ÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ D e s c r i p t i o n o f c h o i c e s ÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ Here follows a brief description of a few important menu choices. When you start the program, the main menu appears as follows: ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ T H E C O N T A C T S M A N A G E R ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ H - Help and instructions S - Speed-show contact information O - Outstanding matters review D - Date advisor and deadlines F - Find details by interrogation B - Browse through the data bank W - Word processor, mail-merge & labels M - Maintenance, changes and preferences Q - Quit Please press your choice: "H - Help and instructions" display the current help screens. "S - Speed-show contact information" performs fast searches. You only have to specify a few beginning letters of any name you are looking for. "O - Outstanding matters review" works on the first word of your "Outstanding matters" comments window. The first word should ideally be used as the key word. This makes management of your things-to-do list easy when it grows in length. Further instructions are given on the screen in a special help window. If you do not see it, you may turn the help default on under "Personal Preferences" in the maintenance menu. "D - Date advisor and deadlines" offers you the manual date advisor, not to be confused with the automatic date advisor. A year planner which maps your dates for the current year and further user tips are also available. "F - Find details by interrogation" will search you entire data bank for letters, phrases or words regarding someone you require more information on. Even the comments in the pop-up windows are checked. "B - Browsing through the data bank" gives you an overview in a table format. An extra pop-up menu is available for efficient speed- searches, additions, deletions, a quick totals summary and the priority hot-list. "W - Word processor, mail-merge and labels" leads you into a further word processor menu. "M - Maintenance, changes and preferences" is used for maintaining your data bank. This menu is explained further in these notes. The word processor menu looks like this: ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ W O R D P R O C E S S O R I N T E G R A T O R ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ W - Write a letter and mail-merge P - Print an envelope for the last person viewed L - Labels print-out on special selections X - Xmas labels for annual Christmas card mailing S - Send details to external mail-merge processor T - Telephone number print-out R - Run a small DOS program E - Exit Please press your choice: "W - Write a letter and mail-merge" gives you access to the internal word processor. When you do not remember the file name of your letter, you may use wild cards to view a listing of a few existing documents. "P - Print an envelope for the last person viewed" saves you having to retype address lines and postal codes. "L - Labels print-out on special selections" allows you to produce labels in a variety of sizes. Pressing F1 gives you a listing of your selection which you can check before proceeding. Labels can be printed to the screen if you require on-screen verification. An alignment pattern is produced to ensure that the addresses print in the space intended. "X - Xmas labels for annual Christmas card mailing" is similar to the normal label production, but covers only families or companies where individuals were specified for Christmas cards on the date particulars screen. "S - Send details to external mail-merge processor" enables you to export information on various criteria to more sophisticated word processing packages. The menu advises you where the merge file is placed on your hard disk. Both ASCII and SDF formats are supported. "T - Telephone number print-out" produces a listing of contact numbers "R - Run a small DOS program" allows you to temporarily exit to DOS without unloading the contacts system from memory. If insufficient memory is available for this task the system will advise you. The maintenance menu looks like this: ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ M A I N T E N A N C E ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ P - Personal Preferences A - Add a new record D - Delete an old record R - Recover deleted records M - Maximise following deletions U - Undo the calendar memory B - Back up the address book O - Organise the address book C - Clear the address book E - Exit Please press your choice: "P - Personal Preferences" allows you to change colours and defaults to your liking "A - Add a new record" lets you add new information "D - Delete an old record" lets you delete information "R - Recover deleted records" allows you to undelete all records which you marked for deletion since the last maximisation. "M - Maximise following deletions" permanently removes all records which have been marked for deletion under option "D - Delete a record". "U - Undo the calendar memory" forces your computer to "forget" all subsequent reminder dates regarding deadlines and birthdays. "B - Back up the address book" aids data security "O - Organise the address book" is important when you restore an old back up file. If you experience unexpected results after a speed-search or when sorting during a browse then organising may solve the problem. It will also recover your index files if they are corrupted. "C - Clear the address book" is powerful and dangerous. It wipes all information from your data bank after giving a final warning. This may be useful when you wish to clear the sample addresses to start your own address book data bank. The Personal Preferences menu is the first option under "Maintenance". It looks like this: ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ P R E F E R E N C E S ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Do you wish to choose different shades or screen colours? Yes No Do you wish to be addressed by your first name? Yes Override No Do you wish to be advised of important dates automatically? Yes No Within how many days of an event would you first wish to be advised? Please enter a number between 1 and 365 days: Do you wish to see help messages for new users in the menu? Yes No COLOURS A special menu will appear to enable you to experiment until you find a combination you like. NAME Here you can turn your own name on or off. When you answer YES the program will ask the user who he or she is. This may be useful if several persons use the system. The program will remember whether or not the person has used the system before and if so, when. You may get tired of confirming your name every time though. Choose OVERRIDE. This means the program will assume that you are always the same person and not ask you again unless you change it. If you consider a no-name interface more professional, turn the personalisation feature off completely by saying NO. DATE ADVISOR This turns the automatic date advisor (not the manual advisor) on or off. ADVISOR LEAD TIME If you said YES to the previous question, you can determine the usual lead time here. In other words, this is the number days ahead of which you will first be advised of upcoming dates automatically. HELP WINDOWS A few screens contain help boxes for new users. You might wish to turn these off once you know how to use the system.