Magnum One/Magnum One (Mid-American Digital) (Disc Manufacturing).iso/d6/nd_2.arc/MANUAL.DOC

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                       NAMES & DATES (TM)

                         (Version  3.3)










                    Program and Documentation

                        Copyright 1990 by


                           WR Software
                          P.O. Box 4819
                     Walnut Creek, CA  94596








             Permission hereby granted to make exact
               copies of Documentation and program
              diskettes for shareware distribution





                    Effective: April 12, 1990



                        Table of Contents




Introduction . . . . . . . . . . . . . . . . . . . . . . . . .  1
     Shareware Registration. . . . . . . . . . . . . . . . . .  1
     Setting Up Disk Files . . . . . . . . . . . . . . . . . .  2
     Program Loading . . . . . . . . . . . . . . . . . . . . .  2
     Main Menu . . . . . . . . . . . . . . . . . . . . . . . .  3
     HELP. . . . . . . . . . . . . . . . . . . . . . . . . . .  3
     Batch (.BAT) Files. . . . . . . . . . . . . . . . . . . .  4
     Overview. . . . . . . . . . . . . . . . . . . . . . . . .  4

Adding Information . . . . . . . . . . . . . . . . . . . . . .  6

Changing Records . . . . . . . . . . . . . . . . . . . . . . .  7

Deleting Records . . . . . . . . . . . . . . . . . . . . . . .  7

Categories . . . . . . . . . . . . . . . . . . . . . . . . . .  9

Dates. . . . . . . . . . . . . . . . . . . . . . . . . . . .   10

Names. . . . . . . . . . . . . . . . . . . . . . . . . . . .   13

Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . .   16
     Labels/Envelopes. . . . . . . . . . . . . . . . . . . .   16
     Printer/Modem/Salutation/Misc.. . . . . . . . . . . . .   17
     Address Book. . . . . . . . . . . . . . . . . . . . . .   18

Initialize . . . . . . . . . . . . . . . . . . . . . . . . .   21

Printing . . . . . . . . . . . . . . . . . . . . . . . . . .   23

Utilities. . . . . . . . . . . . . . . . . . . . . . . . . .   26

Calendar Window. . . . . . . . . . . . . . . . . . . . . . .   27

Views. . . . . . . . . . . . . . . . . . . . . . . . . . . .   28

MISCELLANEOUS ITEMS. . . . . . . . . . . . . . . . . . . . .   28
     Phone Dialing . . . . . . . . . . . . . . . . . . . . .   28
     Monitor Problems. . . . . . . . . . . . . . . . . . . .   28
     Screen Protection . . . . . . . . . . . . . . . . . . .   28
     Warrantee Disclaimer. . . . . . . . . . . . . . . . . .   28

Introduction

Welcome to NAMES & DATES (TM).  This program is a combination
address book, mailing list manager, and date reminder system.  It
will store an unlimited number of names, depending only on the
amount of disk storage you have available.  You can group your
names into categories to keep track of clients, club members,
pizza places, or any other grouping that is important to you.
Each name can be associated with any number of "date reminders,"
such as birthdays, appointments, etc.  You can also have an
unlimited number of general "date reminders" that are not
associated with names (for holidays, etc.).

NAMES & DATES (TM) has unusually large areas for name and address
information.  The flexible address format is designed for U.S.
and Canadian addresses, but works for addresses of almost all
countries.  The "notes" area for each name record will scroll to
eight full lines, yet no disk storage is used if "notes" are not
entered.  The mail merge facility has optional salutations, which
can have default or custom greeting options.

The program prints mailing labels (laser labels too), address
books, Rolodex cards, envelope addresses (with optional return
address), custom size labels, and a variety of "page size"
reports.  There is also duplicate name search, file
import/export, mass date add/delete, sort by name and Zip Code,
and "hot key" printing for individual labels and envelopes.  The
screen Calendar function displays any month you choose, with
"date reminders" highlighted, and date details available.
Printed calendar pages, similar to a monthly wall calendar, are
personalized with your date reminders.

Best of all, the program is quite easy to use.  It is "menu-
driven" so choices are made from a list of options.  Context
sensitive "help" messages are displayed whenever you press the F1
function key.  In addition, the bottom of each display window
lists the commands and function keys that can be used.


Shareware Registration

NAMES & DATES (TM) is a shareware program, so we encourage you to
try it out and make copies for friends.  If you like the program
and continue to use it, we ask that you become a registered user.
Registration costs $25 and includes printed documentation, one
free program upgrade on disk, vinyl address book cover, program
support by telephone or mail, and notification of future program
upgrades.  You can print an Order Form from the Names & Dates
diskette by typing ORDER at the DOS prompt.  Please send check or
money order (sorry, no credit cards) in U.S. dollars only to:
WR Software, PO Box 4819, Walnut Creek, CA 94596 U.S.A.

If you decide not to register because the program is missing a
feature that you require, or does not work with your computer or
printer, please let us know.  We want to fix these kinds of
problems whenever possible, so please, take a few minutes and
tell us about them.


Setting Up Disk Files

To use the program you will need DOS 3.0 (or later), and at least
512K RAM computer memory.  To begin, you should copy the NAMES &
DATES (TM) diskettes to other floppies or your hard drive, and
save the original diskettes as a backup.

If you have a hard drive, use the INSTALL procedure.  This will
create a directory \ND or your C: drive, and then copy both
diskettes to this directory (other directory names or drives are
fine, but you'll have to do it "by hand").  The INSTALL also
copies CONFIG.SYS to your root directory, if you don't have that
file already.  If CONFIG.SYS is already on your system, INSTALL
won't change it, but you need to make sure that it has FILES=20
and BUFFERS=16 statements (larger numbers are OK).  To use
INSTALL, just type "INSTALL" at the DOS prompt.  After finishing
with INSTALL, re-boot your system (Ctrl-Alt-Del) to incorporate
the new CONFIG.SYS file.

Floppy users should format two new diskettes (FORMAT B:), and
then copy each NAMES & DATES (TM) diskette to a different blank
diskette placed in drive B: (COPY A:*.* B:).  You will also need
to copy the CONFIG.SYS file to your DOS diskette, and then re-
boot your system, just this one time, to incorporate CONFIG.SYS
into your computer (see above if you already have CONFIG.SYS).

WARNING: The error message "Too many open files" results when the
CONFIG.SYS file is not installed, or does not have minimum values
as follows: FILES=20 and BUFFERS=16.


Program Loading

NAMES & DATES (TM) will use the date in your computer to tell you
when names were added or changed on your file, and to show you a
Calendar for the current month.  If your system asks for the date
when you turn the computer on, you should reply with the correct
current date.

To start the program, floppy users must first insert the PROGRAM
diskette into the A: drive.  Hard disk users must change to the
correct directory (CD \ND if you used the INSTALL procedure).

Next, type ND at the DOS prompt and press <Enter> (note: if you
have a hard disk drive you can hit <Enter> again at this point to
load the program completely and avoid the first message screen).
After the program loads, an introductory message is shown.
Floppy users must now remove their PROGRAM diskette, and insert
the DATA diskette into the A: drive.  Next, both floppy and hard
disk users can press the <Enter> key to advance to the main menu.


Main Menu

The main menu is a list of things you can do with the program.
You can select menu items by pressing their first letter, and
then <Enter>.  For example, press "d" or "D" and then <Enter>, to
select "Dates."  If more than one item starts with the same
letter, press the letter again to move to the next item.  For
example, press "c" to move to "Calendar," then press "c" again to
select "Categories."

You can also use the cursor arrow keys to move the "light bar"
until the item you want is highlighted, and then press <Enter> to
select the menu item.  In addition, some menu items can be called
by function keys in many places throughout the program.  The
following menu items have these function keys: Dates (F5),
Categories (F6), Setup (F8), and Initialize (F9).


HELP

There are context sensitive help messages available throughout
the program.  To see these messages, just press the F1 function
key.  Usually, there are help messages for each individual type
of information on the display screen.  For example, move the
cursor to FIRST NAME in the "name" window, then press F1 to see
information about the FIRST NAME field.  Move to the LAST NAME
field and press F1 to see the LAST NAME help information.

There are two special help screens available on the "name"
window.  If you move to either "Phone" area and press F1, a table
of telephone Area Codes with Time Zones and states/provinces is
displayed.  If you move to the "State/Province" field and press
F1, a list of state and province abbreviations for the U.S. and
Canada is shown.

In addition to help messages, the bottom of each display window
has a command summary.  These shorthand reminders list the
specific commands and function keys that can be used with the
current window.

Batch (.BAT) Files

The NAMES & DATES (TM) diskettes include several "batch" (.BAT)
files to help with various tasks.  The INSTALL.BAT file is
discussed above in "Setting Up Disk Files."  The GO.BAT file
displays the READ.ME file (type GO and press the ENTER key).  The
ORDER.BAT file will print a one page form that you can use to
register with (type ORDER and press <Enter>).

The UPGRADE.BAT file will upgrade your hard drive to the latest
program version from the supplied diskettes.  Put the "program"
diskette in your A: drive, type UPGRADE, and press the ENTER key.
Then follow the directions that appear on your screen.

The BACKUP.BAT file copies all the data files that contain the
name and date information you have entered.  This provides a
complete backup for your system, except for the program files
which were originally supplied by us.  The backup files are
copied to your A: drive, so be sure and put a blank formatted
diskette in the A: drive, before keying BACKUP.


Overview

As the program title suggests, this program stores names (with
address, phone number, comments, etc.) and date reminders (for
birthdays, holidays, appointments, etc.).  In addition, you can
use "categories" to help organize your names and dates.  Each
type of information is kept in a separate record on your file.

Note that "Names" "Dates" and "Categories" are the first three
items shown on the left side of the first menu.  If you select
one of these menu items, you will see a list of all the records
of that type (for example, choose "Names" to see all the names
that you have stored).  If you don't have any items of one of
these types, then instead of a list, you will see a blank record
so you can add the first record.  If you have so many names (or
dates) that they don't fit on your monitor, press the <PgDn> key
to see more of the list (or key in the first letter or two of the
name to see that part of the list).

The "Name" record holds the name, address, phone numbers,
salutation, comments, and "categories" for a person or business.
The "Date" record holds the month, day, year, description, and
additional notes for an "event reminder."

The "Category" record lets you define a sub-group for your "name"
records, and holds a description of the category (for example,
you could add a category "T" for "Tennis," and then put a "T" on
the name record of each person you play tennis with.  Because
"Date" records can be associated with "Name" records, dates can
also be grouped by the same categories as the names they are
"tied to."

With the "Views" and "Printing" menu options, you can select
names or dates from one category group (for example, to see a
list of just tennis friends).  Use the "Initialize" (F9) menu
option to choose the category.

If you are familar with computers, you may not need to read
further.  Use the F1 "Help" function key if you have questions.Adding Information

Adding new names, or new dates, or new categories is a similar
procedure.  The first step is to choose a list of the items you
wish to update.  For example, choose "Names" on the main menu to
see an alphabetical list of the names on your file.  If there are
no names on the file, the program will automatically "bounce" to
the window used to add a name.  This is true for all "list"
windows: if there are no items in the list, the program goes
right to the "add" window.

If there are items shown in the selected list, press the <Ins>
key to transfer to the "add" window ("Ins" is the abbreviation
for "insert").  The <Ins> key is usually on the far right side of
your keyboard.  Be sure the "Num Lock" light is off (if "Num
Lock" is on, then the <Ins> key becomes the "zero").  The <Ins>
key can be pressed from the top of the list, or any point in the
list.  The name you add will be alphabetized correctly,
regardless of your position on the "list" screen.

The "add" window is used to type in data and then put it on your
file.  After typing a given field, press the <Enter> key to move
to the next field.  For example, after typing "Bill" into the
"First Name" field, press <Enter> to move to the "Last or
Business Name" field.  You can skip a field by pressing the
<Enter> key, or using the down arrow key.  You can move to a
prior field with the <Esc> key or the up arrow key.  If you are
in the middle of typing a new field, the <Esc> key will move to
the start of the field and delete what you just typed.  If you
are on the first field of a window, the <Esc> key will take you
off that window to the prior window.

Once you have keyed all the data you need to, hold down the
<Shift> key and press the <Enter> key.  This will update your
file with the new record.  You can use Shift<Enter> to update
from any point on the display screen.

If you decide after typing some data that you do NOT want to add
the record, hold down the <Shift> key and press the <Esc> key.
This will cause the program to return to the prior list window,
without saving anything that you have just typed.

In summary, use <Enter> after typing a field to register that
piece of data (like "First Name"); or use <Esc> to remove what
you have just typed and start over at the beginning of the field.
Similarly, use Shift<Enter> to update an entire record; or use
Shift<Esc> to skip updating, and return to the prior list window.
You can think of it as "small" <Enter> adds one field, while
"capital" <Enter>, or Shift<Enter>, adds an entire record (a
record is a group of fields).  Similarly, <Esc> stops the changes
to a field, while Shift<Esc> stops the changes to an entire
record.

Changing Records

The records for names, dates, and categories are all revised in
the same way.  The first step is to choose a list of the items
you wish to update.  For example, choose "Dates" on the main menu
to see a list of the dates on your file.  To change an item on a
list, first position the highlight bar on the item to be revised,
then press <Enter>.  You can use the cursor arrow keys to move
the highlight bar, and the <PgDn> key to see a new "page" on a
long list (note: CTRL <PgUp> moves to the top of the list).

You can also type in the first few characters of a name or date
to move down a long list.  For example, to get to "Smith" on a
list with thousands of names, begin by typing the first few
letters of "Smith."  Stop typing when the name "Smith" appears on
the screen, and use the down arrow key to move the highlight bar
to the name.  As each letter is typed, the top line of the list
will be changed to the first occurrence of that item on your
file.  The search is not case sensitive, so it is not necessary
to type an uppercase "S" to find "Smith."

Once the highlight bar is positioned over the item you wish to
change (say "Smith, Robert A."), press the <Enter> key and the
program will display the "change" window.  This window shows all
the information about the item you selected from the list.  The
"change" window works identically to the "add" window, so the
same keys will move the cursor to let you make changes.  The
bottom of the window shows the command and function keys that can
be used.  Again, use Shift<Enter> to update the record with your
changes.  If you use Shift<Esc>, the record will not be revised,
even after you type changes to some of the values.

Deleting Records

The records for names, dates, and categories are all deleted in
the same way.  The first step is to choose the list which has the
item you wish to delete.  For example, choose "Names" on the main
menu to see a list of the names on your file.  To remove an item
from your file, position the highlight bar over the item, and
press the <Del> key (the "delete" key).  The program will display
the "delete" window.  You will see the details for the selected
item, along with the message "Press Enter to confirm delete."  If
you press <Enter>, the item is removed permanently from your
file, and no longer appears on the list.  If you press any other
key, you will return to the list, and the item will not be
deleted from the list or file.

There are two special cases when deleting records.  If there are
date records associated with a particular name, then the date
records must be deleted first, before the program will allow the
name record to be deleted (there is a warning message if you try
to delete the name first).  There is also a "mass" date delete
function for deleting old date records that you no longer need,
like appointments that are in the past (see the "Dates" and
"Utilities" documentation sections for more information about
mass deleting date records).Categories

Use a "category" to group names that have something in common.
For example, you might want to assign people in your Bridge club
into a "B" category.  Then you can use the "B" category to print
a phone list of just club members, or to print mailing labels for
party invitations to a club function.  With the VIEW function,
you can see a display window with just Bridge club members, or
see only those "date reminders" associated with the members of
the Bridge club.

Before you can use a category, you must first define it.  To
define a category, choose "Categories" from the main menu, or use
the F6 "Categories" function key from elsewhere in the program.
When you select "Categories," the first thing you see is a list
of categories that have been defined previously.  For example,
you may see "S" and "Software Companies" in the data supplied
with the program.

If no categories have been setup, the program will "bounce" to
the window where you can add a new category.  If you are on the
list of categories then press the <Ins> key, to move to the
window for adding new categories.  Now you can type any letter,
number, or other symbol to represent the category.  Whenever
possible, you will want to use the first letter of one of the
words used to describe the category.  For example, "B" for
"Bridge Club Members."  Next type the description of the
category, then press <Enter> to save the category definition.

You can change or delete categories just like other records.  To
change a category, move the highlight bar to the desired category
and press the <Enter> key.  To delete a category, move the
highlight bar to the item and press the <Del> key.  Be very
careful not to change or delete categories if there are names
still using the old definitions.

Now, as you add or revise names, you can assign them to the
categories you have defined, by typing the category letter into
the "Categories" area on the name window.  This area can hold up
to eight different categories.  So, each name on your file can
belong to as many as eight different groups that you define.  If
you try to add a name to a category that has not been defined
yet, the program will display an error message.

If you forget some of your categories while adding or changing
names, just press the F6 "Categories" function key.  The
"Categories" list window will display your categories with their
definitions.  You can also add new categories at this point,
while your adding or changing a name.
Dates

The two kinds of "date reminder" records are identical, except
that one is associated with a name record and the other is not.
The type associated with a name record is used for birthdays,
anniversaries, client meetings; in general, any date you want to
"tie" to a specific name.  To add this type of date record, you
must first choose the name you want associated with the date.  So
the name must be added first.

If you have just added the name, you will be on the name list,
otherwise select "Names" from the main menu to see the list of
all names in your file.  Next move the highlight bar so the
desired name is highlighted, then press the F5 "Dates" function
key.  This will display a list of all the dates already
associated with the selected name.  If no dates were previously
associated with the name, the program will "bounce" directly to
the "date add" window.  On the date list, press the <Ins> key to
go to the "date add" window.

Now type in the date, description, and additional notes, if any.
If the month and day are "today" (as they might be if you're
recording the highlights of a phone conversation), just press
enter and today's month and day will appear automatically.  Next
press Shift<Enter> to add the record.

The second type of date reminder is the "date only" record. The
"date only" record is NOT associated with any of the names in
your file.  Use this type for general reminders such as national
holidays, club meetings, school vacations, etc.  To add this kind
of date record, first choose "Dates" from the main menu.  This
will display a list of ALL dates, both the "date only" records
and those associated with a name.  Next, press the <Ins> key and
the "date add" window will be displayed.  Now type in the date
information and press Shift<Enter> to complete adding the "date
only" reminder.

Note that the "Dates" item chosen from the main menu begins with
dates for the current day, or the first date in your file after
"today's" date (however, if you only have a few dates that can
all be shown at one time, then all dates are shown).  To see
earlier dates just press the PgUp key, and the "Dates" window
will show the earlier dates.  When using the "Names," "Views," or
"Calendar" functions to look at dates, then the dates are shown
beginning with the date closest the start of the year.

Dates appear in order by Month and then Day of the month.  The
optional Year is NOT used for sequencing the date lists.  This
allows birthdays and holidays that occur on the same day each
year, to appear in their correct position.  You will probably
want to delete dates refering to specific meetings, appointments,
etc. before they are a year old.  This prevents confusion between
dates from the current year and dates from prior years.  You can
use the "mass date delete" function for this (see the "Utilities"
section for more information).

You can also change or delete dates from any of the date lists,
in the same way Names and Categories are revised.  To change a
date, just move the highlight bar to the desired date and press
the <Enter> key.  To delete a date, move the highlight bar to the
item and press the <Del> key.

Notice that the date list windows have a "Name" column.  Each
date that is associated with a name has a "Y" in this column.
Dates not associated with names have a "-" in the column.  You
can use the autodialer (if you have a modem) to dial from the
"date add/change" screen if the date is tied to a name.  This is
a handy way to process a "call back" list, and then make a record
of the ensuing conversation.

The program requires each date you enter to have Month, Day and
Description.  The Year, Mass Delete and Additional Notes fields
are all optional.  The Date "Description" is divided into two
parts.  Only the first part is required.  The two parts, one on
top of the other, show how the description will appear on printed
calendar pages.  All other printed reports and windows display
the two parts of date description right next to each other on the
same line.

If you enter a YEAR, the program will calculate the "Age" of the
event date if it is in the past (birthdays, anniversaries, etc.).
If the date is in the future, within the next two years, the
program calculates the time "To go" instead of "Age."  The "Age"
or time "To go" appear automatically next to the "Year" when
entered, and on certain reports.

If the "Additional Notes" area is left blank, no file space is
wasted for its storage.  Be sure and press the Shift<Enter>
combination to save the record, when you are through keying
information for that date.  If you press <Enter> repeatedly until
you reach the bottom of the Additional Notes area, the record
will be saved, but valuable disk space will be used to save your
"empty" Additional Notes.

The "Mass Delete (Y/N)" field tells if the record is to be
removed from your file when the "Utility" mass date delete
procedure is used.  Dates with a "Y" will be mass deleted if they
are in the range of months selected (see the "Utilities" section
for more information).  Permanent date reminders (such as
birthdays, anniversaries, and "same date each year" holidays like
the 4th of July), should have "N" in the "Mass Delete (Y/N)"
field.  One-time date reminders (such as parties, meetings, and
appointments) should have "Y" in "Mass Delete (Y/N)" so the dates
can be mass deleted when they are no longer useful.  If the "Mass
Delete (Y/N)" field is left blank, the program assumes that "N"
was intended (only "Y" values will be mass deleted).
Names

The name window is used to add or revise the basic information
about a person or business.  Each of the fields (Title, First
Name, etc.) has a different help message.  Position the cursor on
each field and press the F1 "Help" key for a summary of the
unique characteristics of each field.

In general, your names will represent a person or a business.  If
the name is for a business, leave the "Title" and "First Name"
areas blank.  If you want to print a mailing label for a
particular person at the business, use "Attn: Joe Smith" in the
first "Address" line.

Since the file is alphabetized on the "Last or Business Name"
field, you may occasionally want to split a business name between
the "First" and "Last" name fields.  For example, if you put "The
JC" into First Name and "Penny Company" into Last Name, then the
record would appear with the "P's" using "Penny Company" but "The
JC Penny Company" would print as the first line on address
labels.  Be sure and leave "Title" blank for all business names.

If the name record is for a person, couple, or family, then the
"Title" is used for "Ms." or "Mr. and Mrs." etc.  But "Title" is
optional for these records.  The "First Name(s)" area can be used
for the first name and/or initials or one or more persons.  When
printing address labels, the program will not show the "and" or
"&" (and what follows it) from the "First Name(s)" field, if you
put something in the "Title" field.

For example, let's say you entered "John and Sue" into the "First
Name(s)" field and "Smith" into the "Last Name" field.  If you
put "Mr. and Mrs." in the "Title" area, the program will drop
"and Sue" and print it as "Mr. and Mrs. John Smith."  If the
"Title" is left blank, the same address label would read: "John
and Sue Smith."  For this reason, you will usually want to enter
the man's name first for a married couple if a "Title" is also
entered, in order to avoid "Mr. and Mrs. Sue Smith" on a label.

If all this sounds confusing, there is a program feature that
will help by showing you the result of these formatting rules.
Just press the F7 function key after entering the name, and the
name will be shown in the address label format.

The "Address" area has three lines with 33 spaces each, to
provide for almost any conceivable address format.  You can leave
any of these lines blank, and the program will discard the blank
lines such that a normal looking address label will be printed.
Again, the F7 key will display the final format.

For U.S. and Canadian addresses, you should use the "City State
Zip" fields.  However, these fields can be left blank for
addresses that don't fit this format.  If you want to print
labels in Zip order, then you must put the Zip Code into the
"Zip" field.  The "Zip" field can also be used for Canadian,
British, and other Postal Codes.  For addresses that are
"foreign," put the name of the country into the Zip/Country area,
and leave the City and State/Province areas blank.

You can see a list of U.S. and Canadian telephone area codes by
placing the cursor on any of the "phone" fields, and pressing the
F1 "Help" function key.  To see an abbreviation list for U.S.
states and Canadian provinces, position the cursor on the
State/Province field and press the F1 "Help" key.

The "Categories" field is used to put a name into one or more of
the category groups you have defined.  Each name can belong to up
to eight different category groups.  See the CATEGORIES section
of this document for more information about defining categories.
The program checks to see if the categories you enter here have
been previously defined.  If the categories are not defined,
there is a warning beep, an error message is displayed at the top
of the screen, and the program will not save the name record
until the category is corrected.  Use the F6 "Categories"
function key to define a new category from the name screen.

The "Salutation" field is used with the mail merge function.  Use
"Salutation" to put names after the word "Dear" at the start of a
letter.  For example, you might put "Bill," into "Salutation," so
mail merge letters will begin with "Dear Bill," but put "William"
into First Name so that "Mr. William Jones" appears on mailing
labels.

If you leave "Salutation" empty, the program will create one for
mail merge files using the "Title" and "Last Name" (for example,
"Mr. Jones:").  See the "Setup" section for additional salutation
options.  If no other salutation is available, the program
substitutes "Sir or Madam:" when mail merge files are created.
You can use the F7 key to see the salutation format that will be
used for mail merge.

The "Notes" area can be used for miscellaneous comments, extra
phone numbers, etc.  Although you can see only three lines for
"Notes," there are actually eight lines that will scroll up a
line at a time, as you reach the end of the third line.  This
area works like a simple word processor.  It has "word wrap"
which lets you keep typing at the end of a line, and move
automatically to the next line without dividing words in the
middle.  You can use the <Ins> and <Del> keys to insert and
delete words in this area, as well as other places in the
program.

The first two lines of the "Notes" area can be printed using the
(address) Book option.  The lines are divided as shown by the
"Book Size" brackets over the "Notes" area, when printed in Book
format.  Other reports print the entire "Notes" area.

Another feature of the relatively large "Notes" area is that it
only uses space on your disk file when you actually enter the
comments (use the Shift<Enter> key combination to save the record
as soon as you finish keying name information).  All the names
without comments will not be taking up any disk file space in the
separate "Notes" area.Setup

The "Setup" option is used to describe your computer environment
and personal preferences.  The "Setup" menu is listed on the
primary menu, and can be accesed from other menus by using the F8
"Setup" function key.  The three Setup screens are for:

     * Labels and Envelopes
     * Printer, Modem, and Salutation values
     * Address Book control

Setup values can be changed at any time.  Use the F1 (Help)
function key, as you move around on each setup screen, for more
information about the setup alternatives.

Labels/Envelopes

Custom size labels and envelopes require a "Left Margin" value.
This is used to position the "addressee" information on the
envelope or label.  Enter the number of spaces you want to indent
before printing the address.  As with most of these values, it is
hard to know exactly what to enter.  The best approach is to take
a guess at the value, then print one envelope (or whatever), look
at the result to see how you did, and then adjust accordingly.
After a couple of trial runs, you'll have the correct setup that
should work from then on.

To place the address data from top to bottom, the program needs
to know the vertical size of the envelope (or Custom label).
Indicate the "Form Height" as a number of lines, figuring most
printers put 6 lines per inch.  For example, a standard business
envelope measures 4 1/6 inches top to bottom.  Therefore the form
height would be 25 (6 times 4 1/6).  If your printer puts 8 lines
per inch, or some other value, use this to calculate form height.

You can print a return address on envelopes if you wish.  If you
want to print return addresses, enter "Y" in the "Print Envelope
Return Addresses" area.

Next, enter in "Left Margin" the number of spaces to indent the
return address.  On dot matrix printers this will be a small
number (say, 1 to 5), since the left side of the envelope is near
the left edge of your printer.  However, Laser printers feed
envelopes in sideways, and this number can be quite large
depending on the size of the envelope (the smaller the envelope,
the bigger the Left Margin).  A good technique is to make some
trial runs using a full size sheet of paper, to see how the
return address will be placed on the envelope (Note: a Left
Margin of 15 is about right for business size envelopes on laser
printers).

Finally, enter the actual return address, as you want it to
appear on envelopes.  The return address can be up to 5 lines
long.  This return address will be used for all your envelopes,
until you revise it.

The sequence for standard labels, custom labels and envelopes can
be set to name or Zip order.  Use "1" for sequencing by last name
or business name, and "2" for Zip code or country.  This can be
changed at any time.  If you choose "2" for Zip, the Zip area of
each name must contain the Zip code (or country name), for the
sort to work correctly.

You can define the size and number across the printer for
standard mailing labels.  The "Normal" formats work with all
printers except lasers.  The "Compress" formats require a dot
matrix type of printer, while the "Laser" format work only with
laser printers that "emulate" the HP LaserJet II (most laser
printers have a LaserJet II mode setting).

Printer/Modem/Salutation/Misc.

Use the "Device Name" area to switch between printers if you have
move than one, or to send reports to a disk file.  Most printers
use parallel hookups, and will work with either PRN or LPT1 in
device name.  Use COM1 for most serial printers.  Other possible
values are LPT2, LPT3, COM2, and AUX.  Do NOT use a colon ":" at
the end of the device name.

You can also enter a DOS file name into Device Name, if you want
to print reports to a disk file (for example, to take to another
computer for printing, or to import into another program).  You
can use drive names and directories with the DOS name (for
example, C:\FILES\PRINT.FIL or A:PRINT.RPT).

Enter your printer type in "Which best describes your printer."
Choice #1, the "Std. Dot Matrix" works with printers using the
IBM U.S. character set (Note: this choice prints Calendars at 6
lines per inch, with a maximum of 6 "event dates" shown per day,
while other choices print 8 "event dates" maximum).  Choice #2,
the HP LaserJet II is for all Laser printers (if you don't have a
LaserJet, set your laser to "emulate" the LaserJet II).  Choice
#3, the "ASCII Dot Matrix" works with virtually all dot matrix
printers.

Most printed outputs will be correct regardless of the printer
choice you make.  However, if you have trouble with Calendars,
Compressed labels, or address Books, it is due to a faulty
setting.  If you have a dot matrix printer try both the #1 and #3
choices.  If you still have trouble you should choose #4, "Custom
setup."

The "Custom setup" requires that you read your printer manual to
find the special setup codes for "compressed" size letters and "8
lines per inch" (vertical) spacing.  After entering choice "4"
type these special codes in the popup window that appears next.

The first part of each "Custom setup" code usually requires an
"Escape" code, which must be entered between "less than" and
"greater than" symbols, as follows: <27>.  Any codes that you
enter as "decimal" values must be between their own "<" and ">"
symbols (for example, <27><48>).  Use the <Shift> and "," or "."
keys to type the "<" and ">" symbols, respectively.  For most of
these printer codes, you can enter the actual character shown in
your printer manual, instead of the "decimal" code.  Use the
actual character whenever possible (for example, use "<27>0"
instead of the equivalent "<27><48>").  After printing Calendars,
Labels or Books that use these codes, turn your printer off and
then on again to clear the codes before printing other reports.

If you have a Hayes compatible modem, you can have the program
dial phone numbers for you.  Specify your telephone type (rotary
or touchtone), modem port number (COMM1, or COMM2, etc.), and
modem speed.  Then from the "Names" or "Views" list of your
names, highlight the name you want to dial, and press the F10
"Dial" function key.

You can choose whether or not to include a salutation, when a
mail merge file is created for your word processor.  The
salutation is used with the word "Dear" at the top of each
letter, as in "Dear Bill,".  If you choose to have a salutation
included, the program will use the value you put in the
"Salutation" area of the name record.  If the "Salutation" in the
name record is left blank, the program builds a salutation (see
the "Names" section for details).

You can also specify a universal default salutation (for name
records that don't have a salutation), such as "Friends," or
"Business Owner:".  You can also specify that the "default" value
be used every time, and override the salutation in the name
record, if any.

The "When adding names..." area lets you save keying time by
using some of the information from the prior name.  For example,
sometimes many names have the same City, State, and Zip Code.
Answer "y" to use the address data from the name you added
previously.

Address Book

These Setup values let you describe in detail the size, style,
and other criteria for address "Book" printing.  "Compressed
printing" uses your printer's smaller type size, and results in
an address book that is less wide than with normal size letters.
If you reply "Y"(es) to "Print page numbers" a page number (for
example, -1-) will appear at the bottom of each address book
page.  Reply "N" and the additional space at the bottom of each
page is used for more name and address data.

The "Print border outline" option will print a cutting guide
around each page, if you specify "Y"(es).  If you are using
special perforated address book pages that are designed for a
particular size book, then specify "N" and no cutting border
guide will print.

Specify "Y"(es) for "Print book pages on back side too" if you
want to use both sides of each sheet of printer paper.  If
printing both sides, first all the front sides are printed, then
you must turn the pages over and feed them through the printer
again to print the back sides.  See "Indent" below for
information on how to get the front and back sides to align
properly.  Using both sides makes a smaller, more professional
looking book, without every other page blank.

The "Indent" value is used to center the book pages, with equal
left and right margins, so that "back side too" printing will
line up the address book "page fronts" with the "page backs."
This has to be somewhat by trial and error, but once the right
setting is found, no future adjustments are required.  Choose a
Category with just a few names, so that only one page is used for
each trial run.

The "Text line width" controls the width of the area where the
name, address, phone, and notes will print.  Choose this area as
wide as possible (without exceeding the width of your book
cover), for best results.  If this area is wide enough, phone
numbers will print on the same line with name and address data.

The "Margin for book page" refers to the smaller book pages that
print two across each printer page.  The "Margin" is on the left
side if you choose "Left Binding" (see below), and in the middle
if you choose "Center Binding."  The "Margins" and "Text Widths"
(left and right hand side pages) plus the "Indent" value, must
not exceed the printer page width.  There is a warning tone and
error message if these values are too large.

The "Print lines per inch" option lets you choose to print the
book at either 6 or 8 lines per inch (vertical spacing).  This
option and the "Lines per book page" option determine the
"height" of the book.  The program will print as many book pages
as will fit on each sheet of printer paper.  This can result in
up to 8 book pages on each side of an 8 1/2 by 11 inch sheet of
printer paper.

The "Lasers Only: Landscape mode" lets you print books "sideways"
if you have a laser printer.  This is useful for printing large
size address books.


If you choose to "Start new page when 1st letter of name changes"
then there will be a new book page started when you change from
the "A" names to the "B" names, and so on.  You can also choose
whether or not to print "Phone numbers," "Address," and "Notes"
information.

The "Bind pages Left or Center" option affects the basic style
and page numbering of the book.  The "Left" option puts the
margins on the left side of each page.  With this option cut
between the left and right hand side pages (as well as around the
other sides), and then staple or hole punch all the pages on the
left side.  With the "Center" option the margins are in the
middle, and you should cut only around the outside of the left
and right pages (NOT between them), and then staple the pages on
the line in the middle between the left and right hand pages.
Initialize

The Initialize function is used to specify the category, title,
starting month, ending month, starting year, and "last changed"
date for printing reports or for viewing on your monitor.  You
will change these values often while using the "Printing" and
"View" menu choices, and you can do it easily from these places
by using the F9 (Initialize) function key.

For example, if you're about to print a phone list report from
the "Printing" menu, the "Title" will be displayed.  If you wish
to change it, press F9 to bring up the Initialize "window," key
in the new title, press Shift<Enter> to return to the "Printing"
menu, and press <Enter> to start the report.

The "Category" entered on the Initialize window selects records
for printing or "Viewing" that are in the chosen category.  If
you wish to print all your records, key a space into the
"Category" field on the Initialize window.

The Initialize function will change the time frame for date
sensitive functions.  The "Starting" and "Final" months for
printed "Calendars" and "Dates" reports, as well as the "Mass
Date Delete" can be revised.  For example, enter "01" and "06" if
you wish to process only the first six months of the year.  It is
also possible to "wrap" around the end of the year.  For Example,
enter "12" as the Starting Month, and "02" as the Final Month, to
process December, January, and February.

The "Starting Year" field is optional.  Each type of date
sensitive processing treats the year differently.  The printed
"Calendar" uses the current year if "Starting Year" is blank,
otherwise it uses the "Starting Year" value.  The "Dates" report
prints all dates in the month range if "Starting Year" is blank,
otherwise it prints only dates with a year that matches the
"Starting Year."  The "Mass Date Delete" removes dates with a
blank year if the "Starting Year" is blank, otherwise dates are
deleted if they have the same year as the "Starting Year."  See
the "Utilities" section for more "Mass Date Delete" rules.

You can also enter a "Last Changed" date to be used for selecting
from the Printing and Utilities menus (this won't affect the View
function).  The "Last Changed" date is kept by the program for
every name record, and shows when the name was added or last
revised.  By entering a date on the Initialize screen, the next
report or utility function (like Export), will select only names
changed (or added) after the date entered.  This can be handy for
things like printing changes to your Rolodex card file, where you
only want to print cards for new names or names changed since you
last printed cards (you have to keep track of the date when you
last printed Rolodex cards).  This selection criteria is in
addition to the Category, if any, so that names must meet both
conditions to be chosen.  The "Last Change" date that you enter
is for one run only, and is automatically reset by the program.
Printing

Choose "Printing" on the main menu to see a list of report,
calendar, address book, label, envelope, and rolodex printing
options.  All printed outputs can be printed on dot matrix or
laser printers.  Letter quality printers can print everything
using 8 1/2 by 11 paper, except the monthly calendar pages, which
are printed in a "compressed" format.

Use the F9 "Initialize" key to change the "Title," "Category" or
"Last Changed" date.  The "Title" prints at the top of each page
on reports, or on the first address label.  If you enter a
"Category" it will limit the printing to just names or dates in
that category (a description of the category prints at the top of
each page).  If the "Category" is left blank (press the space
bar), then ALL the names on your file will be printed.  Use the
"Last Changed" date to print only names added or changed after a
certain date.  See the "Initialize" section for additional record
selection information.

To begin printing, just highlight the desired output on the
"Printing" menu, and press <Enter>.  After the printing starts,
you can press <Esc> to suspend the printing, and then decide
whether to resume or quit printing that report.

The "Names & Phones" report will print names with home and work
phone numbers.  The four reports shown under "Names & Phones"
each add more information to the reports shown above them.  For
example, "Address + above" shows address data as well as name and
phone.  The "Misc. + above" shows categories, salutation, and
date updated, as well as name and phone data.  The fifth report,
"Dates + above" shows all the name data, along with any date
reminders that are associated with names.

The "Duplicates" report shows names that may be repeated on your
file.  It will print only those names that match on the first 17
letters of last name, the first five letters of first name, and
positions 3-5 of Zip Code.

The "Calendars" report prints a monthly wall calendar page
showing the Dates on your file.  Each day on the calendar shows
the one or two line descriptions from your date records.  If the
day has more descriptions than will fit, the word "More" prints
at the top of the box.  The first and last calendar months and
the year to be printed are shown at the bottom of the "Printing"
menu.  If the year is blank, the current year is used.  The F9
"Initialize" key changes the month and year values.  Remember to
use the F8 "Setup" (Printer) to select the correct printer before
printing a calendar.  The calendar prints in "compressed" format
and requires a laser or dot matrix printer.

The "Dates" report lists the event date reminders on your file.
You can change the beginning and ending months with the F9
"Initialize" key.  The beginning and ending months can "wrap"
around the end of the year.  For example, use "11" for the
beginning month and "01" for the ending month, to see a report
for November, December, and January.  All dates, in the selected
months, are printed if the "Starting Year" is blank, otherwise
only dates in that year are printed.

The "Book" selection prints an address book in a variety of sizes
and with many other options.  See the "Setup" section of this
documentation for an explanation of these options.  From the
"Printing" menu you can use F8 "Setup" (Address Book) to change
these book options.  If you choose to print "Notes" in your Book,
then only the first two note lines from each name will print.
These "Notes" lines will be split in half, as indicated by the
"Book Size" brackets shown on the screen when names are added or
revised.

Choose "Mail Labels" to print address labels.  Use the "Setup"
function to choose the label format, the width of the label, and
the number across the printer.  If you always use the same
labels, you only need to enter the "Setup" values the first time.
You can also "Setup" the label sequence to be in name or Zip
order.  All "Setup" values can be revised at any time.  Labels
can be 1, 2, and 3 across the printer, as well as in regular,
compressed, or laser formats.  Labels printed with the "Mail
Labels" option must be 15/16 inch high.

Line up labels for dot matrix printing by using the F3 "Label"
function key on the name list window.  Just choose "Names" on the
main menu, then highlight any name and press the F3 function key
to print a mailing label.  The program will ask "How many
copies?"  Just press <Enter> to print 1 label.  You can print up
to 999 copies of a label by entering the number of copies at this
point.

The "Envelope" and "Custom Labels" options are used to print
address information on envelopes and labels of any size.  These
options also need "Setup" values.  The "Left Margin" sets the
number of spaces to the left of the addressee lines.  The "Form
Height" is the number of lines from the top to the bottom of the
form.  If a printer outputs 6 lines per vertical inch (the most
common value), a standard 4 1/6 inch high business envelope would
need a form height value of "25" (lines).  See the Setup section
for information about printing return addresses on envelopes.
The F2 "Envelope" function key on the name list screen is a good
way to print addresses on one envelope at a time, and can be used
to line up the printer for printing many envelopes in one run.

Rolodex cards can be printed in the two most common sizes.  From
the Printing menu, choose "Rolodex 2 1/6" to print 2 1/6 by 4
inch cards, or "Rolodex 3" to print 3 by 5 inch cards.  Rolodex
cards print the name, address, and phone numbers from your file.
The 3x5 inch card size also prints the first two lines from the
"Notes" for each name.  You can also print just one Rolodex card
at a time from the name list screen.  Just highlight the desired
name and press the F4 "Sm. Rolodex" key to print a 2 1/6 by 4
inch card.  Hold down the "Shift" key and press F4 "Rolodx" to
print a 3 by 5 inch card.
Utilities

This option allows you to export and import DOS files, create a
file for mail merge, and do a "mass delete" or "mass add" of date
records.  The "Category" value will limit the output of names to
a single category, but has no effect on the "Import" function.
Use the F9 "Initialize" key to change the category.  If the
category is left blank (press the space bar), then all names are
put on the output file.  You can enter a "Last Changed" date to
further limit name output.  See the "Initialize" section for
additional name selection information.

For each selected name record, the "Export" function creates a
"comma delimited ASCII" file (also called a Data Interchange
File, or DIF).  This is the most common format for exchanging
data between different programs, and should work with most other
software.  The file is created with the name EXPORT.FIL.

The "Import" function loads a file of names into this program.
The name must be IMPORT.FIL, and the format is identical to the
"Export" file described above.  The expected sequence of data
fields and their maximum lengths is as follows: TITLE (12), FIRST
NAME (20), LAST NAME (33), ADDRESS LINE 1 (33), ADDRESS LINE 2
(33), ADDRESS LINE 3 (33), CITY (18), STATE (2), ZIP CODE (10),
HOME PHONE (15), WORK PHONE (15), EXTENSION (4), SALUTATION(20),
CATEGORIES (8), NOTES (254).

The "Mail Merge" selection creates an ASCII file with the name
MERGE.FIL.  Each name will have five lines of name and address
information.  Most names will probably have some blank lines,
since not all the fields will have data.  There is an optional
sixth line for salutation, which is present if called for in the
"Setup" area.  See "Setup" and the salutation section of "Names"
in this documentation, for more information regarding
salutations.

The mass "Delete Dates" process removes date records coded with a
"Y" in the "Mass Delete" field of the individual date records.
The deleting is further limited by the dates in the "Initialize"
window.  These dates are shown on the "Utilities" menu.  Use the
F9 "Initialize" key to revise the beginning and ending months for
the delete processing.  If the "Starting Year" is blank, the
delete will only affect dates with a blank year.  If the
"Starting Year" has a value, then only dates with that year will
be deleted.

If there is a "Starting Year" value for a mass "Delete Dates" and
the months "wrap around" the end of the year, then the year is
incremented beginning with January.  For example, if the starting
month is "12" and the ending month is "02" then December will use
the starting year (say "89"), while January and February will use
the next year (in this case, "90").
The mass "Delete Dates" function also uses the "Category" value
shown at the top of the window.  If the "Category" is blank, then
all dates that meet the other criteria are deleted.  However,
when a category is used, only dates "tied" to names in that
category will be deleted.  The category can be changed using the
F9 "Initialize" function key.

The "Add Dates" choice allows you to add repetitive "event dates"
for an entire year.  For example, if you want a reminder to make
the rent payment on the 22nd of each month, or if your club meets
the third Wednesday of each month, etc.  When you select "Add
Dates" another window appears where you can enter the month and
day to start and end your date series.  These start and end dates
can cover an entire year, but they can't "wrap" the end of the
year (Dec. to Jan.), and the ending month MUST be different from
the starting month.

Next choose whether these dates occur on a particular date in
each month (say, the 15th), or if they occur on a particular day
of the week (say, Wednesday).  If you choose a "Day of the Week"
you must then choose the type of "repetition."  This can be which
week in the month (for example, the second Tuesday of each
month).  You can also choose "every week" or "every other week."

The rest of the "Add Dates" window is similar to an individual
"event date."  The DESCRIPTION, YEAR, MASS DELETE flag, and
ADDITIONAL NOTES will appear in each "event date" record that the
program creates.  The YEAR value defaults to the current year if
you leave it blank, except for "Day of Month" type dates which
remain blank if you leave it blank.  The MASS DELETE value is
initially set to "Y" but you can change it if you don't want to
delete these dates using the mass "Delete Dates" function.  The
ADDITIONAL NOTES show two lines, but as you type this will scroll
to eight lines, if you need additional room.


Calendar Window

The main menu "Calendar" function displays a monthly calendar for
the current month and year according to your computer's date.
The current day is noted, and "date reminders" that you have
entered will appear as blinking days.  All date reminders in the
month are shown, regardless of the year in the date record.
Press the F5 "Dates" key to see the date list for the month.
From the date list, an individual date can be selected if further
detail is desired.  Date reminders can also be updated here.

You can use the left or right arrow keys to select "Next" or
"Prior" month on the calendar.  Then press <Enter> to see the
next or prior month.  Any number of future or prior monthly
calendars can be displayed in this manner.
  Views

Choose "Views" to see the names or dates in a single category.
Use the F9 "Initialize" key to enter the category you wish to
see. Only those dates that are "associated" with a name, and
therefore the categories that are used on the name, will be
selected.

You can use "Views" in a variety of ways.  For example, you might
want to see the names of the people you know who play bridge, so
you can decide who to call for a substitute.  Or you could assign
deadlines to people on the ABC project (a specific category), and
then display a list of just those dates.


MISCELLANEOUS ITEMS

Phone Dialing

You can automatically dial the phone numbers kept in your name
records.  Just highlight the name on the name list, and press the
F10 "Dial" function key.  Next press "H" to dial the home number,
or "W" to call the work number.  You can also dial from the name
and date update windows.  To use "autodial" your computer must
have a modem, and it must be defined with "Setup."

Monitor Problems

If you have trouble seeing some of the screens with a laptop or
monochrome monitor, try keying MODE BW80 before starting the
program.  On color monitors, a slight adjustment of the "knobs"
on the side or front of the display, will often make clear
certain colors and other faint information.

Screen Protection

If you don't press any keys for a period of 10 minutes, the
program will blank your display monitor.  This protects your
monitor from having a pattern "burned" into the display.  To see
the display again just press any key.  To avoid this feature,
start the program by keying ND V=0 before pressing <Enter>.

Warrantee Disclaimer

WR Software makes no warrantee concerning the function or fitness
of this documentation or the corresponding programs, and shall
have no liability or responsibility to any recipient with respect
to any liability, loss, or damage, directly or indirectly arising
out of the use of the documentation and programs, including but
not limited to, any loss of business or other incidental or
consequential damages.