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1994-11-10
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What Mailing List?
Mailing List Management & Printing Software
for MS-DOS computers
Shareware Edition User's Guide
Written by Angel Babudro
P.O. Box 132
Paonia, CO 81428
(c) Copyright 1990-1994 by Angel Babudro
All rights reserved
What Mailing List? __________________
CONTENTS
I. DISCLAIMER OF WARRANTY . . . . . . . . . . . . . . . . 1
II. COPYRIGHT . . . . . . . . . . . . . . . . . . . . . . . 1
III. LICENSE . . . . . . . . . . . . . . . . . . . . . . . . 1
IV. TECHNICAL SUPPORT (HOW TO REACH ME) . . . . . . . . . . 2
Support & Updates from Bulletin Boards . . . . . . . . 3
V. ORDERING METHODS AND REGISTRATION FEES . . . . . . . . 4
A. Benefits of Registration . . . . . . . . . . . . . . 4
B. How To Order . . . . . . . . . . . . . . . . . . . . 5
C. Pricing . . . . . . . . . . . . . . . . . . . . . . 5
INVOICE & REGISTRATION . . . . . . . . . . . . . . . . 7
VI. ACKNOWLEDGEMENTS . . . . . . . . . . . . . . . . . . . 8
VII. WHAT DOES THIS SOFTWARE DO? . . . . . . . . . . . . . . 8
VIII. HOW TO READ THIS MANUAL . . . . . . . . . . . . . . . . 9
IX. SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . 9
A. Practical File Size Limitations . . . . . . . . . 10
B. Printers . . . . . . . . . . . . . . . . . . . . . 11
C. Networks . . . . . . . . . . . . . . . . . . . . . 11
D. Using With MS Windows . . . . . . . . . . . . . . 12
E. Using With 4DOS . . . . . . . . . . . . . . . . . 12
X. USING What Mailing List? FOR THE FIRST TIME . . . . . 12
A. Quick Start . . . . . . . . . . . . . . . . . . . 12
B. Updating To a Newer Release . . . . . . . . . . . 13
C. Choosing a Directory for WML . . . . . . . . . . . 14
D. Using an LCD or Monochrome Monitor with a Colour
Card . . . . . . . . . . . . . . . . . . . . . . . 14
E. Specifying a Data Drive and/or Directory . . . . . 15
F. Using the Menus . . . . . . . . . . . . . . . . . 15
G. Status Line . . . . . . . . . . . . . . . . . . . 16
XI. MANAGING & PRINTING YOUR FILES . . . . . . . . . . . 16
A. Creating a New File . . . . . . . . . . . . . . . 17
B. Opening an Existing File . . . . . . . . . . . . . 17
C. Saving/Closing a File . . . . . . . . . . . . . . 17
D. Deleting a File . . . . . . . . . . . . . . . . . 18
E. Changing a File's Name & Description . . . . . . . 18
-i-
What Mailing List? __________________
F. Transferring Files . . . . . . . . . . . . . . . . 18
G. Making Back-up Copies of Your Files . . . . . . . 19
H. Restoring Files from a Back-up Copy . . . . . . . 20
I. Formatting Floppy Disks . . . . . . . . . . . . . 20
J. Fixing Damaged Index Files (Re-Indexing) . . . . . 20
K. Removing Records Which Are Marked for Deletion
(Packing) . . . . . . . . . . . . . . . . . . . . 21
L. Importing Data from Other Software . . . . . . . . 21
1. Importing ASCII files (21) _____________________
2. Importing WML files (22) ___________________
3. Importing dBase/DBF files (23) _________________________
4. Importing Dr. Data Label files (24) ______________________________
M. Exporting Data to Other Applications . . . . . . . 24
1. ASCII, comma-delimited (25) ______________________
2. ASCII, fixed field length (25) _________________________
3. Ventura Publisher (25) _________________
4. WordPerfect Merge (25) _________________
5. Microsoft Word Merge (26) ____________________
N. Querying & Selecting Entries to Print . . . . . . 26
1. Selecting entries to be printed (26) _______________________________
2. Acting upon selected entries (27) ____________________________
3. Query examples (27) ______________
O. Printing . . . . . . . . . . . . . . . . . . . . . 27
1. 11-digit Zip Codes (28) __________________
2. Other Post Office considerations (29) ________________________________
3. Group List (29) __________
4. Envelopes (30) _________
5. Labels (31) ______
6. Phone Book (31) __________
7. Zip/Postal Code Distribution List (32) _________________________________
XII. DATA ENTRY . . . . . . . . . . . . . . . . . . . . . 32
A. Names . . . . . . . . . . . . . . . . . . . . . . 32
1. Special keys and key combinations (33) _________________________________
2. Function keys (F-keys) (33) ______________________
3. Alt key combinations (33) ____________________
4. Using filters (33) _____________
5. Getting help (F1/Help) (34) ______________________
6. Locating an entry (F2/Find) (35) ___________________________
7. Grouping entries together (F3/Group) (35) ____________________________________
8. Adding new records (36) __________________
9. Changing existing records (37) _________________________
10. Using the Delete/Omit/Bad Address flags (37) _______________________________________
11. Using Smart Zip (38) _______________
12. Macros & Key Words (38) __________________
B. Groups . . . . . . . . . . . . . . . . . . . . . . 39
C. Abbreviations (Macros) . . . . . . . . . . . . . . 40
-ii-
What Mailing List? __________________
XIII. INDICES & FILTERS: CONTROLLING THE SORTING SEQUENCE
AND VIEWING OF ENTRIES . . . . . . . . . . . . . . . 41
A. Changing the Index . . . . . . . . . . . . . . . . 41
B. Filters . . . . . . . . . . . . . . . . . . . . . 41
1. Setting a filter (42) ________________
2. Clearing a filter (42) _________________
XIV. PREFERENCES . . . . . . . . . . . . . . . . . . . . . 42
A. Setting Your Return Addresses . . . . . . . . . . 42
B. Setting Envelope Size . . . . . . . . . . . . . . 43
C. Selecting Continuous (Dot Matrix) Label Types . . 43
D. Other Settings . . . . . . . . . . . . . . . . . . 44
1. Back-up & Restore method (44) ________________________
2. Mailing to various countries (Country setting) ______________________________________________
(44)
3. Directory Display Format (45) ________________________
4. Alert Tone (45) __________
5. Automatic 11-digit Zip (45) ______________________
6. Incomplete Addresses (46) ____________________
7. File Import (46) ___________
8. Capitalize City Field (46) _____________________
E. Defining Printers . . . . . . . . . . . . . . . . 47
1. PCL (laser & deskjet) printer soft fonts (47) ________________________________________
2. Scalable fonts (47) ______________
3. Post Office considerations (48) __________________________
F. Duplicate Checking . . . . . . . . . . . . . . . . 48
XV. HELP . . . . . . . . . . . . . . . . . . . . . . . . 48
XVI. PROBLEMS AND ERROR MESSAGES . . . . . . . . . . . . . 49
XVII. FILES WHICH MAKE UP THE PACKAGE . . . . . . . . . . . 51
-iii-
What Mailing List? __________________
I. DISCLAIMER OF WARRANTY
WML IS PROVIDED "AS IS" WITHOUT ANY WARRANTIES OR
CONDITIONS, EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO,
THOSE CONCERNING MERCHANTABILITY AND FITNESS FOR A PARTICULAR
PURPOSE. NEITHER ANGEL BABUDRO NOR ANYONE ELSE WHO HAS BEEN
INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS
SOFTWARE SHALL BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, OR
INCIDENTAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE
THIS SOFTWARE EVEN IF ANGEL BABUDRO HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH DAMAGES OR CLAIMS. IN NO EVENT SHALL THE
AUTHOR'S LIABILITY FOR ANY DAMAGES EVER EXCEED THE PRICE PAID FOR
THE LICENSE TO USE WML, REGARDLESS OF THE FORM OF CLAIM. THE
PERSON USING WML BEARS ALL RISK AS TO THE QUALITY AND PERFORMANCE
OF THE SOFTWARE.
Some States do not allow the exclusion of the limit of
liability for consequential or incidental damages, so the above
limitation may not apply to you.
This agreement shall be governed by the State of Colorado
and shall inure to the benefit of Angel Babudro and any
successors, administrators, heirs and assigns. Any action or
proceeding brought by either party against the other arising out
of or related to this agreement shall be brought only in a State
or Federal Court of competent jurisdiction located in Delta
County, Colorado. The parties hereby consent to in personam
jurisdiction of said courts.
II. COPYRIGHT
WML is copyright (c) 1990-1994 by Angel Babudro, all rights
reserved. You may only use and/or distribute WML under the
License terms below.
III. LICENSE
The following terms and conditions apply to the use and/or
distribution of What Mailing List?: __________________
1. WML is being distributed as Shareware; it is not free.
You are granted a limited license to use WML for an evaluation
period of up to 60 days, to determine if it suits your needs.
Any other use of WML or use past this period requires
registration.
2. You may keep as many backup copies of WML as you wish.
The Registered Edition is limited to simultaneous use on the
-1-
What Mailing List? __________________
number of computers indicated on the Use License. The
Unregistered Edition may be used on any number of computers for
the purpose of evaluation as specified in paragraph (1).
3. All files originally distributed as part of the package
(including this notice) must be included without modification.
The complete list of files can be found in the PACKING.LST file
which is part of this package. The Registered Edition CONFIG.WDT
files and files ending in SFP or SFL are NOT to be distributed.
4. Individual users may freely copy this disk and share it
with friends, family, and acquaintances. Non-profit groups
(including user groups and BBSs) may distribute copies of this
disk. A fee of no more than $5 may be charged to cover disk
copying costs. If the files on this disk have dates more than a
year old please contact the author for a free update to the
current version.
5. Disk distributors and dealers must have written
permission before selling copies of this software. When you
contact me you will receive a free copy of the latest version and
you will be placed on my mailing list to receive updates as they
are released. Disk distributors may charge no more than $10 per
disk for copies of this software. If, as a distributor, you
supply copies to other resellers, the end price to the user may
not exceed $10.
6. You must obtain written permission prior to distribution
as part of any "bundled" packages (e.g., CD-ROM, placing on new
computer systems, etc.). Such permission is often granted; the
author is a nice guy - please write to him with your ideas.
7. If the software is packaged for retail sale the
packaging must explain that the software is Shareware, that the
purchaser is receiving a trial version, and that use beyond the
trial period requires registration with the author.
8. You must immediately stop selling/distributing copies of
this software upon notice from the author.
IV. TECHNICAL SUPPORT (HOW TO REACH ME)
If you have questions or need help, just send a note to me
through the mail or a BBS listed below. Registered users, those
intending to register within 30 days, vendors, and BBS sysops may
contact me via telephone as well. Sysops and shareware vendors
please see VENDOR.DOC for concise distribution information.
-2-
What Mailing List? __________________
Mail Angel Babudro, "Organic Computer Wizardry",
Box 132, Paonia, CO 81428 USA
Phone (303) 527-6756 Tue-Fri 10am-6pm Mountain Time
I am normally available by phone during the hours stated
above. If you get the answering machine please leave a message.
Unregistered users must call back later - I am happy to answer
your questions but I cannot afford to pay for a return call.
Support & Updates from Bulletin Boards
My software packages are "free" downloads on the BBSs
listed below - you need not subscribe to download my shareware
(although other files or functions may require subscription).
You may send questions or comments to me on The Researcher's BBS
and Expanding Horizons - address your comments to "Angelo
Babudro" (I use "Angelo" to avoid gender confusion, and I'm used
to both names anyway). Scan for the file name WML*.* to locate
the latest version.
West Coast Researcher's BBS (CA) USR Dual (805) 949-8151
Enter "J;136" to join the OrganicSftwr conference
then use "F" to list files and "E" to post messages
for me. Over 4 gigabytes of files on-line; anything
you want is here. Messages can be sent to this
board for me via FidoNet 1:102/1310.
Expanding Horizons (CO) 14.4k V.32 (303) 241-2847
This is my local BBS. Enter "F;17" to view the list
of my software. Enter "E Angelo Babudro" to leave
messages for me. The sysops are very nice folks and
give 45 minutes on the first call.
Midwest Rusty 'n Edie's BBS (Ohio), six phone numbers:
HST 16.8 (216) 726-1804
Hayes 28.8 (216) 726-3642
Hayes V-series (216) 726-3610
2400/V32/ZyXEL 19.2 (216) 726-2620
USR HST Turbo 21 (216) 726-3628
CompuCom Speed (216) 726-3584
East Coast Excalibur (Central NY) USR Dual (315) 736-3792
FREQ (File REQuest) from this board via RBBS address
A:954/401, FIDO address 1:26501, or ICN address
91:315/101.
WhiTech BBS (NC) ZyXEL 14.4 V32b/V42b (910) 944-1165
File Request (FREQ) via Fido address 1:3636/2.
-3-
What Mailing List? __________________
Software Creations (MA) - over 120 lines. Home of
Night Owl CD-ROM.
USR Courier 2400 MNP5 (508) 365-2359
USR Dual Standard 14.4k (508) 368-7036
USR HST/Dual Std 16.8k (508) 365-2032
USR Dual Std v.32Terbo (508) 368-6604
V. ORDERING METHODS AND REGISTRATION FEES
Years of effort have gone into this software in the
hopes that many people will be willing to pay for a small part of
the development. Kindly remember that if you use this software
past the 60-day trial period you are honour-bound to pay the
registration fee. Besides, there are several benefits to
registration!
A. Benefits of Registration
The Shareware (unregistered) version of WML is fully
functional so that you may try all of its features and know
exactly for what you are paying. However, until you register
your copy WML will continue to remind you that you are required
to pay the registration fee or discontinue use of the software.
Once the 60-day evaluation period expires, WML will become a
little more persistent about "reminding" you: the delay of the
closing screen will increase by 0.1 seconds with each use, up to
a maximum of 9 seconds. Thus, you must put up with a little more
discomfort each time you use the software past the 60-day
evaluation period without paying, but it will always continue to
be fully functional.
When you register you have the following benefits:
- You get the latest version direct from the author with
automated installation, free PCL soft fonts, and bonus
Shareware and Freeware.
- You get a complete introductory course in using
computers for business which includes sections on
hardware, software, and DOS, in addition to WML.
- Telephone support - you can talk to the software author
who can help you right away and is committed to making
the software work well for you.
- Updates are free - get them from a local BBS or vendor.
As new features are added, WML's price is sometimes
adjusted to reflect the dramatic increase in its value
to users. By registering now, you pay the current (low)
price and are entitled to the higher-priced features.
-4-
What Mailing List? __________________
- You can subscribe to receive updates & upgrades as soon
as they are released so you will always have the latest
features and enhancements.
- The Shareware License display and Unregistered Edition
delay go away.
- It rewards the author for thousands of hours of software
development done without pay and from which you are
deriving benefit. It's the right thing to do and will
surely come back to you in blessings & good karma.
B. How To Order
Send cash, check, or money order in U.S. funds; Canadian
cheques or foreign cash are also acceptable. No Purchase Orders
please; instead use the invoice (below) and, since you are and
have been using the Unregistered Edition, consider it the case
that you are paying for delivered merchandise.
If you prefer to use a credit card, you can order WML from
Public (software) Library with your MC, Visa, AmEx, or Discover
card by calling 800-242-4PsL (from overseas: 713-524-6394) or by
FAX to 713-524-6398 or by CompuServe to 71355,470. THESE NUMBERS
ARE FOR ORDERING ONLY. I CANNOT be reached at those numbers. To
contact me for information about dealer pricing, volume
discounts, site licensing, the status of shipment of the product,
the latest version number, or for technical information, call
303-527-6756 or write me at PO Box 132, Paonia, CO USA 81428.
With Shareware you try the software before buying it; therefore,
product returns are not allowed.
When ordering from PsL ask for product #10800.
C. Pricing
Use License with Disk, Manual, and Computer Course -- $69.
License to use one copy of WML along with the latest
Registered Edition on disk with automated installation, the
latest version of this documentation on disk, PCL soft
fonts, notification of major updates, and a printed 3-ring-
bound manual. The manual contains an introductory course
in computers plus a complete guide to using WML. The
course covers computer components (hardware), DOS &
software basics, etc. Companion course disks are also
provided. This course is for the newcomer and covers all
the topics necessary to understand and maintain your
computer. Manuals are printed on tree-free paper (50%
hemp/50% cereal straw).
-5-
What Mailing List? __________________
U.S. Zip Codes - $10. With this, WML will know the city & state
for virtually any US zip. Requires 5Mb hard disk space.
Wholesale & OEM -- If you want to bundle WML with your own
special product or service (such as a special mailing list)
and resell it, please write to me with your idea.
Site License -- If your firm has multiple computers on which WML
will be installed you may opt to purchase a Use License
(above) plus a site license. With a site license you are
provided with a disk for each computer but just one printed
manual which may be photo-copied (although additional
copies may be purchased). Use the Help/Site License option
on the WML menu to print a Site License form.
Free Updates -- When you register I will send you a "key" which
will work with future releases. You can download updates
from a bulletin board or otherwise obtain an update and it
will recognize your registration "key".1
Updates Though the Mail -- An update disk with the latest versions
of all my shareware costs $7.00 (add shipping outside the
continental U.S.). Updates are released every 1-8 weeks.
Update Subscription -- You can subscribe to receive updates
automatically through the mail. In return you agree to
send $4 plus shipping within 15 days. There is no time
commitment; either party may cancel at any time with
written notice.
Prices & specifications are subject to change without
notice. Vendors & sysops please see VENDOR.DOC & SYSOP.DOC.
Give & Receive Support - Register the Shareware you use
____________________
1 Be sure to delete CONFIG.WDT from copies you share with
BBSs and others. Not only does it contain all the settings on
your system and certain pieces of your data, it also contains
your registration key and your name.
-6-
What Mailing List? __________________
INVOICE & REGISTRATION
Credit card orders see "How To Order" above
REMIT TO: FROM:
Angel Babudro Name___________________________
"Organic Computer Wizardry"
PO Box 132 Company________________________
Paonia, CO 81428
USA Address________________________
_______________________________
Phone__________________________
Use License Disk, manual, & computer course ($69) _______
Complete U.S. zip codes (5Mb) ($10) _______
Shipping & Continental U.S.A. - add $3
Handling Canada, AK, HI, VI, PR - add $5
Outside U.S.A. & Canada - add $9 _______
*** T O T A L = $________
Update Subscription: Send updates every 1-4
months and bill me $7 plus shipping. I will
send payment within 15 days or return the
disk to cancel this service. Yes or No_______
Disk size [__] 3½" [__] 5¼"
Drive density [__] Low (DD) required [__] High (HD) ok
FDFORMAT/FDREAD [__] FDFORMAT extended densities okay
Printer make(s) & model(s)______________________________________
Which version are you using now? (see Help/About screen)________
I got my copy from _____________________________________________
I saw a review in_______________________________________________
Upon receipt of this paid invoice the latest Registered Edition
disk and any options ordered above will be sent. Mail with your
cash, cheque, money order in U.S. funds; Canadians may send Cdn$.
Put comments on back. Allow 1-4 weeks for the latest version to
land on your doorstep. Thank you for registering!
-7-
What Mailing List? __________________
VI. ACKNOWLEDGEMENTS
I would like to thank the Bulletin Board sysops who have
provided so much helpful feedback, especially Skip Taylor of The
Researcher's BBS (CA), Mike Halley of the Vietnam Vets BBS (IN),
and Tom McElvy of Pleasure Communications (VA). I am also
grateful for all of the WML users who have also provided a wealth
of helpful comments.
VII. WHAT DOES THIS SOFTWARE DO?
What Mailing List? provides a simple and flexible way to __________________
easily manage and print mailing lists. WML has the tools to
track relatively small amounts of information - hundreds or
perhaps a few thousand names - although there is no limit to the
number of files and a theoretical limit of 5.5 million entries
per file. You'll need a faster computer and a new hard disk
before any of that becomes a problem.
WML is perfect for those times when you want a good-looking
envelope or label, or maybe a hundred, but not fifty thousand.
Software that is made to handle huge lists tends to be horribly
complicated to use. WML is different.
I use WML regularly as I develop it: when I need an
envelope I print it on my laser, and when I need a few labels I
switch to the dot matrix printer. It's very fast and easy for
me, and I hope you find WML just as easy and fast to use.
Learning WML can probably be done as you are using it, with
little or no help from this manual. Keep an eye on the bottom of
the screen since that is where I list special function keys. If
you use a mouse, many of these commands can be accessed with the
mouse as well. Many of my clients' greatest fear is losing data,
so I'd like you to know that I use WML almost every day and my
information is safe, plus WML will always warn you before it
erases or abandons information so you can't lose anything without
knowing about it first. Guarantees are impossible to make
(actually, they're easy to make but impossible to keep), but I ____
can say that WML is as "safe" as any other high quality PC
software product. I've never lost a byte of information nor have
I heard of anyone else who has.
-8-
What Mailing List? __________________
VIII. HOW TO READ THIS MANUAL
This shareware manual is intended for people with some
knowledge of computers, DOS, and data bases. A detailed manual
containing an introductory computer course and coverage of more
advanced topics is provided with the Registered Edition.
Check the System Requirements section (below) before you
begin. Next, read the Using What Mailing List? for the First ______________________________________
Time section. If you are an advanced user this is probably all ____
you will need to read before using WML, otherwise I suggest you
read all of this section. The rest of the manual is a reference
guide, each menu item of WML being described separately. Once
you have WML "up and running" use the manual to refer to specific
things you want more information about. For example, if you want
to understand how Groups are used, look up "Groups" in the Table
of Contents and check that section.
Any trademarks I happen to mention here are, of course,
property of their respective owners.
IX. SYSTEM REQUIREMENTS
The bare minimum you will need is:
1. Any IBM-PC-compatible with a 720k floppy or better
2. At least 400k of free RAM
3. MS/PC-DOS 3.1 or higher, 4dos, or DR-DOS
I recommend you have:
1. An 80286 or faster computer
2. A hard disk with at least one megabyte of free space
and an access time below 30ms
3. 512k or more available expanded or extended memory
4. A hard disk cache
WML has been tested and found to work properly with the
following Disk Operating Systems (DOS) and command interpreters:
* PC-DOS 3.32
* MS-DOS 5.0, 6.2, and 6.22
____________________
2 PC-DOS or MS-DOS version 3.1 or later should work fine.
Except for file locking, previous versions should also work fine.
However, WML has only been tested with the versions listed above,
so I cannot guarantee the performance with other DOSs. If you
are using an older DOS, I recommend upgrading to one of the
versions listed above.
-9-
What Mailing List? __________________
* 4DOS 4.0 & 5.0
* DR-DOS 6
* OS/2 2.1
You will need 500-950k of disk space for the programme
files, depending on which optional files you decide to keep on
your disk, plus space for the files you will create. You may
keep the data files and programme files in different directories
or on different disks, so floppy disk use is possible (although
extremely slow).
WML will detect whether you have a monochrome or colour
card installed, but it cannot detect what type of monitor you
have. If you have a monochrome (black & white) monitor and the
screen is difficult to read, try starting with the "/M" switch
(for "M"onochrome) like so: "WML /M".
A. Practical File Size Limitations
Although WML has a theoretical limit of 5.5 million names ___________
per mailing list file, you would need a super-computer or a lot
of time to manage it. The number of names you can manage within
a single disk file depends on the speed of your computer. Here
are my ideas of what you can reasonably expect from different
computer systems:
Computer Type Practical File Size Limit _____________ _________________________
PC/XT (4.77MHz) 300 entries per file
286/12 1,000 entries per file
386dx/20 1,700 entries per file
386dx/40 2,300 entries per file
486dx/33 4,000 entries per file
586 (Pentium)/66 6,000 entries per file
If you are a patient person, you may feel comfortable with
going well over these guidelines, and vice versa for impatient
people. I'm also taking into account that people running a 486
expect faster response than people using XTs; I think that WML
would locate a name in a 3,000-entry file on a 486dx/33 faster
than it would in a 25-entry file on a PC/XT - an 8088 is slow
compared to a 486 no matter what it's doing.
You can store millions of entries by creating hundreds of
files, however, certain features such as duplicate checking will
only work within a single file.
-10-
What Mailing List? __________________
B. Printers
WML supports two types of printers -- a laser printer and a
dot matrix printer on LPT1, LPT2, or LPT3. The laser printer
must be a PCL 1-5 printer (compatible with H-P LaserJet I, II, or
III). WML has been tested on Panasonic 4450 (H-P LaserJet I-
compatible) and H-P LaserJet III & IV laser printers. I'm sure
there are some lasers which could be better supported, so let me
know if you own one of them. PCL 5 laser owners will be happy to
know that they can use the scalable fonts.
If your printer is not on the list check in your printer's
manual for its compatibility. Most dot matrix printers are
compatible with Epson or IBM, so try these if you can't find a
proper match. If you have trouble, send me a note with your
printer model & the problem.
C. Networks
With version 2.1 I have placed file "locks" to allow WML to
be used on networks which use the DOS SHARE utility. LANtastic
uses SHARE as do the majority of networks. OS/2 does not use
SHARE but has a method which is similar and works with WML.
Network users: Please share your experiences with me. One
WML user has a Novell 3.11 network and has problems only when
using a station running MS-DOS 6.22 and DoubleSpace (I am working
with him on resolving this problem). If you tell me about any
problems you have I will work with you to correct them.
I have designed WML to allow one station to open a
particular mailing list (.WML) file. The configuration,
abbreviation, group, and zip codes files may be shared by more
than one station unless they are being updated (in which case you
will see a message in a window and you may try the operation
again, after the other user has completed her/his update).
A future plan (which will happen sooner if I get requests
for it) is to use record locking (versus locking the whole file)
so that more than one station can share a file as long as they
work on different records within the file. This will take a fair
amount of programming time and coordination with someone who is
willing to test and report to me on the results. Any takers?
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What Mailing List? __________________
D. Using With MS Windows
WML can be run as a DOS application under Windows 3.1
although it is not a Windows application (in other words, it runs
the same in DOS or Windows and you cannot use any of Windows'
features with WML, such as the clip-board). If you don't use
Windows or use it only occasionally (as I do), then use WML from
DOS since it will work faster without Windows' overhead. If you
normally have Windows loaded, however, then go ahead and set up
an icon for WML. To do this, highlight or create a group, then
use File/New to create a program item and define it as
C:\WML\WML.EXE (or whatever directory you are using) and set the
data directory to C:\WML or some other, as you desire.
You may also use Windows' File Manager's "Associate"
feature to connect ".WML" files with the WML programme. If you
do this you can double-click on a WML data file and Windows will
automatically launch WML using that data file.
E. Using With 4DOS
WML has been tested with 4DOS versions 4.0 and 5.0. WML
uses the standard 4DOS "DESCRIPT.ION" file to store, update, and
access long file descriptions. If you use 4DOS, when you issue
the DIR command you will see the file descriptions that you
entered for your WML files. Likewise, if you use the 4DOS
DESCRIBE command to change the description of a WML file, the new
description will be used by WML.
X. USING What Mailing List? FOR THE FIRST TIME
A. Quick Start
If you received WML on disk you will have already used the
INSTALL programme to install it on your hard disk or high-
capacity floppy. Likewise, if you received WML from a BBS you
have already expanded the archive in which WML came. So you
should already have done these steps:
1. Created a directory for WML (or specified one in the
INSTALL programme), such as C:\WML
2. If you got WML from a BBS you should have changed to
that directory (e.g., CD \WML) and then expanded the
archive, placing all the files in that directory.
Once WML is installed on your hard disk here are the steps
needed to begin using it right away:
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What Mailing List? __________________
1. Type "WML" at the DOS prompt.
2. Press "P" to open the Preferences menu.
3. Go down the list and fill in each preference window as
necessary. You can operate WML without setting any
preferences, however, WML may not operate in a way which
best suits you. For example, if you work in a quiet
office and don't want error tones you can turn them off
on the Preferences/Other screen.
4. Use File/New to create a file. All mailing list entries
must be placed within a file, so you must open or create
a file before entering data.
NOTE WML may be started from any disk or directory. The
configuration, group, abbreviation, and zip code
files will be accessed from whatever directory
contains WML.EXE (e.g., C:\WML). The mailing list
files will be created and opened in the current
directory. So if you go to floppy drive A: and then
start WML, mailing list files will be opened and/or
created on drive A:
Before you can start entering addresses you will need to
create at least one mailing list file. Do this by selecting the
"New" option under "File" (described below). Before you can
print anything you will have to set your Preferences, at the very
least defining your printer(s).
Before you print anything on a laser printer you may want
to try a test (especially with laser labels which are expensive).
I suggest you run a set of labels on a sheet of paper then hold
the paper and the labels together up to a light to see if things
line up. When you print laser labels WML will let you adjust the
label definition including the top and left margin, if necessary.
Any changes you make will be saved for the future.
B. Updating To a Newer Release
If you download WML from a bulletin board (BBS) or get a
copy from a friend or shareware vendor, just over-write the old
files with the new ones - as you extract an archive you will be
prompted for each file to be over-written; using DOS COPY the
files will be over-written without prompting. The new version
will recognize your registration "key" in your CONFIG.WDT file
(which is not distributed with the Unregistered Edition). If you
can't find WML on a bulletin board in your area, ask a sysop
about FREQing it from the BBS networks listed in the "Technical
Support (How To Reach Me)" section or send for a floppy disk
update (see "Updates" section above).
-13-
What Mailing List? __________________
C. Choosing a Directory for WML
It is a good idea to install WML in its own directory under
the root. Giving each software package its own directory keeps
things organized and can improve file access speed. Besides
this, the root directory is typically limited to 128 files,
whereas a subdirectory can contain any number of files. You
might use "C:\WML" (or any valid drive letter), or maybe put all
of your business programmes under an "\APPS" directory and thus
use "\APPS\WML".
You may organize things further by placing your data files
and programme files in separate directories, however, this is
only a good idea if you plan to have a large number (perhaps
hundreds) of list files. You may also want to keep your data
files in a different directory if you commonly import & export
data. For example, you might keep your WML files with some dBase
files to & from which you swap information.
Let's say you put WML.EXE and all of its files in a
directory C:\WML. To start WML from the DOS prompt just go your
data directory (for example, "CD \LISTS\BUSINESS") then type
"C:\WML\WML" and press ENTER. If you want to keep your data
files in the same directory as the programme, that makes it even
simpler: Just go to that directory (e.g., "CD \WML") then type
"WML" -- you don't need to type the path name because you are in
the proper directory already.
Highlight "Preferences" and press <Enter> (or press the
letter "P", or point & click with your mouse) -- you will see a
list of choices. Select each item by pressing the highlighted
letter or by highlighting it using the arrow keys and pressing
<Enter>.
After you are done setting your preferences, press ESC to
close the Preferences menu then press "F" for the File menu. If
no files are on disk, the only option available will be "New" and
"Exit". Press "N" and type a name for your mailing list file.
In a couple of seconds the list will be created and you'll be
ready to go. That's all there is to it!
D. Using an LCD or Monochrome Monitor with a Colour Card
If you have a monochrome (Black & White) monitor connected
to a colour adapter card or a laptop or notebook computer with an
LCD screen, you will see shades of grey instead of colours. This
may not be very readable. You can force WML to run in monochrome
mode by using the "/M" switch like so:
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What Mailing List? __________________
WML /M
You may want to put the "/M" in WML.BAT using a text
editor. There are a few screens which do not "listen" to the /M
switch -- it's a low priority, but I am working to fix this.
E. Specifying a Data Drive and/or Directory
Normally, WML will use the default disk drive and directory
for data files. However, you may specify a disk drive,
directory, and/or file name on the command line when you start
WML. The syntax is:
WML [d:[\pathname\[filename]]]
Examples:
WML B: starts WML and uses drive B: for data files.
WML C:\DATA\ starts WML and uses C:\DATA\ for data
files.
WML C:\DATA starts WML; if the file C:\DATA.WML exists
it will be opened for use, otherwise the directory C:\DATA\
will be used for data files.
WML C:\DATA\MYFILE.WML starts WML using the data
directory C:\DATA\ and opens the file MYFILE.WML.
F. Using the Menus
WML uses CUA-style pull-down menus, which is the standard
used by QuickBASIC, Macintosh, and Windows. Basically, there is
a horizontal menu of choices -- File, Data Entry, etc. Under
each of the horizontal choices is a menu of functions pertaining
to that item -- it is a two-dimensional menu, in other words.
The last item of the left-most menu is always Exit, to end the
programme or the sub-menu you are on.
There are two ways to select an item from the main menu:
1. Press the letter which is highlighted in the option
description
2. Use the Up/Down/Right/Left arrows to highlight the
option you want then press <Enter> (a.k.a. RETURN or
CR).
-15-
What Mailing List? __________________
Some menus do not have highlighted options. On these menus
you must use the arrow keys to highlight your choice then press
<Enter>.
If you want to cancel an operation you selected, just press
the Esc ("Escape") key.
G. Status Line
At the top of your screen is WML's title followed by the
WML file you have open (if any). At the bottom of the screen is
a bar which looks like this:
Total|Selected|Bad/Omit|Pack|Index|01-01-1980
From left to right the items are:
1. Total records in the open file
2. Total records selected for printing
3. Total records bad or excluded from mailings
4. The word |Pack| if there are entries to be erased
5. Selected indexing method (name, company, address, or
zip).
6. To-day's date (so far as the computer knows). If you
have a filter chosen, this will be replaced with
"Filter" followed by:
* "Sel" for Selected records only,
* "Del" for Deleted records only, or
* "SelDel" for both.
If the filter message is bright the selection is
unchanged, otherwise changes have occurred. For
example, suppose you have set the filter to "Selected
Only" then cleared the selection status of a record.
The filter message would change to dim since the filter
is no longer accurate.
XI. MANAGING & PRINTING YOUR FILES
The "File" menu contains options to use and manage your
files and to print entries from these files. Here is a summary
of the choices under the File menu:
New - Create a new mailing list file
Open - Open an existing mailing list file
Close - Close the open file
Delete - Erase a file from the disk
Change - Rename a file and/or change its description
Back-up - Make a back-up copy of data files
Restore - Restore data files from a back-up copy
-16-
What Mailing List? __________________
Format Floppies - Format floppy disks (for back-up use)
Index - Change the order in which entries are displayed
and printed or specify which entries you would like
displayed (called "filtering")
Pack - Remove entries which are flagged to be deleted
Import - Bring data into the open file from another file
format
Export - Send data to a different file format
Print/Select/Query - Menu of ways to print your list,
choose which entries are to be printed or otherwise
operated upon, and search the file
Exit - End WML and return to DOS
Many of these options cannot be used at certain times
(e.g., if you have an empty mailing list file the Print option is
useless so WML won't let you use it). Valid options have a
bright white letter; non-valid ones are "gray" with no
highlighted letter.
A. Creating a New File
Up to 250 files can be managed by What Mailing List?. When __________________
you choose this option you will be asked to enter a name and
description for the new file. The name will be checked for
proper DOS syntax and you will be warned if the file name you
entered already exists. If everything is okay your new file will
be created and opened for use.
B. Opening an Existing File
Just like using a filing cabinet, you have to open a file
before you can see what's in it. File/Open let's you open a file
which has been previously created.
After you select this option you will be presented with a
list of the WML files in the current directory. Use the up and
down arrow keys to highlight the file you wish to use, then press
<Enter>.
Note that entries will be displayed and printed in the
order indicated on the bottom status line. To change the sort
order use the Index menu.
C. Saving/Closing a File
WML saves your information every time you change something.
If you enter information and press the Esc key or click on a
"Cancel" button with your mouse a message will warn you about
-17-
What Mailing List? __________________
losing any changes you have made. The only danger comes with a
power outage or anything else that causes WML to end improperly
(e.g., the reset button or Ctrl-Alt-Del are used). However, even
in this case the only thing you would have to do is re-index the
file -- no information would be lost.
Just the same, it's always safest to Close a file when you
will be away from your computer for a while. That way if
anything happens while you are away your information is saved.
The other use for Close is when you want to delete the open file.
The Delete function (below) will not let you delete an open file,
so you must close it first.
D. Deleting a File
WML contains all the tools you need to manage your mailing
list files. The File/Delete function gives you a convenient way
to remove files from your disk. When you select this option you
will get the same file list you see with the "Open" option.3
Highlight a file and press <Enter>, and the computer will read
the name back to you (to be sure you picked the right one) and
ask for permission to continue. If you press <Enter> (or click
on "Ok") then the file will be erased from the disk (along with
it's indices) and will no longer appear on lists.
E. Changing a File's Name & Description
The File/Change option let's you enter a new DOS file name
and/or a new description for any unopened mailing list file.
Once you choose this option you will see the file list. Choose a
file and the file name window will pop open. Change anything you
like and select "Ok" to save it.
F. Transferring Files
To move a particular file between computers (say, a laptop
and desktop) you will need to copy more than just the data file
for proper operation. A complete set of data consists of:
1. The data file (ending in WML)
2. The index files (ending in IX*)
3. The group definitions (files matching GROUPS.*)
____________________
3 The list will not contain the name of the open file (if
any), only the files which are "put away."
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What Mailing List? __________________
You can re-create the index files if you do not copy them,
but it is usually faster to copy them. If the GROUPS files are
missing you will not be able to select records by group nor will
you be able to change or view the group settings.
The easiest way to be sure you have it all is to copy all
of your data files using the Back-up option under the File menu.
Alternately, you can use the DOS copy command to copy the files
in the three points above.
To demonstrate, let's say you have several mailing list
files and you only want to put one of them on a 3.5" floppy to
use on your laptop. Let's call the list MYLIST and assume that
your 3.5" disk drive is B:
1. Go to your WML directory (e.g., CD \WML)
2. COPY MYLIST.* B: to copy the data & index files
3. COPY GROUPS.* B: to copy the group files
G. Making Back-up Copies of Your Files
Your computer is a machine and one day it will probably
break down. File/Back-up protects your information by copying it
to another disk. On the Preferences/Other screen you should have
indicated how you want to perform back-ups -- using the DOS COPY
command, ARJ, LHARC, or PKZIP (the default is DOS COPY).
You must have a formatted floppy disk ready. You can use
the same back-up disk over and over again (the new copy will
over-write the old one), but it is a good idea to alternate at
least three back-up copies. When the work you've done since your
last back-up becomes too much to lose, it's time to make another
back-up.
Using compression software packs more information in less
space (so you can use fewer floppy disks) but requires more
memory (RAM). Use |Help/About| to see your free DOS memory.
ARJ 2.30 needs at least 242k free
LHARC 2.13 needs at least 189k free
PKZip 1.1 needs at least 119k free
So, then, you select File/Back-up and a summary window pops
up and the system pauses for you to enter the back-up destination
(which is typically a floppy disk drive, such as A:, but you may
decide to back-up to another hard disk, a network drive, etc.).
All WML data files will then be backed-up to the destination disk
and directory using the method shown in the window.
-19-
What Mailing List? __________________
See also the section on choosing a back-up method under
Preferences.
H. Restoring Files from a Back-up Copy
If you ever need to recover data files from a floppy disk
you made using the Back-up command (above), just place the floppy
disk in its drive, if applicable, and select File/Restore. The
method used to restore the files will be the one specified on the
Preferences/Back-up window. The system will pause for you to
enter the source drive -- the one you used when backing-up, which
is typically a floppy disk drive, but may be another hard disk, a
network drive, etc. All WML data files will then be restored
from the back-up copy to the WML directory.
Please see also the section of choosing a back-up method
under Preferences.
I. Formatting Floppy Disks
This option is for those times when you have decided to
make a back-up copy of your data but don't have a formatted disk
handy or want to re-format a disk to check for any bad spots.
File/Format Floppies lets you format a floppy disk to your
computer's standard density without exiting WML. By "standard
density" I mean that if you have a high density drive you can
only format high density disks (in other words, WML doesn't pass
any parameters to DOS FORMAT). There is an exception to this:
If you have What Floppy Format? (WFF.EXE) available ___________________
somewhere in your DOS search path, WML will automatically access
it for formatting floppy disks so you can format any kind of disk
using FDFORMAT. (You will receive a complimentary copy of the
latest version of WFF with your WML registration. FDFORMAT is a
Freeware product by another author and can be found on my support
BBSs.)
J. Fixing Damaged Index Files (Re-Indexing)
Sometimes a data base's index files can be damaged. This
can typically happen with a power outage, Ctrl-Alt-Del while in
WML, etc. File/Re-Index allows you to re-build the indices for a
mailing list. Just open a file then select this option;
everything is automatic.
-20-
What Mailing List? __________________
K. Removing Records Which Are Marked for Deletion
(Packing)
File/Pack is used to remove deleted records from the
mailing list data base which is currently in use. Entries which
are marked for deletion remain in a mailing list file the file is
Packed. This can be handy if you accidentally mark a record for
deletion because you can "un-mark" it; or you could use this
feature to mark all the records you want to delete then review
the records on the screen before actually packing the file.
L. Importing Data from Other Software
File/Import allows you to read data from other files to
become a part of the mailing list file you are using (the Open
file, shown at the top of the screen). Once you select import,
you will be shown a menu of file types:
- ASCII
- What Mailing List? 2.x file
- DBF file
Highlight the type of file you would like to import and
press <Enter>. Descriptions of each file type follow.
1. Importing ASCII files _____________________
An ASCII file must have commas delimiting each field
and one record per line (i.e., CR/LF or ASCII 13 10
terminates a record). WML automatically detects NAD and
WML ASCII files and you can define the layout for any ASCII
file.
Once you have specified the ASCII file to import, WML
will show you two windows: 1) on the right, a window with
the names of each WML field, and 2) on the left, a window
showing the input file's fields which are assigned to the
highlighted WML field (initially "None").
Use the arrow keys to highlight a WML field then press
the F3 key. A window showing the data from the first
record of the file will open, with each field on a separate
line. Just highlight the field which belongs to the WML
field and press the <SpaceBar> - an arrow will appear
indicating that the field is chosen. You may continue to
choose as many fields as you like; fields will be added
together with a space in-between. Of course, the input
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What Mailing List? __________________
data may be truncated (cut) if a WML field is shorter than
the data coming in.
Once you have defined just how WML should import the
ASCII file you may wish to save the set-up in case you ever
want to import this type of file again. Just press the F7
key and enter a name for the definition.
After you have saved definitions you can restore them
from disk using the F5 key. When you press F5 WML will ask
for a directory name (unless you have a reason to do
otherwise, just press <Enter> to use WML's home directory).
After you press <Enter> or click on "Ok" you will see a
list of available definition files (if any). Highlight the
one you want and press <Enter>.
To view the definition of each WML field just press the
up and down arrow keys and watch the contents of the window
on the left - it will change to reflect the definition of
each field.
To clear the definition for a field press F3 to bring
up the list of input fields (you will see arrows
highlighting the chosen fields) and press the <Esc> key.
Alternately you may highlight each input field and press
the <SpaceBar> to toggle the arrow on & off.
To begin importing, press the F9 key.
2. Importing WML files ___________________
This option is handy for consolidating several files
into one. Just select File/Import/WML and you will see the
file list box. Choose a file, then choose whether to
import all of the records or just those which are selected
for printing, and away it goes. As usual, you will see a
progress graph and the record number count on the bottom
status line will be updated.
This is a handy way to separate a group of entries
which have grown too large. For example, let's say you had
a list of clients grouped by occupation and one occupation
became so large that you wanted to put them in a separate
file. You could select all of the records with that
particular group for printing. Then, create a new file and
import the selected records. Back in your old file you can
delete all of the selected records. Now you have a new
file with just the records you want in it.
-22-
What Mailing List? __________________
3. Importing dBase/DBF files _________________________
WML's DBF import can handle any file made by dBase III,
FoxBase, dB XL, dB Fast, QuickSilver, Clipper, or any other
dBase clone. Many information organizers (including other
mailing list managers) use the DBF file format. Chances
are, if the file ends in DBF you can import it into WML.
When you select this option from the menus you will be
asked to enter a file specification and "*.DBF" will be the
default answer. Type the name of the DBF file you want to
import or use the DOS wildcards to scan a file list. For
example, you might type "C:\DBASE\*.DBF" to see a list of
files in that directory or you might type the whole file
name something like, "C:\DBASE\MYFILE.DBF".
Once the DBF file is established you will see two
windows with field names. On the right are the WML field
names. On the left are some or all of the DBF field names
for the file to be imported.
Once you have specified the DBF file to import, WML
will show you two windows: 1) on the right, a window with
the names of each WML field, and 2) on the left, a window
showing the input file's fields which are assigned to the
highlighted WML field (initially "None").
Use the arrow keys to highlight a WML field then press
the F3 key. A window showing the list of input fields will
open. Just highlight the input field which belongs to the
WML field and press the <SpaceBar> - an arrow will appear
indicating that the input field is chosen. You may
continue to choose as many fields as you like - they will
be added together with a space in-between. Of course, the
input data may be truncated (cut) if a WML field is shorter
than the data coming in.
Once you have defined just how WML should import the
DBF file you may wish to save the set-up in case you ever
want to import this type of file again. Just press the F7
key and enter a name for the definition. Unless you have
reason to do otherwise, there is no need to enter a drive
or path name.
After you have saved definitions you can restore them
from disk using the F5 key. When you press F5 WML will ask
for a directory name (unless you have a reason to do
otherwise, just press ENTER to use WML's home directory).
-23-
What Mailing List? __________________
After you press ENTER or click on "Ok" you will see a list
of available definition files (if any). Highlight the one
you want and press ENTER.
To view the definition of each WML field just press the
up and down arrow keys and watch the contents of the window
on the left - it will change to reflect the definition of
each field.
To clear the definition for a field press F3 to bring
up the list of input fields (you will see arrows
highlighting the chosen fields) and press the <Esc> key.
Alternately you may highlight each input field and press
the <SpaceBar> to toggle the arrow on & off.
To begin importing press the F9 key.
4. Importing Dr. Data Label files ______________________________
If you have been using the competing (and inferior!)
mailing list package, Dr. Data Label, you can easily import
your mailing lists into WML. DDLabel, as well as many
other mailing list packages, uses a dBase-compatible file
structure. To import these files just select the dBase DBF
file import option and enter the path to your DDLabel files
(e.g., C:\DDLABEL\*.DBF, or you may enter the entire file
name such as C:\DDLABEL\MYFILE.DBF).
Once you have entered the file name correctly and you
see the import definition screen, just press the F5 (Load)
key. WML will ask you for the name of your import
definition; enter the name DDLABEL. That's all there is to
it. Just press the F9 key to begin importing.
For a more detailed description of the options on the
dBase/DBF import screen refer to the preceding section,
"Importing dBase/DBF Files."
M. Exporting Data to Other Applications
File/Export allows you to write data to a file in a
different format. Once you select export, you will be shown a
menu of file types:
- ASCII, comma-delimited
- ASCII, fixed field lengths
- ASCII, Ventura Publisher
- Microsoft Word merge
-24-
What Mailing List? __________________
- WordPerfect 4 merge file
Highlight the type of file you would like to import and
press <Enter>. Next you will be asked whether you would like to
export all of the entries in the file, just the domestic entries
(U.S. or Canada, depending on your country setting), or just the
entries which are selected for printing. Highlight your choice
and press <Enter> and the export file will be created.
1. ASCII, comma-delimited ______________________
This creates an ASCII file with fields trimmed of
trailing blanks, quotation marks around strings, and commas
between each field. Carriage return & line feed codes
(dec. 13 and 10) end each record.
2. ASCII, fixed field length _________________________
This creates an ASCII file with full length fields,
including trailing blanks. Carriage return & line feed
codes (dec. 13 and 10) end each record. It is my
understanding that this format may be used for having your
list checked by the post office - I am checking into this
and will quickly correct if I am mistaken.
Note: If your country setting is "USA only" then the
State field will be a length of two, otherwise it will be a
length of 15.
3. Ventura Publisher _________________
This is an ASCII text file with a "TXT" extension.
Each line of the data begins with an "at" sign (@), the
name of the field, a space, an equal sign (=), another
space, and then the data. For example:
@NAME = ABC Company
@ADDRESS_1 = 123 Main Street
Lines are double-spaced in the file since this is how
VP determines end-of-paragraph.
4. WordPerfect Merge _________________
First you will be asked for a file name for the
exported data. Enter the full file name you wish to use,
including drive and path if necessary. Once you finish
with this function you will have an ASCII file which
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What Mailing List? __________________
contains WordPerfect's merge codes. To prepare the file
for use, start WordPerfect and import the ASCII file (Ctrl-
F5, 1, 2). This is all you need do for WordPerfect 4.2
through 5.0.
If you are using version 5.1 you will have to create a
"header" line at the top of the file which identifies each
of the fields by a name.
5. Microsoft Word Merge ____________________
Just like with the WordPerfect Merge file, this option
will make you an ASCII file which is in Word's merge
format. I don't use Word regularly, but I believe there is
no special preparation needed to use the file. The most
you might need to do is import the file and save it.
N. Querying & Selecting Entries to Print
Choosing this option under the File menu brings forth a
whole new pull-down menu which lets you select or clear the
records you wish to print and print labels/envelopes/etc.
Under the Print sub-menu are options to print and exit back
to the top menu. Before printing you must first select the
records to be printed, so I'll go through the select/query
options first then the printing options later.
1. Selecting entries to be printed _______________________________
Notice that the second item on the status line at the
bottom of your screen shows the number of entries which are
selected to print. This number will change as you use the
options on this sub-menu.
"All" lets you mark or un-mark all records in the data
base. "Group" lets you select or clear records according
to the groups to which they belong. "Date/New" will mark
or un-mark records which have never been printed (i.e., the
number of last mail date = 0); "Date/by Date" will select
or clear records based on a specific date you provide.
"Individual/All" will allow you to scan the entire data
base, marking and un-marking records one at a time;
"Individual/Selected" will allow you to scan only those
records which are currently selected. City/State/Zip
options let you select or clear options based on exact
matches in these fields.
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What Mailing List? __________________
2. Acting upon selected entries ____________________________
The "Action" sub-menu lets you perform actions on the
selected records. Once you have selected records you can
reset the group settings for the records, flag them as
deleted, or clear the delete flag. The Group function
replaces existing group definitions with the new
definition(s).
3. Query examples ______________
WML's Query may seem limited at first glance, but it is
actually quite comprehensive. At the time of this writing
I found myself thinking that WML couldn't do a certain type
of query and then realizing that it could, so I think some
examples are in order.
Let's say you have two groups defined in a mailing
list: Team A and Team B. Of the entries on file, some are
part of Team A, some Team B, and some are both.
Now, let's say you want to send a mailing to all Team A
members. First you may want to choose All/Clear to clear
any existing selection, then you would choose Groups/Select
and flag the group Team A in the Groups Window.
For another mailing you want to include all members of
Team B who are not members of Team A. First, clear any
existing selection. Second, use Groups/Select to flag all
members of Team B. Finally, use Groups/Clear to clear all
members of Team A from the selection.
For another mailing you may want to include all members
of Team A who have not yet received a mailing. Use the
Date/New option to select these. Or you can use Date/by
Date to select members who last received a mailing on a
certain date.
Whatever you need to do, chances are WML will do it.
If you can't figure out how to get what you want, please
let me know!
O. Printing
Note: You must define at least one printer and its fonts
on the Preferences/Printer screen before you can select
any printing options. The U.S. Post Offices prefer 10
to 14 point Helvetica type (a.k.a. Swiss or Univers) or
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What Mailing List? __________________
another sans serif font (which means that it has no __________
tops or bases. Times Roman & Dutch are serif fonts).
The post office also has a hard time with italic type.
Some or all of the printing options on the "Print" sub-
menu may be "grayed-out" and unavailable for use depending
on certain conditions. For example, if you have not
selected any entries for printing then all of the options
except for "Group List" and "Exit" will be gray and you
will not be able to select them.
Note: The number of records which are selected for
printing appears on the status line at the bottom of
the screen.
Here is an overview of the sequence of events for printing:
Print Menu
|
Group List Phone Book Envelopes Labels Zip Dist
| | | | |
------------------W h i c h P r i n t e r ?----------------
| | | | |
Print Print Select Select Print
return label
address type
| |
Print Print
| |
+ Update Times Mailed and
Last Mail Date
1. 11-digit Zip Codes __________________
The USPS's latest thing is an 11-digit zip code which
pinpoints the delivery location for an item. The 11-digit
zip is made up of a 9-digit zip plus two extra digits and a
check-digit.4 These two extra digits are normally the
last two digits of the street address or Box, but there may
be exceptions, the reasons for which are known to the USPS.
My guess is that there are very few, if any, exceptions at
____________________
4 The 12th digit of the extended zip code is calculated from
the other 11 zip code digits and is used by OCR equipment to
verify the accuracy of what they read.
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What Mailing List? __________________
this point, but the Post Office doesn't want to make a
guarantee in case things change.5
If the 9-digit zip is known but the extra two digits
are not known, WML will use the last two digits of the
address.6 On a bulk mailing, if this turns out to be
incorrect you will never know because bulk mailings are not
returned for bad addresses, but the post office tells me
that it won't have any effect beyond being undeliverable
(e.g., it won't affect your standing with the post office
or anything like that).
The way to get the exact 11-digit zip codes for your
mailing list is to submit them to the post office or a
third-party service on disk and get zip code and address
corrections. WML will very soon be able to make a disk to
submit and read correction from disk - coming soon!
2. Other Post Office considerations ________________________________
One common thing you should know about addressing
envelopes: the U.S. post office delivers to the address
line which is just above the zip code. If you have two
address lines (such as, "123 Anywhere Street" and "P.O. Box
17") the post office will send it to Box 17. Some areas
(such as Paonia, Colorado) do not provide USPS to-your-door
delivery, so you may need two addresses: one for the USPS
and one for UPS or some other carrier.
3. Group List __________
The Group List option lets you print a list of the
groups you have defined. If you have two printers defined
you will be asked to choose the one to use.
Group List only appears if you have defined groups, and
does not update the times mailed or last mail date.
____________________
5 See USPS Publication 25, "Designing Business Letter Mail."
6 You can disable this feature on the Preferences/Other
Settings screen.
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What Mailing List? __________________
4. Envelopes _________
If you defined two printers on the Preferences/Printers
screen you will first be asked on which printer you want to
print the envelopes.
Next, you will be given a menu of return addresses to
print on the envelopes. Select "None" if you do not want
any return address to be printed or use the arrow keys to
highlight the one you want and press <Enter> to select it.
When printing on a PCL laser printer, any soft fonts
you defined (on the Preferences/Printers screen) will be
downloaded before printing.
Note: If you are using an impact printer and have set
the "Pause" field to "yes" then you will be prompted to
load each envelope and press <Enter> before the data is
sent to the printer. All dot matrix printers, with a few
rare exceptions, have a sensor switch which detects when
the paper has run out. Some dot matrix printers,
especially older models, stop printing when the paper moves
past the sensor, rather than printing to the bottom of the
form. With envelopes this is a problem since the form is
very short (typically about 4.5-inches long) and you want
to print the return address about 2-inches from the bottom.
If your printer has this problem with single-fed
envelopes, one trick you can try is to put a business card
or other piece of paper against the sensor so it will print
to the bottom of the envelope. This defeats the paper-out
sensor, though, so it's up to you to make sure everything
is okay.
After all envelope data has been sent to your printer
WML will ask if you want to update the Times Mailed and
Last Mail Date for the records printed. Answer by pressing
the <Enter> key for "Yes" or the Esc key for "No."
Answering "Yes" will change the Last Mail Date of the
selected entries to today's date and the Number of Times
Mailed field will be incremented by one.
A laser printer tip -- if the print density is uneven
try changing the left or top offsets (on the
Preferences/Define Envelopes screen) so all of the return
address is on a constant thickness of paper. Laser
printers have trouble printing on uneven surfaces. You
might also try using a different brand of envelope. As far
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What Mailing List? __________________
as national brands go I have found that Meade recycled-
fibre "security" envelopes work very well, but the Stuart
Hall ones do not (too thick); Nobility recycled envelopes
have a flat sealing edge which is perfect for lasers.
During envelope printing you can press Esc to cancel
printing.
POSTNET (POSTal Numeric Encoding Technique) bar codes
can automatically be printed on envelopes and labels for
entries within the U.S. To print bar codes use the
Preferences/Laser Labels and Preferences/Continuous Labels
screens and select the Bar Codes line (you will see a check
mark to the right of the line).
5. Labels ______
If you defined two printers on the Preferences/Printers
screen you will first be asked on which printer you want to
print the labels.
For laser labels, you will be asked for the
specifications of your label sheet -- the number of labels
across and inches (vertically) between labels.
For impact printer labels, you will be given the menu
of label types from which to choose the one you are using.
Note: During label printing you can press Esc to cancel
printing.
You can change the left offset for impact printers on
the Preferences/Label Types screen. Some impact printers,
such as the NEC P5300, have the paper sensor a few inches
from the left margin. If you use a narrow strip of labels,
such as the common 3.5 x 15/16 labels, the printer will not
"see" the labels and will, therefore, not print.
This is where the left offset comes in handy. You can
set a left offset of, say, 1.5 inches, then load your
labels 1.5-inches from the left margin.
6. Phone Book __________
You can print the phone book on your dot matrix or
laser printer. A 12cpi to 17cpi mono-spaced (fixed) font
will work best for the phone book, although the entries
themselves work quite well with proportional fonts. If you
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What Mailing List? __________________
use a proportional font for the titles you will find that
the index at the top right of the page "floats." Short of
figuring out how to do width tables, this was the best I
could come up with. So just use Courier 12 or something
like that. Experiment to find the best method to print the
phone book on your equipment.
The phone book will only include records which have
been selected for printing, and does not ask to update the
Times Mailed and Last Mail Date. Entries without a phone
number will just show the name & address (no trailing dots
after the name).
7. Zip/Postal Code Distribution List _________________________________
Here is a useful report for people who do bulk
mailings. It shows each of the zip codes included in the
open file's Selected records along with a count of the
total number of entries in that zip/postal code. U.S. zip
codes are classified by the 5-digit zip even if the entry
has a 9-digit zip. When you print your bulk mailing, just
bring this report with you to the Post Office. It is my
understanding that they will use the report rather than
count each envelope bundle by hand.
The Zip/Postal Code Distribution does not update the
times mailed or last mail date since it does not print any
entries.
XII. DATA ENTRY
This menu lets you enter data into a mailing list or define
groups and abbreviations.
A. Names
This is the main data entry screen of WML since it is where
you enter and change your mailing list information. You can only
use this function when you have a mailing list file opened for
use. When you choose Names a window will open which has room for
all of the information for a single entry. If the open file has
any entries the window will be filled with the first entry on
file. If the file is empty, a blank form will be displayed.
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What Mailing List? __________________
As you move through a mailing list file, a file position
indicator on the right side of the screen will change to show you
the displayed record's position in the file. When you are
entering a new record the indicator turns yellow (or bright white
on a monochrome monitor) and is positioned at the bottom.
1. Special keys and key combinations _________________________________
While on the Names screen there are several special
keys (such as PgDn) and key combinations (such as ^PgDn)
shown at the bottom of the screen.
PgDn Move forward (down) through the file. If you press
PgDn on the last record on file, What Mailing List?
will beep.
PgUp Move backward (up) through the file. If you press
PgUp on the first record on file, What Mailing
List? will beep.
^PgDn "Control-PageDown" -- hold down the key marked Ctrl
and press the PgDn key. This tells WML to begin
adding new records.
^Home "Control-Home" -- moves to the first entry on file.
Hold down the Ctrl key then press the Home key.
^End "Control-End" -- moves to the last entry on file.
Hold down the Ctrl key then press the End key.
2. Function keys (F-keys) ______________________
On the bottom of the screen you will see several
function keys defined. Function keys are labelled "F1"
through "F10" along the left side of your keyboard, or "F1"
through "F12" along the top of your keyboard.
3. Alt key combinations ____________________
On the right-hand side of the window you will notice
four toggles: Delete, Bad, Omit, and Select. The first
letter of each option is highlighted to indicate the Alt-
key combination to use.
Example: To toggle the delete flag hold down the <Alt>
key (like you would the <Shift> key) and press the letter
"D".
4. Using filters _____________
If you have selected one or more filters from the Index
menu the entries you see will be only those included in the
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What Mailing List? __________________
filter at the time the filter was set. The Names screen
will begin with the first entry with the filter criteria
(e.g., the first deleted record on file may actually be the
fifth record).
When records within a filtered set of records change,
those records remain within the filtered set of records.
To illustrate, if you have the filter set to show you only
those records which are selected for printing, then you go
to the Names screen and change the Select flag for a
record. Since this record is no longer selected for
printing it doesn't "belong" in the filtered set of records
any more, but WML leaves it there so you can review the
changes you have made to the records which were originally
filtered.
To reset a filter (e.g., using the above example, to
eliminate the records which were changed from the filtered
set), just toggle the filter setting OFF then back ON
again.
As you use the PgUp and PgDn keys the display will jump
to the next or previous entry with the filter criteria.
The F2 (Find) key will display only those selections
included in the filter.
Note: I decided that filters are more useful if they do
not change dynamically. That is, if you have the filter
set to Selected records then you Clear (or un-select) a
record, that record will still be in the filtered list
until you reset the index or filter options. Think of it
this way: if you are reviewing a bunch of records you had
marked for printing to make a final decision, it would be
really a pain if, every time you changed a Select status
flag, entries disappeared from your review list so you
couldn't see which ones you had Cleared from being printed.
If you want to reset the filtered list after changing
many records, just go to the Index menu and turn the filter
off and back on.
5. Getting help (F1/Help) ______________________
When you see the "F1/Help" message at the bottom left
of your screen if means there is context-sensitive help
available for the field on which the cursor is sitting.
Whether or not the message is displayed you can press the
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What Mailing List? __________________
"F1" key for help. If there is no specific help for the
item you are on you will get the Help Index.
In the State/Province field pressing F1 brings up a
list of U.S. State and Canadian Province names from which
you may browse and select one. The abbreviation for the
selected State or Province will be placed in the record.
6. Locating an entry (F2/Find) ___________________________
Use this function key to navigate through your mailing
list. F2/Find opens a window showing all of the entries on
file, one line per entry. You can browse through the list
to jump directly to the entry you want.
You will notice new function keys at the bottom of the
screen while the Find function is active. You can press a
letter or number to go directly to the index-key entry
beginning with that letter or number (if you are using the
Zip index press a "9" to jump to the first entry with a "9"
zip code; if you are using the Company Name index you could
press "K" to jump to the first company beginning with
"K")7. Use the arrow and PgUp/PgDn/Home/End keys to move
around the list. Press <Enter> to use the entry which is
highlighted.
7. Grouping entries together (F3/Group) ____________________________________
F3 opens a window showing all of the groups defined
with arrows next to ones to which this record belongs. You
define groups by using the Data Entry/Groups screen
(defined below). Basically, just highlight a group and
press <Enter>; the arrow will appear and disappear (toggle)
next to it -- an arrow means that the entry belongs to this
group.
When you press the F3/Group key a window appears
showing the groups defined. Inside the window all of the
group descriptions for this mailing list file are displayed
(up to 255 groups). You can move through the list using
____________________
7 The index is determined by the setting of the Index
menu. If the index is set to Address, then the entries
will be sorted by whatever is in the first address line
-- starting with blanks, then numbers, then letters.
The current index is displayed on the status line at
the bottom of the screen.
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What Mailing List? __________________
the up/down arrow keys, the PgUp/PgDn keys, or by pressing
the first letter of the group description you wish to find.
When a group is highlighted, press <Enter> to select it or
clear the selection. Selected groups have an arrow to the
left of them. When a group is Selected for an entry, it
means that this person or business is a part of that group.
For example, if you have a group called "Christmas List"
you can Select this group for all people you want to be on
your Christmas list.
8. Adding new records __________________
When you first use the Names screen on a new (empty)
file, WML will automatically place you in Add mode. Once
the file has information, however, you are initially placed
in Edit mode (i.e., existing information is displayed for
you to view and/or change).
To add a new record to the file just press ^PgDn (hold
down the Ctrl key then press the PgDn key). This places ____ ____
you in Add mode. You will see a blank data entry form and
the file position indicator will go to the bottom and turn
yellow (or bright white on a monochrome monitor).
While adding new records What Mailing List? checks for
duplicate names and addresses. If you have duplicate
checking enabled (on the Preferences menu) you will see an
information window telling you about any duplicates and
asking permission to continue. An entry must contain
something unique in personal and company name. You can't
enter two records with the same personal names and company
name. The only time I can think that you might need to
enter a duplicate is if the same person & company has two
offices. I may figure out a way around this soon...
When you are finished entering new addresses you can
change modes in one of three ways:
1. Press ESC on a blank form to return to the menu (if you
press ESC and have changed any information on the
screen you will be given a message and an opportunity
to save it -- don't worry)
2. Press PgUp to move "up" to the existing records in the
file (i.e., switch to "change" mode)
3. Press F2 (Find) to locate an existing record
To abandon new information (i.e., if you have started
entering something on the screen and decide you don't want
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What Mailing List? __________________
to save it), press the Esc key before you finish the ______
screen.
9. Changing existing records _________________________
While an existing record is displayed you can change
information, mark it for deletion, exclude it from being
printed, or mark it as being a bad address.
You can use your mouse to go to the field you want to
change or use the arrow keys to move around. After you
have made changes just press F7 (Save), or press Esc
(Cancel) to abandon any changes you made.
10. Using the Delete/Omit/Bad Address flags _______________________________________
On the right side of the Names data entry window you
will notice four lines which have square brackets [ ] to
the left of them. These are called flags (since they flag _____
a condition) or toggles (since they act like toggle _______
switches, being turned on and off). If there is a check-
mark ( ) inside the brackets then this item is selected,
otherwise it is not. For example, if a check-mark is next
to the "Delete" flag then this record is marked for
deletion and will be removed from the file the next time it
is Packed.
You can set the toggles either with a mouse or the
keyboard. To use a mouse just place the mouse cursor
anywhere on the item you want to change and press the left
button. The check-mark will turn on and off as you click
on the option. To use the keyboard just hold down the Alt
key and press the highlighted letter of the flag you wish
to toggle (e.g., "D" for the Delete flag).
The Delete toggle indicates whether a record is to be
removed from the file the next time the File/Pack option is
used. The Bad Address toggle indicates that the entry is a
bad address and should not be printed. Likewise, Exclude
indicates an entry which should not be included in print-
outs. Records marked Bad or Exclude cannot be selected for
printing. The Select flag indicates whether the entry is
selected for printing. Only those entries which are
selected for printing will print.
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What Mailing List? __________________
11. Using Smart Zip _______________
Smart Zip is a feature which automatically enters the
City and/or State/Province for a given zip code or postal
code. The State or Province will always be filled in for
you. If the exact zip/postal code is on file8 the city
will also be filled in. If the city is not on file you
will be asked to enter it; the next time you type that
zip/postal code the city and state/province will be filled
in automatically.
Some areas of the U.S. have more than one city served
by a post office. For example, my post office (81428)
serves three towns (Paonia, Bowie, and Somerset). If a zip
code has more than one city a window will pop open after
you enter the zip code in which all the available cities
are listed. Use the up and down arrow keys to highlight
the one you want and press ENTER to select it.
12. Macros & Key Words __________________
Some mailing list packages use function key (F-key)
macros to save you typing and let you define "key words"
for entries. What Mailing List? does all this, too, but in __________________
a slightly different way.
The use of macros can be simulated using WML's
Abbreviations (described below). A simple 1-5 letter
abbreviation can expand to whatever you need. For example,
you can define an abbreviation "POB" which expands to the
full text, "P.O. Box" or even "Post Office Box."
Note: Abbreviations are used on the address,
comments, and city fields (although the
city is usually automatically filled in via
Smart Zip).
"Key words" are usually one or more short fields in
which you can put short key words (like "PRO" for
"Prospects", "XMAS" for "Christmas List", etc.). WML gives
you two flexible ways of accomplishing this same goal
without cluttering the screen with extra fields:
____________________
8 For U.S. addresses only the first 5 digits of the zip code
are used to identify the City and State.
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What Mailing List? __________________
1. Define group names into which your entries fit (such
as "Service companies," "Christmas list," etc.). While
entering a new name or viewing an existing entry just press
the F3 key to pop-up the Groups window. An entry can
belong to none or as many as 20 groups. When you want to
print your Christmas list just use Print/Select/Query
(under the "File" menu, described above): Under the
"Groups" menu choose the "Select" option. You will see the
familiar pop-up window showing all group definitions.
Select as many groups as you want then press F7. All
entries in those group(s) are now selected to print.
2. Place key words or phrases in the comment lines.
Let's say you had a customer list and in the comment lines
you liked to keep track of which computer equipment your
client's owned. You might put things like XT, AT, 386,
Laser, Tape, VGA, DTP, etc. in your comments. When you
want to mail a notice to all of your desktop publishing
clients ("DTP" people), just use Print/Select/Query (under
the "File" menu, described above): Under the "Phrase" menu
choose the "Select by phrase in comment" option; enter the
key "DTP" and press <Enter>. All entries with "DTP"
somewhere in the comments are now selected to print.
B. Groups
The idea behind this section of WML is to let you define
group names to which entries may belong. For example, in your
business you may want to distinguish people by whether they are
current customers or prospects, or whether they are customers for
Product A, Product B, or Service Contract. For example, John
Jones and Arthur Smith have service contracts with you; Acme
Drywall and Frank Smith purchased Product A from you. If you
want to send a mailing to all people who have service contracts,
you can ask WML to select (for printing) those entries which
belong to group "Service Contact".
You may define and change up to 255 group descriptions.
Grouping entries together makes it easy to select just the people
you want for mailings. Other examples of common group types are
business types (automative, general retail, attorney, etc.), and
region definitions (northwest, west, southwest, etc.).
Note: Groups are an optional part of each record. An
entry may belong to no groups at all, or it may belong to a
maximum of 20 groups.
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What Mailing List? __________________
Using the Data Entry/Groups screen is easy: Use the Up and
Down Arrows to highlight an existing group definition then press
the <Enter> key to change the text (e.g., you may have misspelled
a word and want to correct it or you may find a better way to
describe a certain group). Press the Ins (Insert) key to add a
new group definition to the list. Press the Del (Delete) key to
delete (erase) a group definition.
Note: When you tag a mailing list entry as belonging to a
particular group, WML remembers the record number of the group
rather than the descriptive text. So if you change the
description of a group all entries in all of your mailing lists
will still belong to that group. If you delete a group, any
entries which were part of that group will remember the record
number; unless you open & re-index your files (which will remove
any invalid group references), when you define a new group your
old mailing list entries will "belong" to that group. For
example, if you have a "Christmas List" group and you delete it
then add a new group called "Black List", all of your "Christmas
List" entries will now belong to the "Black List" group. The
reason for this is that it could be a very slow process to have
WML search through every mailing list file to remove a group
codes from all files -- if you had many large mailing lists it
could take minutes or hours to delete a group code. To avoid
this potential problem, use the File/Re-index option on each of
your files which contain definitions for a group you delete.
C. Abbreviations (Macros)
This handy feature lets you define abbreviations to be used
in entering your data. This is the same concept as a macro.
Abbreviations will be used on the address, city, and comment
lines of entries.
Use Ins/Del to insert and delete abbreviations, or use the
Up/Down arrows to highlight and change existing abbreviations.
An abbreviation entry consists of an abbreviation and the
full text for the abbreviation. For example, an abbreviation
might be "LA" and the full text "Los Angeles." Any time you put
"LA" on the city, first address line, or any of the comment lines
it will be expanded to say "Los Angeles."
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What Mailing List? __________________
XIII. INDICES & FILTERS: CONTROLLING THE SORTING SEQUENCE AND
VIEWING OF ENTRIES
This menu lets you change the order in which the entries in
your mailing list are displayed and printed. There are four
indexing options and two filter options from which to choose:
1. by Name -- will sort entries by Surname plus First Name
plus a portion of the Company Name.
2. by Company Name -- will sort entries by Company Name
plus Surname plus a portion of the First Name.
3. by Address -- will sort entries by the first address
line plus a portion of Surname plus a portion of First
Name plus a portion of Company Name.
4. by Zip/Postal code -- will sort entries by zip/postal
code plus a portion of Address.
5. Filtered to include Selected records only. This
option, when activated (a dot appears to the left),
allows only the records which are selected for printing
to be displayed and modified. To state the reverse,
any records which are not selected for printing will
seem to be gone -- they will not show up on the screen
nor on the F2 (Find) window.
6. Filtered to include Deleted records only. When
activated (a dot appears to the left), only records
which are marked for deletion will show up on the Names
data entry screen, including the F2 (Find) window.
A. Changing the Index
The active index has a dot to the left of it. To select a
different index and/or to clear any filters (on the bottom
section of the Index menu), just highlight or press the first
letter of the index you would like to use. Only one index can be
active at a time.
When you select an index it immediately becomes active;
there is no need to re-index your files or perform any other
process. You can instantly switch between the indices because
WML maintains all four indiex files simultaneously.
B. Filters
A filter is a way of limiting what you see, just like a
camera filter. This makes it easier to review certain entries,
especially in very large mailing lists.
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What Mailing List? __________________
1. Setting a filter ________________
Let's say you selected all records in Group A for
printing and then wanted to browse that list, eliminating a
few here and there to reach a goal of 75 mailings. Just
use the Index menu to set the "Selected filter" ON (a dot
will appear to the left when it is ON). You will see a bar
graph as the open file is filtered (on smaller files it may
fly by so quickly you'll barely know it was there). Now,
when you go to the Data Entry/Names screen you will see the
first record on file which is selected for printing (which
may not necessarily be the first actual record on file).
Pressing the PgUp and PgDn keys will move you around
with the filtered list. If you press the F2 (Find) key,
the window will contain only the filtered list. It may
seem as if the other records are gone, but a quick look at
the status line at bottom of the screen will tell you that
the number of records in your file has not changed.
2. Clearing a filter _________________
To clear a filter just select it again from the Index
menu. Filters are toggles -- select once to turn ON, again
to turn OFF, again to turn ON, etc. etc.
XIV. PREFERENCES
The Preferences menu contains options which help you
customize the operation of WML and set necessary parameters, such
as the type(s) of printer(s) you have. Preferences are in two
groupings on the menu, separated by a horizontal line. The upper
options are screens; the bottom two options are toggles (i.e.,
they are either "on" or "off"). A dot next to any of the bottom
three toggles indicates that it is "on."
Please check each Preferences screen before making full use
of WML, otherwise something might seem wrong with the software
whereas it is due to the set of conditions under which WML is
operating.
A. Setting Your Return Addresses
You can set up to two return addresses which you would like
to print on laser envelopes. Each address may contain up to four
lines, and can include punctuation, even quotation marks and
commas.
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What Mailing List? __________________
When you are finished with this screen you can click on
"Ok" to save the information and exit, "Cancel" to ignore any
changes and exit, or use the keyboard keys F7 to Save or Esc to
cancel.
B. Setting Envelope Size
I expect that most folks, like me, tend to use the same
kind of envelope time and again, and it's probably a #10
"business" envelope. So I decided to keep this screen simple and
just have a single definition for an envelope which can be
changed from time to time, if necessary.
There are just three numbers to fill in: The width of the
envelope (left to right), the length (top to bottom), and the
left margin for the return address. Enter fractions of an inch
as decimal figures (e.g., 1/2 is .5, 1/8 is .125, etc.). The
left margin adjustment can be negative or positive. A negative
number will move the return address to the left, a positive
number will move it to the right.
C. Selecting Continuous (Dot Matrix) Label Types
WML is pre-configured for a few common label types, such as
the ever-popular 1-across 3½-inch by 15/16-inch labels which are
commonly sold in boxes of 5,000. There are several blank,
undefined label types which you can set up yourself. In
addition, you can even change the pre-defined labels to whatever
you need.
First you will see the menu of label choices. Highlight
the one you want to change and press <Enter>. A window will open
showing the name of the label and all of the measurements. Type
a short name (such as "Mailing", "Shipping", "Disk", etc.) to
indicate the type of label. Enter the width of the actual label
(i.e., how much room there is upon which to print), the vertical
distance from the top of one label to the top of the next, the
horizontal distance from the left side of one label to the left
side of the next, and the number of labels across.
You can use the Up and Down Arrow keys to move between
lines, or point and click with a mouse. When you are finished
click on "Ok" to save or "Cancel" to abandon any changes, or use
the keyboard keys F7 to Save or Esc to cancel.
-43-
What Mailing List? __________________
D. Other Settings
1. Back-up & Restore method ________________________
Under the File menu are options which allow you to
back-up and restore your data to/from other disks for
safety. These operations will use the DOS COPY command
unless you use this option to change it.
You will see a menu of four choices of methods to use
when backing-up and restoring: DOS COPY (the default),
ARJ, LHARC, or PKZIP. In order to use ARJ, LHARC, or PKZIP
compression software you must have the compression
programme available in your DOS PATH. In addition, you
will also need enough free memory (RAM) to run both WML and
the compression software.
2. Mailing to various countries (Country setting) ______________________________________________
WML has been designed to validate data differently for
U.S., Canadian, and other (International) addresses. By
using the proper country setting you will have the
following abilities and features:
The "U.S.A Only" setting will only allow numerical zip
codes in the format #####-######, telephone numbers in
the format (###) ###-####, dates in the format
MM/DD/YYYY, and state two-letter abbreviations. If you
enter a full State name (properly spelled, of course) WML
will find its abbreviation for you.
The "Canada Only" setting allows postal codes only in the
format A#A #A# (where A is a letter and # is a number),
telephone numbers as (###) ###-####, dates in the format
DD-MM-YYYY, and province abbreviations. If you enter a
full province name WML will find its abbreviation for
you.
The "U.S.A and Canada" and "Canada and U.S.A." settings
accept data in either of the formats mentioned above.
Dates are presented in the format "## AAA ####". For
example, "17 Sep 1992".
The "International" setting does the least "work" for
you: it does not format zip codes or telephone numbers
and does not look up state/province abbreviations.
Everything you enter is treated as literal information.
Dates are displayed in yyyy-mm-dd format.
-44-
What Mailing List? __________________
3. Directory Display Format ________________________
Some of the options under the File menu, such as Open
and Erase, display files on your disk. You can choose one
of three ways to display these files:
1. The DOS file name followed by the size, date, and
description
2. The DOS file name only
3. The description (long name) followed by the DOS file
name, size, and date.
WML sorts the files from left to right, so format #1
and #2 will be in the same order, but #3 will be sorted
according to the descriptions of each file.
4. Alert Tone __________
When some type of error or warning message is displayed
on the screen, you reach the end of a field, press a wrong
letter in a menu, etc., WML can alert you with one of three
sounds or you may select "No sound" for silent operation.
5. Automatic 11-digit Zip ______________________
If this feature is enabled then WML will figure out the
extended zip code for any address which has a 9-digit zip.
According to the USPS this is normally accurate but there
may be exceptions. When an envelope is pre-bar-coded it
seems to me that it goes coast-to-coast a day faster. If
you are doing ordinary first class mailings having a bad
bar code would take away that one day advantage and maybe
even add a day for them to correct it. If you are doing a
bulk mailing, an improper bar code is grounds for trash-
canning your mail - you'll never know about it (so you
can't correct the mistake), but it isn't otherwise a
problem.
Of course, it is best if your mailing list is entirely
accurate. This is almost entirely impossible with large
lists, but you can get closer to that goal using the post
office and third-party vendors who can correct your lists
and provide the full 11-digit zip. Ask your postmaster for
information about submitting a disk for free updating by
the post office.
The Post Office will verify a given mailing list file
only once - after that you will have to go to the C.A.S.
-45-
What Mailing List? __________________
who provide the service for a fee. If your mailing list
consists of local addresses, the Post Office's one-time
free service will probably be all you'll ever need. If you
get your list verified then a year later you go after a new
market and create a new list, this new list is eligible for
the PO's free one-time service. I'm really impressed that
such an excellent service is free of charge and that it is
beneficial to all parties.
6. Incomplete Addresses ____________________
The setting of this option determines whether
incomplete addresses will be printed. An incomplete
address is one which is missing the street, city,
state/province, or zip/postal code.
If this field is set to "Print" then all Selected
entries will print. If set to "Don't print" then Selected
entries which have incomplete address information will not
be printed.
7. File Import ___________
This field determines how duplicate entries will be
handled when importing from another file. There are three
settings for this field: Ignore duplicates, Include
duplicates, and Ask each time.
"Ignore duplicates" will not import entries which
duplicate an entry in the open file. "Include duplicates"
will import all entries (i.e., duplicate checking is
skipped). "Ask each time" will pop open a window and ask
whether or not to import the entry if a duplicate is found.
8. Capitalize City Field _____________________
The setting of this field determines how city names
will be entered from the keyboard on the Data Entry/Names
screen. There are three settings: All upper case,
Capitalize, and Leave as typed.
"All upper case" will accept only upper case letters
for the city name. "Capitalize" will capitalize each word
of the city name, regardless of how you enter it (e.g.,
"LOS ANGELES" will change to "Los Angeles" and "McLean
city" will change to "Mclean City"). "Leave as typed" will
leave the name as you enter it.
-46-
What Mailing List? __________________
E. Defining Printers
WML can use two printers, a laser and a dot matrix. The
laser can be used to print envelopes and laser labels. The dot
matrix can be used to print continuous labels. Either printer
can be used to print group lists and phone books. Until you
define your printer(s) and font(s) there will be a flashing
message at the bottom of the screen and you will not be able to
use the File/Print option.
The Printer definition window shows the current settings.
Use the arrow keys to move around, and press the F3 key to change
anything. For example, to set your dot matrix printer move the
cursor to that line then press F3 and a menu of choices will
appear. Highlight your printer (or one compatible with it) and
press <Enter>. Then move down to the font definition and press
F3 again. Highlight your font selection and press <Enter>. When
you are finished, highlight the "Ok" button and press <Enter>.
Alternately, you can press F7 to save the screen and exit.
1. PCL (laser & deskjet) printer soft fonts ________________________________________
You will need landscape (SFL) fonts for envelopes and
portrait (SFP) fonts for everything else. You decide which
fonts to use once -- on the Preferences/Printers screen --
and, from then on, WML automatically uses these choices.
Consider an example: When you set the font for the
envelope return address you may choose any of your
printer's built-in fonts or a soft font. If you select the
first item in the font list, "Select a soft font," you will
first be asked for the drive and/or path containing the
files. The last directory you used will be the default.
After you enter a correct path you will be shown a list
of the landscape soft font files (*.SFL) in that directory.
Use the arrow keys and PgUp/PgDn keys to move around,
highlight the one you want, and press <Enter>. The soft
font file name will now be shown on the screen.
2. Scalable fonts ______________
A scalable font is a single font (e.g., CG Times,
Helvetica, etc.) which can be printed in practically any
size. I have yet to see how a scalable soft font works and ____
I have no idea how one would work with WML (try it and see)
(then tell me!).
-47-
What Mailing List? __________________
Printers like the H-P LaserJet III and IV have scalable
fonts built in. This means you can pick a font, such as
Univers, and print in practically any size you want.
When you select a scalable font WML will prompt you for
the pitch (cpi) or the point size, depending on whether it
is a fixed-pitch or proportionally-spaced font. In general
numbers between 8 and 14 work best. My favourite font for
both my laser and dot matrix is a Helvetica-type (sans
serif) font at 12cpi or 12 points.
3. Post Office considerations __________________________
The USPS uses OCR (optical code recognition) equipment
to automatically read machine-printed envelopes. When it
works properly it can speed your mail through faster and on
bulk mailings it saves money. For laser printers, a font
size of 8 to 18 points must be used; 10 to 12 points is
recommended. It is also recommended that you use Sans
Serif fonts such as Helvetica, Swiss, or Univers (a sans-
serif soft font is provided with the Registered Edition of
WML). On dot matrix printers use a 10cpi or 12cpi font.
F. Duplicate Checking
WML can check for duplicate personal names, company names,
and/or addresses while you are entering information. Just select
any or all of these flags - a dot to the left of the item means
that it is "On." You can toggle them on and off as desired;
their setting will be saved.
Duplicate checking helps avoid duplicate entries which have
different personal names or ones which have identical addresses
but a different name. The drawback is that dup checking can slow
your computer down, so if you are working on a very large mailing
list or a very slow computer you might want to try turning some
or all of the duplicate checking options OFF to increase speed.
XV. HELP
The Help menu has three options: Index, About, and
Settings.
Help/About gives you some information about your memory and
how to reach me.
-48-
What Mailing List? __________________
Help/Index gives you a list of help topics from which you
may choose. This is like a brief on-line manual. To use it just
highlight a topic and press <Enter> -- a helpful window of
information will appear.
Help/Settings shows you some of the important Preferences
settings on a single screen so you can review them.
XVI. PROBLEMS AND ERROR MESSAGES
WML tries to handle most problems without any attention
from you, however, there are times when an error happens which
WML is unable to handle. There are three types of errors which
you may experience:
1. Condition error - this is a problem due to an operating
condition. Examples of this type of error are if a
printer is off-line when you try to print, if duplicate
checking is turned "on" and a duplicate entry is found,
or if a file is locked by another user on a network.
WML will report the condition in a window and, once you
press ENTER or click the "Ok" button WML will continue
operating.
2. File error - these problems cause an error screen to
appear which suggests a possible solution to the
problem and, if you can't fix it, my address and phone
number is shown so you can contact me. A common reason
for this error is that an index file contains a bad
entry (perhaps due to a power outage). The most common
solution to these problems is to re-index your files
(File/re-Index).
3. Programme error - this is a mistake of mine and will
cause the programme to abruptly end with a one-line
error message and a message like "Press any key to
return to system." Report these errors to me right
away, please. Just like other large software packages,
WML contains hundreds of thousands of instructions and
the bigger it gets the more likely it is that a "bug"
will creep in there somewhere. These errors get top
priority and are usually fixed and a new version
released within a day.
If anything happens that you don't understand, or if you
can't get WML to do what you want, I would appreciate knowing
-49-
What Mailing List? __________________
about this so I can fix the software or update the documentation
as necessary.
Most software of any significance has "bugs" which are
errors of logic in the programme. PC-DOS, MS-DOS, and Windows
all have "bugs" which can cause problems. As WML goes through
its evolution, bugs are removed; as new features are added new
bugs sometimes find their way into the software. I place great
emphasis on keeping data safe and know of no person who has ever
lost data due to a problem in WML. However, problems with DOS or
computer equipment may cause data to be lost in rare
circumstances.
If any of your data seems to be missing exit to PC-DOS (or
MS-DOS) and type "CHKDSK d: /F" (without the quotation marks and
replacing "d:" with the drive on which you store your WML files,
such as "C:"). If you are using MS-DOS version 6 or later, use
the command "SCANDISK d:" (without the quotation marks and
replacing "d:" with the drive on which you store your WML files)
since it performs a more thorough test. These commands will
check your disk for any problems pertaining to the files on them.
The SCANDISK utility can also perform a surface scan which tests
the entire disk to be sure all areas of it are usable.
If CHKDSK or SCANDISK find any errors they will be reported
to you and you will be asked for input on correcting the errors.
CHKDSK only knows how to clear any errors and turn "orphan" data
into new files. By "orphan" data I mean data which is on your
hard disk but for which DOS has lost the information about the
file to which it belongs. Normally this data is not usable or
requires tremendous effort to make it usable again. I suggest
you do not create files from this data unless you have lost a
tremendous amount of data which would be very difficult to re-
enter or the data is irreplaceable. Beyond this point you will
require the help of someone who knows how to recover damaged
files. Contact me if you cannot find a local consultant to
perform this service for you.
SCANDISK is able to identify bad sections of your disk and
attempt to move data to safe areas. If the area is badly damaged
the attempt to move data may not be entirely successful. If
SCANDISK tells you it has found problems on your disk I suggest
you let it fix them. If your data is irreplaceable or would take
a tremendous amount of effort to re-enter, then I recommend that
you get the help of a consultant. At the very least make a
complete back-up copy of your data files (or the entire hard
disk) so that you can attempt to restore information in case
files are so badly damaged that information becomes lost.
-50-
What Mailing List? __________________
In most cases you will find that no data is missing and all
you need to do is re-index your files for the "missing" entries
to re-appear. To re-build the index files just select the Re-
index option on the File menu.
XVII. FILES WHICH MAKE UP THE PACKAGE
What Mailing List? is made up of the following files: __________________
WML.EXE The executable file
WML.HLP The help file
WML.TXT * The ASCII text file of this document
WML.WP * The WordPerfect file of this document (so you
can format it for your printer)
POSTAL.DAT U.S. and Canadian zip/postal code ranges file
PRINTER.DAT Printer definition file
DDLABEL.WID * Import definition for Dr. Data Label files
READ.ME * A text file of late-breaking news. Read this
first.
ORDER.FRM Order form for all of my software
VENDOR.DOC * Information file for BBS Sysops & Shareware
distributors/disk vendors
SYSOP.DOC * Special deals for BBS sysops & co-sysops
These are the files which are provided with the
unregistered package. Files marked with an asterisk (*) are not
required to run WML so they may be erased if disk space is a
premium (such as if you are using WML on a floppy disk system).
When you run WML for the first time it will create the
following files in the same directory as the EXE programme file:
CONFIG.WDT Your preferences and certain historical
information (such as last back-up date)
ABBREVS.WDT Abbreviations you define
ABBREVS.IX Index for abbreviations
GROUPS.WDT Groups you define
GROUPS.IX Index for groups
The Registered Edition contains extra files which are for
use by the registered owner only. So if you share WML with
friends and BBSs, please ERASE these Registered Edition files
from the copies you share:
*.SFP Portrait PCL soft fonts
*.SFL Landscape PCL soft fonts
CONFIG.WDT Registration key & configuration info
-51-
What Mailing List? __________________
INDEX
4DOS . . . . . . . . . . . . . . . . . . . . . . . . . . 10, 12
Abbreviations . . . . . . . . . . . . . . . . . . . . . . . . 40
Adding new entries . . . . . . . . . . . . . . . . . . . . . 33
ASCII Files
Importing data from . . . . . . . . . . . . . . . . . . . 21
Bar codes
Printing . . . . . . . . . . . . . . . . . . . . . . . . 31
Bulletin Boards
Obtaining updates & upgrades from . . . . . . . . . . . . . 3
Changing a File's Name & Description . . . . . . . . . . . . 18
Changing existing records . . . . . . . . . . . . . . . . . . 37
City
Capitalization preferences . . . . . . . . . . . . . . . 46
Coding entries
See Groups . . . . . . . . . . . . . . . . . . . . . . . 39
Country setting . . . . . . . . . . . . . . . . . . . . . . . 44
International . . . . . . . . . . . . . . . . . . . . . . 44
U.S.A. and Canada . . . . . . . . . . . . . . . . . . . . 44
U.S.A. only . . . . . . . . . . . . . . . . . . . . . . . 44
Creating a New File . . . . . . . . . . . . . . . . . . . . . 17
Credit card
Registering using . . . . . . . . . . . . . . . . . . . . . 5
DBase/DBF files
Importing . . . . . . . . . . . . . . . . . . . . . . . . 23
Deleting a File . . . . . . . . . . . . . . . . . . . . . . . 18
Deleting records
Removing records which are marked for deletion . . . . . 21
Directory
Choosing a Directory for WML . . . . . . . . . . . . . . 14
Dr. Data Label Files
Importing . . . . . . . . . . . . . . . . . . . . . . . . 24
DR-DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Duplicate checking . . . . . . . . . . . . . . . . . . . . . 48
Envelopes
Defining . . . . . . . . . . . . . . . . . . . . . . . . 43
Printing . . . . . . . . . . . . . . . . . . . . . . . . 30
Erasing a file . . . . . . . . . . . . . . . . . . . . . . . 18
Exporting . . . . . . . . . . . . . . . . . . . . . . . . . . 24
ASCII, comma-delimited . . . . . . . . . . . . . . . . . 25
ASCII, fixed field length . . . . . . . . . . . . . . . . 25
MS Word . . . . . . . . . . . . . . . . . . . . . . . . . 26
Ventura Publisher . . . . . . . . . . . . . . . . . . . . 25
WordPerfect . . . . . . . . . . . . . . . . . . . . . . . 25
File name
Changing . . . . . . . . . . . . . . . . . . . . . . . . 18
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What Mailing List? __________________
Filters . . . . . . . . . . . . . . . . . . . . . . . . . 33, 41
Clearing . . . . . . . . . . . . . . . . . . . . . . . . 42
Setting . . . . . . . . . . . . . . . . . . . . . . . . . 42
Groups . . . . . . . . . . . . . . . . . . . . . . . . . 35, 39
Defining . . . . . . . . . . . . . . . . . . . . . . . . 39
Printing a group list . . . . . . . . . . . . . . . . . . 29
Help
Accessing help for a function . . . . . . . . . . . . . . 34
Importing
ASCII (text) files . . . . . . . . . . . . . . . . . . . 21
Data from other software . . . . . . . . . . . . . . . . 21
dBase (DBF) files . . . . . . . . . . . . . . . . . . . . 23
Dr. Data Label files . . . . . . . . . . . . . . . . . . 24
Preferences . . . . . . . . . . . . . . . . . . . . . . . 46
WML files . . . . . . . . . . . . . . . . . . . . . . . . 22
Index
Changing . . . . . . . . . . . . . . . . . . . . . . . . 41
Options . . . . . . . . . . . . . . . . . . . . . . . . . 41
International mailings . . . . . . . . . . . . . . . . . . . 44
Key words . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Labels
Defining continuous (dot matrix) label types . . . . . . 43
Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Menus
Using . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Monochrome (/M) switch . . . . . . . . . . . . . . . . . 10, 14
MS-DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Networks
Using WML with . . . . . . . . . . . . . . . . . . . . . 11
Opening an Existing File . . . . . . . . . . . . . . . . . . 17
OS/2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Packing a file
Defined . . . . . . . . . . . . . . . . . . . . . . . . . 21
PC-DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Phone book
Printing . . . . . . . . . . . . . . . . . . . . . . . . 31
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . 42
Printers
Defining . . . . . . . . . . . . . . . . . . . . . . 11, 47
Laser printer soft fonts . . . . . . . . . . . . . . . . 47
Printing . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Envelopes . . . . . . . . . . . . . . . . . . . . . . . . 30
Selecting entries to be printed . . . . . . . . . . . . . 26
U.S.P.S. considerations . . . . . . . . . . . . . . . . . 29
Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Examples . . . . . . . . . . . . . . . . . . . . . . . . 27
Return addresses . . . . . . . . . . . . . . . . . . . . . . 42
Saving/Closing a File . . . . . . . . . . . . . . . . . . . . 17
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What Mailing List? __________________
Scalable fonts . . . . . . . . . . . . . . . . . . . . . . . 47
Smart Zip . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Soft fonts . . . . . . . . . . . . . . . . . . . . . . . . . 47
Sorting sequence . . . . . . . . . . . . . . . . . . . . . . 41
Update Subscription . . . . . . . . . . . . . . . . . . . . 6, 7
Updating to a newer release . . . . . . . . . . . . . . . . . 13
Windows
Using WML with . . . . . . . . . . . . . . . . . . . . . 12
Zip codes
11-digit zip codes (U.S.A.) . . . . . . . . . . . . . 28, 45
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