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PUBLIC ADDRESS 2.1 COPYRIGHT NOTICE Copyright 1991, 1992 Chris M. Davies, all rights reserved. No part of this manual or program may be reproduced in any way without the advance written permission of the author. You can make back up copies of Public Address or make copies of the complete program and documentation on disk to share with your friends or colleagues. If you wish to distribute Public Address as a vendor, please read the file entitled VENDOR.DOC. If you use Public Address for more than 30 days you are required to register. Public Address is marketed as Shareware. It is not freeware or in the public domain. Please read the file entitled ASP.DOC. TRADEMARKS Brand and product names mentioned in this manual are the trademarks or registered trademarks of their respective holders. LIMITATION OF LIABILITY This software is provided to you "as is", without warranty of any kind, either expressed or implied, including but not limited to the implied warranties for merchantability and fitness for a particular purpose. The information presented in this manual has been reviewed for accuracy and is as complete as possible at the time of printing. However, there may be changes made to the software subsequent to the printing of the manual. Therefore, Chris M. Davies assumes no liability for damages incurred directly or indirectly from errors, omissions, or discrepancies between the software and the manual. Please read any READ.ME files included with the software for any changes in the software not printed in the manual. 1 INTRODUCTION The idea behind Public Address is simple, computer programs don't have to be hard to learn or complicated to use. They also don't have to use two or three megabytes of your hard disk. When I was writing Public Address I kept this in mind. Public Address has a wealth of features and is still able to run on a single floppy disk (360K) with enough room left over for more than three hundred records. Public Address will do most anything that anyone would need, and it does it very fast too. Public Address will search through two hundred records in less than one second. I can also print two hundred records to disk in less that four seconds. I have a 286 running at 8 mhz and a 42 MB hard drive with a 4 to 1 interleave. The above testing was run using my system. Floppy disks are too slow for most any data base program to run efficiently. I recommend you run Public Address on a hard drive if you have one. This manual and program were written by Chris M. Davies Paradise Programming P.O. Box 1231 Shelton, WA 98584 Compuserve 70322,231 SHAREWARE =========================================== =========== _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER The Shareware concept has made it possible for you to obtain extremely powerful software at a price you can afford, and it gives you the opportunity to try the software before you register. Shareware is kept alive by YOUR support. 2 TABLE OF CONTENTS COPYRIGHT NOTICE . . . . . . . . . . . . . . . . . 1 TRADEMARKS . . . . . . . . . . . . . . . . . . . . 1 LIMITATION OF LIABILITY. . . . . . . . . . . . . . 1 INTRODUCTION . . . . . . . . . . . . . . . . . . . 2 WHY YOU NEED PUBLIC ADDRESS. . . . . . . . . . . . 4 PROGRAM DESCRIPTION. . . . . . . . . . . . . . . . 5 SYSTEM REQUIREMENTS. . . . . . . . . . . . . . . . 6 IN THE BEGINNING . . . . . . . . . . . . . . . . . 6 ABOUT DATA BASES . . . . . . . . . . . . . . . . . 8 THE MAIN MENU. . . . . . . . . . . . . . . . . . . 9 SEARCH MENU. . . . . . . . . . . . . . . . . . . . 9 DISPLAY SCREEN . . . . . . . . . . . . . . . . . . 11 PRINT MENU . . . . . . . . . . . . . . . . . . . . 11 ADDRESS EDITOR . . . . . . . . . . . . . . . . . . 14 PRODUCT SUPPORT. . . . . . . . . . . . . . . . . . 15 CONFIGURATION. . . . . . . . . . . . . . . . . . . 15 INDEX. . . . . . . . . . . . . . . . . . . . . . . 19 3 WHY YOU NEED PUBLIC ADDRESS AROUND THE HOME I use Public Address to remind me of birthdays and anniversaries. All you need to do is print from the birthday field and take your labels to the store and get the cards. You can do the same thing for Christmas or any other holiday. I also take pre-printed labels with me on vacation. I print the labels before I go and when I buy a post card, I'm ready! Also, Public Address may be useful for any clubs or support groups in which you participate. The phone book is worth it's weight in gold. You'll never have to write another phone number in the back of your phone book. REAL ESTATE If you have clients looking for a particular house or piece of property, just input their information in a record and put them in a group which describes the kind of house or property they are looking for. Example: 3BR 5ACRES or WATERFRONT could be a group name. There is no limit to the amount of group names you may have. Up to forty group names can be displayed on the screen. Public Address would also work well to keep track of rental property. INDUSTRIAL If you re-stock parts or just need to replace them once in a while, you'll never need to dig through that old stack of requisitions again. You can list all the parts you use under group names. For example, if you need a new motor, all you'll have to do is bring up the group name MOTOR, and a list of all the suppliers which you receive your motors from will be displayed. This would also work well in a warehouse. CLUBS You can keep track of all your members and use the birthday month as the month when memberships are due. Also, if you have to call a group of people, you can search for the group from the SEARCH MENU, display them on the screen and use the Dial feature to call each one. Remember, that Public Address also prints a phone book. 4 SHAREWARE AUTHORS You can create a group name for every program that you write and enter all the people under that group who have registered software. When an update comes out, just send that group to the printer and your newsletter is on its way. You can also keep track of the disk size and any other information you need in the memo spaces. PROGRAM DESCRIPTION Public Address is a very easy to operate Address Data Base. Public Address was designed to be inexpensive and useful for most small businesses or at home. It requires very little learning time and is extremely compact. It will work on a single floppy systems or notebook computers where disk space is at a premium. Public Address features non-case sensitive searches on whole or partial words. You can search on as little as one character. Public Address will search seven fields: 1) Group 2) Business 3) Name 4) City 5) Zip 6) Birthday Month 7) Country Public Address will print Labels, Envelopes, Phone book, Report, WordPerfect Secondary Merge File, and an ASCII File on the above fields. Public Address can be used on any dot-matrix or laser printer. If you or going to print envelopes on your laser printer, your printer will have to be Hewlett Packard compatible, (uses the PCL printer language). Public Address will print up to five lines per label. Everything that is printed or displayed is left justified, no big gaps between fields on your labels, (for a more professional look). Public Address has fields for: Group, Title, First Name, Last Name, Business, Address, City, State, Zip+4, Country, Birthday, Telephone Number, Fax number, and one- hundred sixty characters for memo space. There is no limitation to the amount of groups, records or input files you may have. You can fit over three- hundred records on a single 360K floppy with the program on the same disk. Password protection is provided and you can also dial your phone. You can configure Public Address to sort by Name or Zip-code and it will automatically delete duplicates. 5 I offer custom programming to anyone who has non-standard labels to print, at a very reasonable price. The phone book is printed by either NAME or BUSINESS and is on standard size paper. It is indented to allow for binding holes to be punched. The phone book is automatically sorted when printed. Public Address's version 2.1 phone book has been redesigned from the ground up. It includes last name, first name, business, city, state, dot-leaders and the phone number. You can have your return address printed on every envelope. Public Address will now allow you to send escape sequences to your printer for more automated setup. Anything that can be sent to the printer can also be sent to a file. Example: You would like to edit the phone book. All you need to do is go to the configuration menu and chose 7. There should be a string that reads LPT1. This is where your output goes. LPT1 is your printer port. Give this a VALID DOS name such as PHONE.BOK and then print the phone book from the PRINT MENU. The whole phone book will go to a file in the current directory and you can load this ASCII file into your favorite Shareware text editor and edit it. Public Address will even handle most overseas addresses. SYSTEM REQUIREMENTS 1) IBM compatible computer. 2) DOS version 2.1 or higher. 3) 384k of RAM. 4) A single floppy drive. A hard drive is preferred for greater speed and record capacity. 5) Any monitor will work. Public Address even supports Tandy 16 color. 6) A printer is needed to print labels. 7) A modem if you wish to use the dial feature. IN THE BEGINNING I tried to make Public Address work with a wide variety of computers and printers. Public Address has error checking for printers, but because of the wide variety of printers on the market, it would be impossible to have error checking for them all. This is why it is important that you set up your printer AND TURN IT ON when you print with Public Address. If you do not have your printer on when Public Address sends either an escape sequence or data to the printer, you will get a message 6 that tells you to check your printer. Make sure your printer is on and has paper. Then hit any key to continue. If you do not check your printer, you will get a DOS message that will look like this: Write fault error writing to device LPT1 Abort, Retry, Ignore, Fail? All you need to do is turn your printer on, make sure it has paper and hit R for Retry. Setting up your printer only involves making sure that it is on, has paper or labels, and is set to print 10 characters per inch with 12 point characters (the standard size for ASCII characters). The only exceptions to this would be if you are printing single labels, a report, or envelopes. In these situations you can use proportional printing, but you must still use 12 point characters. Everything is dependent on this size font. If you do not use this size, you may have unpredictable output. When you receive Public Address, you should back it up by making a copy. Just place the disk containing the program and all the files that came with it (listed below) in drive A of your system. From your DOS prompt, type (DISKCOPY A: A:) without the brackets of course. Just insert a blank diskette in drive A when it tells you to put the target disk in. The program should come with the following files on the diskette: 1) PA.EXE The main program file. 2) TESTPRT.COM A utility to check your printer status. 3) PAMANUAL.DOC This manual. 4) VENDOR.DOC Information to shareware vendors. 5) REGISTER.DOC Registration information and order Form! 6) INSTALL.COM Installation program. 7) YN.COM A utility file used by INSTALL.COM. 8) ENTER A utility file used by INSTALL.COM. 9) ASP.DOC Information about Shareware & Association of Shareware Professionals Public address may create other files that you specify as input or output files. The only files that are absolutely needed to run Public Address are PA.EXE and TESTPRT.COM. With these files in a directory or on a separate disk, you can start Public address by typing PA and hitting ENTER. A message on 7 the screen will inform you the program is checking the configuration at this time. If it does not find a file named CONFIG.DAT in the current directory, it will create one and put the default values in. If you have never used Public Address before, it will also create a file called PA.PAF. You can answer no and will be asked for another file name. You can enter up to 50 characters for the full path and name at this time. This file will be your input file. Public Address will always remember the last input file you used and load it next time you start the program providing your CONFIG.DAT file is in the current directory or drive. ABOUT DATA BASES A Data Base is a program that will store information for you and allow easy access to that information at a later time. You will usually be offered a choice as to how you want that information displayed, such as in the form of labels, envelopes, phone book, report, or you can also have it displayed to the screen. A Data Base will let you find this information on a number of search fields. Before we get started, there are some words that are commonly used when talking about a Data Base. FILES: A file is a collection of information with a physical name on disk. You can compare it to a file in a filing cabinet... one of the drawers. A valid DOS file name will have eight characters or less with a three letter extension or less. There are certain letters that are not allowed in a file name and you should check you DOS manual for that list. An example of a valid file name would be: ADDRESS.DAT Notice that I only used seven letters in the name with three letters for the extension. The name and the extension has to be separated by a period. RECORDS: A record is the information in a file. You can compare it to a file folder in the file cabinet drawer. A record will hold information on one person. You can have more than one record on each person and you can have as many records as your disk will hold in a file. FIELDS: A field is a part of a record that holds one piece of information. Public Address has fifteen fields. They are: Group (10), Title (15), First Name (10), Last Name (12), Business (30), Address (25), City (15), State (02), Zip+4 or Province (11), Country (23), Birthday (08), Phone # (14), Fax # (14), Memo 1 (80), and Memo 2 (80). The number in the brackets ( ) represents the number of characters in that field. Fields are searched when you want to view information or print. The fields you can search are: Group, Last name, Business, City, Zip, Country, and Birthday month. 8 THE MAIN MENU P) Password. P is not listed on the Main Menu, but is an option for you to create a password or to quit using one. Just hit P, and follow the directions. DO NOT FORGET YOUR PASSWORD! 1) EXIT TO DOS. This will take you out of the program, back to your DOS prompt. 2) SEARCH MENU. Search menu will enable you to search for information on anyone in the input file. You can search and display information on the screen, dial the phone, or print a single label or envelope. See SEARCH MENU later in this manual. 3) PRINT MENU. Print menu will enable you to print anything from the input file. You can also set up your labels here. You will need to do this before printing. You are also reminded of your label number on the title screen. See PRINT MENU later in this manual. 4) ADDRESS EDITOR. Address editor will enable you to add, edit, or delete records. See ADDRESS EDITOR later in this manual. 5) PRODUCT SUPPORT. This option provides you with all the information necessary to reach me in case you have problems, need special programming or want to register. See PRODUCT SUPPORT later in this manual. 6) CONFIGURATION. This is one of the most important options on the main menu. This is the first place you should go when you first receive Public Address. You will need to enter information so Public Address will know how to print for you. You also select your input file here. Please see CONFIGURATION later in this manual. SEARCH MENU The Search Menu is for searching and displaying information on the screen or printing one record at a time. The following choices are available from this menu: 1) QUIT. Quit moves you back one screen to the Main Menu. 9 2) GROUP. Group will ask you for the group name to look for. All the groups you have in your input file (up to forty) will be listed on the right hand side of your screen. You can type the group name in either upper or lower case letters. You can even type in part of the word. Example: You have three groups; one is named PA10, another is named PA20, and the last one is named PA21. If you typed in PA and hit enter, you would see all the records in all three groups. If you where to type in PA2, you would see all the records in the groups PA20, and PA21. If you where to type in PA21, the only group you would see is the one by that name. The more letters you enter the more exact the search. This works for all searches in all the fields with the exception of the birthday field. If you have some people that are not in a group, just hit ENTER and it will start displaying them one at a time on the screen. See (DISPLAY SCREEN). If you wish to see all of the records you have in your input file, type ALL in the group name and Public Address will display all the entries, one at a time. If no records are found, the following message will appear on the bottom of the screen: "THERE ARE NO MORE RECORDS TO SEE, HIT ENTER TO CONTINUE". This means you have looked through the input file and have either viewed all the records in that group or there are no records to view. If you couldn't find a record that you know is there, you should check your spelling and make sure you entered it correctly. 3) NAME. When you select 3 from the Search Menu, it will ask you for the person's last name. You must enter the person's last name or at least the first letter or two. Just as with GROUP from above. 4) CITY. City works exactly as Name. See Name above. 5) ZIP. Zip works exactly as Name. See Name above. 6) BIRTHDAY. When you select Birthday, Public Address will ask you for the person's birthday month. It must be as you entered it in the input file. An example would be 08 for August or 01 for January. Public Address will then display every record with a birthday in that month, one at a time on the screen. The birthday month is the first two characters in the birthday field. 10 7) BUSINESS. Business works exactly as Name. See Name above. 8) COUNTRY. Country works exactly as Name. See Name above. DISPLAY SCREEN With the Display Screen, you can view the information on your monitor without having to print it. You can also dial your phone if you have your modem on. You can print single labels or envelopes from this menu. The Display Screen will show you one record at a time. The screen is easy-to-read and will list the group the person belongs to, the person's name, business, address, city, state, zip, country, birthday, phone number, and fax number along with any memo. If you wish to see the next record hit ENTER. If you wish to exit, type 1 and you will be back at the SEARCH MENU. If you wish to dial the person on the phone, make sure your modem is on and type 2. If you wish to print a single label or envelope, turn on your printer and type 3. NOTE! You must be set up to print ONLY single labels or envelopes in order to print from the Display Screen. You must also have your output going to a printer and not a file. MAKE SURE YOUR PRINTER IS ON AND READY! PRINT MENU The Print Menu is for printing only. If you wish to view your records, go to the Search Menu first. The following choices are available from this menu: 1) QUIT. QUIT moves you back one screen to the Main Menu. 2) PRINT. If you choose PRINT, Public Address will ask if you want to print 2) A GROUP, 3) A NAME, 4) A CITY, 5) A ZIP , 6) A BIRTHDAY, 7) A BUSINESS, 8) A COUNTRY. Choosing one of these is just like choosing one on the SEARCH MENU except it will print the labels, envelopes, or file instead of display them. Most of your printing will be done from here. When you are set up to print labels, envelopes, WordPerfect Secondary Merge file, or ASCII file, you will choose this option. If you are printing a WordPerfect Secondary Merge file or ASCII file, you will be prompted for a file name. If you do not enter a name, Public Address will print to a file named WP{MAIL}.TXT for your WordPerfect Secondary Merge file and ASCII.TXT for your ASCII file. You can use a path and file name of up to 50 characters. 11 3) PHONE BOOK. If you choose PHONE BOOK from the menu, Public Address will print a phone book for you alphabetically, last name, first name, business name, city, state, dot leaders and the phone numbers as you have entered them in the input file. It does this for the whole input file. It will not print someone's name twice even if you have them in two or more groups unless they have two different phone numbers. If you have chosen to have your phone book sorted by business, the business name will be on the left side of the page instead of the person's last name. 4) REPORT. If you choose REPORT, Public Address will ask if you want a report for 2) A GROUP, 3) A NAME, 4) A CITY, 5) A ZIP, 6) A BIRTHDAY, 7) A BUSINESS, 8) A COUNTRY. Choosing one of these is just like choosing one on the SEARCH MENU, except it will print a report instead of displaying them. Type in the appropriate response and a report will be sent to your printer. The report contains all of the information you have in your input file and formats it in report form. 5) LABEL TYPE. This is where you format which label\envelope you would like to print on. EVERY TIME YOU WANT TO PRINT ON A DIFFERENT LABEL\ENVELOPE SIZE YOU WILL NEED TO COME HERE! Choose 1 if you have a Laser printer. All you need to do here is choose a label format you like and type in the appropriate label number. These label numbers are Avery label numbers. If you have Avery labels already, get the number from the box. In order to print envelopes with a laser printer, you will have to have one that is Hewlett Packard compatible. It has to understand the PCL language. When printing envelopes be sure to select envelopes on your printer menu too. Example: I have a Hewlett Packard 3P - I press the ON LINE button to take the printer OFF LINE, then I press the MENU button once and SIZE appears in the window I then press the + button till COM10 appears in the Window, I then press ENTER to select it and press ON LINE one more time to put the printer back on line. If you choose envelopes, you will notice an extension at the end of the description that is either PRO or FIX. What this means is you can print either PROportional fonts or FIXed fonts. You will need to access the internal fonts from your printer for this. If you are only printing envelopes, you can either set this up on the menu 12 from your printer or you can use initialization code to set up your printer from Public Address. See CONFIGURATION. Public Address automatically sets your printer to landscape for printing envelopes and resets it when done. Chose 2 if you have a Dot-matrix printer. Enter the appropriate four digit number for the label you want to print and hit ENTER. The envelopes Public Address prints for dot-matrix printer are tractor feed. If you choose to print envelopes, you will also be prompted to enter the line spacing between the last line on your envelope being printed (The country field on the sending address) and the first line on the next envelope being printed (your name on your return address). This number will be somewhere around 28 for most envelopes. To get a rough idea, figure six lines per inch. The easiest way to figure this is to measure from the top of one envelope to the top of the next. So let's say its seven inches. The formula would be 7 x 6 - 14 = 28 (envelope spacing). This is seven inches times six lines per inch minus fourteen equals what you should enter for envelope spacing. You may want to experiment with this before printing envelopes. Once you have it, you'll never have to change it again unless you change envelope size. Choosing 3 will allow you to print a mail merge file to be used with WordPerfect. You will be prompted for a file name when you print. If you do not enter a file name WP{MAIL}.TXT is the default. This file will be written to the current directory. The file that is created will contain the control codes that work with WordPerfect version 4.2 and 5.0. If you have version 5.1, you will need to convert the old codes. To do this; start WordPerfect and retrieve the mail merge file you just created with Public Address, press Ctrl-F9, chose C for (Convert Old Merge Codes:), then merge the letter in the regular way (check your WordPerfect Manual). The fields are as follows: Field-1 Title First-Name Last-Name Field-2 Business Field-3 Address Field-4 City, ST Zip+4 Field-5 Country Field-6 First Name Field-7 Title Last-Name Field-8 Phone Number Field-9 Fax Number 13 Choosing number 4 will allow you to print a straight ASCII file. It will look like a single label with page breaks. You will be prompted for a file name when you print. If you do not enter a file name ASCII.TXT is the default. This file will be written to the current directory. ADDRESS EDITOR When you select 4 on the Main Menu, it will take you to a menu which will ask you to 1) Quit, 2) Add, 3) Edit or Delete. Select 2 and the screen you will see is the Input Record Screen. The default for Public Address when doing any editing is type-over. You must press your Insert key if you want to be in the insert mode. When you are in the input record screen, enter the information into the appropriate place, tab to the next field and repeat the process. The LAST NAME and/or BUSINESS NAME are required for each record. If you don't have a last name or a business name, it will not write your record and will drop you out of the editor back to the ADDRESS EDITOR Menu! When you are finished with the record, hit ENTER. The record will be written to disk, the counter at the top of the screen will increment one and the cursor will return to the group field again. All the data you entered will remain in the same fields so you can enter the same person in more than one group, all you will need to do is change the group name and hit ENTER. If you want to clear all the fields, just hold down the Ctrl key and hit the End key (Ctrl-End). This will clear all the fields so you can enter the next record. When you get all your records entered, press Ctrl-End to clear all the fields and hit ENTER. This will take you back to the ADDRESS EDITOR Menu. There are lots of ways to get around in the Input Record Screen. I suggest you try using your Arrow keys, Page up, Page down keys, Tab, and Shift-Tab. If you lose power on your system, you will not lose any of your work because Public Address writes to disk all of your data every time you hit ENTER. If you select 3 from the ADDRESS EDITOR menu, Public Address will take you to a screen which will ask what to look for: 2) GROUP, 3) NAME, 4) CITY, 5) ZIP, 6) BIRTHDAY, 7) BUSINESS, 8) COUNTRY. After you choose one, type in the response, hit ENTER and you will be in the edit screen. The record you ask for will be displayed to the top of the edit boxes in green. If you want to edit a record, select 2 and press ENTER and the cursor will be placed in the group box. You don't have to change all the fields, just the field you want updated. Example: you want to give someone a new address, TAB to the address field and type in the new address and hit ENTER. The record is then updated and 14 you are returned to the menu with the same record in the edit screen. You can edit as many fields as you need. To clear a field just put an asterisk (*) in that field, if you want to delete someone from your list, select 3 on the menu. Use caution when you do this. Once a record is deleted, it is permanently removed from your file. Do not forget you may have someone in more than one group. You will need to delete them from every group. If you choose 4 on the menu you can add the record to another group. Note! this will not delete the person from any group, it will create another record for that person and change the group name. Once you have seen all the records that were being searched, you will get a screen which informs you the input file is being re-sorted. Once the file is re- sorted, you will be returned to the ADDRESS EDITOR menu. PRODUCT SUPPORT When you select 5 from the MAIN MENU, you will see a couple different screens depending if you are registered or not. Basically, the screens will tell you how to order Public Address or how to get in contact with me for questions you may have. There is a 1-800 number to call FOR ORDERS ONLY! Please do not call this number for information on the program. All they know is how much the program cost and how to send your order as fast as possible. If you need information on the program, please write me or send E-mail on CompuServe. I will answer all letters from registered users as well as people evaluating Public Address. Any suggestions on improving Public Address would be appreciated. I really do listen! CONFIGURATION When you select number 6 from the MAIN MENU you will see the CONFIGURATION SCREEN. You will have the following choices. 1) QUIT. Quit will take you out of the Configuration menu and update the CONFIG.DAT file. 2) PRIMARY SORT FIELD. This is what your input file will be sorted on. Valid choices are either Name or Zip-code. Enter N or Z in this place, upper or lower case. When you enter N the primary sort field will be last name, the secondary sort field will be first name. When you enter Z the primary sort field will be Zip, the secondary sort field will be last name, the third sort field will be first name. 15 3) PRINTER TYPE. This is for the type of printer you will be using with Public Address. Valid choices are Laser or Dot-matrix. Just put L or D in this place, upper or lower case. 4) PHONE TYPE. This is for the type of phone you have. Valid entries would be either Tone or Pulse. You can put either T or P in this space, upper or lower case. 5) PHONE BOOK SORT. This has nothing to do with the Primary Sort Field from above. This will dictate the kind of phone book you choose. The phone book can either be listed by Name or Business. Valid entries would be N or B, upper or lower case. 6) PHONE PORT. This is the COMmunication port you are using on your system. All you need to do is enter the COM port number. Valid COM port numbers would be 1, 2, 3, or 4. Most people would use either 1 or 2. This entry is not needed if you are not going to use the Dial feature. 7) PRINTER PORT. This is where all your output will go. You can designate any port you have your printer connected to. Valid ports would be LPT1 through LPT4 or COM1 through COM4. Please use either all upper or lower case letters when entering port names. You can also enter any VALID DOS NAME, and all your output will go to that file. Be careful! If you enter a file name that already exist that file will be overwritten. You can also enter path names up to 50 characters total. An example: C:\ADDRESS\LABELS.TXT You must remember to change this file name every time you print or the previous file will be over written. The data IS NOT appended to the end of the file. 8) INITIALIZATION CODE. This is where things get complicated or, depending how you look at it, where Public Address will make your life a little easier. Initialization code is what is referred to as Printer Escape Sequences. These are used to set your printer up for printing so you will not have to go to your printer menu every time you start Public Address. Let's say you have a laser printer and you have the defaults on the printer menu set to print in landscape mode. When you run Public Address, you need to print in portrait and you do not want to reset the printer defaults. All you would need to do is put a string in this field like this: /&l0O This would set the 16 printer to portrait orientation. The / (forward slash) is how you enter the Escape code <Esc>. Every time you need to enter an <Esc> code, just hit the forward slash. If you have a HP Laser III with internal fonts, you could use an Initialization Code like this: /&10O/(8U/(s0p10.00h12.0v1s0b3T. This would set your printer to portrait, with ROMAN-8 symbol set, Fix Font, 10 cpi, 12 point, Italic medium courier. You see, it can get a bit complicated. Read your printer manual carefully before using this feature. This feature may not work with all printers and if you are printing laser envelopes DO NOT TRY TO SET THE ORIENTATION! Public Address automatically sets the orientation to landscape when printing laser envelopes. You can only enter an escape sequences for the fonts when printing envelopes. If you are unsure, just leave this place blank. Or in the true spirit of Shareware, TRY IT. When your printer sees the Escape character, an ASCII 027, it knows the following characters are instructions and not printable characters. If you get these characters wrong, unexpected things could happen. When Public Address sees / (the forward slash) it turns it into an ASCII 027 (a left arrow) so you will see a left arrow in place of the /. This is perfectly all right. The Printer Escape Sequences have to ALL be entered as characters and not decimals. You can not enter 027 in place of the <esc> "/" character. Check your printer manual for a list of printer escape characters. 9) ADDRESS FILE AND PATH. This is your input file. (The file Public Address accesses to store or find your records). You can have as many input files as you want, but you can only use one at a time. This is where you put the full path and name. You do not need a path if the input file is in the current directory. You can use up to 50 characters. If the file you enter does not exist, Public Address will create it. It must be a valid DOS name. If you do not use a valid path, you will be dropped from the program. Always use a valid path. THE DIRECTORY YOU SPECIFIED MUST EXIST. You can use different input files for different people, such as work and home or maybe different clubs. Remember... the phone book prints the whole input file. You might not want your friend's phone number showing up on the company phone book. 17 0) RETURN ADDRESS. Here, you enter the return address you want on your envelopes. EVERY ENVELOPE YOU PRINT WILL HAVE THIS RETURN ADDRESS! If you have preprinted envelopes or if you do not want a return address printed on every envelope, leave this place blank. If you decide to use this feature, just type your name, business name, and address, up to five lines and 40 characters on each line and hit ENTER at the end of each line. Public Address will take care of the rest. You can edit your return address at any time just by selecting 0 on the CONFIGURATION menu. To clear the fields, do everything you would for editing them except, hit the Delete key in the field you want to delete. 18 INDEX Address 5, 8, 11, 13, 14, 18 ADDRESS EDITOR 9, 14, 15 ADDRESS FILE 17 Ascii 5-7, 11, 14, 17 ASCII.TXT 11 Birthday 4, 5, 8, 10-12, 14 Birthday month 4, 5, 8, 10 Business 5, 6, 8, 11-14, 16, 18 City 5, 6, 8, 10-14 COMmunication port 16 Configuration 7, 9, 13, 15, 18 Country 5, 8, 11-14 Custom programming 6 Data base 2, 5, 8 Delete 5, 9, 14, 15, 18 Dial 4-6, 9, 11, 16 DISPLAY SCREEN 10, 11 Dot-matrix 13, 16 Edit 6, 9, 14, 15, 18 Envelope 5-9, 11-13, 17, 18 Escape sequence 6, 16, 17 EXIT TO DOS 9 Fax 5, 8, 11, 13 First Name 5, 6, 8, 12, 13, 15 Group 4, 5, 8, 10-12, 14, 15 Initialization code 13, 16 Label 5-9, 11-14 Landscape 13, 16, 17 Laser 5, 12, 16, 17 Last Name 5, 6, 8, 10, 12-15 Memo 5, 8, 11 Merge 5, 11, 13 Password 5, 9 Phone 4, 5, 8, 9, 11-13, 16, 17 Phone book 4-6, 8, 12, 16, 17 PHONE BOOK SORT 16 PHONE PORT 16 PHONE TYPE 16 Portrait 16, 17 PRIMARY SORT FIELD 15 PRINT MENU 9 PRINTER PORT 16 PRINTER TYPE 16 PRODUCT SUPPORT 9, 15 QUIT 9, 11, 15 RECORDS 8 Report 5, 7, 8, 12 Return address 6, 13, 18 Search 2, 4, 5, 8-11 SEARCH MENU 9 Shareware 1, 6, 7, 17 State 5, 6, 8, 11, 12 Title 5, 8, 13 TRADEMARKS 1 WP{MAIL}.TXT 11 Zip 5, 8, 10-15