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Who-U-Know■ (Version 2.0) Program and Documentation ■1993 by WR Software PO Box 4819 Walnut Creek, CA 94596 U.S.A. Registration: $29.95 (Visa/MC accepted) Tel. (510) 930-0369 Permission hereby granted to make exact copies of program diskettes for shareware distribution Effective: February 28, 1993 Introduction Welcome to Who-U-Know■. This program is a combination address book, personal scheduler, and mailing list manager. It will store an unlimited number of names, with unlimited phone numbers for each name (Fax, Car, etc). You can see a Caller ID display of phones, to see whose calling before you answer, or check your phone bill. You can add an unlimited number of notes (comments) for each name. The program will group your names into sub-lists (categories) to keep track of clients, club members, restaurants, or any other grouping that is important to you. Each name can be associated with any number of "date reminders," such as birthdays, anniversaries, etc. You can also schedule appointments for a particular time (with optional ending time), and the program will warn you of conflicts (meetings at the same time, or overlapping). Who-U-Know■ has unusually large areas for name and address information. There are several address formats, designed for U.S. as well as all other countries. The mail merge facility has optional salutations, which can have default or custom greeting options. The program prints mailing labels (laser labels too), Rolodex cards, envelope addresses (with optional return address), address books, and a variety of "page size" reports. There is also file import/export, automatic recurring dates (weekly meetings, etc.), group date deleting, sort by Name or Zip Code, and "hot key" printing for individual labels, rolodex cards, and envelopes. 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 when 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 Who-U-Know■ 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 $29.95 and includes printed documentation, program upgrade on disk, additional program to display your daily/weekly schedule on powerup, technical support, and notification of future program upgrades. You can print an Order Form by typing ORDER at the DOS prompt. You can register by phone with Visa or MasterCard by calling (510) 930-0369. By mail, please send U.S. $29.95 to: WR Software PO Box 4819 Walnut Creek, CA 94596 U.S.A. Setting Up Disk Files To use this program you will need DOS 2.1 (or later), and at least 512K RAM computer memory. If you have a hard drive, you can use the INSTALL procedure. This will create a directory \WHO on your C: drive, and then copy the diskette to that directory. Other directory names or drives are fine, but you'll have to do it "by hand" (see READ.ME file). 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 at least FILES=22 and BUFFERS=16 statements (larger numbers are OK too, like FILES=25). To use INSTALL, first place the Who-U-Know diskette in your A: drive, then type "A:INSTALL" and press <Enter> at the DOS prompt. After finishing with INSTALL, "re-boot" your system (Ctrl-Alt-Del) to incorporate the new CONFIG.SYS file (Note: the re-boot is needed just this one time). Tandy users may have to run their SETUP program to tell DOS to look for CONFIG.SYS at startup. Users without a hard drive will need to copy the CONFIG.SYS file from Who-U-Know to the DOS diskette used when the computer is turned on. Next, re-boot your system (Ctrl- Alt-Del), just this once, to load CONFIG.SYS (Note: see above if you already have CONFIG.SYS on your DOS diskette). 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=22 and BUFFERS=16. You can set up your computer to load the program from your hard drive, but save all data on a floppy diskette (this setup is NOT recommended because hard drives are faster and more reliable). To do this copy the WHO.EXE file to a directory on the hard disk that the PATH command points to (usually \DOS is an example). After copying WHO.EXE to your hard drive, delete it from the floppy diskette. Next switch DOS to your floppy drive (for example, type "A:" and press <Enter>). Now with the "data" diskette in that floppy drive, type "WHO" and press <Enter> to start the program. Using a Menu When you type WHO and press <Enter> to start the program, the first thing you'll see is the main menu with "Checking Data Files" blinking on the bottom line. When the blinking stops, you can use this menu to tell the program what to do. You can select menu items by pressing their first letter. For example, press "A" (upper or lower case) to select "Add." You can also use the left and right arrow keys to move the "light bar" until the item you want is highlighted, and then press <Enter> to select it. When you select one of the first six main menu items (Add, View, Edit, Print, Misc, and Option), a list of additional menu items will "pull down" from the main menu. After this sub- menu is displayed, choose the item you want with the up and down arrow keys, or by pressing the space bar, or by pressing the first letter of the item. Under each "pull down" menu is a small window with additional information that pertains to that sub-menu (for example, "F9 Select"). You can move between these "pull down" menus with the left and right arrow keys. Getting HELP There are help messages available throughout the program that apply to the part of the program that you are currently using. To see these messages, just press the F1 "Help" function key. 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 at that point. Batch (.BAT) Files The Who-U-Know■ diskettes include several "batch" (.BAT) files to help with various tasks. The INSTALL.BAT file is discussed above in "Setting Up Disk Files." The ORDER.BAT file will print a one page form to use when you register (type ORDER and press <Enter>). PRINT.BAT prints the program manual (type PRINT and press <Enter>). The UPGRADE.BAT file will upgrade your hard drive to the latest program version. Put the new "program" diskette in your A: drive, type A: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 information you have entered. This provides a complete backup of your data. To use BACKUP, you must be at the DOS prompt and in the directory with your Who-U-Know data. 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 (Note: Copying all files with the following extensions will completely back up your data: *.FIL, *.MEM, *.K01, and *.K02). Getting Started Who-U-Know will keep track of people or business names, and other related information. For each name entry, you can save the street address, and one or more phone numbers. You can also define additional "user items" for anything special that you want to save (like "job title" or "children's names"). And you can add an unlimited number of memo type "notes" or comments for each name. In addition, multiple date reminders can be associated with a name. Date reminders can be used for meetings, birthdays, holidays, anniversaries, etc. Finally, you can use "categories" to organize your names into groups, to simplify viewing and printing. Adding a Name To add a name, first choose "Add" on the main menu (see "Using a Menu" above, if you don't know how to do this). Next choose "Name" and press <Enter> to see where names are added to the file. Try typing in a sample name. You can use a first and last name, or a company name, or both. If you use both a person and a company name, both names will appear later in name lists, which will help you locate a particular name. Next, complete the address information, pressing the <Enter> key as you finish each part of the address. Skip any parts that you don't need by pressing the <Enter> or down arrow keys (for example, you probably won't need a "country" for addresses in your own country). Press the F8 "Show" key to see on your monitor how the name and address will appear on a mailing label or envelope. Eventually you will want to enter "categories" with most names, so that you have groups you can work with. For example, you may want to have an "XMAS" category, for sending Christmas cards. When names are in a category, you can "View" just that group, or print mailing labels for just the names in the group. After the categories comes the "memo" comments area. The "memo" area is where you can type in miscellaneous notes. You can move directly to this area by pressing the F9 "Memo" key (see the bottom of each window for the function key values that apply to that particular window). You can also use the F3 "Skip" key to hop over fields and move quickly down the screen. When you have completed this information for the name, press the F10 "Save" key to put the name in your file. You should now see an additional menu at the top of the monitor. Use this menu to add other information for the name you just saved. Choose "Phone numbers" to add the telephone numbers for this name. Choose "Date" to add a date reminder that is associated with the name (perhaps a birthday). Use "Note" for additional comments, and "User Items" if you want additional data fields. You can choose each item repeatedly, as there is no limit to the number of these records that can be associated with a name. When you finish with items for this name, press the <Esc>ape key to return to the original add area where you can add another name. You can repeat this process to add as many names as you wish. When you're finished adding names, just press the <Esc>ape key to return to the "Add" pull down menu. Notice that under "Name" on this menu, it says "Two Name Format." This is an alternative name layout that provides for two names, instead of one name and a "Company." This is handy for most "significant other" or roommate situations, as well as for married couples when the wife chooses to keep her maiden name. Just below "Two Name Format" is the "Foreign Name Format." Choose "Foreign Name" for addresses that don't have "City, State, and Zip" information. The "Foreign" format provides three address lines, as well as "Name" and "Company." (Note: it is also possible to add names from the "Edit" and "View" name lists. This is often preferable since you can first check the list to see if a particular name is already on the list, then add it right there if it is missing). To see the name information you have just added, choose "Edit" on the main menu (you can do this from the "Add" menu by pressing the right arrow twice). Next choose "Names" to see a list of all the names on your file. If you have more names than fit on the monitor, use the PgDn key (right side of the keyboard) to display the next "page" of names. You can also type in the first few letters of a name and press <Enter>, to jump right to that part of the list. Next, press the down arrow to highlight a particular name, then press <Enter>. This will show you the details for the name. Use the F4 through F7 keys to see other information for the name. This is where you look at and "Edit" the information (for example, type in a new street address for someone who has moved). Press F10 to "Save" any changes you make, or press Esc to leave without changing the information. ADD Menu The "Add" pull down menu lets you choose between several types of information that can be added to your file. It is also possible to add each of these records using other menu choices. NAME FORMATS: You can choose "Name" to add a name record with either a person's name, or a business name (or both). Choose "Two Name Format" for non-business roommate situations where persons with two different last names reside at the same address. Choose "Foreign Name Format" for an additional address line, but no "City," "State" and "Zip" areas. See "Adding a Name" just above, for more information. You can also add names under "View" and "Edit" on the main menu, with the advantage that you can more easily check first to see if the name is already in your file. GENERAL DATE: The "Add" menu also has "General Date" for date reminders that are not associated with a name. For example, you could add records for national holidays, or your own personal schedule. You can also add "General Dates" under "View" and "Edit" on the main menu, with the advantage that you can see all the records previously added. MISC. NOTE: Choose "Misc. Note" to add comments that are not associated with any name. For example, you might jot down personal reminders or "to do list" type items. You can also add "Misc. Notes" under "View" and "Edit" on the main menu, with the advantage that you can see other records that you have added previously. CATEGORY: Use "Category" to define new category values, for grouping your names into sub-lists. You can also add new categories under "Edit" with the advantage that you can see all the other categories that have been defined previously. 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 "BRDG" category. Then you can use the "BRDG" category to print a phone list of 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. Now, as you add or revise names, you can assign them to the categories you have defined. Do this by typing the name of the category into the "Categories" area on the names screen, or press the F2 key and choose a category from the list. The categories area for each name 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 "beep" at you and display an error message. VIEW Menu The "View" pull down menu lets you use several different techniques for looking at (and optionally revising) your data. Some of these options are very powerful, and are unique to Who-U-Know. NAMES: Choose this option to view your names by the "Category" groups that you have defined. Use the F9 "Select" key to change the category to the one you wish to view. You can press F9 and change the category from the menu, or while viewing a particular category group of names, to switch to another category. After pressing F9 to change categories, you can key in a new category, or you can press F2 to see a list of your categories and then choose the one you want to view next. When you see the list of names, you can type the first few letters of a name into FIND and then press <Enter> to jump to that part of the list. For example, type "sm" and press <Enter> to see the list beginning with "Smith" as the top name, and continuing alphabetically with other names. Move the highlight bar over the name you are interested in and press <Enter> to see more information about the name. See the bottom of each window display for specific key values that provide additional viewing and printing functions. DATES/NOTES: This choice leads to another menu that provides additional choices. Each choice will display a list of the selected dates or notes. To pick an individual date or note, move the highlight bar over that item and press <Enter>. See the bottom of each window display for specific key values that provide additional functions. Choose "General Dates" to view your date reminders that are not associated with a name. Because these dates are not associated with a name, they are not tied to categories, so changing the F9 "Select" category does not affect which dates appear. Choose "Dates" to view date reminders by category. Only those dates associated with names in the "Select" category are displayed. Use F9 "Select" to pick the category whose dates you wish to view. Choose "Misc. Notes" to view your notes that are not associated with a name. Because these notes are not associated with a name, they are not tied to categories, so changing the F9 "Select" category does not affect which notes appear on the list. Choose "Notes" to view note records by category. Only those notes associated with names in the "Select" category are displayed. Use F9 "Select" to pick the category whose notes you wish to view. ANALYZE: Choose "Analyze" to see a complete breakdown by your current category assignments. This will present a window showing the number of names in each category, along with percents of total names and a bar graph. If categories which are no longer defined, still exist in name records, they are also shown along with a warning message. A count of "Names with no Categories" is also shown. Since this display requires reading every name record, it can be somewhat slow to appear. You can press the <Esc>ape key to stop the analysis at any time as the names are being read. CALLER ID: This option presents a screen showing all your phone numbers in numerical sequence. Next to each number is the corresponding name. You can FIND a number by keying in the first few digits until the number appears at the top of the list. If the highlight bar is over a particular telephone and name, pressing the <Enter> key will show the detailed information for that name. After selecting a name, you can add a Notes record, if you wish to save the details of important phone calls. Use this option to identify numbers on your phone bill that you don't recognize, or to identify callers before you answer the phone (requires "Caller ID" service from your phone company). Depending on how many phone numbers you have, this screen can be slow to display the first time you use it each day. Subsequent displays will be immediate, if you have not made changes to phone numbers. You can stop the display process by pressing the <Esc>ape key. To be ready to quickly identify incoming phone calls before answering the phone, you can call up this display once, right after starting the program. SCAN NAMES: This is a powerful tool for choosing names. Scan looks through name records to find the specific words, letters or other characters that you tell it to search for. Alternatively, you can select names added or revised after a date you specify. Finally, you can choose names based on the date records that are associated with the names. Any of these "scan" selection methods can be used by itself, or in combination with the others. Selected names are displayed on your monitor. However, these same techniques can be used with F3 "Scan" to select names for "Print" or "Misc" menu functions (for reports, export, etc). "Scan" is similar to specifying a category using F9 "Select" to select names, but is more flexible and powerful. For example, you can look in the "City" area of every name on your file, for "NEW YORK" or "BOSTON" (Note: upper case letters don't matter, so "BOSTON" and "Boston" are the same). You specify "where to look," using one or more of the following places in each name record: Name, Company, Address, City, State, Zip, Country, Categories, and Memo comments. You specify "what to look for" using any one of four "or" conditions (if any one is true, select the name). You can also put an "X" in the NOT area to select names for which it is not true. The "and" condition means both things must be true in order to select the name. If you leave the first "what to look for" area blank, then names with this area empty are selected. For example, to select names with no Categories, choose Categories in "where to look" and leave the "what to look for" area blank. The search works in combination with the Category chosen with F9 "Select." If you choose a Category with "Select" then only names in that category are searched to find the additional items. This provides a very powerful search tool. For example, you can view or print all names in Category "XMAS" in the states of "NY" or "CA". You can specify additional Categories using Scan. For example, you might use "Select" to say look only in Category "A". And then use Scan to say "Of the names in Category "A" choose only those that are also in "B" or "C" and "D" or "E". You can also use Scan to choose names by the "Last Changed" date. The "Last Changed" date is kept by the program for every name record, and shows when the name was added or last revised. Type a "Last Changed" date to select only names changed (or added) after the date entered. This can be handy for things like updating your Rolodex card file, if you want to print cards only 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 "Select" Category, if any, and other Scan criteria. Names must meet all conditions to be selected. You can also select names based on date records that are associated with the name. For example, if you are maintaining a membership list, you can enter an expiration date with each name. Later, you can view (or print mailing labels for) all the people whose memberships are expiring next month. EDIT Menu The "Edit" pull down menu lets you change, or just look at, your data records. You can also add new records, similar to the "Add Menu," but with the additional advantage of being able to check first to see if the record is already on file. NAMES: Choose this option to view all your names. When you see the list of names, you can type the first few letters of a name into FIND and then press <Enter> to jump to that part of the list. For example, type "SM" and press <Enter> to see the list beginning with "Smith" as the top name, and continuing alphabetically with the names following "Smith." You can also use the arrow and PgDn/PgUp keys to help find the desired name. Move the highlight bar over the name you are interested in and press <Enter> to see the detail information about the name, and change it if you want. Press the <Del>ete key to remove a name from your file. Press the <Ins>ert key to add a name. You can also press Alt<2> to add a name in the "Two Name Format," or Alt<F> to add a "Foreign Name." You can do this at any point in the list (you don't have to be at the exact point where the name belongs alpha-betically, the program will place it correctly). Use the F4 through F7 keys to list, view, change, or add Notes, Dates, Phones, and User Items. Use the F2, F3, and F8 keys to print one Envelope, Label, or Rolodex for the highlighted name. If the selected name is in the "Two Name Format," the program asks which name (or both) to use on Labels and Envelopes. See the bottom of the screen for the specific key values. Press the F10 "Find Dupe" key to have the program search the name list and display possible duplicates. DATES/NOTES: This item leads to another menu that provides additional choices. Each choice will display a list of the selected dates or notes. If the list is empty, the program goes directly to the add window so you can add an item. To pick a date or note on the list, move the highlight bar over that item and press <Enter>. Press the <Ins>ert key to add an item. See the bottom of each window display for specific key values that provide additional functions. Choose "General Dates" to list your date reminders that are not associated with a name. These kinds of reminders might be used for holidays or your own personal schedule. Choose "Dates(all)" to see all your date reminders. If the list has lots of dates, you may wish to press the F5 "Today" key to bring the date closest to the current date to the top of the screen. The "One Days Dates" choice displays dates for a single day. This is the best choice if you schedule many items on the same day, and want to view only one day at a time. Use "Misc. Notes" to view your notes that are not associated with a name. These are for your personal reminders, or "To Do" list type items. Choose "Notes (all)" to view all your note records, whether or not they are associated with a name. Use note records to record a dated history of events (for example, interactions with a client). CATEGORIES: This is where you can see the list of your category definitions. You can change a definition by highlighting the item and pressing <Enter>. You can add a category by pressing the <Ins>ert key. To delete a category, first highlight the item and then press the Del(ete) key. Use categories to group your names into sub-lists of names that have something in common. For example, you might want to assign people in your Tennis Club into a "TC" category. Now, as you add or revise names, you can assign them to the categories you have defined. Do this by typing the name of the category into the "Categories" area on the names screen, or press the F2 key and choose a category from the list. The categories area for each name can hold up to eight different categories. PHONE TYPES: This is where you can see the list of your telephone type definitions (HOME, FAX, etc). You can change a definition by highlighting the item and pressing <Enter>. You can add a new type of phone by pressing the <Ins>ert key. Use Del(ete) to get rid of unwanted items. USER ITEM TYPES: Choose this item to see your list of "User Item" types. These are additional data fields that you want to keep track of for names on your file. For example, you may want an area for "Job Title," or "Children's Names." You can change these definitions here, or add new ones and delete unwanted ones. PRINT Menu This menu item is the main area for creating printed outputs, including reports, rolodex cards, labels, and envelopes. It is also possible to print labels, envelopes, and rolodex cards for one name at a time from the name list screens in "View" and "Edit." Each printed format has a companion "setup" window where you can select exactly how the printing should appear. For example, you can select whether or not to print addresses, or telephone numbers. Each time you make "setup" decisions the program will remember what you specified, so that the next time you don't need to change anything to obtain the same results. The appropriate "setup" window appears each time you select a particular report on the "Print" menu (unless you tell it not to in the "Option--System Setup" menu). If you are happy with the "setup" choices for a particular report (say, from previously printing the same report), just press the F10 "Save" key to keep those choices and proceed with printing the report. For a detailed discussion of the "setup" window options see the "Option" section of this documentation. The F9 "Select" function will determine which category group is chosen for printing. See the "Select" menu and "Categories" sections of this documentation for more information. Use the F2 "Start/Stop" option if you want to begin or end your printing with a particular name. For example, if your labels jam while printing, you might want to begin with the name after the last good label. Just press the F2 key to see a list of names, then highlight the name you want to begin with and press F2 (Start Name). You can also choose a "Stop Name" (press F3) to end a report before the last record. You can use "Start" and "Stop" together to reprint just one part of a large name list if an address or phone number changes, or if a name is added (the first time you print the entire list, choose the option to start each page with a different letter of the alphabet). You can also select names for printing using the F3 "Scan" key. This works in combination with the selected category (F9 "Select") and the name range (F2 Start/Stop). See the "View--Scan Names" for more information. NAME REPORTS: These reports print on standard computer paper, and display information kept for the names on your file. When you choose this option, a second menu pops up with additional selections. The "Two Column Format" report lets you choose exactly which information you want to print. For example, you can choose whether or not to print (with Y or N for each) the address, phones, user items, memo comments, dates, etc. The "List Format" prints a report with the name on the left side of the page, and address and/or phone numbers, or user items, across the page in three columns. Frequently, only a single line is used for each name. For example, if printing only phone numbers, up to three phone numbers will fit with the name on one line. The "Book" option prints variable sized address book pages that you can cut out to place in different sized holders. These pages can be customized to fit in pocket size and larger folders, such as Daytimers, Filofax, etc. The pages print one or two across a standard size computer page, with up to eight pages per sheet of paper, depending on the size you choose. This format works with some pre-punched address book pages, such as Avery laser forms. The "Phones (Caller ID)" report list phone numbers in numerical sequence, so you can check your phone bill if there are numbers you don't recognize. If you have Caller ID phone service, you can keep this list by the phone to identify callers before answering. The report can be printed for all names and phone numbers on your file, or for a specific category of names. DATES/NOTES: These reports print on standard computer paper, and display information from your "Date" and "Note" file records. When you choose this option a second menu pops up listing different types of reports. To print reports for one name (Dates or Notes tied to a single name), use the F3 "For Name" key to select the name. The "Calendar" option prints a wall type calendar with each month on a separate page. Your date reminders print in the boxes for each day. Choose "One Days Dates" to print a daily schedule in a format with two columns. This will show all your date reminders for the day you specify. The "Weeks Dates" option prints seven days of your date reminders in a format with two columns. You can start the week with any day you choose. Choose "Dates (Month/Vary)" to print a two column report of your date reminders. This can be for one month, or any time period you specify (two weeks, three months, etc). The "Notes" option prints a list of your Note records in a format with two columns. This report can cover any time period that you specify (for example, one day, two weeks, three months, etc). LABELS: Choose this option to print mailing labels for the name and address data on your file. These labels must be the standard size: one inch from the top of one label to the top of the next (this results in pin feed labels that are 15/16 inches high, with 1/16 inch between the bottom of one label and the top of the next). On "pin feed" (usually dot matrix) type printers, you can also print these labels for a single name from the name list screen in "Edit" or "View." Using this option to print one label at a time is a good way to check the alignment of labels in pin feed type printers. Then proceed to print large numbers of labels using this option. ENVELOPES: Use this option to print addresses on many envelopes at one time (for a single envelope, use the F2 Envelope "hot key" on the name list screens in "View" and "Edit"). To print using this option with a dot matrix printer you must use the continuous form envelopes where one envelope is attached to the next on a pin feed backing sheet. ROLODEX: This option will print rotary type cards on continuous form stock with a pin feed printer (this option does not work with laser printers). Use the single print F8 "Rolodex" option on the name list screens in "View" and "Edit" to check the card alignment in your printer, before printing multiple rolodex cards with this option. PRINTER CODES: This option lets you send setup commands directly to your printer. For example, you may want to change the font, or change from "draft" to "letter" quality. Just choose this option and type in the specific commands you want to send. These commands will be remembered by the program, but the first time you need to check your printer manual for the specific commands required. "Escape" codes and other "decimal" codes must be placed inside the special brackets found on the keyboard over the "comma" and "period" keys. For example, <27> represents the "Escape" code for most printers. MISC Menu The "Misc(ellaneous)" menu holds a collection of utility tools that perform various useful functions. Some of these options are very powerful, potentially affecting every record in your file. It is always a good idea to make a backup copy of your files before making major changes with these tools. MAIL MERGE: This option creates a file of names and addresses for use with your word processor. The file is in the ASCII format and has the name MERGE.FIL. Each name will have five lines of name and address information. Many names will have one or more blank lines, since not all the fields will have data. There is an optional sixth line for salutation. Load the MERGE.FIL into your word processor to create mail merge letters. Usually, you will need to use the ASCII file load feature of the word processor (for example, in WordPerfect use <Ctrl>F5 Text In/Out). You can use your word processors "macro" capability to create any special "merge" codes required for mail merge. DATES/NOTES: This choice displays a second menu with three additional options. CAUTION: these options can affect multiple date and note records on your file. ADD RECURRING DATES: Choose this option to add repeating dates for up to a whole year. For example, if you have a meeting the third Wednesday of every month, you could add reminders for the entire year. You can also block out a range of dates, as for a vacation period. If you want to associate these dates with a name, then use the F3 "For Name" key to pick the name. When you select "Add Recurring 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 go from one year to the next. Next you can choose whether these dates should repeat on a particular day each month (say, the 15th), or on a particular day of the week (say, Wednesday). If you choose a "Day of 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." If you choose "8. Every day..." then you don't need to enter the "Repetition." The rest of the window is similar to an individual date record. The START/END TIME, TITLE, YEAR, MASS DELETE flag, and MEMO will appear in each date record that is created. 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 group "Date Deletes" function. The MEMO area shows two lines, but this will "scroll" to allow 16 full lines, as you type. DATE DELETES/NOTE DELETES: This process removes all the date or note records coded with a "Y" in the "Mass Delete" field of the individual records. The deleting is only of dates in the month and year entered. If the "Starting Year" is left blank, the delete will only affect records 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 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 "91"), while January and February will use the next year (in this case, "92"). These mass "delete" functions also use the "Category" value shown in the window. If the "Category" is blank, then all records that meet the other criteria are deleted. However, when a category is used, only records "tied" to names in that category will be deleted. The category is changed with the F9 "Select" function key. If you want to delete only the records associated with a single name, use the F3 "For Name" function key to pick the name. Then choose either "Date" or "Note" deletes and proceed with the process. EXPORT/IMPORT: Records may be selected for "Export" based on the category (F9 Select), the place in the list to begin or end (F2 Start/Stop), and "text search" criteria (F3 Scan). The "Export" function creates a "comma delimited ASCII" file of selected names (also called a Data Interchange File, or DIF). This is the most common format for exchanging data between programs, and will work with most other software. If there are more than two phones for a name, "Export" puts the extra phones in the "Memo" area. For "Two Name Format" records, the 2nd name is put in the "Company" area. For "Foreign Name Format" records, Line 3 of the Address is put in the "City" and "Zip" areas. The file is created with the name TRANSFER.FIL (see layout below). The "Import" function loads a file of names into this program. If a category is specified (using F9 Select) then the CATEGORIES field of each imported name is replaced by the category entered. If "All Names" appears in the category area, then the incoming categories are brought in without change. The filename for "import" is also TRANSFER.FIL. Both the EXPORT and IMPORT functions use the same layout, as shown below. The data fields must be in the order shown (maximum lengths shown in parenthesis): TITLE (14), FIRST NAME (20), LAST NAME (19), COMPANY (33), ADDRESS LINE #1 (33), ADDRESS LINE #2 (33), CITY (18), STATE (2), ZIP CODE (10), COUNTRY (15), PHONE DESCRIPTION #1 (4), PHONE #1 (16), EXTENSION #1 (10), PHONE DESCRIPTION #2 (4), PHONE #2 (16), EXTENSION #2 (10), SALUTATION (20), CATEGORIES (32), MEMO (192). CHANGE CATEGORIES: Use this to revise one category value in selected name records. You can select names using F9 "Select" and/or F3 "Scan." Put the category you want to change into the "Remove this Category" field. Next, put the new category value into the "Add this Category" field. If "Remove this Category" is left blank, then the "Add this Category" value is added to selected names. IF "Add this Category" is left blank, then the "Remove this Category" value is dropped from each name. NAME DELETES: Use this function to delete all the Names in one Category. Choose the category using the F9 "Select" key from the "Misc" menu. You can further select which names to delete with the F3 "Scan" key, also on the "Misc" menu. Warning: The names will be permanently deleted from your file, so be sure you are deleting names you no longer want. Use the "View" Menu "Names" and "Scan names" choices to see ahead of time which names will be dropped for a given Category and/or set of "scan" values. Once the deleting process begins, you can press the <Esc>ape key to pause, and then decide whether or not to continue deleting names. OPTION Menu The "Option" pull down menu lets you define setup values for various program functions. These values define your computer environment, and describe exactly how reports should appear. Dial, Printer, Merge DEVICE NAME: Use the "Device Name" area to switch printers if you have more than one printer, 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 hold for later printing on a network). You can use drive names and directories with the DOS name (for example, C:\FILES\PRINT.RPT or A:PRINT.RPT). PRINTER: Enter your printer type in "Which best describes your printer." Choice #1, the "Proprinter type" 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 date" lines per day, while other choices print up to 8 "event date" lines. For this reason, it is best to try Choice #3 first, even with an IBM Dot Matrix printer). Choice #2, "LaserJet," is for all Laser and DeskJet type printers (if you don't have an HP laser, set your laser to "emulate" the HP LaserJet II). Choice #3, the "Dot Matrix," works with virtually all dot matrix printers, and is the best choice to try first for all non-laser printers. Most printed outputs will be correct regardless of the printer choice you make. However, if you have trouble with the Calendar, Book, or Compressed Labels, it is due to a faulty setting. The "Custom setup" requires that you read your printer manual to find the special setup codes for "compressed" size (16-17 characters per inch) and "8 lines per inch" (vertical) spacing. After entering choice "4," then 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>). On most keyboards, the symbols "<" and ">" are located on the "," and "." keys. For most of these printer codes, you can enter the actual character shown in your printer manual, instead of the "decimal" code. It is easier to use the actual character whenever possible (for example, use "<27>0" instead of "<27><48>"). After printing Calendars, Books or Compressed Labels that use these codes, turn your printer off and then on again to clear the codes before printing other reports. DIAL: If you have a Hayes compatible modem, you can have the program dial phone numbers for you. You must specify your telephone type (rotary or touch tone), modem port number ("1" for COM1, etc.), and modem speed. See the "Phone Dialing" section for information on making calls. Optional "Setup" variables let you supply a Prefix to be automatically appended to the beginning of the phone number. For long distance calls, this can be "1" or a longer "access code." For local calls this could be "9,," to dial "9" for an outside line (Note: the ",," creates a pause before the rest of the number is dialed; each "," causes a two second pause). You can also enter a "Long Distance Suffix" that is dialed after the number, which is used for billing codes in some situations. You can also put a "Local Area Code" in the "Setup" area. This causes the autodialer to drop the area code, when you dial numbers that start with that area code. This lets you put area codes in front of all phone numbers, and then travel to different area codes and "Dial" without changing any phone numbers (you would change just the "Local Area Code"). This also lets business users in different locations share the same name files. MAIL MERGE SALUTATION: 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 your letters (for example, Dear Mr. Jones:). If you choose to have a salutation included, the program will build one for you. The salutation is built using the "Title" and the "Last Name" you entered into the name record. If the name record has only a "Company," then "Sir or Madam:" is used, unless a Salutation was entered with the name record. You can also specify a universal default salutation (for name records that don't have a salutation), such as "Friends," or "Business Owner:". And you can specify that the "default" value be used every time, and override the salutation from the name record. System Setup These choices allow you to tailor the program to your personal preferences. The first choice, "Display printing format choices..." will cause the "setup" option window to appear after you select a report for printing. It is highly recommended that you reply "Y(es)" to this, especially at first, so you will be reminded of all the options that exist with each report. DATE ALARM: You can have the program check the "event dates" you have entered to see if any are upcoming in the near future. The check occurs each time you start the program. This value also controls the optional WHONOW program used to display reminders when you turn on your computer. A blinking "Date Alarm" message showing the number of dates within the "alarm window," appears on the main menu to alert you to upcoming events. Enter the number of days you wish to look ahead for upcoming events. Enter zero to skip this feature (no date check). Enter "1" to check just the current day. Enter "2" to check the current day and the next day, etc. Accordingly, you can choose any number of days up to 99 to check for upcoming events. For example, you could enter a "5" in "Date Alarm," and the next time you use the program, you might see the message "Date Alarm: 3" (which means "there are three date records within the next five days"). Choose the "Calendar" menu, and then press F5 "Month" to see the actual date reminders in the current month (use Edit, Dates/Notes, then Dates <all> if not in the current month). Returning to the main menu will stop the blinking alarm message. WHEN ADDING NAMES...: This area lets you save keying time by repeating the data from the prior name when adding several names, one after the other. For example, sometimes many names have the same City, State, and Zip Code. Answer "y" to re-use the address data from the name you added previously. STARTING DISPLAY: You can choose how the program will appear after you first start it up. The normal choice is "0" to see the main menu display. However, you can enter "1" to first see the list of all your names, or "2" to see the "View" of just names in a selected category (the category will be the last one you used from the prior time you ran the program). AFTER PRESSING ESC: This choice has to do with how you exit the program. You can choose to go directly to DOS (quit the program) when you press <Esc>ape. By entering a "N(o)" the program will ask you to confirm that you want to quit. This can be useful since you will often be pressing <Esc>ape repeatedly to exit from lower level menus, and one press too many may put you unexpectedly out of the program. DUPLICATE CHECK: This affects the functioning of the F10 "Find Dupe" key on the name list screens. If you choose "Entire Name" the program will display duplicates only if the entire names match. For example, "Bill Jones" and "William Jones" will NOT be found as possible duplicates. If you choose "Last Name only, or to 1st space" the preceeding example will be identified as a possible duplicate. With "Last Name only" just the first word in a Company name is used (for example, "Smith, Sue" and "Smith Barney" would be identified as possible duplicates). IF REGISTERED: If you have registered the program, be sure and enter your name and serial number here. This will display your name on the main menu, and prevent the registration reminder message from appearing as you exit the program. Format Reports This option presents a list of various reports that are printed on regular computer paper. After you choose a particular report, the setup options for that report are presented. All option screens show which category of names is selected, and let you change it with the F9 "Select" key, if required. TWO COLUMN FORMAT: This option screen lets you enter a report title, whether or not to print page numbers, and which kinds of data to print on the report (address, memo, etc). The "Print for" option lets you print the names alphabetically by both "last name" and "company" if both are present for a particular record, or just one or the other. You can also choose ZIP CODE sequence. Reports can be printed on both sides of each page, by passing them through the printer twice. First the odd numbered pages will print, then feed all the pages back through to print the even numbered pages. You can also choose to start a new page for each letter of the alphabet, so that you get an "A's" page (Adams, Anderson, etc.), and a "B's" page, etc. You can use this with the F2 "Start/Stop" key to reprint only one page instead of the whole report, if a name on that page is changed or added. LIST FORMAT: These reports list names with either address and/or phones, or user items. The data is printed across the page, instead of in columns. The report only prints in the "compressed" small letter size, though you can choose 6 or 8 lines per inch vertical spacing. All the variable options are discussed above, if you have questions about their effect. BOOK: This option includes all the values from the "Two Column Format" discussed above, plus options unique to address book pages. Use "Indent book pages" to move book pages in from the left side of the paper. Use "Indent back sides" if printing on both sides, to line up the "backs" on top of the "fronts." The "Text line width" is the space allowed for printing your name, address, etc. Make the "Text line width" as large as possible, so that phone numbers will print next to names whenever possible. Choose "Compressed" printing to create smaller book pages with your printers smaller font size (this is usually best for "pocket" size books). Use "Book page Margins" to move the printing left and right on the book page, and thereby affect the width and appearance on each book page. The "Print lines per inch" can be set to six or eight, thereby affecting the height and appearance. If you have a laser printer, you can use "Y" in "Landscape mode" to turn the pages on their side. Use "Lines per book page" to affect the overall height of the book pages (with smaller values, four or more "pages" will print on a single piece of paper). You can choose whether or not to print a "border outline" to assist in cutting pages if you are not using pages with "perfed" tear lines. The "Name Separation" value determines what happens at the end of a name, before the next name begins. You can choose not to skip a line, in which case the "address" portion is indented to provide separation. Or you can skip one blank line, or print a dashed line to separate the names. The "Type" option affects the basic style and page numbering of the book. The "Single page" option prints small book pages 1-across the paper, and can be used with the Avery pre-punched address book laser forms. The "Two-Up pages" option is intended to be cut between the left and right hand side pages, and assembled so that the book pages are stapled or hole punched on the "left." With the "Center" option the pages are not cut between the left and right hand side pages, and the line between the pages is stapled to form the book. This sounds more confusing than it is. The best way to proceed is to actually print a few names in the book format, then cut up the pages to see which style you prefer. PHONES (CALLER ID): This report list phone numbers in numerical sequence, so you can check your phone bill if there are numbers you don't recognize. If you have Caller ID phone service, you can keep this list by the phone to identify callers before answering. The report can be printed for all names and phone numbers on your file, or for a specific category of names. All the options are discussed above, if you have questions about their effect. CALENDAR: This report is in the form of a monthly wall type calendar. Your date reminders are printed in each box. Each page is a single month. You can choose a title, and which months to print. DATES/NOTES: These options control the appearance of the date and note reports. By choosing the starting and ending dates, the range of information is controlled. You can also choose whether or not to print the "Memo" comments which are entered with each record. Envelopes, Labels ENVELOPE LINES HIGH: To place the address data from top to bottom, the program needs to know the vertical size of the envelope (or variable label). Indicate the "Lines High" (form height) as a number of lines, assuming that 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 "lines high." ENVELOPE LEFT MARGIN: This is used to position the "addressee" information on the envelope (or variable size label). Enter the number of spaces you want to indent before printing the address. As with many 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, 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, and you probably will never change it again. LINES BEFORE ENVELOPES: The "Lines before" value is used to align the address on the envelope. If you have a laser printer, this will move the "addressee" (and optional return address) information so it lines up with your envelope "path." For example, the HP LaserJet II has a "center feed" envelope tray, so a value of "11" will correctly place business-size envelope addresses. The "11" means to "skip 11 lines before beginning envelope printing." Use a sheet of paper to test these values before trying to print on an actual envelope. For Dot Matrix printers using "continuous" envelopes, this value is the number of "print" lines between envelopes (from the bottom of one envelope to the top of the next). If there is one inch between envelopes, enter "6" (since there are six printer lines per inch). If the envelopes have no space between them, enter zero. To begin printing position the printer at the top of the first envelope. PRINT RETURN ADDRESS (Y/N): You can print a return address on envelopes if you wish. If you want to print return addresses, enter "Y" in the "Print Return Address" area. LEFT MARGIN (Envelope Return Address): Type 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," so 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 with Lasers 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). ENVELOPE RETURN ADDRESS: Type 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. USPS OCR FORMAT: If you enter Y(es) then label and envelope addresses will print with all capital letters and no comma between the "City" and "State." This conforms with the Post Office requirements for OCR scanning and may result in faster processing of all letters, as well as reduced BULK mail rates. If you enter N(o) then the "addressee" will appear just as you have entered it, except for the comma inserted after "City." SEQUENCE (Labels & Envelopes): The sequence for labels or envelopes can be set to Zip Code, or Primary (person) or Alternate (Company) order. This can be changed at any time. If you choose Zip Code, the Zip area of each name must contain a code, in order for the sort to work correctly. If you choose "Zip" sequence, there may be a slight delay before printing begins while the program creates the "Zip" order. MAILING LABEL FORMAT: You can define the size and number of labels in a row (from 1 to 4 across), for standard mailing labels. These labels are 15/16 inch high (or 1" from the top of one to the top of the next). The "Compress" formats require a dot matrix type of printer capable of 16-17 characters per inch. The "Sheet" format is for dot matrix printers that use page sheets of labels (not continuous forms). The "Laser" format works only with laser printers that "emulate" the HP LaserJet II (most laser printers have a LaserJet II mode setting). LABEL LEFT MARGIN: Use this value to indent label printing on the left side, so that it lines up correctly on the labels you are using. Most often a value of zero will be correct. Zero is the best starting value if you're not sure what to enter. Rolodex Rolodex cards can be printed on any "pin feed" type printer using continuous form card stock (there is no option for laser printed rolodex cards). Cards can be either the 3x5 or 2 1/6 x 4 inch size. You can choose whether or not to print each of the following types of information: Address, Phone, User Items, Notes, Dates, and Memo comments. If the information selected for a name will not fit on one card, then another card will print with "Continued" and the name at the top. In this way, several additional cards may print for a single name. Select (F9) The "Select" function is used to choose the names for the "Print," "View," and "Misc" options. Here you specify the category group of names that you want to process. You can change this category as often as you need to, either by choosing "Select" on the main menu, or by pressing the F9 "Select" key from most places in the program. For example, if you're about to print a telephone list from the "Print" menu, the current category will be displayed at the bottom. If you wish to change it, press F9 to bring up the Select "window," and key in the new category. If you're not sure what the category letters are, you can press F2 to see a list of your categories, then highlight the one you want and press <Enter> to choose it. Next, press <Enter> to save the new category choice, and return to the "Print" menu. If you wish to select all your names, key spaces into the "Category" field on the "Select" window. The "Category" also affects "note" and "date" selection, by choosing only records that are associated with names in the selected category. Calendar This menu item displays a calendar for the current month. You can change to any other month and year by using the arrow keys. You can also key in a new month number. To see the date reminders in the month shown, press the F5 "Month" key. From this list of date reminders for the month, you can highlight any particular reminder and press <Enter> to see or revise the detail information. You can also press the F6 key to see or revise the date reminders for a single day (Note: it is also possible to view and revise date reminders from the "View" and "Edit" menus). MISCELLANEOUS 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 F6 "Phones" function key. Next highlight the number you wish to call, and press the F6 "Dial" key. You can also "Dial" from the Names, Notes or Dates detail screens (wherever you see "F6 Phones" at the bottom). If you "Dial" from a new Notes record, the date, time, and length of the call are automatically saved, along with your "notes" about the conversation. You can use "vanity" phone numbers if you wish (for example, 800 245-DISK), and the program will dial these numbers correctly. If you stay in the "dial" window during your call, and "Escape" at the end of your call as you hang up, the program will tell you the "Duration" of your phone call. To use "autodial" your computer must have a modem, and you must supply information to the "Option" setup for "Dial, Printer, Merge." After you dial a number, you can pick up your telephone to talk to the other party. With some computer modems you may have trouble hearing the other party. If so, press the F6 key again, after you hear the dialing beeps and after you pick up the phone handset. Sometimes, you can also resolve this problem by changing the way your telephone and computer are attached to the phone jack. Special Key Combinations Use <Ctrl><End> to erase from the current cursor position to the end of a field. For example, to blank out an Address line on the name update screen, press <Ctrl><End> with the cursor at the start of the Address field. To move to the last character of a field, press <End>. To move to the first character, press <Home>. File Backup For a complete backup of all your data, copy all the files with the following extensions: .FIL .K01 .K02 and .MEM (see BACKUP.BAT in the "Batch Files" section of this documentation for more information). If you have large name files that won't fit on a single diskette, consider using a file compression utility, such as PKZIP, to do the backup. Monitor Problems If you have trouble seeing screen details with a laptop or monochrome monitor, then before starting the program type MODE BW80 at the DOS prompt. On color monitors, a slight adjustment of the "knobs" on the side or front of the display, will usually clear up certain colors and other faint information. Screen Blanking 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 with "WHO V=0" (that's a zero after the equal sign) and then press <Enter>. Warrantee Disclaimer WR Software makes no warrantee concerning the function or fitness of this documentation or the corresponding program, 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.