Option/shift/tilde, 0xD9, signifies a new help screen. The two characters are the
topic ID so do not change them. The following text in the same line will appear as the window title.
Help ID numbers.
1 _memoryHelp = 1,
2 _fieldSizesHelp,
3 _fileHelp,
4 _viewHelp,
5 _newHelp,
6 _editHelp,
7 _copyHelp,
8 _searchHelp,
9 _replaceHelp,
10 _markingHelp,
11 _categoryHelp,
12 _catNamesHelp,
13 _displayHelp,
14 _tips,
15 _phNumHelp,
16 _locLongHelp,
17 _dialSetupHelp,
18 _phoneLogHelp,
19 _quickDialHelp,
20 _userIdHelp,
21 _hotKeysHelp,
22 _cmdKeysHelp,
23 _powerKeysHelp,
24 _colorHelp,
25 _setAsideHelp,
26 _mergeHelp,
27 _importHelp,
28 _mailMergeHelp,
29 _printHelp,
30 _prEnvHelp,
31 _envSizeHelp,
32 _envNoteHelp,
33 _envLogoHelp,
34 _prLabHelp,
35 _phBookHelp,
36 _prCardsHelp,
37 _prContHelp,
38 _exportHelp,
39 _newtonHelp,
40 _HP95Help,
41 _sharpHelp,
42 _psionHelp,
43 _exitHelp
“∫” (Option B) toggles bold text. Plain text will be restored following the next
"return." These comments will be ignored since they precede the first rabbit.
Use Geneva 12 pt. and set line width to 7-1/4 inches to approximate the final
results. (Geneva 9 pt. and 5-1/8 ins. or 10pt. and 5-7/16 ins) Each help screen can hold 24 lines of text. Select the section excluding the title and use Word's “Get Info...” to check the line count.
Use “Save As...” save to “AdBk Help” as a “Text Only” file.
Change the file type to “HeLp” and Creator to “AdBk” in order to display its ICON
This can be done with ResEdit, Disktop, Vantage and many other file utility programs.
Once you have changed the type and creator, you will have to close then reopen the folder containing the file to see the correct ICON displayed.
Ÿ01 Memory Requirements
∫Data Base Size
• Address Book keeps the current list in memory. The applications memory "Preferred size" setting determines the size of list that can be opened.
• If you are adding a large number new records in one session and reach the limit of the memory space available for records, an Alert dialog will inform you and ask you to increase Address Book’s memory “Preferred size”
∫Increasing application memory
• To increase memory “Preferred size”, select the Address Book icon; do not launch the program. From the Finder File menu, select Get Info. Change the “Preferred Size” to at least 64K per 100 records plus 530K. The initial setting of 800K can handle 420 records. Set to 1,000K for 750 records and 5,000K for 7,000 records.
∫Number of records in your list file
• When the program is running, the number of records can be seen in the title bar of the Index window.
∫Maximum number of records
• Address Book has a limit of 64,000 records.
∫Note
• Address Book’s Memory Requirement may require your attention when:
1. Address Book can not get enough memory to load the list file; a message will
appear requesting you to allocate more memory.
2. The screen does not refresh immediately as a menu is let go.
3. Address Book unexpectedly quits (out of application memory).
Ÿ02 Password Protection
∫Creating and using passwords
• A list file can be protected from being opened, or, if hidden (Command-H), from being viewed by anyone without a password.
• In a non-network situation, there could be multiple users of a single computer with different levels of access. There are three levels of passwords: the “Read Only User” password opens and shows hidden lists; the “Full Access User” password opens and shows hidden lists, and allows editing of existing records and creation of new records; the “Administrator’s” password allows setting, changing, and installing lower level passwords. If the Administrator’s password is removed, the other passwords are also removed.
• The File menu item “Hide List” / “Show List” (Command-H) indicates whether the list file is protected, eg. “Hide List (Protected).”
• When a new list is created, it does not have a password. Use the “Prefs & Help” menu item “Set Password” to install one. Individual list files can have their own unique passwords, protecting them from other users allowed to see other list files.
• “Make Backup” and “Save Copy To” list files are protected by the same password as the original list file.
∫Using passwords on a network
• On a network, the Administrator’s password should be used only by the network administrator. The other passwords are for others on the network who are not authorized to change or remove passwords.
• Caution: The list files are not encrypted; thus, any hacker could easily view their contents. However, the passwords are encrypted and concealed, making it extremely difficult for anyone to uncover them.
Ÿ03 List Files
∫Running Address Book
• The list files are like documents created by a word processor, in that double clicking on them will open the Address Book application.
• When the application is launched, it looks for a specific list file using a stored path name. You can reset it to the currently open list file by selecting the “Set Default List” item from the the Prefs & Help menu.
• If you hold down the Command key as you open the application, the “Open file” dialog appears, and you can choose which list file to load.
∫Saving
• Until you make changes, (adding new records, editing, deleting, or changing categories) the Save menu item is dimmed. Changes are always saved when you Quit or Open another list file.
• If you choose “Auto Save As You Work” in the Preferences, changes will be saved after 1 minute of user inactivity. This delay is designed to minimize interference with your work.
∫Save Copy To
• If records have been marked or categories selected, you will be asked if you want to make a copy containing only the marked records, the unmarked records, records in the selected categories or those not in the selected categories. This is useful if you wish to split a list, or give selected records to friends or co-workers who can then merge them into their existing lists using the Merge function.
∫Save to Backup
• Makes a safety copy of the list file, just in case the original is trashed.
• Although you may choose to “Auto backup at quit” in the preferences, it is suggested that you determine when to update the "backup" list file.
Ÿ04Viewing Records
∫Clicking to View
• Clicking once on any name in the index selects that name; clicking again shows the complete record. Simply double clicking on a name will also view it.
• In the View window, either click on the buttons or press the Command and Up or Down keys to step sequentially through all records. Clicking the Index button or pressing Return or Enter returns you to the Index window where the last record viewed is still selected.
∫Index Window
• You can select names on the index pages by using the cursor keys. The cursor Up and Down keys step through the list, turning the page when it reaches the beginning or end of a page. The Left and Right cursor keys jump from column to column.
Command and Left or Right keys flip pages. Command and Up or Down keys move to the top or bottom of a column. You may hold down the keys for continuous operation.
• Option and Left key take you to the first record, Option and Right key to the last record.
• The Prev and Next buttons flip the pages in the Index. Holding the Option key as you click the Prev button takes you to the first record; holding the Option key and clicking the Next button takes you to the last record.
• The Return or Enter keys open the selected record in the View Record window, where you can use the buttons or Up/Down cursor keys to move through the records.
∫Editing Records
• Command-E opens the Edit window from either the Index or the View record windows.
• Double clicking in any field in the View Record window opens the Edit window.
Ÿ05New Records
∫Names
• Entering the last name first brings order to the index pages. Put a period after the last name as in “Smith. John D.” The period/space combination allows the name flip to work when you print labels and envelopes.
• In the View Record window, press “f” to check the flip.
∫Titles
• The name flip looks for the first period followed by a space. “Smith M.D., PhD. John D.” flips at PhD. to “John D. Smith M.D., PhD.”
∫Phone Numbers
• You can enter two phone numbers, separated by a vertical slash (|), in each of the three phone number fields. Press 1, 2, or 3, or click on one of the Dial buttons, to dial a number before the slash, 4, 5, or 6 for a number after a slash.
• A typical phone number may be 222 333 4567 (Home). If you include extension numbers, the letter x or p tells the dialer to ignore any following numbers. For example, 222 333 4567 Ext 888 will not dial the 888; see Dial Help for further information about prefixes, etc.
∫Editing
• Cut, Copy and Paste are activated by the Command- X, C and V keys.
∫Tab & Return keys
• The Tab key is normally used to step through the fields. The Return key also steps from the Name & first two Phone Number fields. In the Address & Comment fields, the returns are limited to the number of lines in those fields. Should a line of text wrap to the next line, it is possible for the text to scroll up out of sight as returns are entered.
Ÿ06Editing Records
∫Auto Capitalize Name & Address
• With this option on, you can type all lower case letters and the first letter of each word will be switched to an upper case letter. If you want the first letter in lower case, hold the shift key. Command-A toggles this feature on and off.
• Either turn the feature off or set Caps Lock when entering U.K. postal codes.
∫Edit a record
• In the Index window, click on the record to be edited, then click on the Edit button. In the View Record window, you can simply double click in any of the fields.
• Insert text by clicking at the insert position and typing. You can replace text either by placing the cursor and back spacing, or selecting the unwanted text by highlighting it (click and drag), then typing in the new text. You may step through the records without leaving the edit mode, either clicking on buttons or using the Command-Up or Down cursor keys. Hold the keys for continuous scrolling.
• The Revert button reverts all fields to the original. It may be more convenient to simply make corrections or abbreviations.
∫Cut, Copy & Paste
• are activated by the Command-and X, C and V keys. If the pasted text overflows the field, the field will be truncated and you will be informed.
∫Marked records
• If you have previously selected records with the Mark function, hold the Option key as you click the Next or Prev buttons to move you through the marked records only. If you have changed a surname, the records will be resorted to assure that the names in the index are sequential.
• When editing is complete, you may save the changes from the file menu or let the program automatically save when you quit.
Ÿ07Cut, Copy & Paste
∫Copy to Clipboard
• To copy a whole record to the clipboard, select the record in the Index window or display it in the View window and press Command- C. If you want only the name and address, hit the “a” key then Command-C. If you want to flip the name, hit the “f” key first. You can hit both the “a” and the “f” keys before Command-C.
• To copy a field or part of a field, press Command-E to bring up the edit window. You can now select text by dragging and clicking over the text to select it, and then pressing Command-C. Command-X will cut the selected text.
∫Pasting from the Clipboard
• Command-V pastes a complete record from the copy made above into the Index or View windows to create a new record. You can copy from one Address Book to another to transfer complete records.
• If you have a name and address on the clipboard copied from another program, simply press Command-C in the Index or View Record windows to paste the first line in the name field, and the following lines into the address field. If lines consist of a sequence of numbers, Address Book deems these to be phone numbers and puts them in the phone fields. This feature allows you to create new records quickly from addresses in other programs.
• You can paste suitable length text from the clipboard into the New, Edit, Find, Mark, and Macro windows by pressing Command-V.
∫Extended Keyboards
• Because the New & Edit windows use “Modal Dialogs,” the menus and the extended keyboard Cut, Copy & Paste are not accessible. With INITs such as QuicKeys, you can create a key alias to make the “Copy” function key do a “Command-C”.
Ÿ08Finding Text
∫Search & Find
• The most convenient way to begin a search is with the Command-F key, followed by the name or portion of the name you wish to find, and the Return key. For Andy Hertzfield, try andy, hert or field. Either click the Next button or use the cursor keys to continue the search.
• The search is automatically canceled by going to the Index or by selecting any menu item.
• Limiting the search to specific fields does not reduce the search time significantly; it simply confines the search to the selected fields.
∫Find at Startup
• The Preferences dialog allows you to have the Find dialog appear automatically at start up, as soon as the list file is loaded.
_∫Get Name
• Press Command-G and type the last name of the person you are looking for. “S” takes you immediately to the first S... record. “T” then takes you to the first “St...” record, and so on.
• When the “Get Name” function is active, the cursor changes to a key with the letter A on it. “Get Name” is initially active for 5 seconds and reduces to 3 seconds after any key is pressed. Clicking the mouse or hitting the space bar, a cursor key, or a Command key also cancels the function.
• Do NOT type spaces or punctuation marks; “doejohn” will find “Doe. John”. This method of locating a record is extremely fast.
Ÿ09Replacing Text
∫Global changes
• This feature can be used where the phone company has had to change an area code, as in Chicago where many 312’s where changed to 708. In this case, simply type 312 in the “Replace” text box and 708 in the “with” text box. Click on “In Phone”, leave “Match Words” set to skip any 312’s which occur within phone numbers, and click in “Verify Each”. As each 312 is found, the name and phone fields will be displayed with the found number highlighted. You can choose to replace it or skip to find the next. If you click on the abort button, any text replaced to this point will not be undone.
∫Changing formats
• If you have some phone numbers like 416-496-0828 and want to change the dashes to spaces, then enter a dash in the “Replace” text box and a space in the “with” text box. Select “In Phone” and turn “Match Words” off. This time, just click “Replace” and all will be changed. If you replaced spaces with dashes, then you should probably “Verify Each” since there may be other spaces you wish to retain if you have comments following the phone numbers.
• Because the Name Flip feature requires a period following the person’s last name, you may wish to change previously entered commas to periods, as in “Doe, John Q” to “Doe. John Q”. Enter a comma in the “Replace” box and a period in the “with” box, set “In Name” and unset any other “In xxxx”. Turn “Match Words” off and use “Verify Each”, since there may be commas you wish to retain, as in “Kumkwat, Finkle, MacHaggis Inc.”
• “Match Words” finds John in John & Mary but not in Johnson.
Ÿ10Marking Records
∫Mark
• The mark function works in much the same way as “Find” but it marks, with an asterisk, all records containing the sample string. It is now easy to scan the index pages to see where or how often the sample occurs. The selected record mark “•” is positioned at the first marked record.
• Hold down the Option key while stepping through the records in the View or Edit windows to display only records which have been marked.
• You can mark individual records with the “m” key in the Index or View windows.
∫Unmark
• Press “U” to unmark the displayed record. Command-U unmarks all records.
∫Refining the Records Marked
• 1st button checked: all existing marks are cleared and the records containing the sample string are marked.
• 2nd button checked: all existing marks are retained and new ones are added where the new sample is found.
• 3rd button checked: the records marked are unmarked if the sample is found.
• 4th button checked: the records marked remain marked only if the sample is found.
∫Example
• Let us find all records of people in the U.S.A. who have Fax numbers.
1. Press Command-M to bring up the dialog box. Key in “U.S.A”, check the “In Address” item, and click OK.
2. Maybe it is USA in some records, so press Command-M again, but this time click the “Also mark...” button. Key in “USA” and click OK.
3. Press one more Command-M. This time click the “Leave only...” button. Key in “Fax”, check only “In Phone”, and click OK.
Ÿ11Record Categories
∫Using categories
• You can define up to 32 categories. You could have categories for Friends, Relatives, and Club members, and their 12 Zodiac signs. After setting the appropriate check boxes for each record, you can scan, export, and print a list of addressed envelopes to all Friends who are Libras and Club members, but not Relatives.
∫Browsing Records in Selected Categories
• Command-B brings up the category dialog. Hit the clear button even if no boxes are checked, because some could be in the Incl/Excl option windows. Check the desired categories, and hit the OK button to see how many records are in those categories. Hold down the shift key as you scroll to see the records in the categories, the control key to see those not in the categories.
∫Include/Exclude Options
• In the Category dialog with a category set, click the Incl/Excl button to see the “But include only if also in these categories” window. You can now set another category to delimit which records fall into the group. Click Incl/Excl again; the dialog now says “Omit all records with these categories set.” Select those with attributes you wish to exclude. Click “Incl/Excl” again to return to the first window.
∫Marking Categories
• Click the Mark button to exit the Categories dialog; this clears any marked records and marks those in the selected categories. The marking options now allow you to add or remove records meeting other criteria.
∫List files
• Each list file can have its own set of categories. Category names are saved with the list file. When you create a new list file, it inherits the names of the last list file loaded. You can edit and save these names (See Category Names).
Ÿ12 Category Names
∫Entering Category Names
• When you create a new list file or load an Address Book version 2 list file, the category names that appear are from the last list that the Address Book saw.
• Before going further, you should decide what you want to name the categories.
Use the Edit menu “Edit Category Names...” item to bring up the dialog. Click on the check box to bring an existing name into the edit box. To bypass the warning about changing names, hold down the Option key as you click the check box. This warning only appears if you are editing an existing name rather than selecting an empty name item.
∫Storing the Names
• When you exit the category name dialog, the names are saved to your list file to be loaded the next time you run Address Book and load the same list file.
• These new names become the default names stored in the Address Book program to be used when you create another new list file.
• Adding, deleting or changing these names for the new list file will not affect the names on your previous list.
∫Unique Names for Each List File
• Each list file can have its own category names which are saved in the list files.
• Once category names have been defined and categories set, avoid changing the names around, since the flags set in the records relate to the category number.
• For instance, if category 5 is Friends and you have set that in a number of records, then a flag is set in those records indicating category 5. Should you move the name Friends to item 8 and the 5th category is now something else, then selecting Friends, now item 8, will no longer select all your friends.
Ÿ13Display & Use
• This menu item confines the names displayed in the Index and records shown in the View Record window to subsets of selected categories or marked records.
∫Select Categories
• Choose “Select Categories” from the Search menu, check the categories of interest, then choose “Selected Categories” from the “Display & Use” menu. Only these records will be seen in the index, and paging through the records in the “View Record” window will display only those in the selected categories. Further, all operations such as editing, searching, marking and replacing text will be confined to those records. To add or remove categories, go back to the “Display & Use” menu and select “All Records”, then change the “Select Categories”.
∫Marked Records
• Similarly, choosing “Marked Records” confines all operations to the marked records. Records can be removed from this subset by pressing “u” to unmark an individual record or selecting “Mark...” from the “Search” menu and either “Remove Records Containing...” or “Leave Only if Record Contains...” some specified text. To add records, first “Display & Use” “All Records”.
• In the Selected Categories, you can use the Marking feature to further refine the subset that you wish to work with. For example, selecting a “Friends” category and displaying that subset, then marking records containing a city name lets you create a further subset of only those records by choosing “Display & Use” the “Marked Records”.
• You cannot first Display and Use Marked records then select categories within the marked records.
• To keep you aware of which records you are working with at any one time, the Index and View Record windows show the subset in the window title.
Ÿ14Tips
1. Hold the Option key as you double click the Address Book application Icon to prevent auto loading of the default list file and bring up the Open File Dialog.
2. Use Command-G followed by a letter to get you to the first record of names that start with that letter. Continue typing the name to find the specific record.
3. Instead of closing Address Book and reopening each time you want to use it, just set it aside by pressing “h” or click on the first letter of the list name in the title bar. Any keystroke, or another click on the first letter in the window title, will return Address Book to its previous position.
4. When entering new records or editing, the tab key is usually used to move through the fields. In the name field and first two phone number fields, the return key tabs to the next field. Shift-tab backs up through the fields.
5. To browse through records in certain categories, press Command-B, select the categories, and click OK. In the Index or View windows, hold the Option key as you scroll though the records to see only those in the selected categories. Hold the control key to see those not in the selected categories.
6. You can cancel a quit while the list is being saved by pressing Command-period.
7. To copy a record from one list to another, select the record and press Command-C to copy it to the clipboard. Open the list to copy to and press Command- V. This operation does not copy category settings.
8. Once records are marked, you can save the marked or unmarked records to a separate list file using “Save Copy To.”
Ÿ15Phone Number Prefixes etc.
_∫Long distance/Local numbers
• Outside North America local numbers have various lengths. Address Book requires you to enter the number of digits in a local number. Do not include spaces.
∫Auto Prefix
• Often a 9 is required to get an outside line or an access code has to precede the number being dialed. Two “always sent” prefixes can be entered, one to precede local calls, and the other, long distance calls.
∫Key Controlled Prefix
• Alternately, you may wish to have control of when the prefix is inserted. If so, enter it in the box associated with the Control key.
∫Long Distance “1” Prefix
• On calls within the same area which are local at one location and long distance at another, holding the Command key while dialing adds a 1 or removes a 1 if there is one. 321 5454 becomes 1 321 5454 & vice versa.
∫Credit Card Calls
• Hold the shift key while dialing to append the credit card number.
• Once you enter a credit card number, the associated check boxes will be active. If the 8 sec. pause is not suitable, insert your own commas before the number.
∫Function keys held while dialing
• Command key - Adds a preceding 1 or removes an existing 1 prefix.
• Option key - Inserts a zero prefix or replaces a 1 prefix with zero.
• Shift key - Adds a suffix number such as a credit card number.
• Control key or Caps Lock - Inserts a prefix such as access code.
Ÿ16Long Distance Calls
∫Entering Long distance/Local numbers
• Enter all numbers in the Phone Number Fields with area codes, including local numbers, in case you wish to use Address Book from another location.
∫Inhibiting Area Codes
• To keep Address Book from dialing an area code, enter it in the Inhibit This Area Code box.
∫Long Distance “1” Prefix
• Enter “1” in the Long Dist. Prefix box. Address Book will automatically add this prefix before a ten digit number.
∫Example 1 - Local Calls
If your number is 416 724-2971 and it is entered in this format in a Phone Number field, and you entered “416” in the Inhibit This Area Code box, Address Book will dial 724-2971.
∫Example 2 - Long Distance Calls
If some numbers in the 905 area code are local and others are long distance, enter “1” in the Long Dist. Prefix box, and enter “905” in the Set Local Area Codes box to inhibit the long distance prefix. To dial 905 294-3555, click on the dial button beside the number in the Phone Number field; to dial 1 905 294-3555, enter a tilde(~) before the area code in the Phone Number field and click on the dial button.
Note: if you are using the Desktop Dialer™, check that its Phone Number Setup does not conflict with Address Book’s.
Ÿ17Dialing Setup
∫Speaker dialing
• Hold the phone mouthpiece to the Mac speaker and dial. If the speaker level is too low, either an external amplified speaker or the “Hyper Dialer™” from your local computer store should work. Try level 7 initially.
• Try the 2:1 tone spacing first. The other tone spacing puts a longer gap, which may be required for some phone systems, between the tones. ∫DeskTop Dialer™ by Sophisticated Circuits Inc.
• Dials a 7 digit number in less than 2 seconds then gets off the line, so pick up the phone as you dial from Address Book or the line will drop.
• If you see “Error” when dialing with a modem, the selected “Setup String” is not suitable for your modem. Use the arrow to try other strings, or check your modem manual and enter the “Factory Settings” string.
• If the modem stays on line too long, you may not be able to speak to your party or the modem may put its carrier on line in response to the voice reply. To avoid this, set the modem to hang up after one ring.
• Auto Redial applies only to modem dialing and relies on the modem returning “BUSY”. After dialing a number once, if BUSY is not returned after the previous time interval, Address Book assumes that the number is ringing and will beep.
∫Call Timer & Logging
• With “Auto Log” checked, the date, time, number, and name are written to the log file automatically as a number is dialed. Not checked, you will be given the option to log or cancel. To log the time, press the s key or click on “(S)top & log.”
Ÿ18Logging Phone Calls
∫The Log File
• With the appropriate boxes checked in the Dial Setup, calls are logged to a file which appears in the same folder as the active list file. The file is named “AdBk log (mth) (year)” as in “AdBk log Jan 1991.” A new file is created each month.
• The type of the file is TEXT; thus it can be opened by any word processor. Formatting will be correct with a mono-spaced font such as Monaco or Courier selected. The file “Creator” can be set via the “File Creators” menu item. This makes the log file a double clickable document which can automatically open your word processor. After changing the creator, you will have to close, then open, the folder containing the log file for the Finder to set the new creator.
∫Notes
• Once a call has been logged, the “Notes” feature is active and remains active even after the call timer has been stopped (Hit “n” in the Index or View windows). This allows you to add comments to the phone log. To add more after the notes dialog is closed, hit “n” again.
∫Manual Logging
• Although Address Book cannot log incoming calls, you can do this yourself. Command-L opens the logging dialog, where you can simply start keying in a name as it appears in the index window, and the search will follow your typing. If you make a spelling error or the name is not found, you will hear a beep. The left arrow key moves the cursor to the beginning, and you can restart the search. Pressing the tab key clears the window and allows you to type in a name to appear in the log file.
Ÿ19Quick Dial
∫Quick Dialing
• Pressing “q” in the Index or View windows brings up the Quick Dial window. Clicking a dialing button or pressing a number key dials the number, then opens the record of the person or company you have dialed. Because the list is memory resident, the matching record is found in a flash, even on a list with 1000 records.
∫Installing Names
• First, select the record in the Index window or open the View window of the name you wish to add. Hit the “q” key to open the Quick Dial window and click the “Install name” button. If the record has only one phone number and it is in the first phone number field, just click on a numbered button to install it. If the record contains more than one phone number, you will be presented with a dialog to select one of the numbers. After clicking to select a number, click on the number to install it.
∫Identifying Numbers
• When you install the same name twice with different numbers, such as a home and a business number, then add an identifier such as “Home” to the phone number in the person’s record, eg. 345 9876 Home. This identifier is added to the name in the Quick dial window. However, you have to reinstall to show an identifier change.
∫Changing names and phone numbers
• Quick Dial scans all records for a name match and dials whatever number is in the field selected when installed. If you change the name in any way, it will not be found. Just reinstall it. If you change the phone number, there is no need to reinstall unless you have changed the identifier.
Ÿ20Phone User ID
• To enter a User Identification Number, select “Dial Setup” from the “File” menu and click on the “User ID” button. When a user ID number is entered in the “User ID” dialog, it is automatically sent whenever you dial a long distance number.
• In some cases, a number which includes an area code is a local call. To prevent the user ID number from being sent, a “key” character can be placed within the phone number which is recognized by the Address Book dialer and prevents the user ID number from being sent. Any character, with a few exceptions, can be used as the key, and is entered in the “User ID” dialog. The exceptions are # * - ? and the comma. You don’t have to remember these; they will automatically be rejected. For example, enter the plus sign as the key; dialing 305 345 9876 sends the user ID; 305+345 9876 does not send the ID number.
• This key character can be placed anywhere in the phone number. If you already have a list in which many numbers require a key character inserted, then the Search menu Replace feature makes it easy. For example, put “305” in the “Replace” text box and “305+” in the “with” text box, select “In phone” and “Match Words”, then click on the “Verify” button. As Address Book finds each occurrence of the area code, it displays the name and phone number so you can decide whether or not to insert the key character.
Ÿ21“Hot Keys” in the Index and View windows
A Selects Name & (A)ddress fields prior to copy to clipboard.
C (C)ancels the call timer.
D (D)ials a number directly from the keyboard.
E Copies 1st line of the Info. field to the clipboard (For copying (E)mail addresses).
F (F)lips the name prior to copy to clipboard.
G Address Book (G)oes to the Command Key “Dragged” position.
H Causes Address Book to (H)ide at the bottom right of the menu screen.
J Causes Address Book to (J)ump to the upper center of the menu screen.
K Opens up Category dialog of selected record.
L (L)ogs an incoming call or inserts an item into the log file.
M (M)arks the selected record.
N Opens the (N)otes dialog to append a note to the phone log.
P (P)auses the call timer.
Q Opens the (Q)uick dial dialog.
R (R)esumes the call timer.
S (S)tops the call timer and logs elapsed time to the next full minute.
T Starts manual (T)imer.
U (U)nmarks the selected record.
V Puts the (V)ersion number in the window title bar.
W Shows the record's modified date at bottom of the Index or View windows.
X Remembers a record to get back to when pressing “z”.
Y Copies the third phone number field to the clipboard (For copying fax numbers).
Z Toggles to the last record dialed, edited or remembered by pressing “x”
1, 2, 3, 4, 5 & 6 dial the phone numbers.
9 Dials a number from the clipboard.
Ÿ22Command Keys from the Index and View windows
Command-A (A)ddresses a “one of” envelope without creating a record.
Command-B Opens the category picker to select those to (B)rowse through.
Command-C (C)opies a record to the clipboard.
Command-D (D)eletes a record. Confirmation is requested.
Command-D Pastes the (D)ate in the Edit & New record windows.
Command-E Opens (E)dit record dialog.
Command-F Opens (F)ind dialog for text entry.
Command-G Arms (G)o To page for your next key stroke.
Command-K Opens a dialog to set selected record categories.
Command-L Opens a dialog to (L)og incoming calls etc.
Command-M (M)arks records for perusal, printing or exporting.
Command-N Enters (N)ew records.
Command-O Opens list file (O)pen dialog.
Command-P (P)rints to envelopes and labels.
Command-R (R)eplaces text.
Command-S (S)aves current list to disk.
Command-U (U)nmarks. Removes marks from all records.
Command-V Pastes from clipboard New or Edit windows.
Command-X Cuts selected text from New or Edit windows.
Command-1 ... 5 Pastes Macros 1 ... 5 to New or Edit windows.
Command-. Hits the Cancel button in dialog boxes.
Command-? Opens the appropriate Help page.
The extended keyboard Help key actuates any visible help button, or if you are in the Index or View windows, it brings up the help topic dialog.
Ÿ23Power Keys 3
This uses a PICT resource to display the power keys
Ÿ24Setting the Colors
∫General
• Select any item in the Color Menu to bring up the Color Picker with the name of the object to be colored displayed at the upper left.
• Hold the mouse button down as you move it around the color wheel to select the color you want.
• The scroll bar at the right varies the brightness of the color.
• To get brown, click on red, then move the brightness to half way.
∫Coloring the Index and View windows
• If you move Address Book to the bottom of the screen, you can see the actual colors as you change them with the Color Picker.
• This will let you create a good contrast between background and text.
∫Coloring the New, Edit, & Help Windows
• These do not allow simultaneous use of the Color Picker, so you have to quit the Color Picker, then open the window to see changes.
Ÿ25Address Book Window
∫Window Position
• The position on the Mac screen, or a second monitor screen, is saved when you quit. Next time you run Address Book it will open at the same position.
∫Setting Aside
• To avoid continually opening and closing Address Book, use its set aside feature.
• Pressing the H key when in the Index or View Record window hides Address Book by moving it to a position at the bottom right of the screen, concealing all but the window title bar.
• To restore its position, click on the title bar to bring Address Book up foremost, then hit the H key or any Address Book command key.
• In the application version, clicking the first letter of the Index window or View window title will set aside or restore Address Book to its previous position.
• System 7 has its own Hide feature under the icon at the far right of the menu bar which hides the program completely from sight.
∫Centering Address Book
• Pressing the J key when in the Index or View Record window causes Address Book to Jump to the upper center of the screen.
∫Second Screens
• Because Address Book remembers its position on the screen when you quit, and returns to that position next time it is opened, it is possible for it to get lost on systems using multiple monitors. If Address Book was on other than the menu screen, selecting this menu item will return it to the menu screen. This is only necessary should the monitor on which Address Book was last used become disabled.
Ÿ26The Merger
∫Updating the List File in Memory
• If you use the same list file on different computers, merging will provide a list which includes new records from both lists and the most recent edited record from either.
• When you merge records with identical names, Address Book examines other
fields in an attempt to decide whether it is the same person or not. If the number of characters in both address fields and both info. fields is different, the merge record will be added, leaving the list in memory intact.
• If it is the same person and both the address fields and info. fields have been edited in either list, the merger may decide that they are different people and include both records .
∫Combining List Files
• Other Address Book list files may be merged into your own. See “Save Copy To” in the previous help topic.
∫Reviewing the Merge
• All records replaced or added are marked with an asterisk in the Index window. You can scan the marked records in the View window by holding down the Option key as you click Next or press an arrow key.
• You can also print or export the marked records to give you a list of the updates.
∫Warning
• Records merged into your current list file will bring their category fields with flags set in certain positions. Should the category names of the merging file not match those of the current file exactly, the categories set will be erroneous.
Ÿ27Importing Records
∫Utility Programs
• Address Book does not have a built in import function, since normally it would be used only once when you to move from a previous program to Address Book.
∫From Borland’s SideKick™
• My “SideKick to Address Book” program converts both version 1 & 2 files to the Address Book format.
∫From a Data Base or Spreadsheet Program
• The “Text to Address Book” program converts any exported text file from almost any data base program. You can define the delimiters and specify which fields from your exported file go into which fields of Address Book.
_∫From QuickDex™
• Programs such as QuickDex™, which have one field per record, are not particularly suited to conversion by any of the above mentioned programs.
∫From HyperCard™
• Paul Bresciani’s “Address to Text Stack” converts the HyperCard Address stack to a tab delimited text file, which then can be converted into Address Book format with the “Text to Address Book” utility.
• The above mentioned programs will be sent to registered Address Book users.
Ÿ28Export for Mail Merge
∫In Address Book...
1. Mark the records you wish to include with the Mark Records feature and check Marked Records Only. You may select categories instead, or export the whole list.
2. You can use the Select Mailing Batch in the Search menu to mark records in specific postal code groups and export only those marked records.
3. Click Normal in the Set Delimiter dialog box to provide the standard delimiters.
4. In the Edit Headers dialog box, click Default and the name field will be set automatically to match the selected name format in the Export dialog box.You can change these header field names to whatever you wish.
5. Click on Done, then click the Export button and name the file.
∫In your word processor...
1. Open a new form letter file and use the Mail Merge dialog to place fields where required:
<Field:1> <Field:2> Victor Kennedy
<Field:3> 43 Parade Square
<Field:4> Scarborough, Ontario
<Field:5> M1C 3T5
<Field:6> Canada
Dear <Field:1>: Dear Victor
2. Click on “Merge” and select your exported Address Book Data File (See Address Book User’s Guide or your word processor manual for a more complete description).
Ÿ29Printing
∫Page Setup
• Each printing choice in Address Book, such as Print Envelopes, Labels, Records,
Rolodex cards, and Phone Book, has its own print record. If you choose any of the selections or options in the “Page Setup” dialog, it applies only to that printing choice.
Example:
1. Address Book remembers the page orientation for envelopes when you choose to print envelopes either end first or flap first.
2. If you print a Phone Book on Legal size paper with “Larger print area”, this setup will automatically be restored the next time you print a phone book.
∫Warning
• When you print from Address Book for the first time or switch to another printer, you must do a “Page Setup” for each printing choice. This may just require going into “Page Setup” and hitting the “OK” button. Doing this interrogates the printer driver to establish various parameters, such as the print area, and landscape or portrait orientation.
∫Printing New or Edited since last printing
• Because each record is date/time stamped when it is created or edited, and the date of the various printings is stored, it is possible to print only the New or Edited records. Print envelopes, Print labels, Print records, Print Rolodex and Print Phone Book each stores its own “last printed” date. Each date/time is updated when you print the “New or Edited” or print “All” the records.
• To reset any one printing “date/time” to the present, hold down the Option key
as you click the “New or Edited...” button. No printing will occur.
• To reset all printing “New or Edited...”, hold down the Option and Command keys as you click the button.
Ÿ30Printing Envelopes
∫HP DeskWriter & DeskWriterC
• Select the flap first envelope feed icon in the Print Envelopes dialog. Click the Page Setup button, select Envelope as the Media Size, and Portrait orientation. The HP printer driver envelope setting restricts all printing 3/4 inch from the bottom of the envelope, so you must select to put the U.S. bar code above the address.
∫HP DeskWriter 550
• With Envelopes selected, printing is squeezed by the HP printer software to accomodate the 5/8 inch non-print area where the rollers hold the right end of the envelope. The return address is 1 inch from the edge and the bar code is incorrect.
• To print envelopes correctly, first click the Page Setup button, then select the Letter Media Size and Landscape orientation. Place the envelopes face down but with the flap towards the center of the printer, rather than as shown in the printer.
∫Laser printers
• First, in the Print Envelope dialog, select the envelope feed icon which matches the way that you are going to feed the envelopes. Next, click the Page Setup button, select to print on Letter size paper, and choose Landscape orientation. Open the Options and select Large Print Area. If the printer has an envelope feeder, you may have to follow the HP DeskWriter print instructions above.
∫Print Test envelope
• Postal bar codes will be positioned accurately only if the correct sizes are set. Print a test envelope and adjust Address Book’s Print Nudge controls, if necessary.
∫Sender
• Four return names and addresses can be entered. To print a “Self Addressed Envelope” select “Swap Addressee & Sender.” To leave the sender address blank, uncheck the “Sender” box.
Ÿ31Envelope Sizes
∫Selecting Sizes
• Once one letter envelope size and one business envelope size are set, you may seldom have to enter the “Sizes” dialog, because clicking on one of the nine envelope sizes in the pull-down menu in the “Print Envelope” dialog will select the size. The upper three sizes (smaller envelopes) will use your chosen letter size.
∫Preset Sizes
• Clicking any of the preset envelope size buttons will display and set the correct size. These preset values can not be changed.
• The metric equivalents are:
#8 :- 92 * 165mm #9 :- 102 * 229mm
#10 :- 105 * 241mm #11 :- 114 * 251mm
∫Definable Sizes
• The “Sizes” button allows you to store your preferred envelope sizes.
• Decimal or fractional sizes can be entered. Fractional sizes require a hyphen or a space between the whole number and the fraction.
• Once the value entered is over 50, it is assumed to be in millimeters and the “in” suffix automatically changes to “mm”.
• These sizes are saved in the preferences file.
∫Print Flyer
• To print a flyer, select Mailing Flyer in the pull-down menu, and click on the Print button. The size and position of printing are determined by the paper size selected in the “Page Setup” dialog.
Ÿ32Envelope Lower Left Note
∫The “All” Buttons
• Click an “All” button to print the associated message on all envelopes. “Checked Only” cancels the “All” buttons.
∫The Check Boxes
• The category names can be located by clicking on the arrows. Setting a check box prints the associated message when a record with the same category set is encountered.
• It may be convenient to name specific categories solely to trigger envelope note printing. A category named “Overseas” could be set in appropriate records to have the word “AIRMAIL” printed on the envelopes.
• At the same time, an “All” radio button can be set to print another message such as “Do Not Bend” on all other envelopes.
• The second line in the “Airmail” box could also be “Do Not Bend,” thus having “Do Not Bend” on all envelopes but “Airmail” added to only the overseas ones.
∫Multiple Check Boxes Set
• When more than one checked category applies to the same record, only the first message will be printed.
∫Printing Format
• A message extending to two lines in the entry box will be printed as one line.
• To print two lines, simply enter a return to move to the second line.
• The “Set Font” dialog also allows styles such as Bold or Extended to be set.
• “Times” font, 24 pt., with Bold and Extended checked gives good results.
∫Special Envelope Note
• A note preceded by an exclamation mark at the end of the address will override any other note. This note will only be printed at the bottom left of the envelope.
Ÿ33Sender Logo
∫Icons
• You can print an icon of your choice before the Sender Address on an envelope or label. Open the Print Envelopes dialog box and click on Set Logo. Select the icon you wish to use, or click on Paste an ICON from Clipboard.
• To create your own logo, first, click to select one of the preexisting ones you no longer want, then click edit.
• To create a logo from an existing one, select it, click Duplicate, and click a redundant logo. The copy will replace the last one you clicked on. You can now edit the copy.
∫Color PICTS
• Address Book can print a PICT file as a logo in your return address.
1) Copy the PICT to the clipboard from a graphics program (make sure the PICT isn't too big).
2) In Address Book, select Print Envelopes.
3) Click on the PICT button below the return address at the far left of the dialog box.
4) Click on the check box beside LOGO at the top right of the dialog box.
5) Click on the SET button.
6) In the next dialog box, click on one of the six PICT areas.
7) Click on Paste PICT from Clipboard.
8) Click on the picture to be replaced.
9) Click on Done.
Ÿ34Printing Laser Labels
∫Source of labels
Avery-Denison Labels are available in various sizes throughout Canada and the U.S. in office supply stores such as Grand & Toy, or by mail from Williams & Macias:
1 800 752 4400 1 509 458 6312
European labels from Samuel Jones and Co. Ltd. 020 6476152
∫Page Setup
• For Laser printers and the above-mentioned Laser labels, select “US Letter” then click “Options” and set “Larger print area.”
∫Font selection
• The individual fonts selected for each label are saved so that you do not have to reselect fonts when changing labels. Should any line of the text be too long to fit, the font is condensed. If it is still too wide, the font size is reduced for that one label. If a dot matrix printer is used and the required font size is not installed, the results may be unacceptable. The text is left justified and horizontally centered. The text is also centered vertically on each label.
∫Print test page
• Will print one page of records, with some surrounded by a rectangle which should fit within the label. Move the print position with the arrows to make it close. Each position is 1 pixel. Separate settings are saved for each type of label.
∫Printing New or Edited Records
• Each record is time/date stamped. This allows printing of only those added or edited since the last “Print All” or “Print new or edited.”
• “Enhance the Top Line” and “Enhance the Bottom Line” prints that line in “Bold” and 2 font sizes larger.
Ÿ35Printing the Phone Book
∫Set up
• For large phone book sizes, such as Daytimers L, click on “Phone Book Page Setup,” select Landscape mode, click on “Options” and set “Larger Print Area.” You will probably want to use a 9 pt. or smaller font.
∫Print “Day-Timers” test page
• Adjust the “Nudge” controls to place the start of the first name, the index and the page number an equal distance from the corners.
• Where there are two rows of mini pages on one laser sheet, your printer may not place the top of the second row in the exact position. Use the “Lower Row Correction” controls to move the printing up or down.
• With “Letter Sheet & Cut in Four” selected, the test page prints four mini pages on one sheet with a small square in the middle of the paper. After printing, fold the paper exactly in half both horizontally and vertically.
• Open out the page. If the creases are not in the center of the square, use the “Nudge” controls to move the registration and do the print test again.
• On other than Laser printers, you may have to move the paper and/or the feed start position then try again.
∫Assembling the Book
• Cut the sheet in four and sort. You can either staple or use “E-Z slide clamps” from an office supply outlet to hold the sheets together.
∫Print Cover Button
• Prints cover pages for two Phone Books. You may change to a larger font for the name on the cover, but remember to restore it before printing the book.
Ÿ36Printing Rolodex cards
∫Card information
• Laser printer die cut 2-1/2" by 4" cards come 8 to a sheet, 75 sheets to a pack.
Part number PS1612 from Paper Direct, Lyndhurst, NJ
• These cards require the paper size to be set to US Letter. Selecting “Larger print area” in the Options will increase the print area on the cards.
∫Tab name
• The tab contains the first word of the name as seen in the index window. If the name is longer than the space on the tab, it is truncated. The tab is printed in 14 pt. bold.
∫Print Test page
• Some printers or sheet carriers may position the laser sheets differently. When you print a test page, the black squares should be within the card holes. If not, adjust the “Print position” controls and try again. Each increment is one pixel: 72 per inch or 28.3 per cm.
∫Updating your printed cards
• When you add new records or edit records they are time stamped. The number of records with later times and dates than your last printing to these cards is shown in “?? new or edited since previous.” By clicking this Print button, you will print only the new records and the ones which you have recently edited.
Ÿ37Continuous Labels
∫Label Information
Blueline No. HL5631-B 3-1/2" by 1-15/16" Label spacing is 2 inches.
Kodak CAT 847 5584 3-1/2" by 15/16" Label spacing is 1 inch.
∫Page Setup
• With the ImageWriter, set “Tall Adjusted.” Do NOT set “No Gaps Between Pages.” With the ImageWriter II, set “Tall Adjusted” and “No Gaps Between Pages.”
• The paper size is set by Address Book to suit the spacing between th econtinuous labels you have selected.
• Other printers may prevent Address Book from setting the paper size. If this is the case, you will be asked to set the paper size to an even multiple of the label spacing. If your printer driver’s “Page Setup” offers “International fanfold” this is 12 inches and will work fine.
• U.S. Letter size is 11", so it will work with 1 inch separated labels; U.S. Legal size is 14", so it will work with labels with 2" separation.
∫Fonts
• When the text on a label does not fit with the font size you have selected, the font will be condensed and/or reduced in size to make it fit. To avoid distorted characters on dot matrix printers, use fonts with several sizes installed.
• If you select 14 pt., you also should have 12, 10 & 9 pt. installed. ∫Aligning Labels
• “Print a test page” prints one label using the selected record, which is surrounded by a rectangle. Adjust the horizontal position by moving the tractor feeders and the vertical position by adjusting the roller. Note the position by marking on the label relative to the print head, then print the test page.
• Repeat until correct, then note the positions for future use.
Ÿ38Exporting Records
∫File Type and Creator
• The exported file is a TEXT file. Click on the “File Creator” button of the preferences dialog to set a program creator, then double click on the exported file to open the program.
∫Word Processor Text File
• The exported file retains any carriage returns you have entered and has carriage returns inserted at the end of each field. Use your word processor’s File
Open menu item to open the text file. Some word processors ask about carriage returns. Click on the Paragraphs button.
∫Data Base Text File
• A choice of field and record delimiters is provided. When last names are followed by a period, as in “Doe. John A”, “Doe” is put in field 1, “John A” is put in field 2 and the first line of the address field is put in field 3. If Name Flip is checked, then “Doe. John A” becomes “John A Doe”. The name is put in field 1 and the address starts in field 2. The file can be opened by Data Base and Spread Sheet programs.
∫Phone List Text File
• This option exports name and phone number fields only. Records are formatted
with the name and up to three phone numbers on subsequent lines. Any 1 prefixes are
removed. You can open and print this list from a word processing program.
Ÿ39Export to Newton
The ZIP or Postal Code in the address is a key factor in moving the city, state and country into the correct newton fields. It is imperative when a country name is in the address that it be the last item.
∫In Address Book...
1. Select categories or mark the records to be exported.
2. Select Export from the File menu.
3. Click on the Newton radio button.
4. Check Marked Records Only or In Selected Categories if desired.
5. Click on Export and name the file.
∫On the Mac...
1. Launch Newton Connection.
2. Open a previously synchronized Newton file.
3. Select Import under the File menu, and choose Newton Connection format.
4. Select the AdBk to Newton file just exported and click Import.
5. In the window of your Newton file, select and open the Name File.
6. Under the Newton menu item, select Column Display and click on the fields
you wish to examine.
7. After editing, click on Synchronize in the main Newton Connection window. Connect the Newton to the Mac with a serial cable or Localtalk connection and
turn the Newton on.
∫In the Newton...
1. Click on Extras.
2. Click on Connection.
3. Select Macintosh Serial or Macintosh Localtalk.
4. Click on Connect.
Ÿ40Export to HP95LX
∫In Address Book...
1. Select categories or mark the records to be exported.
2. Select Export from the File menu.
3. Click on the HP95LX radio button.
4. Check In Selected Categories if desired.
5. Click on Export and name the file.
∫On the Mac...
1. Use MacLink™ with Communications set to Direct (Cable) at 19200 baud and Transfer set to Binary to Binary (MacLink™ must be installed on both the HP95LX and the Mac). Address Book will create a file name. Or. . .
2. Use a Comm. program (such as Zterm) to send the file Xmodem (Not MacBinary and not 1k blocks) at 9600 baud, No parity, 8 data bits,1 stop bit and Xon/Xoff flow control. Set the HP Comm. application to the same settings, and transfer using Xmodem.
Ÿ41Export to Sharp Organizer
∫In Address Book...
1. Select categories or mark the records to be exported.
2. Select Export from the File menu.
3. Click on the Sharp radio button.
4. Choose the name format.
5. Check Include Information if required.
6. Check Marked Records Only or In Selected Categories if desired.
7. Click on Export and name the file.
∫Launch the Organizer Link III program...
1. Select Import from the File menu.
2. Select Tel 1, Tel 2, or Tel 3 from the Destination pop-up menu.
3. Select Tab Delimited from the File Type pop-up menu.
4. Locate and select the exported file.
5. Click the Open button.
6. Click the Simple Remap button.
7. Click the Import button.
∫In the Sharp Organizer...
1. Select Peripherals.
2. Select PC Link Mode.
∫In Organizer Link III...
1. Select Send Data to Main Memory from the Transfer menu.
2. Click on the Telephone 2 icon.
3. Click on the Transfer button.
Ÿ42Export to Psion 3a
∫In Address Book...
1. Select categories or mark the records to be exported.
2. Select Export from the File menu.
3. Name the file “TEMP.DBF.”
4. Click on the Psion radio button.
5. Choose the name format.
6. Check Include Information if required. (Although a PSION data record can hold up to 4048 bytes, the PSION merge chokes if there are more than 500 bytes in a record. This may be exceeded if there is a lot of text in any Info field).
7. Check Marked Records Only or In Selected Categories if desired.
8. Click on Export and name the file.
∫On the Mac...
1. Launch Psion Link.
2. Double-click on the :M icon to open the REM::M window.
3. Locate the “TEMP.DBF” file and drag it to the DAT folder in the REM::M window.
∫In the PSION 3a...
1. Highlight any file name under the DATA icon.
2. Press UN to create a new data file.
3. Enter a file name such as “BusList” (spaces are not allowed).
4. Press UL. Move the cursor to the line below “Address” and press Enter three times.
5. Press the Tab key.
6. Press UM, then locate the “TEMP.DBF” file.
7. Move cursor down to Merge In, and press the right cursor key to display “Text.”
8. Move cursor down to Delimiter, then press the right cursor key to display “Tab.”
9. Press the Enter key. Press UF.
Ÿ43 Must have this line to terminate indexing.
∫Bar codes.
Both long and abbreviated U.S. Zip codes, and the Canadian postal code are searched
for and if found, the appropriate bar code and FIM (Facing Identification Mark) are
printed. Always leave the FIM option checked unless you are using envelopes with a
