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.
_genHelp = 1,
_memoryHelp,
_fieldSizesHelp,
_fileHelp,
_mergeTechDisc,
_importHelp,
_exportHelp,
_dialFrillHelp,
_phoneLogHelp,
_quickDialHelp,
_userIdHelp,
_modemConfigHelp,
_viewHelp = 13,
_newHelp,
_editHelp,
_copyHelp,
_searchHelp,
_replaceHelp,
_markingHelp,
_categoryHelp,
_catNamesHelp,
_powerKeys1Help,
_powerKeys2Help,
_powerKeys3Help,
_printHelp = 25,
_prEnvHelp,
_envSizeHelp,
_prLabHelp,
_prRecsHelp,
_prCardsHelp,
_phBookHelp,
_colorHelp,
_winPosHelp,
_register,
_about,
-exitHelp
“∫” (option B) will switch on bold text. Plain text will be restored following the next "return". These comments will be ignored as 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 will hold 24 lines of text. Select the section excluding the title and use FWP'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 change the type and creator, you will have to close then reopen the folder containg the file to see display the correct ICON.
Ÿ01 Introduction
∫Application or Desk Accessory
To keep the the DA relatively small and usable on Macs with 1 meg. of memory, it does not have all the features of the application version.
If you have 2 meg. or more RAM and run MultiFinder, then with an application launcher such as QuicKeys you will have all the convenience of a DA and the printing and exporting capabilities of Address Book.
Address Book is compatible with System 7
With System 7, the application or the list files can be in the Apple menu.
∫Memory Resident List File.
In Address Book, the list file is memory resident as opposed to reading each record as required from the disk.
∫Cons:
The complete list has to be loaded when the program is opened. With 1000 records, this will take about 14 sec. on an SE/30 and 7 secs. on a Mac IIfx.
In addition to the memory required to run the program, 60k is required for every hundred records.
∫Pros:
The initial goal is reached in achieving a fast search for any text in any field.
With 1000 records, the longest time is about 3 secs on an SE/30 and less than 2 secs. on a Mac IIfx.
The “Goto” function, that is finding a record by pressing command-G and typing the name as it appears in the index, is instantaneous.
Each time you enter a new record or edit the name of an existing record, the list has to be sorted to maintain correct order in the Index window. Even with 1000 records, this is done in the blink of an eye.
Ÿ02 Memory Requirements
∫Data Base Size
Memory is allocated for the selected list file and, an additional 100 records each time the program is run.
Should you then wish to add more than 100 in one session, you will have to Quit and relaunch the program to create space for another 100 records.
∫Running the application with MultiFinder or System 7
When running under MultiFinder, the Application Memory Size may require your attention when :-
1. The 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).
∫Increasing application memory
To increase the memory size, select the Address Book icon, do not launch the program. From the Finder File menu, select the Get Info item. Change the “Application Memory Size” to at least 60 per 100 records plus 300K. The default of 600 will handle 500 records.
∫Number of records in your list file.
When the program is running, the number of records can be seen as the list is loaded and saved. It is also in application's “About Address Book” in the apple menu and by pressing the Help screen “About” button..
∫Maximum number of records
The program has a limit of 32000 but as this would require a 20 meg Mac.
I have thoroughly tested Address Book with 3000 records.
Ÿ03 Field and Records
∫A Field
A Field is the text in one of the boxes in the View window. The name is one field, the address is in the second and so on. A Record contains related fields such as the name, address, information and phone number of the person or company.
The List file is the file containing all the Records.
∫Please note.
The field size is the number of characters including spaces and punctuation marks.
Not the size of the box containing the field.
∫Field Sizes
The Name field holds up to 46 characters, the Address field holds 154, the Information field 254 and the phone fields 38 each. If you attempt to enter more when creating a new record or editing, you will be informed. The number of carriage returns are limited by the numbers of lines in each field.
∫Other fields.
The hidden sort name field contains the first 30 characters of the name field in upper case letters. The category field with 32 bits for categories and the time/date of record creation or last edit. These and additional field size bytes make a total of 614 bytes to each record.
∫Fixed Field Sizes
In Address Book, the field sizes are fixed. If you require variable field sizes then perhaps another program will better fill your needs.
Ÿ04 List Files
∫Running Address Book
The list files are like documents from a word processor in that double clicking on them will open the Address Book application.
When the DA or application is opened, it will look for the list file via the path stored. You can set which file this is by opening a list file and pressing the “Change to start up from current list” button in the Preferences dialog.
If you hold down the command key as you open the application, the “open file” dialog will come up and can choose which list file to load.
∫Saving
Until changes are made, (adding new records, editing, deleting or changing categories) the Save menu item is dimmed. Changes are always saved as you Quit or Open another list file.
If you choose “Auto save as you work” in the Preferences, then changes will be saved after 1 minute of user inactivity. This delay is to minimise interference with the user.
∫Save Copy To
If records have been marked, you will be asked if you want to make a copy containing only the marked records or the unmarked records. This is useful if you wish to split a list or give selected records to someone who can then merge them into their existing list 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.
Ÿ05 The 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 merging records with identical names, other fields are examined 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 are different, the merge record will be added leaving the list in memory record 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 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 field with flags set in certain positions. Should the category names of the merging file not exactly match those of the current file, the categories set will be erroneous.
Ÿ06 Importing Records
∫Utility Programs
Address Book does not have a built in import function as 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 will convert both version 1 & 2 files to the Address Book format.
∫From a Data Base or Spreadsheet Program.
The “Text to Address Book” program will convert 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 what 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™
The “Address to text Stack” written by Paul Bresciani will convert the HyperCard Address stack to a tab delimited text file which then can be converted to the Address Book format with the “Text to Address Book” utility.
The above mentioned programs will be sent to those registering.
Ÿ07 Exporting Records
∫File Type and Creator
The Exported file is a TEXT type file. Clicking on the “File Creator” button of the preferences dialog will let you set a program creator. When this is done, double clicking on the subsequent exported files will open the program.
∫Word Processor Text File
This exported file has carriage returns inserted at the end of each field and retains any carriage returns you have entered. Just run whatever word processor you wish and use its File Open menu item to open the text file. Some word processors will 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”, the “Doe” is put in field 1, “John A” is put in field 2 and the first line of the address field in field 3. If the name flip is checked then “Doe. John A” becomes “John A Doe” which 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 the name and phone number fields only. The records are formatted with the name followed by up to three phone numbers on subsequent lines. Any 1 prefixes are removed. Open and print your list from a word processing program.
∫HP95LX
1. Use MacLink™ with the Communications set Direct (Cable) at 19200 and the Transfer set Binary to Binary. A file name will be created by Address Book.
2. Use any Comm. program and 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 with the same Settings and Transfer using Xmodem.
Ÿ08 Phone 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 another, holding the Command key while dialing will add a 1 or, remove a 1 if there is one. 321 5454 becomes 1 321 5454 & visa versa.
∫Credit Card Calls
Holding 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 when 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.
Ÿ09 Dialing Setup
∫Speaker dialing.
Simply 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 between the tones which may be required for some phone systems.
∫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.
From MacWarehouse. US: 800 255 6227 Canada: 800 325 3166
∫Modem Dialing
Use the same baud rate as you use for other communications programs.
If you see “Error” in the top line when dialing with a modem, the selected “Modem Setup String” is not suitable for your modem. Try one of the others by clicking the “Other Strings” button 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 “Hangup Modem After ...” to 1 or 0.
Work with Fax Modem will close the port after each number is dialed. The modem dialing will be slower as the port has to be reinitialized each time a number is dialed.
∫Call Timer & Logging
With “Auto Log” checked, the date, time number and name will be 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”
Ÿ10 Logging Phone Calls
∫The Log File
With the appropriate boxes checked in the Dial Setup, calls will be logged to a file which will appear in the same folder as the active list file. The file will be named “AdBk log (mth) (year) “ as in “AdBk log Jan 1991” A new file will be created each month.
The type of the file is “TEXT” thus 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 will make the log file a double click-able document to automatically open your chosen 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
As it is impossible for Address Book to log incoming calls, you can do this yourself. Command-L will open 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 will move the cursor to the beginning and you can restart the search. Pressing the tab key will clear the window and you can type in a name to appear in the log file.
Ÿ11 Quick Dial
∫Quick Dialing
Pressing “q” in the Index or View windows will bring up the Quick Dial window. Clicking a dialing button or pressing a number key will dial the number, then open the record of the person or company you have dialed. As the list is memory resident, the matching record is found in a flash even on 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 which number, click on a 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 will be 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.
Ÿ12 Phone 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 after a long distance number is dialed.
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 as they will be rejected. 305 345 9876 being dialed would send the user ID. If the plus sign was entered as the key, then 305+345 9876 would not send the ID number.
This key character can be anywhere in the phone number. If you already have a list and have many numbers which require this key character inserted, then the Search menu Replace feature will make it easy. As an 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 each occurrence of the area code is found, the name and phone number will be displayed for you to decide whether or not to insert the key character.
Ÿ13 Viewing Records
∫Clicking to View
Clicking once on any name in the index will select that name, clicking again will view the complete record. Simply double clicking on a name will view it.
Once 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 will return you to the Index window where the last record viewed will be selected.
∫Index Window
You can select the names on the index pages by using the cursor keys. The cursor up or down keys will step through the list, turning the page when it reaches the beginning or end of a page. The left and right cursor keys will jump from column to column. Command and left or right keys flip pages. Command and up or down keys moves to top or bottom of a column. You may hold the keys for continuous operation.
Option and left key will 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 will take you to the first record. Holding the Option key and clicking the Next button will go to the last record.
The Return or Enter keys will 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 will open the Edit window from either the Index or the View record windows.
Double clicking in any field in the View Record window will open the Edit window.
Ÿ14 New Records
∫Tab & Return keys
The Tab key is normally used to step through the fields. The Return key will also step 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.
∫Names
Entering the last name first will bring some order to the index pages. If you plan to export or copy records to the clipboard then putting a period after the last name will allow the name flip to work. (Doe. John to John Doe)
In the View 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.” will flip at PhD. to “John D. Smith M.D., Phd.”
∫Phone Numbers
A typical phone number may be 1 299 3 4567 (Home) If you include extension numbers, the letter x or p will tell the dialer to ignore the any following numbers. eg. 3 4567 Ext 888 will not dial the 888"; See the Dial Help for further info about prefixes etc. Editing Cut, Copy and Paste are activated by the Command- X, C or V keys.
∫Writing New records to the List File
New records are appended to the list file as each is completed. Should you lose power or the system crash, new entries will not be lost. The next time that the list is loaded, the appended records are put in order.
Ÿ15 Editing Records
∫Edit a record
In the Index window, click on the record to be edited then click on the Edit button. In the View window, you can simply double click in one 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 select 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 will revert all fields to the original. It may be more convenient to simply make corrections or abbreviations.
∫Marked records
If you have previously selected records with the Mark function, hold the Option key when you click the Next or Prev buttons to move you through only the marked records. If you have changed a surname, the records will be resorted to assure that the names in the index are sequential.
When the editing is complete, you may save the changes from the file menu or let the program automatically save when you quit.
∫Tabbing
The Tab key will move the cursor to the next field. Shift Tab moves you to the previous field.
If the cursor is at the end of the line in the Name or the first two Phone Number fields, the return key will tab to the next field.
_∫Cut, Copy & Paste
are activated by the Command-and X, C or V keys. If the pasted text results in overflowing the field, the field will be truncated and you will be informed.
Ÿ16 Cut, 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 only want 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 click and dragging over the text to select it and then press Command-C. Command-X will cut the selected text.
∫Pasting from the Clipboard.
Command-V will paste 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 will deem these to be phone numbers and put them in the phone fields. This feature will allow you to quickly create new records 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
As 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"
Ÿ17 Finding Text
∫Search & Find
The most convenient way to initiate the search is with the Command-F key followed by the name or portion of name you wish to find and a Return key. For Andy Hertzfield, try andy, hert or field. Either click the Next button or use the cursor keys will continue the search.
The search is automatically canceled by going to the Index or any selecting any menu item.
Limiting the search to specific fields does not reduce the search time significantly but simply confines the search to a fields selected.
∫Find at Startup
The preferences dialog allows you to choose to have the Find dialog automatically appear at start up as soon as the list file is loaded.
_∫Get Name
Press Command-G and continue typing the last name of the person you are looking for. “S” will take you immediately to the first S...... record. A “t” will take you to the first “St....” record and so on.
When the “Get Name” function is active, the cursor will change 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, hitting the space bar, a cursor key or a Command key will also cancel the function.
Do NOT type spaces or puntuation marks, “doejohn” will find “Doe. John” This method of locating a record is extremely fast.
Ÿ18 Replacing Text
∫Global changes
This feature could 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 instance, 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. Should 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 were replacing spaces with dashes, then you probably should “Verify Each” as there may be other spaces you wish to retain if you have comments following the phone numbers.
As the Name Flip feature requires a period following the persons last name, you may wish to change previously entered commas to periods such 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” as 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.
Ÿ19 Marking Records
∫Mark
The mark function initiates in the same manner as the “Find” but then 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.
Holding the Option key while stepping through the records in the View or Edit windows will display only records which have been marked.
Individual records can be marked with the “m” key in the Index or View windows.
∫Unmark
Command-U un-marks all records. “u” alone un-marks only the displayed record.
∫Refining the Records Marked.
With the 1st criteria checked, all existing marks are cleared and the records containing the sample string are marked.
With the 2nd criteria checked, all existing marks are retained and new ones added where the new sample is found.
With 3rd criteria, the records marked will be unmarked if the sample is found.
4th criteria, the records marked will remain marked only if the sample is found.
∫Example
Let us find all records of people in USA who have Fax numbers.
1. First, 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 Command-M again and this time click the “Also mark.....” button. Key in “USA” and click OK
3. One more Command-M. This time click the “Leave only......” button. Key in “Fax”, check only the “In Phone” item and click OK
Ÿ20 Record Categories
∫Using categories
Up to 32 categories can be defined. For instance, you can name categories as Friends, Relatives, Business, Club members and use 12 for their Zodiac signs.
Having set the appropriate check boxes for each record, you can scan, export or, print a list or address envelopes, to all Friends who are also Club members but are not Relatives and are Aries or Libras.
∫Browsing Records in Selected Categories
Command-B will bring up the category dialog. Hit the clear button even if no boxes are checked as some could be in the Incl/Excl option windows.
Check the desired categories, hit the OK button and you will be told how many records are in those categories. You can hold the shift key as you scroll through the records to see only those in the categories. If you wish to see those not in the categories, hold the control key as you scroll.
∫Include/Exclude Options
Back in the category dialog with a category set, hit the Incl/Excl button and you will see the “But include only if also in these categories” window. You can now set another category which must be met to allow the records to fall into the group.
Hit the Incl/Excl again and at the top it now says “ Omit all records with these categories set”. You can select those with attributes you wish to exclude.
You can hit “Incl/Excl” again to return to the first window.
∫Marking Categories
Clicking the Mark button to exit the Categories dialog will clear any marked records and mark those falling into the selected categories. The marking options can then allow you to add or removes records meeting other criteria.
∫List files
Each list file can have its own set of categories. The 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. Adding, deleting or changing these for the new list file will not affect the names on your previous list. These new names will become the default ones for the next new list.
Ÿ21 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 were 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 “Set Category Name” item to bring up the dialog. Click on check box to bring an existing name into the edit box. To bypass the warning about changing names, hold 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 this same list file.
These new names also become the default names stored in the Address Book program to be used when you create another next new list file.
Adding, deleting or changing these 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 name have been defined and categories set, avoid changing the names around as 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.
Ÿ22 “Hot Keys” in the Index and View windows
A Selects name & address fields prior to copy to clipboard.
C Cancels the call timer.
D To Dial a number directly from the keyboard.
E Copies 1st line of the Info. field to the clipboard. (For copying Email addresses)
F Flips the name prior to copy to clipboard.
L To Log an incoming call or insert an item into the log file.
G Causes Address Book to Goto to the lower right of the menu screen.
H Causes Address Book to Hide at the bottom right of the menu screen.
J Causes Address Book to Jump to the upper center of the menu screen.
K Opens up Category dialog of selected record.
M Marks the selected record.
N Opens the Notes dialog to append a note to the phone log.
P Pauses the call timer.
Q Opens up Quick dial dialog.
R Resumes the call timer.
S Stops the call timer and logs elapsed time to the next full minute.
T Manual Timer start.
U Un-marks the selected record.
V Puts the version 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”
Z Toggles to the last record dialed, edited or remembered by pressing “x”
1, 2 & 3 Dials the phone numbers. 4, 5 & 6 dials a second number in phone fields 1, 2 & 3 which are separated by an “|” as in 234 5678 | 432 8765
9 Dials a number from the clipboard.
Ÿ23 Command Keys from the Index and View windows
Command-A To address a “one of” envelope without creating a record.
Command-B Opens the category picker to select those to Browse through.
Command-C Copy record to the clipboard.
Command-D Delete a record. Confirmation is requested.
Command-D In the Edit & New record windows will paste the date.
Command-E Opens Edit record dialog.
Command-F Opens Find dialog for text entry.
Command-G Arms Go to page for your next key stroke.
Command-H Hides the Address Book leaving only its title bar showing.
Command-K Opens a dialog to set selected record categories.
Command-L Opens dialog to log incoming calls etc.
Command-M Marking records for perusal, printing or exporting..
Command-N Entering New records.
Command-O Opens list file Open dialog.
Command-P Printing to envelopes and labels.
Command-R Replace text.
Command-S Saves current list to disk.
Command-U Un-mark. 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 buttom in dialog boxes.
Command-? Opens the appropriate help page.
The extended keyboard Help key will actuate any visible help button or if you are in the Index or View windows, it will bring up the help topic dialog.
Ÿ24 Power Keys 3
This uses a PICT resource to display the power keys
Ÿ25 Printing
∫Page Setup
In Address Book, each printing choice such as Print Envelopes, Labels, Records, Rolodex cards and Phone Book have their own print record. This means that if you choose any of the selections or options in the “Page Setup” dialog, they will relate only to that printing choice.
Example:-
1. The page orientation for envelopes is remembered when you choose to print envelopes end first or print them flap first.
2. Printing a Phone Book on Legal size paper with “Larger print area” This setup will automatically be restored when you again 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 Set” up for each printing choice. It 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.
∫Printing New or Edited since last printing.
As 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. The Print envelopes, Print labels, Print records, Print Rolodex and Print Phone Book each store their 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 the option key as you click the “New or Edited...” button. No printing will occur.
To reset all printing “New or Edited...”, hold the option and command keys as you click the button.
Ÿ26 Printing Envelopes
∫HP DeskWriter & DeskWriterC
Select the flap first envelope feed icon in the Address Book print envelope dialog. Click the Page Setup button and select Envelope as the Media Size and Portrait orientation. As the HP printer driver envelope setting restricts all printing 3/4 inch from the bottom of the envelope, you must select to put the US bar code above the address,
∫HP DeskWriter 550.
With Envelope media selected, the 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 incorrect.
To print envelopes correctly, first click the Page Setup button, 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. I the printer has an envelope feeder, you may have to follow as per the HP DeskWriter print above.
∫Print Test envelope
Postal bar codes will be positioned accurately only if the correct sizes are used. Print the test envelope and adjust the Address Book’s Print Nudge controls if necessary.
∫Sender
Four return names and addresses can be entered. To you print a “Self Addressed Envelope” select “Swap Addressee & Sender”. To leave the sender blank, simply uncheck the “Sender” box
Ÿ27 Envelope Sizes
∫Selecting Sizes
Once one letter envelope size and one business envelope size are set, you may seldom have to enter the “Set sizes” dialog as clicking on one of the six envelope icons in the “Print envelope dialog” will select the size. Any of the upper three icons (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 “User” buttons allow 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 will automatically change to “mm”
These sizes are saved in the preferences file.
∫Print Flyer
To print the envelope address etc. on the back of a letter which you can fold and mail, select the business envelope flap feed, open the Set Sizes and select User 3.
Enter 1/3 of the paper height as the height and the paper width as the Length.
With the US letter sheet, enter 3.66 and 8.5
Checking the Print Flyer box will feed the paper to print at the bottom of the sheet.
Ÿ28 Printing Laser Labels
∫Source of labels
30 Laser labels. 2-5/8 by 1” Avery 5160 or Pro-Tech 94970
10 Laser labels. 4” by 2” Avery 5163
3 Avery Labels. 4” by 2” No. OA
Williams & Macias, WA, USA 1 800 752 4400 1 509 458 6312
∫Page Setup
For Laser printers and the above Laser labels, select to “US Letter” then click “Options” and set “Larger print area”
∫Font selection
The individual fonts selected for each of the labels is 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 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”
Ÿ29 Continuous 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 will be set by the Address Book to suit the spacing between the continuous labels you have selected.
Other printers may prevent the 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 you printer driver’s “Page Setup” offers “International fanfold” this is 12 inches and will work fine.
The U.S. Letter size is 11" so will work with 1 inch separated labels and the U.S. Legal size is 14" so it will work with labels with 2" separation.
∫Fonts
When the text on a label will 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 numourous 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.
Ÿ30 Printing 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
or Image Express, 1915 Orangewood, 2nd Floor, Orange, CA
800 888 6859 U.S. only 714 633 6291 Fax 714 633 4612
∫Page Setup
These cards require the paper 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 & 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.
Ÿ31 Printing the Phone Book
∫Set up
Go into the “Page Setup”, click on “Options” and set “Larger Print Area”
You will, probably want to use a 9 pt. or smaller font. The selected Phone Book font and page setup options are stored in Address Book.
∫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 the “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 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 slid clamps” from an office supply outlet will 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.
Ÿ32 Setting the Colors
∫General
Selecting any item in the Color Menu will bring up the Color Picker with the name of the object to be colored displayed at the upper left.
Just 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 will vary 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 the Address Book to the bottom of the screen, you will see the actual colors as you change them with the Color Picker.
This will assist in creating the 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.
∫Desk Accessory
You cannot change the colors from within the DA but as the DA and application use the same preferences file, colors set in the application will be reflected in the DA.
Ÿ33 Address 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 the Address Book, use its set aside feature.
Command-H will set the Address Book “Hide” or aside 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 front and press 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 set aside feature which removes the program completely from sight.
∫Hidden Dialog Buttons
If you open a dialog with the Address Book partially off the screen, it will be moved to bring it on screen to avoid obscuring the dialog buttons.
∫Second Screens
As this program remembers its position on the screen when quit and returns to that position next time it is opened, as 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 have returned it to the menu screen. This is only necessary should the monitor become disabled and the Address Book was last used there.
Ÿ34 Tips
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. Also works when opening the DA
2. Use Command-G followed by a letter to get you to the first record where the name starts with that letter. Continue typing the name to find the specific record.
3. Instead of closing the Address Book and reopening each time you want to use it, just set it aside by pressing Command-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 widow title will return Address Book to its previous position.
4. When entering new records or editing, normally the tab key is used to move through the fields. In the name field and first two phone number fields, the return key will tab to the next field. Shift-tab will back 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 whilst 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. To open two list files simultaneously, use the DA to open one and the application to open the other.
9. Once records are marked, you can save the marked or unmarked records to a separate list file using "Save Copy To"
Ÿ35 Envelope Lower Left Note
∫The “All” Buttons
Surprise! Surprise! Clicking an “All” button will 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 will print the associated message when a record with the same category set is encountered.
It may be convenient to name specific categories solely to trigger the 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 it 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 the style such as Bold or Extended to be set.
Selecting “Times” font, size 24 pt. with Bold and Extended checked gives good results.
Ÿ36 Display & Use
This menu item will confine the names displayed in the Index and records shown in the View Record window to subsets of selected categories or marked records.
∫Select Categories
Simply 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 “Display & Use” menu and select “All Records” then change the “Select Categories”
∫Marked Records
Similarly, choosing “Marked Records” will confine 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”
Once in the Selected Categories, you can then 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 will let 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 what records you are working with at any one time, the Index and View Record windows will show the subset in the window title.
Ÿ37 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 pre-printed FIM.
