Software of the Month Club 1996 May

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Clarion Help | 1991-10-17 | 53.4 KB | 1,015 lines

This option will add many dates at once. It is useful for repititious events, like meetings every other Tuesday. Dates can be "name tied" (choose a name using F5 DATE NAME on the UTILITIES menu before choosing ADD DATES). First enter the month and day to start the dates with, then the ending month and day. Next choose either a day of the month (say, the 2nd), or a day of the week (say, Tue). When you choose a day of the week, you must also tell the program how to repeat it (e.g. once a week), unless you choose the "every day" option. The "Day of Month" option is created once each month. The rest of the fields are similar to the normal date records, and will be put in each date record created. The first part of DESCRIPTION is required. The MASS DELETE is initially set to Y(es), but can be revised if you wish. The YEAR and ADDITIONAL NOTES areas are optional. If you don't enter a YEAR, the program will use the current year if you choose the "Day of Week" option. The YEAR is left blank, when you omit it, with "Day of Month" option. #(Press Esc to exit Help) Select by LAST CHANGED Date Each time a name record is added or changed, the date of that action is kept by the system. You can use this date to select only the names that have been added or changed after a certain date. The date you enter here is used for NAME SCAN, PRINTING and UTILITIES menu choices. This is useful if you need to see recently added or revised names. For example, if you keep Rolodex cards, you can print cards only for names that are newly added or recently changed. When you enter a date here, it is removed by the system after you use it once. The PRINTING and UTILITIES menus flash "NAME SCAN" when you enter a date here. #(Press Esc to exit Help) Main Menu This is where you choose what to do next. The quickest way to select menu items is by pressing their first letter only. For example, press "D" and "Dates" will be selected. You can also use the cursor arrow keys ( ) to move the highlight to the desired menu item. As each menu item is highlighted, a brief explanation of the item appears on the line below the menu boxes. When the desired menu item is highlighted, press the Enter key ( ) to select that menu choice. To get started, highlight the word "Names" and press <Enter> to see a list of the names on your file. When you get to the "Names" list, press the F1 HELP key again for more information. #(Press Esc to exit Help) Name Deletes Use this function to delete all the Names in one Category. Choose the category using the F9 INITIALIZE key on the UTILITIES menu. You can further select which names to delete with the F2 START/STOP and F3 NAME SCAN keys, also from the UTILITIES menu. These names will be permanently deleted from your file, so be sure you are deleting names you no longer want. Use the NAME SCAN function on the VIEW menu to see which names are selected from a given Category and set of SCAN values. Once the deleting process begins, you can press the Esc(ape) key to pause, and then decide whether or not to continue deleting names. #(Press Esc to exit Help) Address Use this area for the street address. If you are keying a foreign address that doesn't "fit" the CITY, STATE, ZIP format, you can use this area for the entire address. If you have a business name in the name area, you may want to put an "attention" line here (Attn: Richard Smith). If any of these ADDRESS lines are left blank, they will be skipped and will not appear in the address that prints on labels and reports. This gives you complete flexibility to use (or skip) any of the 3 ADDRESS lines, as well as the CITY, STATE, ZIP areas. After entering the complete address, use the F7 key to see the final label format. If you want to sort your labels by ZIP Code, be sure and put the ZIP code into the ZIP/COUNTRY area. #(Press Esc to exit Help) Categories A "Category" is a one character field that identifies this name as a member of some logical grouping. You can define groups for your baseball team, computer club, etc. To define a category, use the F6 Function key off this screen, or choose CATEGORIES on the main menu. Any letter, number, or other symbol on the keyboard can be a category, so more than 60 different categories are possible. Each name record can be a member of up to eight different categories. If you make "C" stand for "Computer Club" (using F6), then you can put a "C" into CATEGORIES here, thereby placing it in the "Computer Club." Then use F9 INITIALIZE to choose the "C" category, after which you can VIEW the list of computer club members, or PRINT a roster. The program checks to see that each letter or number you enter in the CATEGORIES field has been previously defined. There is a warning sound and error message if the category is not found. Remember to define your categories first, before trying to assign names to them. #(Press Esc to exit Help) Use this area for the CITY name. If you are keying a foreign address that doesn't "fit" the CITY, STATE, ZIP format, you can skip this line, putting the entire address into the 3 ADDRESS lines just above. For some foreign addresses you may want to put the name of the country in the ZIP/COUNTRY area, and leave the CITY and STATE areas blank. #(Press Esc to exit Help) Notes The NOTES area can be used for miscellaneous comments, extra phone numbers, etc. Although you can see only 3 lines for NOTES, there are actually 8 lines that will scroll up a line at a time as you reach the end of the 3rd line. This area is something like a word processor. It has "word wrap" (keep typing at the end of a line and you will automatically shift to the next line without dividing the words). You can also "insert" or "delete" words using the "Ins" and "Del" keys. If you don't enter any NOTES, then no space will be used for NOTES on your disk file. To save the name data alone, just press SHIFT-Enter before entering any NOTES data (hold down SHIFT, then press <Enter>). The brackets above and to the left of the NOTES area show the "Book Size" notes. When printing the BOOK option, only the first 2 NOTES lines will print, and they are divided in half as shown. (Press Esc to exit Help) First Name(s) Use this area for one or more first names. For address labels, the name after "and" or "&" will be dropped. That way, for a married couple, you can put "Mr. and Mrs." into TITLE, "John and Sue" into FIRST NAME, and "Smith" into LAST. And the label will read: "Mr. and Mrs. John Smith" (remember to put the man's name first). If the TITLE is left blank, then the "and" part is NOT dropped. In the above example, if "Mr. and Mrs." is left off the TITLE, it will print as "John and Sue Smith". After entering the LAST NAME, use the F7 function key to see the result of these address formatting features. For most Business names you will want to leave FIRST NAME blank. However, to get the business name to appear alphabetically using the middle of the name, you can split the name between the FIRST and LAST name areas. So, if you put "J.C." in FIRST, and "Penny" in LAST, the name is kept under "Penny" with the "P's," but prints as "J.C. Penny" (always leave the TITLE blank for business names). #(Press Esc to exit Help) Last or Business Name This is where you put the last name of people (person, couple, or family), or the entire name for a business. The name you put here is used to place the name alphabetically into your list. For most Business names you will want to leave FIRST NAME blank. However, to get the business name to appear alphabetically using the middle of the name, you can split the name between the FIRST and LAST name areas. So, if you put "J.C." in FIRST, and "Penny" in LAST, the name is kept under "Penny" with the "P's," but prints as "J.C. Penny" (always leave the TITLE blank for business names). #(Press Esc to exit Help) Phone Area Codes - State (U.S.) or Province (Canada) - Time Zone 201 NJ 3 301 MD 3 401 RI 3 501 AR 2 601 MS 2 701 ND 2 801 UT 1 901 TN 2 202 DC 3 302 DE 3 402 NE 2 502 KY 2 602 AZ 1 702 NV P 802 VT 3 902 NS 4 203 CT 3 303 CO 1 403 AB 1 503 OR P 603 NH 3 703 VA 3 803 SC 3 903 TX 2 204 MB 2 304 WV 3 404 GA 3 504 LA 2 604 BC P 704 NC 3 804 VA 3 904 FL 3 205 AL 2 305 FL 3 405 OK 2 505 NM 1 605 SD 2 705 ON 3 805 CA P 905 Mex. 206 WA P 306 SK 1 406 MT 1 506 NB 4 606 KY 3 706 Mex. 806 TX 2 906 MI 3 207 ME 3 307 WY 1 407 FL 3 507 MN 2 607 NY 3 707 CA P 807 ON 3 907 Alsk 208 ID 1 308 NE 1 408 CA P 508 MA 3 608 WI 2 708 IL 2 808 Hawaii 209 CA P 309 IL 2 409 TX 2 509 WA P 609 NJ 3 709 NF 4 809 Caribbean Is. 310 CA P 510 CA P 212 NY 3 312 IL 2 412 PA 3 512 TX 2 612 MN 2 712 IA 2 812 IN 3 912 GA 3 213 CA P 313 MI 3 413 MA 3 513 OH 3 613 ON 3 713 TX 2 813 FL 3 913 KS 2 214 TX 2 314 MO 2 414 WI 2 514 PQ 3 614 OH 3 714 CA P 814 PA 3 914 NY 3 215 PA 3 315 NY 3 415 CA P 515 IA 2 615 TN 2 715 WI 2 815 IL 2 915 TX 2 216 OH 3 316 KS 2 416 ON 3 516 NY 3 616 MI 3 716 NY 3 816 MO 2 916 CA P 217 IL 2 317 IN 3 417 MO 2 517 MI 3 617 MA 3 717 PA 3 817 TX 2 218 MN 2 318 LA 2 418 PQ 3 518 NY 3 618 IL 2 718 NY 3 818 CA P 918 OK 2 219 IN 3 319 IA 2 419 OH 3 519 ON 3 619 CA P 719 CO 1 819 PQ 3 919 NC 3 TIME ZONES: P: Pacific 1: Mountain (+1 hour) 2: Central (+2 hours) 3: Eastern (+3 hours) 4: Atlantic (+4 hours) Salutation The SALUTATION is used with the Mail Merge function to create the phrase following the "Dear" at the opening of a letter. For example, you may wish to put "William" in the FIRST NAME area, and that will appear as part of the name on envelopes and letter headings. But if you wish to start the letter with "Dear Bill," you should put "Bill," into SALUTATION (you may not want to include the ","). If you leave SALUTATION blank, the program will create one using the TITLE and LAST NAME (like "Mr. Smith:"). If the TITLE is blank, the program assumes that the name is for a business, and "Sir or Madam:" is supplied. Use the F7 function key to see the salutation that will be used. There are additional salutation options available in the SETUP area. See HELP messages in SETUP for more infor- mation on default greetings. #(Press Esc to exit Help) U.S. States, Districts, and Territories Canadian Provinces & AL Alabama KY Kentucky OK Oklahoma Territories AK Alaska LA Louisiana OR Oregon AZ Arizona ME Maine PA Pennsylvania AB Alberta AR Arkansas MD Maryland PR Puerto Rico BC British CA California MA Massachusetts RI Rhode Island Columbia CO Colorado MI Michigan SC South LB Labrador CT Connecticut MN Minnesota Carolina MB Manitoba DE Delaware MS Mississippi SD South Dakota NB New Brunswick DC District of MO Missouri TN Tennessee NF Newfoundland Columbia MT Montana TX Texas NT Northwest FL Florida NE Nebraska UT Utah Territories GA Georgia NV Nevada VT Vermont NS Nova Scotia GU Guam NH New Hampshire VI Virgin ON Ontario HI Hawaii NJ New Jersey Islands PE Prince Edward ID Idaho NM New Mexico VA Virginia Island IL Illinois NY New York WA Washington PQ Quebec IN Indiana NC North Carolina WV West Virginia SK Saskatchewan IA Iowa ND North Dakota WI Wisconsin YT Yukon KS Kansas OH Ohio WY Wyoming Territories ,(Press Esc to exit Help) ZIP/Country For most addresses use this area for the Zip or Postal Code. The program gives you the option (see SETUP menu), to print Labels or Envelopes in Zip sequence, but you must put the Zip Code in this area in order to do this. If you need to have "country" in the address, then skip the CITY and STATE areas, and put the country name in the ZIP area (or use the CITY area too, and skip just STATE). Use the F7 function key to check the final print format. You can leave the CITY, STATE, and ZIP areas completely blank, if a particular address doesn't fit in that form. #(Press Esc to exit Help) Post Office OCR Format Say 'Y' (for YES) and all Labels and Envelopes will print in all capital letters, and the comma between CITY and STATE will be omitted (if you use the CITY and STATE fields in Name records). Choose 'N' (for NO) and the name and address will print just as you have entered it, with the addition of a comma between the CITY and STATE. Use the F7 FORMAT key on the name update screen to see the format that will be used. The "OCR Format" is required to get certain discounts with BULK Mailings. The format may also speed the delivery of First Class Mail. #(Press Esc to exit Help) Choose Start/Stop or Date Name START/STOP: choose which particular name to use to begin and (or) end any PRINTING or UTILITIES functions that use names. First highlight the name you want to use, then push the F4 "Start Name" key to begin with that name, or press the F8 "Stop Name" key to end with that name. DATE NAME: choose a name to "tie" (relate) to dates. For example, print a calendar with ONLY dates tied to the name you pick, or use ADD DATES to add many dates tied to a particular name. First highlight the name you want to use, then press the F5 "Date Name" key to choose the name. When you finish choosing, press <Enter> to save your choice(s). Or press <Esc>ape to nullify your choice(s). Names on your file are listed here for selection. You can "Find" a name by typing the first few letters and pressing <Enter>. You can also use the <PgDn>, <PgUp>, <Home>, <End>, < >, and < > keys. Hold down <Ctrl> and press <PgUp> to move to the top of the list. #(Press Esc to exit Help) Change Categories Use this function to revise one Category in all the Names you select. Choose the Names with F9 INITIALIZE back on the UTILITIES menu. You can further select which Names to change with the F2 START/STOP and F3 NAME SCAN keys, also from the UTILITIES menu. The Categories in the name records are permanently changed, so be sure you understand before proceeding. Use the NAME SCAN function on the VIEW menu to see which names are selected from a given Category and set of SCAN values. If the "Remove Category" is blank, this will add the "Add Category" to every name selected. If "Add Category" is blank, the "Remove Category" is deleted from the names. #(Press Esc to exit Help) This menu lists the various types of printed output you can choose. Use F9 to enter a report "Title." Also use F9 to choose a Category so that only names in that category will print. A blank category will print all names. Reports normally start with the top name, but press F2 START/STOP to begin or end with other names. Use F3 NAME SCAN to further select names for printing. The PHONE LIST report will print names, home, and work phone numbers. Each report listed underneath with "+above" adds some more information to the report. For example, NOTES + ABOVE adds Address, Misc, and Notes data. The ONLY DATES report lists "dates" while CALENDAR is a monthly calendar page (WALL CALENDAR uses 2 pages per month). F5 DATE NAME changes these reports to cover just 1 name. Choose months with F9. Choose months 12 thru 01 to print Dec. and Jan. (01 thru 12 prints all 12 months). REPEATED NAMES lists duplicates that may be in your file twice. The BOOK is a variable size address book (use F8 SETUP to revise book size and for other options). LABEL and ENVELOPE print addresses (use F8 SETUP before printing the first time to supply size information). SETUP PRINTER lets you send customized printer codes. #(Press Esc to exit Help) Name Scan The NAME SCAN option lets you search thru name records, selecting only names that have key words or letters. For example, you could look in the Notes area of each name for GIRL and SMART or CUTE. For a name to be selected in this case, the word "girl" must appear, and either "smart" or "cute" (or both) must also appear. Upper case letters don't matter ("girl" and "GIRL" and "Girl" are selected). Describe "where" and "what" to look for on this screen. First, in "Where to look" enter all the places you want to search by placing a 'Y' after each field name (Address, Notes, etc.). Next, in "What to look for" enter the values you are looking for. Only the first value is required. Finally, press Shift<Enter> to save these values. If you chose NAME SCAN on the VIEW Menu, a list of all names that meet your criteria will appear. If you are on the PRINTING or UTILITIES screens, only names that meet your criteria will be selected for your printing and utility processing. #(Press Esc to exit Help) Date Alarm The program will check the "dates" you have entered to see if any are upcoming soon. The check occurs each time you start the program. A blinking "Date Alarm" message appears on the main menu to remind you of upcoming events. Enter the number of days you wish to look ahead for upcoming events. Enter zero if you don't want the program to check dates at all. Enter '1' to check just the current day. Enter '2' to check the current day and the next day. You can choose any number of future days, up to 99, to see if a date "event" is upcoming in that time period. #(Press Esc to exit Help) Address Book Page Outline Reply Y(es) to print an outline of each page. This is a "cutting" guide that shows where to cut each page. If you are using specially formatted address book paper, that is already pre-cut or perforated to the correct size, then reply N(o), and no border outline will be printed. #(Press Esc to exit Help) Margin for Book Page This controls the side margin spacing for each "book" page (both the left hand page and the right hand page). As such, this affects the width of the final book, and is used to make a book fit a specific size binder. The MARGIN (along with TEXT LINE and INDENT), affect the placement of the "book" page on the printer paper. The combined MARGIN, TEXT LINE, and INDENT cannot exceed the maximum printer width (an error message prevents this). If "Left Binding" is selected, the MARGIN is on the left of both the left- and right-hand pages). If "Center Binding" is chosen, the left-side page has the margin on the right, while the right-side page has the margin on the left (margins in the middle). #(Press Esc to exit Help) Address Book Landscape Mode (Lasers only) Use this option to print Address Books "sideways" so the printing is parallel to the long side of a standard page. This "Landscape" mode of printing is only available on LaserJet and other compatible laser printers. #(Press Esc to exit Help) Print Page Numbers If you reply 'Y' (for YES), a page number appears on each page. Omitting page numbers on "Name Reports" along with starting each page with a new letter of the alphabet, saves paper when you reprint later due to changes. For example, if Mr. Smith has a new phone number, you can re- print just the page with the "S" names (see F2 Start/Stop on the PRINTING menu). #(Press Esc to exit Help) Print Book on Both Sides This choice allows you to print address books on both sides of each printed page. First all the front sides are printed, then you will need to turn the printer paper over and feed it through the printer again to print the back sides. To align the front and back sides it is necessary to adjust the INDENT, MARGIN, and TEXT LINE WIDTH such that each book "page" is centered, left and right, on the printer page (equal left and right margins). This may require several trial runs to get the lineup just right. It is not necessary to print more than one page during the lineup trial runs. #(Press Esc to exit Help) Category for Selection The category you enter here is used throughout the program to select the names and dates associated with that category. If you leave the category blank, by keying the space bar, then ALL names will be selected, regardless of the categories assigned to them. The category you enter here determines which names will PRINT on reports or labels, and which names or dates will appear with the VIEWS option. In each place where this category value is used (like the PRINTING menu), you can change the category by pressing F9 INITIALIZE. The VIEWS, PRINTING, and UTILITIES menus show the category you choose here. To see additional HELP messages, choose other fields on this screen and press F1. #(Press Esc to exit Help) Custom Printer Control Codes If your printer does not "compress" to small letters or produce 8 lines per inch using the other printer choices, you can enter custom codes to print correctly (affects Calendar, Book, and Label printing). You will need to look in your printer manual to see what the correct codes should be. Look for the codes for 1/8" spacing (8 LPI) and "condense" or "compress" size (16-17 CPI). The first part of each code is often an "Escape" code, which must be typed inside "less than" and "greater than" symbols, as follows: <27>. Any codes that you enter as "decimal" values must be in their own "brackets," like: <27><48> etc. These "bracket" symbols are on your keyboard on the same keys as the "comma" and the "period." Use the "non-decimal" code where possible. For example, use "<27>0" instead of "<27><48>" as it involves less typing and allows longer codes. #(Press Esc to exit Help) Compressed If you answer Y(es) to Compressed, then the address book will be printed using smaller letters. This makes it possible to print a narrower book page. To print the smaller letters, you must have a Laser or Dot Matrix printer. If you select Y(es) and don't get smaller letters, try changing the printer selection in the SETUP area for printers. (Press Esc to exit Help) Printer Device Name Enter the DOS device name for your printer. PRN and LPT1 work for most printer hookups. COM1 is often used for serial printers. Or you can enter a DOS file name if you want to save reports to a disk file (for example, A:REPORT.FIL). You can also use directory names (like C:\WP\NAME.RPT). After PRINTING the report to a disk file, change back to your regular printer setting or all reports will continue to go to the disk. #(Press Esc to exit Help) Envelope Positioning This value is used to correctly place address data on envelopes. If you have a laser printer, this will move the address printing so it lines up with your envelope "path." For example, with a LaserJet II which has a "center fed" envelope, enter 11 (about) to "move down" to the envelope top (Note: Use blank sheets of paper to test the lineup). For Dot Matrix printers using "continuous" envelopes, this is the space between envelopes (from the bottom of one to the top of the next). Use zero if they just touch. Otherwise use the number of lines between envelopes (six lines per inch, usually). Start the printer at the top of the first envelope. #(Press Esc to exit Help) Start New Page When This option lets you begin a new page whenever the next name starts with a different letter. For example, the first page might have only "Anderson," while the 2nd page might have "Baker" and "Bronson." If this option is not selected, then the total number of pages will be less. #(Press Esc to exit Help) Lines High for Envelopes & Variable Size Labels Set the "form height" (top to bottom) to print address information on envelopes and labels of any size. This is used with the "left margin" setting to position the return address and addressee on envelopes (also, the addressee on Variable size labels). The "form height" setting is the total number of lines from the top to the bottom of the envelope or label. Most printers put 6 lines per inch (LPI). Accordingly, the "form height" for most printers for a standard business envelope is 25 (the form height is 4 1/6", times 6 LPI). #(Press Esc to exit Help) Indent Amount This is the number of spaces from the left edge of your printer page to the left side of the "book" page. This is used to move the "book" pages so they are centered left and right (equal left and right margins), which is needed when printing using the "both sides" option. #(Press Esc to exit Help) Mailing Labels Labels must be one inch "tall," as measured from the top of one label to the top of the label underneath (see Custom Labels for printing labels larger than one inch). These labels are often 15/16 inch, and have a small space between the bottom of one label and the top of the next. The "Normal" settings assume a printer spacing of ten characters per inch, which is the default setting for most printers. If your printer uses 12 characters per inch, then the 3 1/2" selections will fit on 3 inch labels. All of the "Compress" settings require a Dot Matrix printer that is capable of the "compressed" print mode. The "Three Across, Compress 2 3/4" choice will also work with 2 1/2 inch labels on most Dot Matrix printers. The "Laser" settings require a LaserJet or compatible laser printer. #(Press Esc to exit Help) Left or Center Binding This option affects the basic style and page numbering of the book. The "Left" option puts the margins on the left side of each "book" page. This requires you to cut between the two book pages that are next to each other, and then staple or hole punch all the pages on the left. The "Center" option has the margins in the middle. Here you don't cut between the left and right hand pages, but staple between them to make the book. #(Press Esc to exit Help) Lines Per Book Page This option controls the height and amount of name data printed on each book page. The fewest lines allowed is 18, and the most is 78. The program will print as many pages as will fit on each sheet of printer paper. With 18 lines per book page, and 8 lines per inch, then 8 book pages print on each sheet of printer paper. #(Press Esc to exit Help) Print Lines per Inch You can choose to print the book at either 6 or 8 lines per inch (vertical spacing). This value and the "Lines per book page" determine the "height" of the book. #(Press Esc to exit Help) Left Margin for Envelopes & Variable Size Labels You can set a left margin value that lets you print on labels or envelopes of any width, but they must be at least 3 1/2 inches wide. Enter the number of characters that corresponds to the left margin you want. Most printers put 10 characters per inch, so you would enter 30 for a 3 inch left margin for those printers. If your printer puts 12 characters in one inch, then you would use 36 for the same 3 inch margin. #(Press Esc to exit Help) Setup Menu The SETUP menu lets you choose different setup screens to tailor the program to your individual needs. Any value entered on the Setup screens will be remembered by the program, and you can change these values at any time. After you choose a setup screen, say LABELS/ENVELOPES, use the F1 HELP function key for a further explanation of the meaning of each setup value (press F1 HELP as you move to each new area on the screen). #(Press Esc to exit Help) Starting and Final Months The "Dates" and "Calendar" reports will print for the months you choose here. The "Mass Date Delete" also works for the months selected here. These months can be changed at any time. If the STARTING and FINAL months are the same, only that month is processed. If the STARTING month is greater than the FINAL month (say 12 and 01), then the end of one year and the beginning of the next are processed. The selected months work with the STARTING YEAR field, also on the SETUP screen. See the STARTING YEAR help message for more information. #(Press Esc to exit Help) Autodial Modem Settings Your computer will dial phone numbers for you if you have a modem. Just highlight the name you wish to dial on the name list (or select any date that is "name tied"). Next press F10 to begin the automatic dialing. TELEPHONE TYPE: Enter "T" if you have a Touchtone phone or "P" (for "Pulse") if you have rotary phone service. Use "P" if you're not sure (it works with either type). MODEM COMM PORT: Select the port (1-4) where your modem is installed (if in doubt, try "1" first, then "2"). MODEM SPEED: If in doubt, try "300" first, then "1200" DIAL BEFORE NUMBER: When autodialing, these numbers are dialed before phone numbers (like "1" for long distance) LOCAL AREA CODE: Your Area Code will be dropped (when present) before dialing begins (lets you change locations and not revise the phone numbers). #(Press Esc to exit Help) Custom Printer Control Codes Use this to send commands to your printer for special printing needs. For example, you may want to set your printer to "letter quality" or change fonts. You will need to look in your printer manual to see what codes are required for your particular printer. The first part of each code is often an "Escape" code, which must be typed inside "less than" and "greater than" symbols, as follows: <27>. Any codes that you enter as "decimal" values must be in their own "brackets," like: <27><48> etc. These "bracket" symbols are on the "comma" and "period" keys (use Shift to get them). Use the "non-decimal" code when possible. For example, use "<27>0" instead of "<27><48>" as it involves less typing and allows longer codes. #(Press Esc to exit Help) Printer Type For most printed outputs the type of printer you have doesn't matter. However, the Calendar pages must be in "compressed" format, so calendars can only be printed on dot matrix and laser printers. The "Laser" choice is set for an HP LaserJet II. Users with other laser printers should choose the #2 setting, and the LaserJet compatible mode setting on their printer. The dot matrix ASCII choice (#3) will work for most dot matrix printers. The STD choice (#1) requires the IBM U.S. character set to be available on your dot matrix printer. The Custom setting (#4) allows you to enter control codes for your printer. Use this if you have trouble with Calendars, Books, or Labels. #(Press Esc to exit Help) Reuse Name Information When you are adding more than one name, this option lets you use information from the previous name without having to key it again. For example, if you are adding several names from the same City, State, and Zip Code, you will only need to key these items the first time. "(Press Esc to exit Help) Return Address on Envelopes You can print your RETURN ADDRESS along with the name and address of the recipient of your letter. To do this, first enter "Y" (for YES) to print a RETURN ADDRESS. Next, enter the number of spaces you want to the left of the return address. On dot matrix printers this LEFT MARGIN is usually small, from zero to 3. On Laser printers the LEFT MARGIN depends on the width of the envelope, as the envelope is fed into the printer face up, with the right side going in first. The best way to align the RETURN ADDRESS is to take a guess at the settings, print one "envelope address" on a full size sheet of paper, and then lay a blank envelope on the printed paper to see how you did (align the right side of the envelope on the right side of the printed page). A LEFT MARGIN of 15 is about right for business envelopes on most lasers. Finally, enter the RETURN ADDRESS as you want it to appear on the envelope. This RETURN ADDRESS will be saved for all your envelopes, until you revise it. #(Press Esc to exit Help) Salutation with Mail Merge You can choose to include a "salutation" with Mail Merge files (MERGE.FIL). The "salutation" is the part that follows "Dear" at the top of a letter. If you answer "N" to "include Salutation" only the name and address are put into the merge file. If you answer "Y" (Yes), then a "Salutation" is added whether or not you put a salutation in the name record, or in the "default" value on this SETUP screen. If you include a "default" it will replace the name salutation only if you answer "Y" to "Override name Salutation." Otherwise the "default," if entered, is used if the name salutation field is empty. The system supplies "Sir or Madam:" if all other values are missing. See the "Salutation" Help message on the name screen, for more rules about how the salutation is created if you don't enter one. #(Press Esc to exit Help) Sequence for Labels and Envelopes You can print Mailing Labels, Envelopes, and Custom Labels in either a name or ZIP code sequence. The "name" sequence is the same as the lists you see on your monitor. The "ZIP code" sequence uses the value entered into "ZIP" on each name record. Enter the number (1 for "name" or 2 for "ZIP") that corresponds to the sequence you want. You can change this selection at any time. #(Press Esc to exit Help) Printing Titles The "Title" you enter here is used with the PRINTING menu to put a title at the top of reports, and on the 1st label printed. If the title is blank, then no title will be printed. The title you enter here appears at the top of the PRINTING menu. You can change the "Title" from the PRINTING menu by pressing the F9 INITIALIZE function key, and then revising the "Title." #(Press Esc to exit Help) Text Line Width You can vary the width of the area where name and phone information prints in your address book. If the space you specify is big enough, then the phone numbers will print at the right side, on the same lines with the name and address. In general, select as large a TEXT LINE WIDTH value as possible (without exceeding the width of your book cover), so the phone numbers won't be forced to print on a line by themselves. #(Press Esc to exit Help) Print Which Data You can choose whether or not to print certain data in your address book. If you reply Y(es) to PHONE NUMBERS then both the HOME and BUSINESS phone numbers will print. Reply Y(es) to ADDRESS to print the complete address for each name. If you choose Y(es) for NOTES then the first two lines of NOTES will print for each name. These note lines are divided in half, so up to 4 lines will appear with each name (the name update screen shows where the NOTES are divided). #(Press Esc to exit Help) Starting Year The STARTING YEAR is used by the printed Calendar and Dates reports, and the Mass Date Delete function. Each one uses the STARTING YEAR in a different way. The printed Calendar pages begin with the STARTING YEAR and STARTING MONTH values. If the STARTING YEAR is left blank, the current year is used by default. The Dates report prints all dates, from the STARTING to the FINAL MONTH, if the STARTING YEAR is blank. If the YEAR is entered, only dates with that year are printed. Mass Date Delete removes a range of dates. If the Setup YEAR is left blank, only date records with a blank year are deleted. Otherwise dates are deleted only if they have the same year as entered in the Setup STARTING YEAR. In both cases, dates are deleted only if the date also has a MASS DELETE value of "Y" and the date falls in the range chosen in the STARTING and FINAL MONTH fields. #(Press Esc to exit Help) Monthly Calendar The calendar shows the current month and year according to your computer's system date. The current day is shown in a different color. Any "event dates" which are in your file will appear as a blinking day. Use the arrow key to choose "Next" or "Prior," then press <Enter> to see the calendar for the following month, or the preceeding month. Any number of future or prior months can be shown in this manner. Press the F5 DATES key to see the date records for the month. You can then add, change or delete date records. #(Press Esc to exit Help) Categories A Category is a way of classifying a group of names. For example, you might put people in your Bridge club into a "B" category. First define the category here, using the "Ins" (insert) key. Then add or revise each name, placing a "B" in its "Categories" field (on the name record). Then you can use the category to PRINT a roster just for the Bridge club, PRINT mailing labels to send a newsletter, or VIEW the membership list on your computer monitor. Once you have defined a number of Categories, you can revise them by moving the highlight and pressing the Enter key ( ). Use the "Del" (delete) key to get rid of a category you no longer want. #(Press Esc to exit Help) Show all Dates This screen shows all the "event dates" you have on the file, beginning with the current date. If there is no date record for the current day, then the first date after that shows. The dates are in order by month and day. By keying a number for the month and day, you can move to a specific date (key "0615" then <Enter> to move to June 15th). You can also use the <Pg Dn>, <Pg Up>, and cursor arrow keys to move arround and select from the list. To select a date, "highlight" the date and press <Enter>. Select dates to see additional information, and to revise them. Event dates can also be added or deleted here. Use the <Ins> key to add a "*Date only*" event (not "tied" to a name). The <Del> key will delete any event date. The "Name" column has a "Y" (for "Yes") if the date is associated with ("tied to") a name record. #(Press Esc to exit Help) Dates For This screen shows all the "Dates For" a name, a month, or a category. Accordingly, the title will include either a person's name, a month name, or a Category Description, depending on which type of dates are requested. You can use the <Pg Dn>, <Pg Up>, and cursor arrow keys to move arround, and select from the list. To select a date, "highlight" the date and press <Enter>. When you select a date, all the date information can be revised. Dates can also be added or deleted here. Use the <Ins> (insert) key to add a date. Use the <Del> (delete) key to drop dates from the file. The "Name" column has a 'Y' (for 'Yes') if there is a name record associated with the date. See the bottom of the screen for reminders about the use of special keys. #(Press Esc to exit Help) Names on your file are listed here for selection. You can "Find" a name by typing the first few letters and pressing <Enter>. You can also use the <PgDn>, <PgUp>, <Home>, <End>, < >, and < > keys. Hold down <Ctrl> and press <PgUp> to move to the top of the list. To add a name to your file, press the <Ins> "insert" key (you can do this anywhere, you do NOT have to be where the name is alphabetically). To change a name, "highlight" the name and press <Enter>. To delete a name, select it and press the <Del> "delete" key. Press the F5 "Dates" function key to see a list of the date records for the chosen name. If there are no dates for the name, the program will proceed automatically to the "add date" screen. These dates are "tied" to the name. You can do some printing from this screen. Highlight the name and press F2 to address envelopes. Press F3 for mailing Labels, F4 for 2 1/6x4 inch Rolodex, and <Shift>F4 for 3x5 inch Rolodex. Press F7 to change from Address to Phone Nbr. display. Use F10 to autodial telephone numbers. #(Press Esc to exit Help) Add or Revise Categories Use this screen to define category letters and supply a description of the category. Categories are logical groupings that you want to put a number of names into. For example, you could define groups for babysitters, clients, drama club members, etc. Any letter, number, or other symbol on the keyboard can be a category, so more than 60 different categories are possible. Each name record can be a member of up to eight different categories. #(Press Esc to exit Help) Dates can be either "tied" to a name, or "*Date only*" (not associated with any name). The top of this screen has the name of the person "tied" to the date (say Joe Jones), or "*Date only*" if the date is independent of any name. For each "Dates" record, enter the MONTH and DAY of the event (or press just ENTER to default to the current month and day), and enter a DESCRIPTION. The DESCRIPTION appears as 2 lines on a CALENDAR report, and 1 line elsewhere. For temporary dates, like appointments, say "Y"(es) to MASS DELETE. Permanent entries, like birthday reminders, should have "N"(o) or blank in MASS DELETE. The YEAR and ADDITIONAL NOTES areas are optional. If you key in the YEAR, the program will display the AGE for the event. This is handy for birthday's and anniversaries (AGE is based on the current date). If the YEAR field puts the date in the future but within 5 years, then the time "To go" is shown instead of AGE. If events occur on the same date every year, like Halloween, you can omit YEAR. If you don't need to use the YEAR or ADDITIONAL NOTES fields, just press SHIFT<Enter> (hold down the SHIFT key, then press <Enter>) to "update" your file. See "Add Dates" under UTILITIES for adding repetitive dates, like monthly meetings. (Press Esc to exit Help) Add or Revise Names This information applies to the entire "Update Names" screen. For additional help with a particular item, place the cursor on that field, and press F1 again. Key in each type of information that applies to the name you are adding (for example, First Name, Last Name, etc.), and press the Enter key ( ). If you want to skip a field, press just the Enter key. When you have keyed all the data that applies to a given name, then press SHIFT<Enter> to update the entire record (hold down the SHIFT key, then press <Enter>). Use the ESC(ape) key to go back to the start of a field (like Last Name), and "undo" the keying you did in that field. Press <Esc> at the start of a field to move to the prior field (from Last Name back to First Name). Finally, press SHIFT<Esc> (hold SHIFT, press Esc) from anywhere to "undo" all the keying you have done, and QUIT the screen. SHIFT<Esc> will "quit" so so that the data is not put on the file (if in "add" mode), or revisions are not kept (if in "change" mode). Press the F7 key to see a screen display of the label and envelope address printing formats. '(Press Esc to exit Help) This menu performs Utility functions. Use F2, F3, F5, and F9 to further select which records to process. The MAIL MERGE function creates an ASCII file with the name MERGE.FIL. Each name will have 5 lines of address data (some may be blank). A sixth line for "salutation" is created if requested in the SETUP area. The EXPORT function creates a "comma" separated ASCII file (also called DIF) with the name EXPORT.FIL. This file contains all the data from each selected name record. The IMPORT function loads a file called IMPORT.FIL. If a category is selected with F9, all names are put in that category. EXPORT and IMPORT files have the same format. Use CHANGE CATEGORYS to revise the category assignments in every selected record (choose it for more HELP). Use NAME DELETES to permanently remove all the names in a single Category in one step (select it for more HELP). The ADD DATES function adds recurring dates, ie the 3rd Monday of each month (select it for more HELP). The DATE DELETES function will delete selected date records coded with a "Y" in the MASS DELETE field. Use the F9 INITIALIZE key to change the MONTHs, YEAR and CATEGORY to select the date records that will be deleted. #(Press Esc to exit Help) Views This menu lets you see a Category "view" of your names or dates. Use F9 INITIALIZE to change the category. Then choose NAMES and press <Enter> to see only the names in the selected Category. Names are assigned a category by using the "Categories" field on the name "update" screen. Dates are assigned into a category by adding them on the "name list" screen using the "F5 Dates" function key. This way the date is "tied" to a specific name, and thereby the date is "tied" to the same categories that the name has been assigned to. Select ANALYZE to see all your Categories displayed with name counts, percents, and bar graphs. Choose SCAN NAME to "search" name records for key words or letters. For example, you could search for "girl" or several Categories (A and B or C). You can also specify a LAST CHANGED date, to select only names recently added or revised. #(Press Esc to exit Help) MASS_DTE MEM_DTUP MENU ? NAME_DEL NAM_ADDR NAM_CATSK NAM_CITY NAM_CMTS NAM_FRSTV NAM_LAST NAM_PH NAM_SALN NAM_ST NAM_ZIP OCR_FMT PK_NAMES REV_CATS RPT_MENU`F SCAN_SET SET_ALRM SET_BKBD SET_BKMG8U SET_BKOR SET_BKPGBZ SET_BOTHF\ SET_CAT Z_ SET_CDPT SET_CPRS5g SET_DVNM*i SET_ENVL SET_FRST SET_HGHT SET_INDT SET_LABL u SET_LC SET_LMAX~{ SET_LPI Z} SET_MARG SET_MENU SET_MO H SET_MODM0 SET_PRTRP SET_PT SET_RPET~ SET_RTAD* SET_SALN SET_SEQ SET_TITL SET_TXWD7 SET_WHAT SET_YR SH_CAL 6 SH_CATS SH_DATES+ SH_DTE ( SH_NAMES UP_CATS UP_DATES( UP_NAME UTL_MENU VW_MENU