PC World Komputer 1996 February

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OS/2 Help File | 1995-10-08 | 57.2 KB | 1,407 lines

ΓòÉΓòÉΓòÉ 1. Overview ΓòÉΓòÉΓòÉ Itty-Bitty Black Book/2 is a personal information manager which may be used to store and manipulate the names, address, phone numbers, and other pertinent information about groups of individuals. It is capable of storing up to five different groups of people in each phone book. These groups could be business contacts, friends, relatives, Christmas card lists, etc, they are determined solely by you. It is capable of dialing the phone, printing mailing labels, printing your personal phone book, or printing index cards for any individual or group selected. It is also capable of utilizing the multimedia features of OS/2 by linking to the best of breed software which you specify (requiring separate license from that source). Itty-Bitty Black Book/2 is provided "as is" without any warranties (or conditions), expressed or implied with respect to the software, including the implied warranties (or conditions) of merchantability and fitness for a particular purpose. The entire risk arising out of use or performance of the program remains with you. In no event will the copyright holder be liable for any lost profits, lost savings, incidental or indirect damages or other economic consequential damages, even if I have been advised of the possibility of such damages. In addition, I will not be liable for any damages claimed by you based on any third party claim. ΓòÉΓòÉΓòÉ 2. Tips for using Itty-Bitty Black Book/2 ΓòÉΓòÉΓòÉ o To copy data into the clipboard (COPY) Highlight the data to be copied and press <CTRL><INSERT> o To copy data from the clipboard (PASTE) Click on the region where the data is to be pasted and press <SHIFT><INSERT> o To modify or view an entire record Highlight the record, left double-click (or) Press the <ENTER> key o To dial a phone number Highlight the record, right double-click ΓòÉΓòÉΓòÉ 3. Icon Bar ΓòÉΓòÉΓòÉ Open a database Save current database to disk Add a record Delete a record Change a record Search for something Repeat search (up) Repeat search (down) Dial phone View a photo Hear a voice note Print highlighted record Copy highlighted record to clipboard Display all groups Display group 1 Display group 2 Display group 3 Display group 4 Display group 5 Help ΓòÉΓòÉΓòÉ 4. File ΓòÉΓòÉΓòÉ The File menu contains commands that allow you to create, open, and save data files. The following commands appear in the File menu: New Creates a new untitled file Open Opens an existing file Import Brings data into Itty-Bitty Black Book/2 from an external source Export Transfers data out of Itty-Bitty Black Book/2 into another format Save Saves any changes to the current file Save As Saves the current file under a different title Quit Exits Itty-Bitty Black Book/2 ΓòÉΓòÉΓòÉ 4.1. File New ΓòÉΓòÉΓòÉ You can create a new phone book by using the File New command. To create a new phone book, do the following: o Select the File menu item and choose the New command. The word "Untitled" will then appear in the title bar of the Itty-Bitty Black Book/2 window. ΓòÉΓòÉΓòÉ 4.2. File Open ΓòÉΓòÉΓòÉ You can open a phone book that exists on any drive in any directory by using the File Open command. To open a file, do the following: 1. Select the File menu item and choose the Open command. 2. A dialog box will then appear showing you a list of files in the current directory. 3. Select the file to be opened by clicking on the appropriate directory and file names. ΓòÉΓòÉΓòÉ 4.3. File Save ΓòÉΓòÉΓòÉ You use the File Save command to save changes you've made to your phone book. To save changes to the current file, do the following: o Select the File menu item and choose the Save command. ΓòÉΓòÉΓòÉ 4.4. File Save As ΓòÉΓòÉΓòÉ You use the File Save As command to name and save your database in a new file. To do this, perform the following: 1. Select the File menu item and choose the Save As command. 2. A dialog box will then appear showing you a list of files in the current directory. 3. Select the appropriate directory folder and then type in the new file name. ΓòÉΓòÉΓòÉ 4.5. Quit ΓòÉΓòÉΓòÉ To exit Itty-Bitty Black Book/2, do the following: o Double Click on the Icon in the upper left-hand corner of the Itty-Bitty Black Book/2 screen. o Or, Select File Quit from the menu bar. ΓòÉΓòÉΓòÉ <hidden> Help for Open ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Open ΓòÉΓòÉΓòÉ 1. Select the down arrow to the right of the Drive list to display all the drives on your system. 2. Select a drive from the Drive list. 3. Select a directory from the Directory list. 4. Select a file name from the File list or type in a file name and select the Open pushbutton to display the file you want to edit. For specific help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> List of Fields ΓòÉΓòÉΓòÉ File name Type of file Drive File Directory Open pushbutton ΓòÉΓòÉΓòÉ <hidden> Help for File name ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for File name ΓòÉΓòÉΓòÉ Type the name of the file you want to open in the File name field and select the Open pushbutton. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> List of Fields ΓòÉΓòÉΓòÉ File name Type of file Drive File Directory Open pushbutton General help ΓòÉΓòÉΓòÉ <hidden> Help for Type of file ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Type of file ΓòÉΓòÉΓòÉ Select the down arrow to the right of the Type of file field to display the available file types. The sample has set this field for all file types. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for Drive ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Drive ΓòÉΓòÉΓòÉ The Drive list displays the drives on your system. Select the drive that contains the files you want to edit. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for File ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for File ΓòÉΓòÉΓòÉ The File list displays all the files in the directory you selected from the Directory list. Select the file you want to open. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for Directory ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Directory ΓòÉΓòÉΓòÉ The Directory list displays the directories on the selected drive. Select a directory to display the list of files from that directory in the File list box. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for Open ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Open ΓòÉΓòÉΓòÉ Select the Open pushbutton to display the file you want to edit. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for Save ΓòÉΓòÉΓòÉ Use Save to store the file you are editing. After the file is saved, the text remains in the window so that you can continue editing it. Note: If you are editing a new file, select the Save or Save as choices to display the Save as pop-up so that you can name the file you are editing. A file must have a title to be saved. ΓòÉΓòÉΓòÉ <hidden> Help for Save as ΓòÉΓòÉΓòÉ Use Save as to name and save a new file or to save an existing file under a different name, in a different directory, or on a different disk. ΓòÉΓòÉΓòÉ <hidden> Help for Save as ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Save as ΓòÉΓòÉΓòÉ 1. Select the down arrow to the right of the Drive list to display all the drives on your system. 2. Select a drive from the Drive list. 3. Select a directory from the Directory list. 4. Type the name of the file you want to save in the File name field and select the Save pushbutton. For specific help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> List of Fields ΓòÉΓòÉΓòÉ File name Type of file Drive File Directory Save pushbutton ΓòÉΓòÉΓòÉ <hidden> Help for File name ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for File name ΓòÉΓòÉΓòÉ Type the name of the file you want to save in the File name field and select the Save pushbutton. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> List of Fields ΓòÉΓòÉΓòÉ File name Type of file Drive File Directory Save pushbutton General help ΓòÉΓòÉΓòÉ <hidden> Help for Type of file ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Type of file ΓòÉΓòÉΓòÉ Select the down arrow to the right of the Type of file field to display the available file types. The sample has set this field for all file types. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for Drive ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Drive ΓòÉΓòÉΓòÉ The Drive list displays the drives on your system. Select the drive that contains the files you want to save. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for File ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for File ΓòÉΓòÉΓòÉ The File list displays all the files in the directory you selected from the Directory list. Select the file you want to rename and save. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for Directory ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Directory ΓòÉΓòÉΓòÉ The Directory list displays the directories on the selected drive. Select a directory to display the list of files from that directory in the File list box. For more help, select a topic below. ΓòÉΓòÉΓòÉ <hidden> Help for Save ΓòÉΓòÉΓòÉ ΓòÉΓòÉΓòÉ <hidden> Help for Save ΓòÉΓòÉΓòÉ Select the Save pushbutton to save the file to the drive and directory you selected and with the file name you specified. For more help, select a topic below. ΓòÉΓòÉΓòÉ 5. Update ΓòÉΓòÉΓòÉ The Update menu has commands which allow you to create new records, delete unneeded records, and change existing records. The following commands appear in the Update menu: Add a record Creates a new entry in the database Delete a record Removes an unneeded entry in the database Change a record Changes an existing record in the database ΓòÉΓòÉΓòÉ 6. Add a record ΓòÉΓòÉΓòÉ You can create a new entry in the database by using Add a record. To do so, perform the following steps: 1. Select the Update menu item and choose the Add a record command. 2. Fill-in the record as appropriate 3. Select whatever group the person is a member of. 4. Press Add to update the database or press Cancel to abort the procedure. 5. When adding or changing a record it is easier to skip filling-in the City and State fields and just fill in the Zip field (assuming you have previously used this City/State/Zip set). When you click next with the left button Itty-Bitty Black Book/2 will search for the City and State which match this Zip and fill in the blanks (assuming you have left the fields blank). If the fields are not blank and you would like to change the City and State to match the Zip then double click the right button on a non-pulldown entry field. o If you do not want the data which is selected in any of the pull-down entry fields simply press the <DELETE> key while it is highlighted. o The data used for this action is the first record in the database which matches the Zip code, therefore, if the information which is brought up is incorrect I suggest you search the database for the Zip code and select Find First (after setting the search string in the original Find command). Then you should Change the errant record. 6. You may continue adding records until all names are entered, press Add after you have entered the data for each record (including the last) and then press Cancel to take you back to the main menu. ΓòÉΓòÉΓòÉ 7. Delete a record ΓòÉΓòÉΓòÉ You can permanently remove an entry from the database by using Delete a record. To do so, perform the following steps: 1. Select the record you wish to delete by highlighting it with the horizontal scroll bar. 2. Select the Update menu item and choose the Delete a record command. Warning: Once a record is deleted there is no method of retrieving it. ΓòÉΓòÉΓòÉ 8. Change a record ΓòÉΓòÉΓòÉ You can change the contents of a record by using the Change a record command. To do so, perform the following steps: 1. Select the record you wish to change by highlighting it with the horizontal scroll bar. 2. Select the Update menu item and choose the Update a record command. 3. Change the data as appropriate 4. When adding or changing a record it is easier to skip filling-in the City and State fields and just fill in the Zip field (assuming you have previously used this City/State/Zip set). When you click next with the left button Itty-Bitty Black Book/2 will search for the City and State which match this Zip and fill in the blanks (assuming you have left the fields blank). If the fields are not blank and you would like to change the City and State to match the Zip then double click the right button on a non-pulldown entry field. o If you do not want the data which is selected in any of the pull-down entry fields simply press the <DELETE> key while it is highlighted. o The data used for this action is the first record in the database which matches the Zip code, therefore, if the information which is brought up is incorrect I suggest you search the database for the Zip code and select Find First (after setting the search string in the original Find command). Then you should Change the errant record. 5. Press Change to update the database or press Cancel to abort the procedure. 6. You may continue changing records until you have made all desired changes, press Change after each record is changed (including the last) and then press Cancel to take you back to the main menu. ΓòÉΓòÉΓòÉ 9. Search ΓòÉΓòÉΓòÉ The Search menu has commands which allow you to locate a record which has as any field or substring within any field the string specified. Find Specify a substring to search for, and locate the next occurance within the database. Find Prev Locate the substring specified by the Find command closest to the current pointer in the reverse direction. Find Next Locate the substring specified by the Find command closest to the current pointer in the forwards direction. Find First Locate the first occurance in the database of the substring specified by the Find command. Find Last Locate the last occurance in the database of the substring specified by the Find command. ΓòÉΓòÉΓòÉ 10. Find ΓòÉΓòÉΓòÉ Specify a substring to search for, and locate the next occurance within the database. o The substring is initially set to a blank value on program initiation, however, once it is entered the program will remember that value until it is either changed or the program is terminated. o The default value for searches is case insensitive, for example the search string abc will match the string This is a test of our ABC's. o Case sensitive searches may be turned on by placing a check mark in the Case Sensitive block. In this case the prior example would NOT produce a match. o Only the group currently displayed on the screen is searched, data which does not belong to this group is not searched. o All records within a database entry are searched for a match, not just those displayed on the screen. Searches should not be made which span more than one record within a database entry, said searches will produce unreliable results. ΓòÉΓòÉΓòÉ 11. Find Prev ΓòÉΓòÉΓòÉ Locate the substring specified by the Find command closest to the current pointer in the reverse direction. ΓòÉΓòÉΓòÉ 12. Find Next ΓòÉΓòÉΓòÉ Locate the substring specified by the Find command closest to the current pointer in the forwards direction. ΓòÉΓòÉΓòÉ 13. Find First ΓòÉΓòÉΓòÉ Locate the first occurance in the database of the substring specified by the Find command. ΓòÉΓòÉΓòÉ 14. Find Last ΓòÉΓòÉΓòÉ Locate the last occurance in the database of the substring specified by the Find command. ΓòÉΓòÉΓòÉ 15. Dial ΓòÉΓòÉΓòÉ The Dial feature attempts to dial the phone based upon parameters established by the Setup Dialing feature. o The Speaker Volume, Dialing Duration, and the Time Between Dials are all dynamically changeable. This is accomplished be selecting the new value desired and then pressing the Enable Changes button. The Speaker Volume change will take effect the next time dialing is begun (redial), the other parameters change immediately. o The Dial Extension button is a bit tricky. It is disabled when you are either dialing a home phone number or a work number for which there is no extension listed. If you are dialing an extension you must PICK UP THE PHONE prior to pressing Dial Extension. This is not a bug but rather a weakness in most modems' command sets. When the extension starts to ring press Pick Up Phone/Quit. This program is unable at this time to autodial an extension. o The Pick Up Phone/Quit button may be used either when the phone is ringing/the called party answers, be alert that there will be a 2 second delay between when you press this button and the modem releases the line to the phone, or when you wish to cease dialing the party being called. ΓòÉΓòÉΓòÉ 16. Print ΓòÉΓòÉΓòÉ The Print menu allows you to print either the currently highlighted entry or all entries in the currently displayed group. Label Prints the entry currently highlighted using specifications determined by the Setup Printing Labels function. Label to Clipboard Copies the entry currently highlighted using specifications determined by the Setup Printing Labels function to the Clipboard where the data can be copied into other applications. All Labels Prints the currently displayed group using specifications determined by the Setup Printing Labels function. As Displayed on Screen Prints the entry currently highlighted using specifications determined by the Setup Display function to the printer. As Displayed on Screen to Clipboard Copies the entry currently highlighted using specifications determined by the Setup Display function to the Clipboard where the data may be copied into other applications. Address Book Prints all entries in the currently displayed group using specifications determined by the Setup Printing Address Book function. Individual Card Prints the entry currently highlighted using specifications determined by the Setup Printing Card File function. All Cards Prints all entries in the currently displayed group using specifications determined by the Setup Printing Card File function. ΓòÉΓòÉΓòÉ 17. Print Label ΓòÉΓòÉΓòÉ Prints the entry currently highlighted using specifications determined by the Setup Printing Labels function. ΓòÉΓòÉΓòÉ 18. Print Label to Clipboard ΓòÉΓòÉΓòÉ Copies the entry currently highlighted using specifications determined by the Setup Printing Labels function to the Clipboard where the data can be copied into other applications. ΓòÉΓòÉΓòÉ 19. Print All Labels ΓòÉΓòÉΓòÉ Prints the currently displayed group using specifications determined by the Setup Printing Labels function. ΓòÉΓòÉΓòÉ 20. Print As Displayed on Screen ΓòÉΓòÉΓòÉ Prints the entry currently highlighted using specifications determined by the Setup Display function to the printer. ΓòÉΓòÉΓòÉ 21. Print As Displayed on Screen to Clipboard ΓòÉΓòÉΓòÉ Copies the entry currently highlighted using specifications determined by the Setup Display function to the Clipboard where the data may be copied into other applications. ΓòÉΓòÉΓòÉ 22. Print Address Book ΓòÉΓòÉΓòÉ Prints all entries in the currently displayed group using specifications determined by the Setup Printing Address Book function. ΓòÉΓòÉΓòÉ 23. Print Individual Card ΓòÉΓòÉΓòÉ Prints the entry currently highlighted using specifications determined by the Setup Printing Card File function. ΓòÉΓòÉΓòÉ 24. Print All Cards ΓòÉΓòÉΓòÉ Prints all entries in the currently displayed group using specifications determined by the Setup Printing Card File function. ΓòÉΓòÉΓòÉ 25. Print Envelope ΓòÉΓòÉΓòÉ Prints the entry currently highlighted using specifications determined by the Setup Printing Envelopes function. ΓòÉΓòÉΓòÉ 26. Setup ΓòÉΓòÉΓòÉ The Setup function is responsible for how information is displayed on the screen, how phone numbers are dialed, and how information is printed. Display Determine record types (and their sequence) displayed, set group names, and determine which group(s) is displayed. Dialing Determine if Pulse/Tone dialing method is used and set the COM Port to which the modem is attached. Printing (Labels) Determine label making parameters and set printer port. Printing (Address Book) Determine address book printing parameters and set printer port. Printing (Card File) Determine card file printing parameters and set printer port. Printing (Envelopes) Determine envelope printing parameters. Sort Order Determine display, printing, exporting order of the database. Registration Data Load key provided to registered users which enables telephone support and disables program termination messages. This feature is grayed-out once a key has been successfully loaded as it is no longer needed. ΓòÉΓòÉΓòÉ 27. Setup Display ΓòÉΓòÉΓòÉ Determine field types displayed, set group names, and determine which group(s) is displayed. o Select the order that you wish to see a field displayed in the Display Sequence section. If you do not want a certain field displayed (such as Work Phone) place a 0 by it and it will not be shown on screen. This is for the quick display view only, you may still use this field to hold data. It does not affect the data, searches upon the data, or the printing of labels. o If you select Last Name to immediately follow First Name, the fields will be concatenated together producing a natural looking name, e.g. if First Name is 2 and Last Name is 3 then the names will be concatenated. However, if First Name is 3 and Last Name is 2 they will appear in columns like all other fields. To defeat this feature and leave the names in columns, separate the names by 1 or more numbers (without assigning the number in between), e.g. set First Name to 1, Last Name to 3, and don't assign anything to 2. o The Printing/Viewing Categories section allows you to create separate, logical groups within the database for assigning people. These groups may have names such as Family, Business Acquaintances, or Christmas Card List. People may be assigned to zero or more (up to 5) groups for display. This feature is intended to help you keep your data organized, and to allow you to do mass label, card, or phone book printing for any one group. o The Group to View section allows you to specify which group is curently the active one for viewing. You may of course, select All to see all individuals regardless of their group membership. o In the event that you need more groups than 5, Itty-Bitty Black Book/2 fully recognizes the ability to have more than 1 database file. The database filename is of the format *.ibb with its associated configuration in the form *.cnf (please do not attempt to modify the *.cnf file with an editor, if it somehow becomes corrupted just delete it, you will lose no data, just your preference settings). o Itty-Bitty Black Book/2 remembers the last database you were working on the last time you were in the program, and opens the most recently used database the next time the program is run. To swap to a different database file use the File Open command to open a new database file. ΓòÉΓòÉΓòÉ 28. Setup Dialing ΓòÉΓòÉΓòÉ Determine if Pulse/Tone dialing method is used, set the COM Port to which the modem is attached, set the speaker volume, set duration of dialing before retry, set time between dialing retries, and set modem initialization strings. o The Dial select feature allows you to switch between Tone and Rotary/Pulse dialing. Your telephone line and your modem must both support whichever method is chosen. In the event that problems arise, check your modem documentation and ensure that your modem's non-volatile memory is setup with the correct parameters for your local phone system (it usually is). o The COM Port select feature allows you to tell the computer which port your modem is attached to. If you select an incorrect port OS/2 will usually detect this when you attempt to dial and give you an appropriate error message. o The Speaker Volume pushbutton control allows you to either turn the speaker OFF or set it's volume. This feature only works if your modem follows the Hayes command set specification. o The Dialing Duration allows you to specify the amount of time allowed for you to either pick up the phone or a BUSY indicator to come back from the modem. o The Time Between Dials specifies the amount of time between redial attempts. o The Modem Initialization String is useful if you wish to alter the configuration of your modem's preset settings, or if you require special settings for dialing. This setting is normally not used, Itty-Bitty Black Book/2 assumes that your modem is Hayes-compatible and if so the software should have no problem controlling your modem without using this field. o The Dialing Prefix is the command string used to control your access method to the phone system, for instance many PBX systems require you to dial 9, to reach an outside line, this is where you would put the 9,. o The Dialing Suffix is the command string used to persuade your modem to relinquish control back to your telephone after dialing so it may be used for a voice conversation. This is needed on some PBX systems, but will be a blank field for most people. Warning: In the event you get a nasty message from the operating system when you attempt to dial, select Return Error Code to Program and Itty-Bitty Black Book/2 will not terminate abruptly. At this time you should go to Setup Dialing and correct the Comm Port setting. ΓòÉΓòÉΓòÉ 29. Setup Printing (Labels) ΓòÉΓòÉΓòÉ Determine label making parameters and set printer port. o Labels may be up to 5 lines. - The first line may be either Name, Title and Name, or Company. - The second line may be either Name, Title and Name, Company, or Street address. - The third line may be either Street address, Street Address Line 2, City, State, Zip, or Zip, City, State (this last choice is for our European friends who have different postal requirements, think of State as being a Nation-State and it should logically fit together). - The forth line may be either Street Address Line 2, City, State, Zip, or Zip, City, State or Blank. - The fifth line may be either City, State, Zip, or Zip, City, State or Blank. o The Left Margin setting allows you to tell the printer in which column to start printing your labels. o The Lines per Label setting tells the computer how many lines are printable on the label you are using. This is necessary because labels come in many sizes and the computer has no way of knowing the label size unless you tell it. o The Letter Quality Mode setting is useful for establishing a higher quality print mode for some printers such as those using an Epson-compatible command set, this may not work for other printers, if your printing comes out odd then turn off this setting. o The LPT1 ... COM4 buttons are used to tell Itty-Bitty Black Book/2 which port the printer is attached to. Should you select an incorrect port, unpredictable results may occur. ΓòÉΓòÉΓòÉ 30. Setup Printing (Address Book) ΓòÉΓòÉΓòÉ This is an extemely powerful feature of Itty-Bitty Black Book/2. It enables you to print out an address book on paper (you must cut it to size) which has the field placement and size of your choosing. It does NO ERROR CHECKING. In order to get it right you will usually have to do this several times (don't get frustrated), this is because of its total flexibility which enables you complete control over your output. o The Line # column is used to establish multi-line addresses (or you can put just the fields you want on a single line). o The Column column is used to set where on each line you would like a specific field to begin printing, however it says nothing as to where a field ends (you must know your own data, this is what is sometimes frustrating). o If you do not want a specific field(s) printed, just leave a 0 in its Line # column, it will subsequently be ignored. o If you select Last Name to immediately follow First Name they will be concatenated together to form a natural looking name (they must be within 35 columns of each other). If you do not like this effect reverse their order. o If you select State to immediately follow City they will be concatenated together to form a natural looking pair (they must be within 35 columns of each other). If you do not like this effect reverse their order. o Lines per page establishes how many lines are on each page before a formfeed is sent to your printer, this number should be some multiple of the total number of lines you are using to display each record, otherwise some records will be split between pages. o The Letter Quality Mode setting is useful for establishing a higher quality print mode for some printers such as those using an Epson-compatible command set, this may not work for other printers, if your printing comes out odd then turn off this setting. o The Print entry names at top of each page option is useful for creating a phonebook with similar data which is difficult to tell apart (such as various phone numbers). This add column titles at the top. o The Autowrap comments feature is useful for when long comments are used. The leftmost column does not effect the first line printed (that is done by comments column field), but only each succeeding line. This option is recommended to be checked because it also better control over what is printed. o The port selection feature effects only how address books are printed, ensure it is set to the correct port. By asking which port your printer is attached to in several places it enables this software to use different printers for different tasks simultaneously. Suggestions: o Start around column 8 on each line to leave room to punch holes in the paper. o Indent lines after 1 to around column 15 so they show up as belonging to that record, assuming that you make the name the first item displayed on the first line. o Setup Sort Order before you print, otherwise you could get some very wierd results in the order that things are printed. o Setup Display before you print and select the group for display, it will be the same one printed, else you might find that your printed book is missing some people. ΓòÉΓòÉΓòÉ 31. Setup Printing (Card File) ΓòÉΓòÉΓòÉ This is an extemely powerful feature of Itty-Bitty Black Book/2. It enables you to print out address cards on paper (you must cut them to size or locate pin fed cards) which has the field placement and size of your choosing. It does NO ERROR CHECKING. In order to get it right you will usually have to do this several times (don't get frustrated), this is because of its total flexibility which enables you complete control over your output. o The Line # column is used to establish multi-line addresses (or you can put just the fields you want on a single line). o The Column column is used to set where on each line you would like a specific field to begin printing, however it says nothing as to where a field ends (you must know your own data, this is what is sometimes frustrating). o If you do not want a specific field(s) printed, just leave a 0 in its Line # column, it will subsequently be ignored. o If you select Last Name to immediately follow First Name they will be concatenated together to form a natural looking name (they must be within 35 columns of each other). If you do not like this effect reverse their order. o The Print labels prior to field names option is useful for creating a cardfile with similar data which is difficult to tell apart (such as phone numbers). o The Autowrap comments feature is useful for when long comments are used. The leftmost column does not effect the first line printed (that is done by comments column field), but only each succeeding line. This option is recommended to be checked because it also better control over what is printed. o Lines per Card establishes how many lines are on each card. If you get this number wrong then you will see "address creep" as successive cards are printed. o The Letter Quality Mode setting is useful for establishing a higher quality print mode for some printers such as those using an Epson-compatible command set, this may not work for other printers, if your printing comes out odd then turn off this setting. o The port selection feature effects only how Address Cards are printed, ensure it is set to the correct port. By asking which port your printer is attached to in several places it enables this software to use different printers for different tasks simultaneously. Suggestion: o Setup Display before you print and select the group for display, it will be the same one printed, else you might find that your card file is missing some people. ΓòÉΓòÉΓòÉ 32. Setup Printing (Envelopes) ΓòÉΓòÉΓòÉ Determine envelope printing parameters. o The From: field should contain your address exactly as you wish it placed on the envelope, no editing, adding commas, etc. is done to this field. What you write is what you get. o The Font field displays your currently font, only outline fonts are used (this is so they can be sized and written on their side). o On the right side of the Font dropdown box, is a dropdown box containing point sizes of the font selected. Only point sizes in the range of 8 to 32 are available as it does not make sense to have fonts smaller than 8 pitch on an envelope (the mail delivery person would have a difficult time reading it), and a size larger than 32 tends to be very unwieldy. o To the right of the font size dropdown box are two check-boxes that you may use to select either Bold or Italics. Some fonts create a Bold font which is double wide when selected, you should be aware of this. A nice looking font combination to use would be some type of script font around size 14 with italics selected. o The Width & Height dropdown boxes allow you to select the approximate envelope size. If your envelope is an in-between size simply select a slightly smaller size and you will just have larger margins on your envelope. To our metric speaking friends: there are approximately 2.54 centimeters to the inch, using an English ruler could simplify matters. o The Left Margin Offset dropdown box should normally be set to 0 for most printers. However, some printers feed envelopes from the center, this setting allows you to set how far over the envelope begins printing from the left margin. o The Printer Queue dropdown box allows you to select the printer that you would like to print on (if more than one is available). o The To address may be up to 5 lines. - The first line may be either Name, or Title and Name, or Company. - The second line may be either Name, or Title and Name, or Company, or Street address. - The third line may be either Street address, or Street Address Line 2, or City, State, Zip, or Zip, City, State (this last choice is for our European friends who have different postal requirements, think of State as being a Nation-State and it should logically fit together). - The forth line may be either Street Address Line 2, or City, State, Zip, or Zip, City, State, or Blank. - The fifth line may be either City, State, Zip, or Zip, City, State, or Blank. NOTE 1: This works best with laser printers, although it should work with most dot-matrix printers you may find that it is more trouble than it is worth (Ever try feeding an envelope through a dot matrix printer? It tends to jam). NOTE 2: While something is in the print queue you cannot change which queue envelope printing prints to, only the currently selected queue will display. ΓòÉΓòÉΓòÉ 33. Setup Sort Order ΓòÉΓòÉΓòÉ Changing the sort order for your data is easily accomplished by selecting Setup Sort Order. In this window simply click on the the primary, secondary, and tertiary keys (that is the most important sort criteria to least important) in the window, and then select Accept. As an example, if you want to list people by the state they live in, the city, and then alphabetize them by name select the following: o Select State as your Primary key o Select City as your Secondary key o Select Name as your Tertiary key Normally, Name would be selected as the primary key, usually the other keys don't matter in this case because names tend to be unique. ΓòÉΓòÉΓòÉ 34. Setup Registration Data ΓòÉΓòÉΓòÉ Registration Data Setup is only used to register a paid user of Itty-Bitty Black Book/2. Once the software is registered the feature is grayed-out and no longer reachable. This is so you can't accidentally destroy your key. To register the software merely type in your name EXACTLY as written in the license provided and type in the checksum EXACTLY as written. Ensure there are no trailing spaces or it may give you an error message. For registration information see Help Register. ΓòÉΓòÉΓòÉ 35. Setup Multimedia Features ΓòÉΓòÉΓòÉ MultiMedia is the latest feature in Itty-Bitty Black Book/2. It enables you to liven up your phone book by inserting pictures, movies, or sound files along with the other data. This feature could be used for storing rudimentary personnel records in a company (after scanning in the pictures), or merely storing pictures of your friends and family. It could also be used to annotate records with voice messages from the individual, or to store a message about a specific record (assuming you have a sound card and microphone of course). Be creative. Itty-Bitty Black Book/2 does NOT provide any multimedia tools, rather, it is MultiMedia Aware. What this means is that it relies on other applications to perform the task required. This also means a high degree of flexibility, you can choose the best of breed of the application you wish to use (be it sound or video), and Itty-Bitty Black Book/2 can feed that application the data to produce the desired effect. Only native OS/2 Presentation Manager applications can be spawned as a child process and used by this program for MultiMedia effects. The Video File Directory entry should contain the full pathname of the directory where pictures are stored, it may contain up to 255 characters. The Sound File Directory entry should contain the full pathname of the directory where sound clips are stored, it may contain up to 255 characters. NOTE 1 If you use the Find button for either of these fields you must click on a file name within the desired directory to select that directory. NOTE 2 When you specify the video or sound file in the data entry/update screen it can only contain 32 characters. This limit does not apply to the directory, just the filename. This only works if the pathname is specified in the above fields. If it is not then you are limited to 32 characters total for the path and filename. Following this is a set of 8 entry fields which allow you to associate multimedia players with filename extensions. The extension should be exactly 3 characters and be something like WAV, BMP, or other multimedia type. The full pathname of the player including the extension should be included to the left of the appropriate multimedia extension. The Full Pathname of the multimedia player may be 255 characters long. NOTE 3 If you use a single asterisk * in an extension field then all unrecognized file types will default to the viewer with the asterisk. This means that if you have an exceptionally good photo viewer which can view any type of file simply use that viewer and an asterisk in the extension field and it will work with all file types (that it can handle of course). ΓòÉΓòÉΓòÉ 36. Setup Print Registration Form ΓòÉΓòÉΓòÉ This feature is designed to make it easier to register the software. Merely select this from the menu and fill it out. The Name field is the name to mail the license to. The Name software should be registered in field can be a person's name or a company name, This is the name that will appear on the license The Company name field is useful if needed as part of the address. The Address field can contain up to 256 characters and can be multiple lines, what you type (exactly) is what you get (exactly). The Phone Number, FAX Number, and E-Mail Address fields are useful in the event I need to contact you in response to a question that you may have. The Where did you obtain this copy of IBB/2? field helps me to ensure that the latest version of the software is available where people such as yourself can find it. The # of copies field (1 to whatever) determines the number of licenses desired. The Floppy check box determines whether a copy of the software and license(s) is desired on floppy, or whether just the key should be sent (via letter). When everything is filled out the way you want it merely select Print to LPT1, Print to LPT2, or Print to Clipboard. The clipboard feature is useful if you wish to put the letter into a word-processor for some reason. Thank-you for registering! ΓòÉΓòÉΓòÉ 37. Help ΓòÉΓòÉΓòÉ Internet: jjohnson@us.net Fidonet: James Johnson@1:109/347 Registered users may request help at a phone number provided by selecting Help Telephone Support. Note: This feature is enabled upon software registration, it is the only disabled feature within Itty-Bitty Black Book/2 (If someone is to cheap/dishonest to pay for inexpensive good-quality shareware, then I am to cheap/busy to talk to them about it). ΓòÉΓòÉΓòÉ 38. Product information ΓòÉΓòÉΓòÉ Itty-Bitty Black Book/2 Version 1.28 Copyright (C) 1993-1995 by James E. Johnson Jr. All Rights Reserved. Itty-Bitty Black Book/2 is shareware and must be registered for continued use. ΓòÉΓòÉΓòÉ 39. Mail-In Registration ΓòÉΓòÉΓòÉ Itty-Bitty Black Book/2 may be registered by mailing a check for $15 to: James E. Johnson Jr. 6924 Vancouver Road Springfield, VA 22152 Upon registration you will receive a registration key which is your license to use both the current and all future versions of Itty-Bitty Black Book/2 software. This key turns off the encouragement to register when you exit Itty-Bitty Black Book/2 and turns on the Telephone Support switch. The $15 registration does NOT include the software, just the license, the assumption is that you have downloaded the software previously from a BBS or other source. In the event you would like to receive the current version on floppy (and not just the key), please send $20 to the above address. Future versions of the software must be downloaded from your favorite BBS at your own expense. ΓòÉΓòÉΓòÉ 40. Online Registration ΓòÉΓòÉΓòÉ Itty-Bitty Black Book/2 may be registered by using your VISA or Mastercard online at the OS/2 Shareware BBS. The price is $15 and includes a single-user license for all future versions of this software, however no floppy is provided. Pete Norloff's OS/2 Shareware BBS contains a comprehensive collection of OS/2 programs and information. All the latest operating system patches from IBM as well as freeware and shareware programs from around the globe may be downloaded from the BBS 24 hours a day. The system is connected to five computer networks offering conference areas on a large variety of OS/2 topics. Currently the system has 18 telephone lines all operating on a single OS/2 PC. The OS/2 Shareware BBS is freely available to the public within limits. Subscriber access is also available. The BBS can be reached at 703-385-4325. ΓòÉΓòÉΓòÉ 41. Shareware Concept ΓòÉΓòÉΓòÉ Shareware is the try it before you buy it concept of software marketing. It is freely available by downloading it from various BBS's or one can easily and legally give a copy to a friend. If you like the software and intend on continuing to use it after the trial period of typically 30 - 45 days, you are expected to register the software with the author. Shareware is not freeware. It's continued use implies that it is a viable and needed tool. Registration encourages the author to enhance the software's features, making it a better tool for you the user, and also to create new software in the future. ΓòÉΓòÉΓòÉ 42. Telephone Support ΓòÉΓòÉΓòÉ Telephone Support is available to registered users. The panel and phone number are grayed-out if the software is unregistered. This is the only feature within Itty-Bitty Black Book/2 which is not available unless you are registered. ΓòÉΓòÉΓòÉ 43. Fields ΓòÉΓòÉΓòÉ Fields have a maximum length of 32 characters*. They may contain any combination of upper or lower case alphabetic characters, numbers or other printable characters such as #, *, %, etc. What you type is what you get, there is no character conversion. Fields are larger than the box they are in on screen, the box size is irrelevant. All fields within Itty-Bitty Black Book/2 are 32 characters regardless of the size allocated on screen. *The 2 exceptions to this are the e-mail address which has a maximum of 64 characters, and comments which has a maximum of 256 characters. ΓòÉΓòÉΓòÉ 44. Records ΓòÉΓòÉΓòÉ Records are a conglomeration of fields. o They are made up of First and Last Names, and other information about an individual or company. o If the record contains information about a company and not an individual, then the Last Name field should contain the word Company or whatever type of entity it is, with the First Name field containing the other information. This will ensure a consistent data presentation for both display and printing purposes. o When Adding or Modifying a record the Picture and Sound fields should contain the filename of the multimedia effect desired. It may be a WAV, BMP or whatever other type of multimedia file for which you have an appropriate player. The field is only 32 characters wide and is intended only for the filename of the multimedia file. Use Setup Multimedia to establish the proper relationships between file types and players. o If there is no information for a given field within a record, leave it blank, there is no harm in doing so. ΓòÉΓòÉΓòÉ 45. Groups ΓòÉΓòÉΓòÉ A Group is a logical entity which is used to designate a subcategory within your Itty-Bitty Black Book/2 database. o A group would be such entities as Relatives, Friends, Co-Workers, Business Contacts, Sunday School Class, or a Christmas Card List. o The purpose of using groups is to limit what is displayed on screen to a single category of individuals to simply the database's usage. The groups are also useful when printing labels, their usage allows you to print labels for all members of a group. o You may select the All groups displayed feature to deal with the database as a whole. o Both the group name and the active group may be set by using the Display Setup function. ΓòÉΓòÉΓòÉ 46. Trademarks ΓòÉΓòÉΓòÉ The following are trademarks of their respective corporations: o Epson is a trademark of Epson International Corporation. o Hayes is a registered trademark of Hayes Microcomputer Products. o IBM, OS/2 and Presentation Manager are trademarks of the International Business Machines Corporation. ΓòÉΓòÉΓòÉ 47. Select Directory ΓòÉΓòÉΓòÉ Select the desired disk drive by selecting the appropriate drive letter in the drop down box. Select the desired directory by double clicking on the desired directory. When the correct directory name is displayed at the top of the box select OK. ΓòÉΓòÉΓòÉ 48. Import ΓòÉΓòÉΓòÉ The Import function is responsible for bringing data into your Itty-Bitty Black Book/2 database from an outside source. The outside source may be either in a plain text ASCII format where the data is aligned in columns with no embedded special characters, or the data may be in a comma-delimitted (again straight ASCII) format. Import Comma Delimitted Import Column Formatted ΓòÉΓòÉΓòÉ 49. Import Comma Delimited ΓòÉΓòÉΓòÉ The Import Comma Delimitted feature is useful for bring data into your Itty-Bitty Black Book/2 database from another database. This is easily done by exporting your other database in comma delimitted format, and then having this application read that data in. The field order of the file to be imported is unimportant to this program so long as you know what it is, merely give the field order of the file to be imported to the corresponding field in the import procedure. For example, if LAST NAME was your first record element in the file to be imported, put a 1 by LAST NAME, if it were the fifth item in the record then put a 5. Fields that are not used by Itty-Bitty Black Book/2 are just ignored in the file being imported. If a field in IBB is not present in the file being imported, then leave the corresponding value by it as 0 and it will receive blank values in your new database. ΓòÉΓòÉΓòÉ 50. Import Data in Columns (ASCII) ΓòÉΓòÉΓòÉ Importing data from a file where the data is in columns is a little more difficult than importing it Comma Delimitted and that method should be used if your data is available in that format. To import columns of data, first determine the character starting position of each element type (e.g. LAST NAME, HOME PHONE, etc), and the number of characters that field is wide (not the ending column). Then fill in the blanks on the form and select IMPORT, this will allow you to choose the appropriate file. If the data does not align properly there may be unprintable characters in your file being imported such as <TAB>s, just remove them with your favorite editor and try again. Fields in Itty-Bitty Black Book/2 which are not present in your file to be imported should be left with 0 in their starting position and also in their width field, they will then be ignored during the import. Fields which are present in your file being imported but not in Itty-Bitty Black Book/2 are harmless and will be ignored during the import procedure. ΓòÉΓòÉΓòÉ 51. Export ΓòÉΓòÉΓòÉ The Export function is useful for transfering data from your Itty-Bitty Black Book/2 database to an outside source. The outside source may be either in a plain text ASCII format where the data is aligned in columns in tabular format, or the data may be in a comma-delimitted format suitable to be transported to another database. Export Comma Delimitted Export Column Formatted ΓòÉΓòÉΓòÉ 52. Export Comma Delimited ΓòÉΓòÉΓòÉ The Export Comma Delimitted feature is useful for transfering the contents of your Itty-Bitty Black Book/2 database to another database. This is easily done by selecting Export Comma Delimited and then selecting the export order from your database to the new database format. For example, if LAST NAME was your first record element in the file to be exported, put a 1 by LAST NAME, if it were the fifth item in the record then put a 5. If you do not wish to export a data element then put a 0 in it's field. In the event that any of the data fields you are exporting contains comma's "," they will be converted to semicolons ";" for export purposes. This is necessary so as not to create mal-aligned data in the program which will later import this data file (extra comma's would screw up the data). Please note that both Setup Display and Setup Sort Order will affect both what is exported and it's order. Warning: When you select EXPORT be careful not to select an existing file unless you wish to overwrite it, because once you select EXPORT (within the file select box), everything is exported and the existing file (which you selected) is overwritten (if it exists), if it does not exist then it is created. ΓòÉΓòÉΓòÉ 53. Export Columns of Data ΓòÉΓòÉΓòÉ The Export Columns of Data feature is useful for transfering the contents of your Itty-Bitty Black Book/2 database to either a spreadsheet, a document to be imported by a word processor, or even just printed for an easily readable report. This is easily done by selecting Export Columns of Data and then filling in the blanks on the form. First determine the order of the data elements and fill that in on the left column on the form (if a data element is not desired in the output file then put a 0 in it's column), then fill-in the right column stating the data element's width (including spaces). Then select Export, you'll be prompted for a data file name, after you enter it your exporting will be accomplished. If you leave the column width set to 0, then the computer will decide the minimum width needed to display all of your data in that field. Therefore, unless you have a special requirement, leave the width field set to 0 on all columns and the computer will determine all field widths, this will produce the most aestetically pleasing report. If the column width which you specify is not wide enough to hold the elements in a given field then that element will be truncated at the specified character count. Please note that both Setup Display and Setup Sort Order will affect both what is exported and it's order. Warning: When you select EXPORT be careful not to select an existing file unless you wish to overwrite it, because once you select EXPORT (within the file select box), everything is exported and the existing file (which you selected) is overwritten (if it exists), if it does not exist then it is created.