To :ALL Subj :PC-FILE/R REQUIRED FILES REQUIRED FILES FOR PC-FILE/R The following files are required to be on the logged drive and directory in order to run PC-File/R: FILE ------------- PCFILE.EXE PCOVL.EXE The following files are required to be on the logged drive and directory only when the function noted is performed: FILE FUNCTION ------------- --------------------------------------- PCDEF.EXE Defining a database PCEXPOR.EXE Exporting a database PCFIX.EXE Running PCFIX stand-alone, or cloning PCIMPOR.EXE Importing a file PCLABEL.EXE Running PCLABEL stand-alone PCLTR.EXE Using the mini word processor PCLTR0.EXE Using the mini word processor PCLTR1.EXE Printing a mail-merge letter PCPRINT.EXE Printing reports, labels, or cloning PCSETUP.EXE Running PCSETUP stand-alone PCSORT.EXE Sorting the database PCUTIL.EXE Using any of the utilities, including importing and exporting PCFILE.PIF Required only if using PC-File with Topview The following files are not required to run any portion of the program. FILE ------------ RESPONSE PC-FILE.BAT PCFILE.HLP Necessary to use the HELP screens, but not required to run the program. PCFILE.PRO Recommended that PCFILE.PRO be on default drive and directory to take advantage of, designated screen colors, printer controls, snapshot mailing label definition, etc. This file is not required, however. Message # 67 on 07-23-86 at 15:06 From :TECH SUPPORT To :ALL Subj :(PC-FILE/R) IMBEDDING PRINTER IMBEDDING PRINTER CONTROL CODES INTO DOCUMENTS It is possible to imbed printer control codes into a document created using the mini word processor in PC-File/R. To imbed printer control codes in a document, you must first enter the Graphics mode. To turn on the graphics mode, you must hold down the ALT key and press the G. You should see a G appear on the command line. Whenever the G is on the command line, you can enter printer control codes into your document. To include printer controls codes, you will use the ALT key and numeric keypad. Wile holding down the ALT key, type the ASCII decimal value which corresponds to the character to enter. When When you have finished entering in the value, lift the ALT key. Do not use the number keys at the top of the keyboard, you must use the numeric keypad. EXAMPLE: The printer control code to produce near letter-quality print on the Proprinter is ESC G. The ASCII value of ESC is 27, and the ASCII value of G is 71. To enter the ESC G printer control code into the document, first toggle on the graphics mode by holding down the ALT key and pressing G. Now hold down the ALT key and press the 2 then 7 on the numeric keypad. Lift up the ALT key. You should see a left arrow. Now hold down the ALT key and press 7 then 1. Lift up the ALT key. You should now see a G. You must use the ASCII decimal value, not the hexadecimal value. Please consult your printer manual for the proper printer control codes. For further information, please see the section entitled "Imbedding unusual ASCII characters in your text" in your PC-File/R manual on page 65. (F6) mode of PC-File. Message # 68 on 07-25-86 at 14:46 From :TECH SUPPORT To :ALL Subj :CLONING CLONING A DATABASE PURPOSE: There are four reasons for cloning a database: 1) To change the structure of an existing database (add fields, delete existing fields, re-order existing fields, lengthen or shorten field lengths) 2) To change the password and/or password status of a database (change the password, encrypt the database, un-encrypt the database). 3) To create a subset database (for example, divide a database into two different databases, last name A-M and last name N-Z). 4) To permanently remove "deleted" records. Any or all of the above options may be performed during the same cloning process. For example, you may add a field, delete an existing field, change a field's length, and change the password all at the same time. The cloning process automatically transfers only valid records. "Deleted" records are never transferred during the cloning process. METHOD: 1) From the main menu of PC-File, press (F6) or type LIS for the LISt or clone option. 2a) If you have previously saved any report or label formats, you will then be shown a list of all existing formats. You will be asked to select an existing or new report format. Normally, you will want to create a new "report format", so press (F10) without moving the cursor, while the cursor is on the blank line. 2b) If you have not previously saved any report or label formats (if there are no report formats, filename.RPT on the data drive and subdirectory) PC-File will skip this step and take you immediately to the next step. 3) You will be asked "Title of Report". When cloning a database database, a title is not necessary. Thus, just press ENTER. 4) You are now ready to tell PC-File which fields you want in your new database. You will type the field names, one at a time, separated by pressing the ENTER key in response to the prompt "Column = 0, Field to list or action". Do not use the ALL! format option, nor a slash, / , as field to list. The cloning process will not work properly if ALL! is selected, or if a slash, / , is defined in response to "Field to list". TO ADD A FIELD: When you come to the place where you want to add a field, you will type >XX, where XX equals the length of the new field. For example, if you want to add a field of length 10, you will type >10 in response to "Field to List". There should be no spaces between the greater than sign, >, and the number. TO DELETE AN EXISTING FIELD: It's easy. Just don't include that field in the listing of fields. TO RE-ORDER FIELDS: Type in the name of each field, in the order you wish the fields to appear in the new database. TO CHANGE A FIELD LENGTH: You will be given the opportunity to change a field length at a later time. After you have listed all of the fields you wish in your cloned database, just press ENTER in response to "Field to list". 5) You will then be asked "Save this report format?". You do not need to save the report format, so answer N, then press ENTER. 6) You will be asked "List to the Printer, Screen, or Disk (P,S,D)". You want to "print" to the disk, so press D, then press ENTER. 7) You will be asked "Clone the database or Print to disk (C or P)". You want to clone, so press C, then press ENTER. 8) You will be asked if you want to change any field lengths. a) if you do not want to change any field lengths, answer N, then press ENTER. b) if you want to change any field lengths, type in the name of the field to change. You will be shown the current, or old length, and asked to enter the new length. Enter in the new length. Continue entering in the name of the field to change followed by its new length. When you have changed all desired field lengths, press ENTER in response to the name of the field to change. 9) You will be asked for the drive to contain the new, cloned database. Enter the appropriate drive letter. Make sure that you have enough disk space to contain the entire cloned database. Under many circumstances, you will be able to clone to the same drive containing the existing database. However, if the existing database and the cloned database will not fit on the same disk, you must clone to a different database. Ideally, to clone to a different database, you want the program files in one drive, the existing data files in another, or on the same drive as the program files, as with a hard drive, and the disk to contain the newly cloned database in a different drive. Message # 69 on 07-25-86 at 14:47 From :TECH SUPPORT To :ALL Subj :CLONING, CONTINUED USERS WITH ONLY ONE FLOPPY DISK DRIVE: We do not recommend cloning on a machine with only one floppy disk drive. To clone the database, you will need to have access to a machine with either a hard drive and floppy drive, or two floppy drives. CLONING FROM ONE FLOPPY TO ANOTHER ON A TWO FLOPPY DRIVE SYSTEM: There are instances when you will have to clone from one floppy to another. If the data disk containing the existing data files does not have enough space available to hold the new database, you will need to clone to a different disk. If you only have two floppy drives, and can not clone to the data disk, you will need to remove your program disk and insert a blank disk at this point. For example: Your program disk is in drive A, your data disk is in drive B. Your data disk does not have enough space to hold both the current database and the new database. When asked "Which drive for output", answer A. At that point, remove the program disk in A, and insert a blank formatted disk. NOTE: The last step of the cloning process is to run PCFIX. If PCFIX is no longer on the disk in the A drive (remember you removed the program disk), you will receive an error message when the program tries to run PCFIX. At this point, remove the original data disk from drive B. Remove the new data disk from drive A and insert it in drive B. Insert the program disk back into drive A. Now you can run PCFIX. After PCFIX is finished, you can start PC-File and load the newly cloned database. 10) You will then be asked for the name of the output file. Enter the name for the new database. This name MUST be different than the current database, or any other database on the drive to which you are cloning. Message # 70 on 07-25-86 at 14:48 From :TECH SUPPORT To :ALL Subj :MORE CLONING TO ENCRYPT A DATABASE while cloning, you must indicate the exclamation point, !, as the last character of the database name. If you indicate a database name ending with the exclamation point, you will be asked to enter a password for that database. You may use any password. Please note that the password will distinquish between upper and lower-case letters. You must type the password exactly each time. If you do not, PC-File will not let you view the data. TO CHANGE THE PASSWORD OF AN ENCRYPTED DATABASE, indicate a different name, ending with the exclamation point. PC-File will prompt you to enter the password. TO UN-ENCRYPT A DATABASE (if your database is encrypted, and you no longer want the database to be encrypted), when asked for the name of the output file, type any name, but leave off the exclamation point, !. PC-File will only encrypt those databases who's name ends with the exclamation point. 11) You will then be asked "All records or Selected (A,S)". a) If you want all records to be included in the new database, answer A, then press ENTER. Remember, that all deleted records are not transferred to the new database. b) If you want selected records, you will be creating a subset database. TO CREATE A SUBSET DATABASE, answer S for selected records, then press ENTER. You will then be shown the selection screen which looks like: fieldname1 fieldname2 fieldname3 ───────────────────────────────────────────────────────────────── Compare to which field And, Field to Compare or to what value? Or, search on how? (if value, in quotes) End [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] [ ] [= ] [ ] [E] Enter data. Press (F10) when complete. You can make up to ten different selections. Enter the name of the field, or * for the record number in the "Field to search on" column. Press the ENTER key. The cursor will now be positioned in the "Compare how" column. You may use = for equal to, > for greater than, < for less than, or <> for not equal to. Press the ENTER key. The cursor will now be positioned in the "Compare to which value" column. Enter the value to be compared. For a complete description of all options, please refer to your pc-file manual. press the enter key. your cursor will now be positioned in the "and, or, end" column. answer accordingly. when you have entered all selection criteria, press the (F10) key. 12) PC-File will now start the cloning process. PC-File will keep you posted as to its progress, displaying the number of records processed and selected. When the cloning process is complete, you can now use the newly cloned database. LET'S LOOK AT AN EXAMPLE You have a database called CLIENTS. You want to clone the database to change the structure of the database, as outlined below, to encrypt the database (give the database a password), create a subset database to include only those clients who live in California, and call the new database CALIF!. Your database is currently defined as follows: FIELD NAME LENGTH ------------------------- -------- FIRST 15 LAST 15 BIRTHDATE 8 CITY 20 STATE 2 ZIP 5 However, you want to change the structure of the database to be: FIELD NAME LENGTH ------------------------- -------- LAST 15 FIRST 15 STREET 35 CITY 20 STATE 2 ZIP 10 PHONE 12 The changes to the database are: 1) Changing the order of FIRST and LAST fields 2) Deleting the field BIRTHDATE 3) Adding the fields STREET and PHONE 4) Changing the length of ZIP from 5 to 10 5) Encrypting the database with a password 6) Creating a subset database of only those clients who live in California Note: if you are unsure of any of the following steps, please refer to the information above. 1) From the main menu of PC-File, press (F6) or type LIS for the LISt or clone option. 2) When asked to select a report format, press (F10) without moving the cursor, while the cursor is on the blank line. 3) You do not want a "Title of Report", so press ENTER. 4) Answer the prompt "Column=X, Field to List or Action" as follows: Column=0, Field to List or Action: LAST (ENTER) : FIRST " : >35 " : CITY " : STATE " : ZIP " : >12 " : (ENTER) The first three changes were accomplished by: 1) Entering in the field names in the order desired for the new database. You typed LAST first, pressed ENTER, then typed FIRST. 2) Omitting the field names not desired in the new database. BIRTHDATE was not included as a Field to list. 3) Using the >XX notation to add a new field, where XX is the length of the new field. >35 indicates to add a new field of length 35 and >12 indicates to add a new field of length 12. Notice that new fields can be added in any position. New fields do not need to be added after the last existing field. 5) Answer N for No, when asked "Save this report format?". 6) Answer D for disk, when asked "List on Printer, Screen or Disk (P,S,D)". 7) Answer C to clone when asked "Clone the database, or Print to disk (C or P)" 8) You will be asked "Change any field lengths". You want to change the length of ZIP from 5 to 10, so answer Y, then press ENTER. When asked for the field to change, enter ZIP, then press ENTER. You will be shown the old length, which is 5 and asked to enter the new length. Enter 10, then press ENTER. You will then be asked which field to change. You do not need to change any other field length, so press ENTER. 9) You will be asked for the drive to contain the new, cloned database. Enter the appropriate drive letter. Make sure that you have enough disk space to contain the entire cloned database. 10) You will then be asked for the name of the output file. The name of the current database is CLIENTS. The new name is CALIF!, so enter CALIF!, then press ENTER. Because you entered a name ending with the exclamation point, PC-File will ask you to enter the password. You may enter any password. You must remember this password exactly, so it's a good idea to write it down. 11) When you are asked "All records or Selected (A,S)?", answer S for selected. You will then see the selection screen. You want to select all records where STATE is equal to CA. In the column for "Field to search on" enter STATE. Press the ENTER key. In the "Compare how" column, answer = . Press the ENTER key. 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