Type in each area that applies to the name you are adding and press ENTER. For example, type "Bill" in First Name and press ENTER. If you want to skip something, press the ENTER key or the "down" arrow key. Use the arrow keys to move arround and fix things up. When you finish, press F10 to "Save" the name. After pressing the F10 "Save" key, a new menu appears to let you add Phone Numbers and other information for the new name. 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 at the start of a field to move to the prior field (from Last Name back to First Name). Finally, press SHIFT (hold SHIFT down, then press ESC) from anywhere to "undo" all the typing you have done, and QUIT the screen. Pressing just from the "Mr/Mrs/Ms" area also Quits without saving anything. Press the F3 key to "skip" quickly down the screen. Use the F8 key to see how your name and address data will appear when printed on a label or envelope. Press the F1 HELP key on the "state" to see abbreviations. Use F9 to skip to the MEMO area. '(Press Esc to exit Help) Use this to delete old Date and Note records. You will want to delete reminders for past events because they waste disk space, and after a year it becomes confusing to see the events from the prior year. A good practice is to delete reminders as they become more than a couple of months old. For example, delete May events in August. To delete these events, each record must have the "Mass Delete" value set to 'Y' (for "yes"). So as you add events of a temporary nature (like, "meeting at 9:00 with Joe"), be sure and put a 'Y'es in the Mass Delete area. Enter the Starting and Final Month to select which Dates or Notes to delete. To delete just one month's worth of records, enter the same Month number in both places. Next, enter the Year. The Year must match the ones you want to delete (spaces in Year deletes records with a blank year). You can also delete only records in a single Category (use F9 "Select" to choose), or associated with a single name (use F3 "For Name" to choose the name). #(Press Esc to exit Help) Adding Phone Numbers and User Items Use this screen, while you are adding names, to add Phone Numbers and User Item Data. User Item data can be anything you want to record about the names in your file. For example, you might want to save a person's job title, the first name of a spouse, children's names, etc. Use the EDIT (PHONE TYPES or USER ITEM TYPES) to define as many areas as you want. For example, you might want to add a place for a 2nd "HOME" phone number. The titles and descriptions that you define in the EDIT menu, will be displayed here. For Phone Numbers, first type the actual number, then use the space bar to move to the "Extension" area. #(Press Esc to exit Help) This option will add many dates at once. It is useful for repititious events, like meetings every other Tuesday. Dates can be associated with a single name, if you select the name first using the F3 "For Name" function key. 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 areas are just like an individual date event, and will appear in each new date record. The TITLE area must be filled in. The MASS DELETE value is initially set to "Y"(es), but can be changed to "N"(o), if you wish. The YEAR and MEMO comments areas are optional. If you leave the YEAR blank, the program will default to current year, with the "Day of Week" option. With the "Day of Month" option, the year will remain blank. #(Press Esc to exit Help) Select by Date of UPDATE 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. This date can be used to select names for printing, displaying, and other purposes. 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. If you enter a date here, and then press Enter or F10 to "Save" the date, it will be used for your next "select" only. "Scan" will flash on your screen to remind you that a scan selection will be used. #(Press Esc to exit Help) Main Menu This is where you choose what to do next. The quickest way to choose is to press the key with the same letter as the first letter of the desired menu item. For example, type the letter "P" to select the "Print" menu item. 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 above. When the desired item is highlighted, press the Enter key ( ) or Down Arrow ( ) to choose it. To get started, highlight the word "Add" and press (or just press the "A" key). Next choose "Name" and type in a name you want to add to your file. For additional information, press the F1 HELP key as you are using the program. #(Press Esc to exit Help) Pull Down Menu This menu lets you choose what to do next. You can select menu items by pressing their first letter. For example, to select "Dates/Notes" press the letter "D" (either upper or lower case will work). You can also select menu items using the up ( ) and down ) arrow keys, or the space bar, to highlight the desired menu item, then press the Enter key ( See the box just below the menu for additional features. For example, if you see "F9 Select" you can press the F9 function key and then change the "Select" category. To leave this menu and return to a higher level menu, press the Escape (Esc) key. #(Press Esc to exit Help) Name Deletes Use this function to delete all the Names in one Category. Choose the category using the F9 "Select" key. You can further select which names to delete by using the F3 "Scan" function key. These names will be permanently deleted from your file, so be sure you are deleting names you no longer want. Use the SCAN NAMES function on the VIEW menu to see a preview of names to be deleted for the Category and 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) 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) Use this function to revise one Category in every name selected. Choose the names with F9 "Select" function key. You can further select which names to process with the F3 "Scan" function key (see preceeding 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. If both are used, the Category is revised. #(Press Esc to exit Help) This menu is to print reports on your printer. The NAME REPORTS and DATES/NOTES options select additional menu's which list more report options. LABELS, ENVELOPES, and ROLODEX print on these special forms, not plain paper. The PRINTER CODES option can be used to sent special setup codes to your printer (see your printer manual). Press the F9 "Select" function key to choose the category you wish to print. A blank category will print all names. Otherwise, only names in the selected category will print. Press the F2 "Start/Stop" key to begin and end reports with names other than the top and bottom names on the list. When F2 is pressed, a list of names in the chosen category appears. Move the highlight bar to the name you wish to start or stop with, and follow the directions on your monitor. Press the F3 "Scan" key to select names based on other criteria. For example, you can print names only in a particular state, or with addresses on "Main" street, etc. #(Press Esc to exit Help) Use Date Events to Select Names You can use the Date reminder records that are associated with each name as a means of selecting names. For example, if you have memberships (or subscriptions) that expire, you can associate a Date reminder with the name for the required date (say, subscription expiration on 2/21/93). Just enter the beginning month and day, the ending month and day, and the year in this Scan select area. Then you can see a list of all the names with associated dates in the range you have entered. Or you can print labels or or address envelopes for these same names. This can work in addition to other selection rules, like the F9 "Select" Category. #(Press Esc to exit Help) Scan Names The SCAN NAME option lets you search thru name records, selecting only names that have key words or letters. For example, you could look in the CITY area of each name for "San Francisco" OR "Boston." This would select all the names in either of these cities. Upper case letters do not affect which names are chosen (for example, "Boston" and "BOSTON" would both be chosen). You can describe "where" and "what" to look for with Scan. First, in "Where to look" enter all the places you want to search by placing a 'Y' after each field name (City, State or Zip, etc). Next, in "What to look for" enter the values you are looking for. You can put an 'X' in the "NOT" area, to select only names that don't have the values listed (for example, you can select names in all states, but NOT "CA" or "NY"). Move the cursor to either of the "Date" selection areas and press F1 for help with these selection methods. #(Press Esc to exit Help) You can define CATEGORIES to separate your names into logical sub-groups. Then you can choose these sub-groups for various purposes, such as VIEWing on your monitor, or printing mailing labels for group members. Use SELECT on the menu bar to choose a category (or the F9 Select key). For example, you might want to define Category groups for babysitters, club members, clients, pizza places, etc. Each Category consists of a short abbreviation (1 to 4 letters), and a longer description. The short abbreviation is placed in the name record for each person you wish to associate with that category. For example, you could put CLUB into the Category area of the name record for each member of your country club. Each name can be associated with up to 8 different categories. #(Press Esc to exit Help) Phones You can have an unlimited number of phone "types" in your system. For example, you may wish to have space for CAR, FAX, and BBS phone numbers. Use this function to define the various "types" of phones you wish to have. Each type will have a short abbreviation ("CAR") and a longer description ("Car telephone number"). When you add names to your file, these phone areas will appear so you can type in phone numbers, as appropriate for each name. Each name can have an unlimited number of phone numbers, and the numbers can be revised at any time. #(Press Esc to exit Help) User Items You can have an unlimited number of custom data fields in your system. For example, you may wish to have a place for spouse's name, or job title, or children's names, etc. You can choose the various "types" of data you wish to have. Each type will have a short abbreviation ("JOB") and a longer description ("Job Title/Description"). When you add names to your file, these custom areas will appear so you can enter the data that is appropriate for each name. Each name has an unlimited number of these custom data areas, and the information can be revised at any time. #(Press Esc to exit Help) Phone Numbers You can have as many phone numbers as you wish for each name in your file. It is best to use the standard PHONE ABBREVIATIONS that are defined (HOME, WORK, FAX, etc), but it's not mandatory. It is also OK to use the same "type" more than once for the same name (like two HOME numbers). The NUMBER area is quite large. If there is an extension, press the space bar until in the extension area, then type in the extension. For some phone systems, you may wish to "Dial the Extension too" with the automatic DIAL feature, thus connecting directly with your party. You can insert commas (,) each one is a 2-second delay, as required. See printed documentation for additional features. #(Press Esc to exit Help) These values tell the program about your system (type of printer, modem, etc). This is also where you define how you want reports and other printed material to look. You can also alter the way the program works (for example, whether or not to display date alarms). These values can be changed at any time. If you aren't sure how to answer a specific question, it's probably best to skip it, leaving the current value. See the printed Program Documentation for more complete explanations of these values. #(Press Esc to exit Help) Select Names The Category you enter here is used throughout the program to select the names and dates associated with that Category. If you blank the Category field, by pressing the space bar repeatedly, then ALL names will be selected. This Category determines which names print on reports and labels, and which names, dates, or notes appear with the VIEW option. Likewise, with MISC activities the Category affects which records are processed. To use a Category you must first define it. Use the ADD or EDIT menu items to do this. After a Category is defined, you can decide which names belong in the Category. As you add or change names, type the correct value into the Category area at the bottom of the name screen. The Category values can be changed at any time. #(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) Monthly Calendar The calendar first displays the current month and year based on your computer's internal date. You can change to any other month and year by using the cursor arrow keys (the bottom of the calendar shows the effect of each arrow key). Or change to a new month by keying the month number. Use the F5 "Month" and F6 "1 Day" function keys to list event reminders you have entered. From these lists you can add, change, and delete your Date event reminders. #(Press Esc to exit Help) Dates or Notes FOR This screen lists DATE or NOTE records. The title tells whether it's FOR a person, a day, a month, or a Category. To select a record, "highlight" the line and press . When you select a record, all the information is displayed and can be revised. Records can also be added or deleted here. Use the (insert) key to add a record, or the (delete) key to drop one. The bottom of the list shows these keys and others that perform various functions with the list. #(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 . You can also use the , , , , < >, and < > keys. Hold down and press to move to the bottom of the list. To add a name to your file, press the "insert" key (you do NOT have to go to the alphabetical place where the name should appear). Hold down and press "2" to add the 2-Name format. To change a name, "highlight" the name and press . To delete a name, highlight it and press the "delete" key. Function key values are listed at the screen bottom. Use these keys to add or change the NOTES, DATES, PHONES, or USER ITEMS for the name selected by the highlight bar. Press F10 FIND DUPE to search "down" for duplicates. You can print LABELS or ROLODEX cards, and address ENVELOPES from this screen. First highlight the desired name, then press the key shown in the bottom right corner. #(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 . You can also use the , , , , < >, and < > keys. Hold down and press to move to the bottom of the list. In order to choose a name to START or STOP with, or to associate with a DATE, first move the highlight bar over the desired name. Next see the instructions at the top and bottom of the screen telling which function key to press. With the name highlighted, press the appropriate function key. The selected name will appear at the bottom of the screen. After selecting the desired name or names, press the F10 "Save" key to exit the window with the selected name(s) "tagged" for subsequent use. #(Press Esc to exit Help) The "Date" record is used to save reminders of important events (meetings, birthdays, etc). These reminders can be printed on calendars and other reports, as well as appear in alarm messages to help you remember them. MONTH, DAY, YEAR: Enter the date of the event. You can omit the year for repeating events, like Christmas Day. If you enter the YEAR, the AGE or time TO GO will appear. TIME: Enter the beginning and ending time, if appropriate. To enter a time past noon, add 12 to the hours (for 3:30pm type 1530; the 'PM' format will appear just below). TITLE: Use this area to hold a short summary description of your event ("Sales Meeting" or "Joan's Birthday"). The TITLE helps you find a specific item on a list of events. MASS DELETE: Put a 'Y' is this area for "temporary" items. Use the MISC menu to delete groups of "temporary" entries. MEMO: Holds up to 16 lines of optional note information. #(Press Esc to exit Help) Press the ENTER key or down arrow to skip down to the data you want to change. Press the F3 SKIP key to move more quickly down the screen. When you get to the desired area, type in the new information. When you finish, press the F10 'Save' key to save the changes (Shift does the same thing). From anywhere on the screen, you can press the F4 through F7 function keys to see (or change) other information for this name. Use F4 for Notes, F5 for Dates, F6 for Phone Numbers (and automatic Dialing), and F7 for User Items. The bottom of the screen shows the use of each of these special keys. After pressing one of these keys, press F1 for additional Help. If you decide NOT to "Save" your changes, press Shift to QUIT without saving the new information (you can also press repeatedly until you reach the top of the screen, and then press one more time to QUIT without saving). Use the F8 key to see how your name and address data will appear when printed on a label or envelope. Press F9 to jump directly to the Memo area. '(Press Esc to exit Help) The "Notes" record is used to save miscellaneous text information. You can have as many of these records as you wish, thus storing an unlimited amount of note data about each name in your file. MONTH, DAY, YEAR, TIME: These are automatically entered by your computer, reflecting the date and time that you add the note. Use the Up arrow ( ) to move to these items if you want to change their values. CALL LENGTH: If you DIAL a call with the program, the length of the phone call is automatically saved here. TITLE: Use this area to hold a short summary description of your note ("Call to Robert Johnson"). This TITLE helps to identify a specific note when listed with other notes. MASS DELETE: Put a 'Y' is this area for "temporary" items. Use the MISC menu to delete groups of "temporary" entries. MEMO: Holds up to 16 lines of comments, notes, etc. #(Press Esc to exit Help) This menu performs miscellaneous functions. Use F2, F3, and F9 to further select which names 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) called TRANSFER.FIL. This file contains all the data from each selected name record. The IMPORT function loads data from TRANSFER.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 CATEGORIES to revise the category found in each of the selected records. Use NAME DELETES to permanently remove from your file all the names in a single Category. The DATES/NOTES item leads to another menu that lets you choose to add recurring dates for an entire year (a meeting the 2nd Tuesday of every month, etc). You can also choose to delete a group of temporary date or note records (temporary means the MASS DELETE flag is set to "Y"). #(Press Esc to exit Help) ADD_NME DATE_DEL$ ITM_AD MASS_DTE$ MEM_DTUP MENU w MN_TBL ) NAME_DELJ NAM_ST 1 REV_CATS RPT_MENU SCAN_DTE SCAN_SET SDEF1 M4 SDEF2 SDEF3 SDEF4 SETUP %A SET_CAT SET_PRTRvG SH_CAL -K SH_DTE SH_NAMES.P SH_NME34 UP_DATESxX UP_NAME UP_NOTES UTL_MENU