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Capital PC Software Hostcomm System 301 949-8848 (IBMPC) Programs must have the names as follows: MAILIST1.BAS These programs chain to one another MAILSORT.BAS so the names must be as stated here. AUTODIAL.BAS Thanks to Bill and Mike for making these MAILIST1.DOC programs available on Capital PC's Software HOST system MAILIST1 Written By Mike Berry and Bill Dwinell (C) Copyright William Dwinell and Mike Berry 1983 MAILIST1 Preface This documents purpose is to provide the user of MAILIST1 a source of reference. The authors intent when writing the MAILIST1 program was that no supporting documentation would be required, but it is provided for your convenience. This document is organized to help you through the program the first time you use MAILIST1. I will take you through every operation in what might be a typical usage of MAILIST1 from start to finish. DISTRIBUTION This program is hereby released to the PUBLIC DOMAIN under the following conditions: 1. Only unmodified copies should be distributed. 2. No charges should be made for copying services. 3. The logo and notices shown at the begining of of the program are not to be bypassed, altered, or removed. User Supported Software Anyone may request a copy of the MAILIST1 programs by sending a blank diskette to either of the authors. Each request must also contain a self - addressed, postage - paid return mailer. The diskette will be returned with all associated programs and this documentation. This program is supported through user contributions. If you find this program to be of value to you a contribution in the amount of $15 is suggested. Please send your contribution to: Bill Dwinell Mike Berry 1144 Hallmark Drive or PO Box 18708 Shreveport, Louisiana Shreveport, Louisiana 71118 71138 CIS 70055,1145 CIS Any questions, suggestions, or problems should also be forwarded to the above addresses or a message left on CompuServe. Regardless of whether a contribution is made or not, you are encouraged to share this program, under the above conditions, with others. MAILIST1 Contents Chapter 1 Introduction 1 What is a mail list? 1 What does it do? 1 What equipment do you need? 2 Chapter 2 Setting Up 3 How to set up your diskettes to run 3 How to copy your MAILIST1 diskette 4 Two-drive method 4 Chapter 3 Getting Started 5 To start MAILIST1 5 Chapter 4 The Commands 6 ADD 7 SORT 8 DISPLAY 9 CORRECT 10 PRINT 11 By record number or name 11 Print All records 11 Listing all 12 Labels 12 DELETE 13 DISPLAY LAST RECORD NUMBER 13 AUTODIAL 14 Appendix A Program Function keys 15 MAILIST1 Chapter 1 Introduction What is a Mail list? A mail list is a personalized list of names and addresses which the owner desires to maintain. A mail list should then be a usable tool to communicate with individuals or groups of individuals on the list. MAILIST1 is a tool to make both creation and maintenance of a mail list an easy task for the user. It also provides several methods of using the data contained in the list(s) the user creates. What Does It Do? MAILIST1: * Allows creation of a file of names and addresses. * Allows adding of names and addresses to existing files. * Sorts file on name or zip code. * Displays files. * Allows updating or correcting of existing files. * Prints hardcopy of files: 1. Labels 2. Listings * Allows deletion of records from files * Displays a list of phone numbers from file. * Automatically dials selected phone numbers (with autodial modem). 1 MAILIST1 What Equipment Do You Need? To use MAILIST1, you need: * The IBM Personal Computer * Two diskette drives(either model) * A minimum of 64KB of RAM storage (128KB recommended) * An IBM Monochrome Display or any equivalent 80 column monitor * An IBM Disk Operating System (DOS) * IBM BASIC or IBM BASICA (BASICA not recommended on 64KB system) * IBM Matrix Printer or equivalent 2 MAILIST1 Chapter 2 Setting Up How To Set Up Your Diskette to Run The following procedure will help you get your diskette ready to use. To set up MAILIST1 to run, you need: * Your IBM DOS diskette * Your MAILIST1 diskette 1. Insert your DOS diskette in drive A. 2. Turn on the computer or if it is already on, hold down the Ctrl and the Alt keys and press the Del key. 3. Type the date and press the Enter key. Enter the Time and press the Enter key. You should see: A> 4. One-drive system is not supported by MAILIST1 Two-drive system: Insert the MAILIST1 diskette in drive B. 5. Type B:TRANSFER and press Enter. 6. When you see the A> prompt, remove the MAILIST1 diskette. You are now ready to make a copy of the MAILIST1 diskette. 3 MAILIST1 How To Copy Your MAILIST1 Diskette If you haven't done the procedure "Setting Up", Please do so before you copy the MAILIST1 diskette. The following steps tell you how to make one copy of the MAILIST1 diskette. You will need the following: Your IBM DOS diskette The MAILIST1 diskette A blank diskette ONE-DRIVE METHOD (one drive is not supported by this program) TWO-DRIVE METHOD 1. Insert your DOS diskette in drive A and a Blank diskette in drive B. 2. Turn on the computer or if it is already on, hold down the Ctrl key and the Alt key then press the Del key. 3. Enter the date and time. You should then see the prompt: A> 4. Type DISKCOPY A: B: and press enter. You will see the message: Insert source diskette in drive A Insert target diskette in drive B Strike any key when ready 5. Replace the DOS diskette in drive A with the MAILIST1 diskette (the source diskette). The `target' is the blank diskette. 6. Press any key. When the copy is complete the following message will appear: Copy complete Copy another(Y/N)? 7. Type N The process is complete. Remove the diskette from drive B and label it: MAILIST1 PROGRAM DISKETTE 4 MAILIST1 Chapter 3 Getting Started If you haven't already completed the procedure "Setting Up" and the Procedure "How to copy your diskette", then you should do so now. To start MAILIST1: 1. Insert MAILIST1 PROGRAM DISKETTE in drive A. 2. Insert a formatted (blank) diskette in drive B (you can label this diskette "MAILIST1 DATA DISKETTE"). 3. Turn on computer or if it is already on, hold down the Ctrl key and the Alt key and press the Del key. 4. Enter the date and time when prompted. The MAILIST1 diskette contains a AUTOEXEC.BAT file which will automatically load the MAILIST1 program. 5. You will see the MAILIST1 logo screen. Press any key to begin 6. You will see: Enter the File Name you wish to use: 7. You must now enter the name of the file you wish to use or if this is the first time you have run the program, or you wish to start a new file, you must create a new file name. Any legal DOS file name can be used. It must be eight characters or less and must not have an extension (.xxx) as the program appends its own extensions. There is no need to press Enter if you use an eight character file name, but if you use less than eight characters, press Enter. 8. If you are creating a new file or you made an error in the file name you entered, you will see the following message: File not found. Do you wish to create a new file? Enter a "Y" if you want to create a new file. A new file will be created and you will next see the main menu. Enter a "N" or just press Enter if you entered the name incorrectly and wish to correct it. If you enter "N" you will get a list of all of the files on drive B so you can check the spelling of the file name or see what files are on the diskette. You will again be asked to enter the name of the file you wish to use. 5 MAILIST1 Chapter 4 The Commands I will begin the explanation of the commands with a list of the main menu. To get the main menu displayed, you must have completed the topic "Getting Started". If you haven't completed that topic, please do so before preceding. You should see: MAIL LIST THE FOLLOWING OPTIONS ARE AVAILABLE 1. Add to file 2. Sort file 3. Display file 4. Correct file 5. Print file 6. Delete record 7. Display last record number 8. Automatic phone dialer Type the number of your choice: F9 TO END PROGRAM Esc RETURN TO FILE SELECTION There are two options displayed at the bottom of the screen: F9 TO END PROGRAM If you press F9 while on the main menu, you will end the program. This option will close all open files then exit to DOS Esc RETURN TO FILE SELECTION: If you press the Esc key you will be returned to the file selection routine. This is useful if you made a mistake and loaded the wrong file, or you have finished with a file and wish to work on another file. Each command will be explained in detail on the following pages. They are listed in the same order as they appear on the menu. 6 MAILIST1 Option 1 ADD TO FILE If you select 1 on the main menu you will go to the ADD routine. This is the routine used for either creating new files or adding records to existing files. 1. To enter this routine select 1 on the main menu. 2. You will see: RECORD NUMBER 1 FIRST NAME: --------- LAST NAME: -------------- STREET ADDRESS: ------------------- CITY: -------------- STATE: -- ZIP CODE: ----- PHONE:------------ At this point you should enter the data you desire by typing over the dashes on the screen. You may enter upper or lower case. MOVE BETWEEN FIELDS with the TAB KEY or the BACKTAB KEY. Note:The cursor will automatically move to the next sequential field if the current field is filled. The computer will beep to notify you that this has happened. Do NOT Press ENTER until all fields have been entered. After record has been entered you will be asked if you wish to enter additional records. When you have entered all of the records you desire simply answer the question appropriately. You can add additional records to this file later. When you have ended the ADD operation you will be returned to the main menu for your next selection. 7 MAILIST1 Option 2 SORT FILE The Sort file routine is actually a separate program on your MAILIST1 diskette which will automatically load when you select option 2 on the main menu. You will see below the main menu: Loading Sort program............ When the Sort program has finished loading you will be asked: DO YOU WANT TO SORT BY 1. Last name 2. Zipcode Type the number of your choice: The file will then be sorted in ascending order on the field you chose and you will be returned to the main menu. The program will beep when the sort is completed. The message "Loading main program ................" will be displayed until the main menu is displayed. The program will now display or print the records in the new sorted order. The records on diskette remain unchanged, and if the program is terminated and then reloaded the records would be in the unsorted order. 8 MAILIST1 Option 3 DISPLAY FILE If you select option three on the main menu, you will be taken to the Display routine. This routine allows you to look at the records of the file you initially selected. There are three ways to display the records. The first is by record number, the second by name and the last one will display all records. After you select option 3 on the main menu you will see the following: DO YOU WANT TO DISPLAY 1. By record number 2. By name 3. All Type the number of your choice Esc RETURN TO PRIOR MENU Note:if you made an error selecting the Display routine you can return to the main menu (previous menu) by pressing the Esc key. Display by record number: This option of the Display routine requires that you know the record number you wish to display. The only record that will be displayed is the one you select. After you have finished looking at the record, you will be returned to the Display menu and can select another option if you desire or you can return to the main menu by using the Esc key. Display by name: This option will prompt you for the (last) name of the record you wish to display. The file will then be searched for a last name that exactly matches the one you entered. If a match is found, it will be displayed on your monitor. When the record has been displayed, you will be given the option to continue the search on the same name, or to exit this search and return to the Display menu. If you elect to continue the search, the program will continue searching for another match on the selected name as before. Display all: Selecting this option will allow you to scan thru the file, one record at a time until you find the record you desire. Scanning is automatic but can be stopped anytime you desire by pressing F10. Each record will be displayed for about 2 seconds unless you intervene. If the scanning routine is not interrupted, it will continue until the end of your file is reached. You will be notified when the end is reached and then you will return to the Display menu. While the records are being displayed the display sequence can be halted by pressing F10. To restart just press F10 again. 9 MAILIST1 The order that the records will be displayed is determined by the sort routine. If the sort routine has NOT been run since the file was selected, then the records will be displayed in order by record number; i.e. record 1 will be followed by record 2, then 3, etc. If the file has been sorted, the order will be either numerical in zipcode sequence or alphabetical by last name, determined by the last sort that was run. Option 4 CORRECT FILE This option is for updating a record in a file with current data. This could be because the data has changed; i.e., a friend has changed his phone number. Another reason for using this option might be to correct a keying error that inadvertently was saved to the file. After selecting this option you will see: DO YOU WANT TO CORRECT 1. By record number 2. By name Type the number of your choice Esc RETURN TO PRIOR MENU All of these options are used exactly as they were for the display option. The only difference being that you will be given the opportunity to modify the record after it is displayed. You should press Enter when all of your corrections or modifications are complete. You should use the Tab keys to move from one field to another. 10 MAILIST1 Option 5 PRINT The print routine is entered by selecting option five on the main menu. Once selected it will take you to a sub-menu to select what you want to print. The selections are the same as the Display routine. See below: DO YOU WANT TO PRINT 1. By name 2. By record number 3. All Type the number of your choice Esc RETURN TO PRIOR MENU Print by name or record number If you select either of the first two options, the name and address of the selected record(s) will be printed on your printer. If there is more than one record with the last name you selected they will all be printed. Print All If you select this option the computer will display a sub-menu to allow you to select the type of printed output you desire.You will see: THE FOLLOWING OPTIONS ARE AVAILABLE 1. Listing 2. Labels - 1 Wide 3. Labels - 2 Wide 4. Labels - 3 Wide Type the number of your choice: 11 MAILIST1 Listing All If you select this option you will be given the option to put a title on the front of your listing. To enter a title just key in the name you want. The maximum size is 37 characters Your printer will then print out the entire file in compressed mode and return to the listing sub-menu when it is complete. LABELS The label options are set up to handle any size labels that will fit your printer. You will be prompted to enter the print position for the beginning of each label greater than one. You can determine the first print position for any given label by inserting the labels into the printer and then move the print scale against the forms. You can now read the positions directly from the scale (refer to page 3-10 in the Guide to Operations manual). You will next be asked to enter the number of spaces between labels. The height of labels can vary greatly. You will have to determine the number of lines between the last print line of the first label and the first desired print line on the second label. This can easily be done by printing a couple of labels and then adjusting the number of spaces to fit your labels. After the printing has started it can be stopped by pressing the F10 key. Hint: After determining the Print positions and spaces required for a given box of labels, write the information on the box the labels are in, for future reference. 12 MAILIST1 Option 6 DELETE RECORD Warning! This command must be used with care! Once a record has been deleted it can NOT be recovered. If you select this option you will be given the following menu: DO YOU WANT TO DELETE BY 1. Record number 2. Last name Type the number of your choice Esc RETURN TO PRIOR MENU After making your selection, the record you selected will be displayed exactly as it was in the Display routine. You will then be asked if it is the correct record. If you respond with a "y" or a "Y" the record will be deleted from the file. If you respond in any other way the program will either search for another record with the same last name or return to the prior menu. If another record is found with the same last name, it will be displayed and you will again be asked if it is the correct record as before. Option 7 DISPLAY LAST RECORD NUMBER This option will display the last record number in the file which is currently loaded. It will display just below the main menu. Example: THERE ARE 25 RECORDS IN THIS FILE 13 MAILIST1 Option 8 AUTOMATIC PHONE DIALER This option is a handy to use as a phone directory in addition to being an automatic phone dialer. It is especially useful to the user who has several phone calls to make from a list; i.e. a coach calling his team. Many calls can be made in a short period of time with no hunting for the numbers. How it works: The AutoDialer is a separate program and is resident on your MAILIST1 diskette. It is automatically loaded when you select option eight. The message "Loading AutoDialer ................" will appear just below the main menu when you select this option. Once it is loaded it will display the first 17 names of the file currently selected. The order depends on the sort options previously used during this run of MAILIST1. If the sort option has not been used the names will appear in the order they were first entered into the file. It is recommended that you sort the file into alphabetical order before using the AutoDialer. This seems to make it a little easier to use. Once the names and phone numbers are displayed, you must select the number you wish to call. You can do this by using the Up and Down Arrow keys located on the numeric keypad. When the arrows line up with the name and number, you have completed the selection process. At the bottom of the screen you will see: 1 Next page 2 Dial call 3 SPECIAL DIAL Esc Return to main menu This line refers to the function keys on the left side of the keyboard, F1-F10. Using the Function Keys: F1 will cause the next 17 names in the selected file to be displayed. When you select this option you will be asked if this is a long distance call. If you respond with a "Y" it will dial the call and include the area code. If you respond "N", only the local number will be dialed. F2 will dial the phone number which is between the arrows. You must have a modem capable of automatic dialing and it must use the same commands as the Hayes Smart Modem* , and it must be turned on for this option to work. F3 will enable you to dial a number that is not in the directory currently displayed or dial using special codes. Esc key will end the AutoDialer and return you to the main menu. * Registered trademark Hayes Microcomputer Products Inc. 14 MAILIST1 Appendix A Program Function Keys F1 Used in AutoDialer for displaying the next page of file F2 Used in AutoDialer for Dialing the selected call F3 Used in AutoDialer for - Special call dialing F4 not used F5 not used F6 not used F7 not used F8 not used F9 Used at main menu to exit program to DOS F10 Used by Print routine to stop printing Used by display to halt display and restart in Display routine. 15