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Easy Mail, Version 1.1 Copyright (C), 1992 by MLware 3750 S. Vermont Ave. St. Francis, Wisconsin 53235 (414) 482-4494 Easy Mail is a trademark of MLware Copyright (C), 1992 by MLware All Rights Reserved Not for Commercial Distribution without written permission by the copyright holder. Noncommercial copying of this software and this documentation is encouraged. Commercial Distribution is defined as: If you distribute this software, or the enclosed documentation, for more than your cost of such distribution, then you're a Commercial Distributor and require our written permission. NOT-FOR-PROFIT organizations and computer user groups, and their bulletin board systems are specifically NOT considered commercial distributors. By your using this software, you agree to the terms herein. Specifically, that YOU DO NOT have the right to copy this software except as outlined above, and that you are granted a license to use this software only by registering this software as mentioned elsewhere in this document. You also agree, and acknowledge that agreement by using this software, that MLware will not be held liable for any reason for any cost you may incur, or any potential income you might lose as a result of using this software. Finally, this software is provided "AS IS", meaning that what you see is what you get. A Brief History =============== Easy Mail is a simple and very easy to use mailing list system, which consists of only one program. Easy Mail keeps track of standard name and address information plus company/organization name, birthday, five user defined codes, and 5 additional note fields. Easy Mail will run on both color and monochrome systems. However if you do have a monochrome system, Easy Mail will attempt to convert the colors so that they are as visually pleasing as possible. Easy Mail operates with any IBM compatible dot matrix printer. Registration and Support ======================== Easy Mail is not a free program. You're encouraged to use it, to distribute it to your friends and co-workers. If you end up not using it for some reason, let us know why and we'll see if we can do something about it in the next release. The right to use Easy Mail is contingent upon you paying for the right to use it. We ask for a $20.00 registration fee, this includes a $5.00 shipping, handling and processing fee. Registration Benefits ===================== COMMISSIONS are paid to you for registrations that result from references made by you. Just send us the names and addresses of people that might benefit from this product. We will send a complete working copy of the product to them and if they register their copy you will receive a $5.00 commission. A copy of the reference form is included at the end of this document. DISK: A disk with the latest and greatest version of this product will be sent to you when you register. LICENSE: Your registration fee includes a site license for the product's use by one (1) person on as many computers as that person uses. MANUAL: A printed manual will be sent to you upon receipt of your registration fee. TELEPHONE SUPPORT is unlimited and is provided to registered users. The following telephone numbers can be used and are subject to change. If either number changes, all registered users will be notified. day: (414)769-9700 ext. 344 night: (414)482-4494 UPDATES: The next major update will be sent to registered users free of charge. To get this free upgrade you MUST send us the original outdated program disk for replacement. Registered users will be notified of all subsequent update(s) and will be able to upgrade for a reduced cost of $8.00 (shipping included). ------------------------------ Additional Options ================== SITE LICENSES are available. Call us for more information and for the latest costs of such a license. CUSTOMIZATION of the product is available and is not included in the registration fee. Call us for details and customization costs. Installing Easy Mail Getting Started - Making a Backup Copy of Easy Mail =============== At the system prompt, type "diskcopy A: B:" and press ENTER. The message "Insert source diskette in drive A:" will be displayed on your screen. If your system has two floppy disk drives, your screen will also say "Insert destination diskette into drive B:". In that case you'll need to remove any disk in drive B:, replacing it with a blank disk. If your system only has one floppy drive, then you'll be swapping disks in drive A:. Just remember that the distribution disk is the SOURCE disk, the blank disk is the DESTINATION disk. When you have completed making a backup of the Easy Mail program diskette, place the original diskette in a safe place and use the backup diskette to do the install. INSTALLING Easy Mail ==================== Easy Mail can be used from diskette if you don't have a hard disk. Just make sure you use your backup copy. If you use Easy Mail from the diskette there is no install procedure you have to go through. If you want to use Easy Mail from a hard disk then do the following. Installing Easy Mail is an easy task. First.... 1. Determine the directory that Easy Mail will reside in and then.... cd\xxxxxxxx --- (directory name) OR 2. Make a new directory.... md\EM --- (make a new Easy Mail directory) cd\EM --- (make the new Easy Mail the current directory) THEN 3. Copy the Easy Mail files to disk.... Make sure the backup copy of the Easy Mail diskette is in drive a: and.... copy a:*.* 4. Extract program and data files... Key the following and then press <Enter> EM11 This is a self extracting program which contains all the program, data and documentation files for the Easy Mail system. When through this file (EM11) can be deleted. 5. Now place the backup copy of Easy Mail in a safe place until you need it again. Easy Mail Files =============== The following file(s) can be found on the Easy Mail program diskette. . EM11.EXE Self extracting program The following file(s) are contained in EM11.EXE and will exist after EM11.EXE is run. . EM.EXE Easy Mail program . EM.DOC This documentation . EM.REG Registration form . LIST.BAT Prints the EM.DOC and EM.REG files . WHEREIS.EXE Bonus program. Used to locate any file on system The following file(s) are created the first time EM.EXE is run. . EM.DAT Easy Mail Data File . EM.IX Easy Mail Index File . EMFLIST.DAT This file contains the file names of all the data base files which contain data . EMPRT.TXT This file contains the name and address information for records selected for 1 across label printing by the Mass Print option Features ======== √ Pop up calendar. √ Phone dialer. √ Ability to classify records by up to 5 different classification codes. √ Ability to have seperate files based on the record type. √ Ability to search for a specific record by one of 3 different methods. 1)keycode 2)last name 3)zip code √ Print 1, 2 or 3 accross labels. √ Print rolodex style cards. √ Print phone book pages. √ Print various reports based on selection criteria. √ Browse through a data base file and select an individual record for editing. √ Automatic file rebuilding which keeps file sizes down. √ Automatic screen blanking after 3 minutes. √ Ability to copy a record from 1 file to another without having to re-key the record. √ Ability to backup data files from a menu option. √ Ability to select enmass records for 1 across label printing. This function is only available from the Browse window. Screen Fields ============= Most of the screen input fields are pretty self explanatory. The following is a brief description of all the input fields just in case there are any questions. KEYCODE: This field is one of the three keys to the file. This field is a 6 character field and is built in the following manner: The first 3 characters of the last name. The first 2 characters of the first name. The first character of the middle name/initial. If no name is entered and a company/organization is used then the first 5 characters of the company is used. SOUNDX: This field is a four character field. The first position is just the uppercase value of the first position of the last name. The remaining three characters are numeric digits that encode the sound of the last name. RECORD#: This is the physical record number of the record in the data file. FIRST NAME: This field is not mandatory if company/organization is used. MIDDLE NAME/INITIAL: This can be used for a persons complete middle name or middle initial. LAST NAME: This field is not mandatory if company/organization is used. COMPANY/ORGANIZATION: This can be used for a business or organization name. This field is needed if no last name is used. ADDRESS LINE #1: The first line of an address. ADDRESS LINE #2: The second line of an address, if there is one. CITY: The complete city name of the person or company. STATE: The state abbreviation. ZIP CODE: A valid 5 or 9 digit zip code. HOME PHONE: The persons home phone number. OFFICE PHONE: The persons work phone number. EXTENSION: Is meant to be the office phone extension. FAX: Any fax number where a fax might be sent. BIRTHDAY: The persons birthday, if known. USAGE CODES: This is a user defined field. You can define any number of usage codes that can be used when generating reports. There is space for five(5) of these codes to be used for each person. The following is an example of some possible codes. XMAS - Christmas card FRD - Friend REF - Work reference FAM - Family member or relative AUTO - Auto mechanic CALL BACK: This is the next date that you want to call back this person or business. NOTES: There are 5 large note fields which can be used for any information you want. Function Keys - By Screen ========================= Main Menu --------- Esc - Pressing the <Esc> key from the Main Menu will end the program and return you to Dos. Alt C - Displays a calendar for the current month with the current day highlighted. The following keys are active when the calendar is displayed. PgDn - Display the next month. PgUp - Display the previous month. Ctrl PgDn - Display the next month of the next year. Ctrl PgUp - Display the next month of the previous year. Arrow Keys - Will move the highlighted day around for the current month displayed. Home - Highlights the first day of the month. End - Highlights the last day of the month. Data Entry Screen ----------------- Esc - Pressing the <Esc> key from this screen will return you to the Main Menu. PgDn - Advances one record at a time from the beginning of the file to the end of the file. PgUp - This is just the opposite of the PgDn key, as it goes from the end of the file to the beginning of the file. Alt S - Allows the user to exit to a DOS shell if there are any outside tasks which need to be performed. By typing "EXIT" at the Dos prompt you will return to where you were prior to leaving. Alt N - Emergency Notification. You can keep track of up to eight (8) emergency notification names if needed. These emergency names can be accessed from the main menu when the character "N" is pressed, or when the record edit window is visible by pressing <Alt> <E>. Alt F - When pressing the <ALT> <F> keys you are able to enter search criteria when trying to find a record. The search criteria differs depending on the active KEY. The active KEY is displayed in the upper right hand corner of the data entry window. Alt P - Displays the print menu. From the print menu you can select which reports you need. The last option on the print menu is for rebuilding the data file and associated indexes. Alt E - Will erase the displayed data record and indexes. Alt K - Will change the active KEY. The active KEY is displayed in the upper right hand corner of the data entry window. Alt B - Displays all records in the data base. From this screen you can browse through the file and locate any record you wish. Once you've located the desired record, you may select it just be pressing the <ENTER> key. If there is a record already in the edit screen and you press <ALT> <B>, the browse screen will start with the first character of the KEYCODE for the record in the edit screen. Alt M - Allows you to select any number of records for 1 across label printing. The top left corner of the Browse window displays the text "Mass Print Selection" when this function is in effect. The records you select are held in a common ASCII text file until a time when you choose to print the labels from an option on the "Print/Labels" menu. After all the labels have been printed, the holding file is deleted. If you suspend the printing process before it reaches a normal end, the file still remains on disk and you may still add more records to it. Alt C - Displays a calendar for the current month with the current day highlighted. The following keys are active when the calendar is displayed. PgDn - Display the next month. PgUp - Display the previous month. Ctrl PgDn - Display the next month of the next year. Ctrl PgUp - Display the next month of the previous year. Arrow Keys - Will move the highlighted day around for the current month displayed. Home - Highlights the first day of the month. End - Highlights the last day of the month. Alt R - Recalls the last record added or updated. Alt M I - When pressed from the data entry window will store the active/displayed record in memory for later insertion into either the same file or a different file. Alt M O - When pressed from the data entry window will insert the record stored in memory into the currently active file. Alt D - Will display the Phone Dialer window and allow you to dial the selected number if you have a Hayes compatible modem attached. Ctrl Enter - Will dial the phone. Alt H - Will hangup the phone. Alt R - Will re-dial the phone. The re-dial function works only if the receiver is on the hook. Alt O - When pressed from the data entry window will display the Open Files selection window. You may then open the desired data base file. Alt D - When pressed from the Open Files window will delete the highlighted or selected file. Reports / Labels ================ ■ Labels - 3 1/2 x 15/16: Prints labels on 3 1/2" x 15/16" labels in either a 1, 2 or 3 across format. If a record is active in the edit window you may print a 1 across label immediately from the Print Menu. You may also print 1 across labels previously selected using the Mass Print Selection option from the Browse Screen. ■ Rolodex Cards - 3 x 5 cards: Prints index cards on 3" x 5" card stock. The cards are printed for a selected alpha code, corresponding to the first character of the last name. ■ Phone Book - 5 x 8 cards: Prints a phone book on 3" x 5" card stock. The phone book is printed using the same selection criteria as the Rolodex Cards. ■ Birthdays: This will print a report on 8 1/2" x 11" paper or labels on 3 1/2" x 15/16" labels. Birthdays can be printed for "This Month" or "Next Month". ■ Master List - 8 1/2 x 11: This will print a complete list of all records in the currently active data base file sequenced by the active key. ■ Call Back List - 8 1/2 x 11: This will print a call back list based on the Call Back Date in the record. You have the option of printing a Call Back List for "Today", "Tommorrow" or "Next Week". ■ Envelope Print: Envelopes can be printed on any printer which will accept envelopes. You can print an envelope multiple times based on the number selected. You have the option of printing the Post Net Bar Code if you wish. Envelope sizes currently supported are: - 6 1/2" x 3 5/8" - 7 1/2" x 4 1/8" - 9 1/2" x 4 1/8" - 10 7/8" x 9" - 13" x 10" - 14 1/2" x 11 1/2" Rebuild Data & Index Files ========================== If the upper left hand corner of the data entry window you will notice a percentage field. This percent is the "%FREE" which means that the data file has this percent of unused space. This unused space is attributed to deleted records. Whenever you add new records the program will first use any available unused space before adding the record to the end of the data file. When you add a new record you will notice that the %Free will be decreased. When the %Free reachs 10% or more the files will be rebuilt automatically for you when you exit the program. If you don't want to wait till then, you may do the rebuild on your own from the print menu. Virus Protection ================ Easy Mail has one method of virus protection built in. When the program is being loaded, the first thing that happens is the size of the "EM.EXE" file is checked to see if the size has been changed by some unauthorized means. If the size is incorrect, a window appears telling you that something is rotten in Denmark and gives you the option to continue or cancel the program. Be careful if you continue, there is no way of knowing if some virus has invaded the program. The best thing to do is to reload the "EM.EXE" program from your backup disk. Export Files ============ Easy Mail contains a file export option which you may use from the main menu. This export function can be used to transfer information between Easy Mail and other programs which accept ASCII files. The three (3) ASCII file types are, 1)ASCII, 2)ASCII Delimited, 3)SDF-System Data Format. The following briefly describes these three ASCII file types. . ASCII - This file is composed of characters and spaces not necessarily arranged in any particular order. ex: OlsonMike823 Bowman RoadMilwaukeeWI53235 . ASCII Delimited - This file is composed of records in which the fields are surrounded by quotation marks and are separated from other fields by commas. Each record occupies a separate line, so each record is followed by a carriage return. ex: "Olson","Mike","823 Bowman Road","Milwaukee","WI" . SDF - This file type is similar to the ASCII Delimited file in that it stores each record in a separate line followed by a carriage return. The SDF file maintains a preset width for the individual fields in each record. ex: Olson Mike 823 Bowman Road Milwaukee WI Smith John 172 E. Oak Street Cudahy WI The export file name can be any file name as long as it conforms to DOS's path and file naming conventions. You can specify any valid floppy drive as part of the export file name. All the exportable fields are marked by default, but you have the option to change this and select only the fields you wish to export. Enhancements If you have any ideas as to future enhancements you would like to see in Easy Mail or changes to the existing program, please let us know. You may use this form to indicate your ideas, then mail it to us. EASY MAIL Ver 1.1 ========================================== ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ Reference Form Name:_______________________________________________________ Address:____________________________________________________ ____________________________________________________ City:_________________________ State:_______ Zip:_________ Name:_______________________________________________________ Address:____________________________________________________ ____________________________________________________ City:_________________________ State:_______ Zip:_________ Name:_______________________________________________________ Address:____________________________________________________ ____________________________________________________ City:_________________________ State:_______ Zip:_________ Name:_______________________________________________________ Address:____________________________________________________ ____________________________________________________ City:_________________________ State:_______ Zip:_________ Name:_______________________________________________________ Address:____________________________________________________ ____________________________________________________ City:_________________________ State:_______ Zip:_________ Name:_______________________________________________________ Address:____________________________________________________ ____________________________________________________ City:_________________________ State:_______ Zip:_________