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B I B L release 6.4 (c) 1991,92 GMUtant Software Clyde W. Grotophorst Route 1, Box 296 Hamilton, Virginia 22068 U.S.A. This documentation covers both the SHAREWARE and REGISTERED versions of the package. An [R] appears in the left margin when a registered-version-only feature is discussed. Non-registered users of this software are granted a limited license to make an evaluation copy for trial use on a private, non-commercial basis, for the express purpose of determining whether BIBL meets their needs. At the end of this trial period, (30 days) you should either register your copy or discontinue use. Registration licenses you to use the product on a regular basis. Registration also provides you with access to the GMUtant Online BBS ((703) 993-2219) as a registered user--where you may receive support, leave questions, requests for enhancements, or download the latest release of the program. The registered version offers expanded capabilities. Registering BIBL will also allow you to download special programs from the GMUtant OnLine BBS--for example, BIBL286 is a version of BIBL using machine code for the 80286 or 80386 processor. This allows BIBL to take better advantage of these CPUs and creates a slightly smaller BIBL.EXE file. Registration requires a contribution of $ 39.00 to the author, as a reimbursement for the time spent working on this program. Once you have registered, you will be given a registration number. You may 'upgrade' your SHAREWARE version to REGISTERED by entering that number into BIBL (via CONVERT on the maintenance menu). By using this method, you may instantly upgrade any subsequent release without having to call our BBS to download the file. * * * * * If you have registered a previous version of BIBL, you are also a registered user of any subsequent version. You may upgrade at any time by sending $ 5.00 to the address below. The latest version will be sent by return 1st Class mail (specify disk size). * * * * * Send your name, address and registration payment to: Clyde W. Grotophorst Route 1, Box 296 Hamilton, Virginia 22068 ** CREDIT CARD ORDERS ** You may also order the registered version of BIBL from Public (software) Library with your MasterCard, Visa, American Express, or Discover Card by calling 800-2424-PSL or 713-524-6394 or by FAX to 713-524-6398, or by CompuServe to 71355,470 or by mail to PsL, P.O. Box 35705, Houston, Texas 77235-5705. These numbers are for ordering only. The cost is $ 39.00 which includes a copy of the latest registered version to you by return 1st class mail. BIBL (6.4) (c) 1991, GMUtant Software = 2 = We've included sample records with BIBL for demonstration purposes. The sample database and index are inside BIBLDEMO.EXE. Type BIBLDEMO at the DOS prompt to extract these files. You may delete DEMO.DAT and DEMO.IX when you are ready to begin entering information you want to keep. To see the sorts of things included in the sample file, and to study how you might use the fields in a BIBL record, activate BIBL then press L, the last record in the file will display. Press [B] to move backward through the file. Q U I C K S T A R T Copy BIBL.EXE to a sub-directory on your disk (e.g., C:\BIBL) then type BIBL to activate the program. If you have not extracted the demo database, enter the name of the database you want to create. If you want to use the sample database instead of beginning with an empty one, type BIBLDEMO before running BIBL. This will extract the demonstration files (DEMO.DAT and DEMO.IX). Minimum files needed: BIBL.EXE and BIBL.HLP BIBL Features [SHAREWARE and REGISTERED]: - an unlimited number of databases are supported. - more records from one database to another - menu-driven. - mouse-support for most areas of the program. - easily understood user interface (bounce-bar menus or accepts first letter of each command). - five indexes are maintained (in a single file) for fast retrieval and sorted extracts (author, author/title, title, subject, and descriptor). - up to 8 words from the descriptor field are indexed individually. - produces bibliographies in several forms (brief, annotated, full (and with registered version, labelled) based on information in any field. Each bibliography is sorted by author, then within author, by title. Registered version also supports searching *anywhere* in a record for matches. - user-selected fields for output (soft return option available). - when no match is made on an indexed search, BIBL displays where in the index your query would have appeared (near misses). - produces a wide variety of lists (in ASCII form) which may be printed or edited with any word-processor that accepts ASCII files for input (most do). - use WordPerfect or other large program as your external editor/viewer/printing program. BIBL uses complex memory management routines to enable even WordPerfect to run as a 'child' process. - if desired, BIBL will run in a 'read-only' mode. This allows copies of your database to be accessed by the public but protects against editing, deleting or otherwise modifying the file. - BIBL offers an ASCII file viewer that supports a mouse, and is moveable, resizeable, and ZOOMable. - Index graph shows progress as indexing/reindexing occurs. - ability to print or save to disk any individual record. - main menu screen always reports active database and number of records in that file. - verification of keywords during data entry (if desired) BIBL (6.4) (c) 1991, GMUtant Software = 3 = Features (continued) - empty records (e.g., after deletions) are used as new records are added. - BIBL shells out to PKZIP, LHA or ARJ to create compressed backup copies of your database. BIBL will find the compression utility if it exists ANYWHERE on your DOS path. - Boolean AND, OR, NOT searching supported for ALL fields. Up to four terms may be used. May also limit search to descriptor field. - Selected reports (list of subjects, list of titles, etc) may be viewed onscreen and/or sent to disk. - BIBL can produce a comma-delimited file of the database. - any ASCII file may be used for display when I (INFORMATION) is pressed on the main menu. - Shell to DOS (heap compression frees additional memory) - Use an external program as your file viewer (editor/printer) REGISTERED version adds these features: - BIBL will store index data in EMS (Expanded Memory) if it is available on your system...otherwise, a 40% of available RAM (after BIBL loads) is devoted to in-memory index storage. BIBL will allocate up to 33% of available EMS to index storage. EMS speeds retrieval and cut reindexing time for larger databases. In tests on systems without disk caching, we found an average improvement of 33%. - Using the "LABELLED" output option under BIBLIOGRAPHIES, you may create an ASCII (*. BIX) file of records suitable for import to other databases via the ASCII Import option on the Maintenance menu. Using this method you also have the option of deleting exported records from your original file as they transfer. - Bibliographies (option D under EXPORT) as well as other reports may be created in 'word-processing' form (this will put soft returns in your file within a given citation, hard returns between them). This makes it much easier to do subsequent editing of your bibliography with a word processor. - Bibliographies. Registered version supports export of records based on ANY field in the record, not just Author, Publisher, Subject, or Descriptor. Even *anywhere* in the record. - When running a BOOLEAN search, you may send matching records to disk if desired. BIBL offers two formats for output (BIX or unlabelled). Selecting BIX format enables you to move the matching data to another BIBL database. BIBL (6.4) (c) 1991, GMUtant Software = 4 = Registered features (continued) - Store Datafiles and Indexes (*.DAT and *.IX) on another drive or in another subdirectory. This enables you to use BIBL on remote disks if desired (e.g., on a LAN). - Global Find & Replace for text in ANY field, across the database. - BIBL will run in 43/50 line mode. I N S T A L L A T I O N Copy BIBL.EXE and BIBL.DOC to a sub─directory. If you want to experiment with the sample database we provide, copy BIBLDEMO.EXE to this sub-directory as well. Type BIBLDEMO at the DOS prompt to extract the demostration files, then type BIBL to activate the program. After you have experimented with the capabilities of BIBL using the demo database, delete DEMO.DAT and the DEMO.IX file. When you next activate BIBL, you will have the opportunity to create a new (empty) database. Be sure your CONFIG.SYS file contains the following minimum values: FILES=20, BUFFERS=20. To find out whether your machine has a CONFIG.SYS file, issue the following commands: PROMPT $P$G [press return. You may already be using this prompt string, but if not, at least from here on out you will know what drive and sub-directory you are defaulting to.] C: [press return...we want to log onto the C: drive] CD\ [press return], this should put us in the root directory a 'C:\>' prompt should appear. If so, type the following command: DIR C*.SYS [press return] If you do not see a file named CONFIG.SYS in the newly displayed text, you can safely assume that one does not exist. To Create CONFIG.SYS: Issue the following commands at C:\> prompt (to be a bit more technical, while logged onto the root directory of the boot drive (typically C:) of your system): Copy Con: CONFIG.SYS [press return] FILES=20 [press return] BUFFERS=20 [press F6] BIBL (6.4) (c) 1991, GMUtant Software = 5 = You should receive a '1 file copied.' message. Reboot your computer. The CONFIG.SYS file is read only during initial boot of your system. Questions about this can be resolved by looking at your DOS manual. S Y S T E M O V E R V I E W BIBL (rhymes with nibble) is a simple to use online catalog for your personal library. Written in Turbo Pascal 6.0 and using full B-tree indexing (thanks to TurboPower's B-Tree Filer package), the system is fast, small, and very efficient. Menu-driven, BIBL can be used to track your book collection, article reprints, index your vertical file, manage a small office library, and so on... In most areas bounce-bar menus are used. To select a particular option, move the bar via the cursor until your desired operation is highlighted, then press RETURN. If you're a touch typist, you might prefer pressing the highlighted letter within (or just to the left of) the choice you wish to make (e.g., Press S to activate SEARCH on the main menu). On single line menus (e.g., when displaying matches), you may hit the highlighted letter to execute the command, or move between them via the TAB key. Clicking a mouse on your menu choice will also activate it. Command Line Switches ( DatabaseName or /p or /m or /v ) DATABASE SELECTION. Put the name (DAT extension unnecessary) of the database you want to use on the command line if desired. This will bypass the selection menu if you have more than one *.DAT/*.IX combination in the same subdirectory. For example: BIBL DEMO /m [RETURN] at the DOS prompt would activate BIBL in monochrome mode and open the database named DEMO. If on a monochrome monitor you find you can not clearly read the various BIBL status line displays, activate program with an '/m' switch (for mono), e.g., BIBL /M <cr>. OPAC (Online Public Access Catalog) . If you want to have others use your BIBL database but don't want them adding, deleting, or editing records, begin BIBL with the /p switch. This activates OPAC mode, disabling the Add function and Maintenance Menu. You may use any combination of command line arguments, in any order--with the exception that FILENAME if it appears must be the first one. [R] BIBL will also run in 43 or 50 line mode (EGA or VGA) if you [R] start the program with a /v switch. BIBL will automatically [R] detect hardware and make the appropriate setting. [R] Upon exit, the 25 line mode will be restored. If you use [R] WordPerfect 5.1 as your installed editor/viewer, and are [R] BIBL in the 43/50 line mode, your call to WordPerfect will [R] switch that package into 43/50 line mode as well. BIBL (6.4) (c) 1991, GMUtant Software = 6 = OPENING MENU When you type BIBL at the DOS prompt, several things happen... 1) the program allocates RAM for in-memory storage of the indexes. The SHAREWARE version sets aside 40K, the REGISTERED version uses 40% of available RAM (or 40K RAM and 1/3 of EMS). 2) if you are using the SHAREWARE version, a reminder to register screen appears (actually appears about 50% of the time). 3) the program next checks your disk to see how many *.DAT files can be found... a) One, BIBL opens that database. b) More than one, a pick-list appears. Saelect the file you want to use by moving the light bar with the cursor arrows until desired file is highlighted--then press RETURN (or double-click mouse on desired file). 4) the main menu appears. Main Menu Options L List items in the database. This option allows you to move through the database a record at a time. The records appear in the order in which they were entered into the system. Pressing L on the main menu takes you to the last record in the file (the assumption being that you are probably more interested in the more recent records). You may move about the file via the J (Jump) command--which 'jumps' you to the record number you enter. A Add an item to the file. Use for entering data into a database. Disabled with /p switch used at startup. S Search a database. Supports a variety of search types. E Export data. Enables user to produce a variety of reports, including bibliographies. V View ASCII file(s). Allows user to look at an ASCII file. If you are using the registered version, and have installed a word processing program (e.g., WordPerfect) as your external editor/viewer, then pressing V calls that program and passes the name of the file to view. M Maintenance functions. This function provides a variety of support operations (rebuilding indexes, creating new databases, deleting databases, Shell to DOS, backup, etc.). Disabled if /p OPAC switch is used when starting BIBL. D Database selection. Once you have created a second database, this function allows you to move between database files. BIBL (6.4) (c) 1991, GMUtant Software = 7 = Main menu options (continued) I Information on BIBL. Pressing I on the Main Menu causes the file BIBL.HLP to display in a window on your screen. To create your own help file, make an ASCII file and name it BIBL.HLP. You do not have to worry about page breaks or other formatting. Q Quit to DOS. Closes all files, halts program and exits. DATABASES BIBL can manage up to 200 distinct databases. While the structure of each database is the same, you may have several--enabling you to separate out records that belong together. Each 'database' consists of two files (*.DAT and *.IX). You create empty databases from the Maintenance sub-menu. Once created, you may select (or activate) a particular database via the Database Selection option on the main menu. I. ADDING RECORDS TO A DATABASE Each database is limited to 2 billion records although you'll run out of disk space long before that becomes an issue. To begin working toward that 2 billion, press A as the main menu displays. A blank record appears on the screen. Enter data in the highlighted fields. If you want to skip a field, just press RETURN when the cursor is inside that field's highlighted box. When you are finished, either press return when the highlighted box is in line 7 of the note field, or press ESC. BIBL will then offer a prompt line at the bottom of the screen, asking to file the record, continue editing, verify keywords or abandon it. You may click the appropriate response with your mouse or enter the highlighted first letter of the option you desire (e.g., A to Abandon). [Y] Yes, file record. This will add the record to the database and update the index file (unless all fields in the record are empty, in which case the command to file is ignored). [N] No, edit Record. Returns cursor to 1st field of record. [V] Verify. BIBL checks each descriptor against the database, showing you which ones are currently used. This helps with maintaining a 'controlled vocabularly.' [A] Abandon. Releases data and returns you to the main menu. BIBL (6.4) (c) 1991, GMUtant Software = 8 = BIBL INDEXING Five indexes are maintained in the single file: 1) the first 20 characters of the author field, 25 characters of the TITLE field, the entire SUBJECT field, each word (something with a space before and after it) of the DESCRIPTOR field (must be more than a single character), and a fifth index used to create temporary sorts (by call number, author/title, etc.). By putting all five indexes in a single file, performance is improved over systems that put each index in its own file--DOS does not allocate a large number of file handles for BIBL's use. Information is stored in upper case in the index file and your query is converted to upper case before a search begins--thus you don't have to worry about capitalization (although the way you enter data is the way it will display and appear in any ASCII file created by BIBL. FIELDS (Subject vs Descriptor): Most fields are obvious, but you might not be familiar with the distinction we're making between subject and descriptors. Put the most important term in the subject field and other less useful but desired descriptive terms in the DESC: field. EVERY word (anything between spaces) in the descriptor field is individually indexed. Caution: No term in the descriptor field can be longer than 20 characters (or it will be truncated to 20 characters in the index). The indexing algorithm considers a word to be anything between two blank spaces. If you have a compound term, include a '-' between the words so they'll be considered a single term (e.g., 'World-War-II' is considered 1 term while 'World War II' is three.). Up to 8 words in any one DESC field will be indexed. A single letter WILL NOT be indexed. Each 'word' must be longer than one character. LOCATION: You may use the location field for either a classification number (if your organization system is that evolved) or simply where you have stored the physical item referenced in the BIBL record. There are three ways under the EXPORT sub-menu to produce a report sorted on Location: Option [L] (C/A/T); Option [M] (User-Defines); or Option [O], Location First. The latter writes each citation with location text first, then author, title, publisher, and note. II. SEARCHING THE DATABASE To search, press S at the main menu, then via the light bar select which field you wish to search (Author, Title, Subject, etc.). Once you have selected the field you wish to search, a 'QUERY' box will appear. Enter the text you wish to locate in this box, at the 'Query >>' prompt. BIBL (6.4) (c) 1991, GMUtant Software = 9 = You may search text in ANY field of a BIBL record. Matches are made using your input as a stem; that is, if you enter SMI and SMITH exists, you'll get a match (it's called implied truncation). Note that while retrieval on indexed fields is very fast, searching non-indexed fields (e.g., line 3 of the note field) is much slower. On non-indexed fields, BIBL must read each record, comparing your query with the contents of the field. You may abort a non-indexed search by pressing any key to interrupt. On indexed field searches, if BIBL can not find a match for your query, it will display several index entries that come before and after where your query would have fallen in the index. As your database grows, this becomes more useful. If you want to abandon searching after you have selected a particular field to search, press RETURN instead of entering a search statement at the 'Query >>' prompt. You will be returned to the main menu. BOOLEAN SEARCHING (AND / OR / NOT) Use BOOLEAN search to search for up to 4 terms in a record. You may search either the full record or limit the search to the descriptor field. BOOLEAN searching does not use an index, so retrieval time is a bit longer. When the full record is searched, a high speed search algorithm (Boyer-Moore) is employed--this yields a significant performance improvement over searching just the Descriptor field--where BIBL uses a more traditional approach (reading each record and comparing the field to your input). [R] Registered version supports dumping the results of a boolean [R] search to disk. You may select either BIX format (for subsequent [R] transfer to another datbase) or plain ASCII (no labels, formatted [R] like QUERY.TXT entries). You give BIBL a name for the output file [R] and based on your format choice, the extension (BIX or TXT) is [R] automatically appended. LAN users: If you have directed BIBL to [R] look on a remote drive for the database (via BIBLPATH.CFG), the [R] BIX file will be put where BIBL.EXE resides, not where the [R] database (*.DAT and *.IX file) resides. III. EDITING/DELETING RECORDS IN THE DATABASE You may enter EDIT mode either via a search or by the LIST function (press E when the desired record displays. You may well find editing via LIST more efficient (since BIBL does not return you to the search menu after a change is made). As you first enter EDIT mode, the author's name field will be highlighted. Make any changes you desire, using the cursor arrow keys to move between fields. When you have finished making changes, press ESC (or RETURN if line 7 of the note field is highlighted). You will receive an 'OK to file (y/n)?' prompt. Respond with: Y - The index will be updated if editing changed an indexed field. N - Changes will be discarded. The original record redisplays. BIBL (6.4) (c) 1991, GMUtant Software = 10 = You may also enter EDIT mode via the 'List records in the database' option from the main menu. The only difference between editing from this menu choice instead of SEARCH is that BIBL will display all records in the database, beginning with the last record. With the 'Jump' command, you may find this method of editing superior to that offered during a search--you don't exit the loop after performing an edit. IV. SYSTEM MAINTENANCE The MAINTENANCE function offers several options: - Convert Shareware to REGISTERED. - Rebuild Indexes - Call External Editor/Call Up Any ASCII files - Shell to DOS - Install Editor/Viewer - UnInstall Editor/Viewer - Make a new database - Delete a database - ASCII Import (Read BIX files) - Global Change - Backup database (create ZIP, LZH or ARJ archive) A. CONVERT SHAREWARE to REGISTERED. With Release 5.25 we've introduced a new wrinkle, which should prove popular with registered users. Instead of having to obtain a new copy of BIBL with the registered features, you can instantly upgrade the shareware version and 'unlock' the registered features. Here's how it works: When you register, you will receive by return mail a registration number. Select option C under the Maintenance sub-menu, then enter the number EXACTLY as it appears. BIBL will verify that it is a valid number (we do some check-digit math in case you're interested in such things) and will then create an ASCII file (BIBL.REG) which stores that number. From then on, when BIBL activates from the DOS prompt, it will read that file, verify the number, and present you the user with a registered version of the program. The real value is that forever more you can upgrade any SHAREWARE release to REGISTERED, just by entering your secret number. Actually, as long as you leave BIBL.REG in your BIBL sub-directory, the upgrade process will be automatic. You won't have to check our BBS for the latest registered version or have to send us a disk or pay the extra $ 5.00 to receive one by return mail. If you see a newer shareware version on a BBS or CompuServe, download it and immediately have the benefits of an upgraded registered version. BIBL (6.4) (c) 1991, GMUtant Software = 11 = B. REBUILDING INDEXES BIBL includes an index rebuild function to create new indexes from the database file on demand. You may never need this function, but if add records through the ASCII import function; take a power hit during data entry, or experience some other sort of hardware (disk) failure, the index can become invalid or corrupted. Rebuilding indexes will correct any problems of this sort. When rebuilding the indexes, BIBL provides a graph which shows the status of the effort (0%-100% complete for each index). If you have fewer than 50 records, the blocks in the graph represent each record. You may also permanently purge deleted records from your file during the Rebuild Index function. If you answer "Y", the following steps occur: 1. Original database is renamed *.SAV (was *.DAT). A new empty database with the *.DAT extension is created. Note: Should you experience a hardware failure during the purge (for example, losing power on your PC), rename XXXXX.SAV to XXXXX.DAT and run BRX. 2. A new fileblock (database and index) are created. Records are read from the *.SAV file and those not marked for deletion are copied to the new (*.DAT) file. 3. Some preliminary indexing occurs on the new file. 4. New file/index block closed. If copy of new records was successful, the *.SAV file is then erased. If you experience SERIOUS problems with your database, run the utility program BRX which rebuilds both the datafile and index. C. CALL EXTERNAL EDITOR/CALL UP ASCII FILE You may view your savefile (QUERY.TXT) or any other ASCII file from within BIBL. The viewer built into BIBL is quite powerful. It responds to a mouse with the following options: Click on small box in upper left..................closes window. Click on scroll bars......................move through the file. Click on [arrow] in upper right corner.....ZOOMs to full-screen. Click on top line of window ..........move window around screen. Click on lower right corner, then drag,,,........resizes window. BIBL (6.4) (c) 1991, GMUtant Software = 12 = Keyboard commands: F5 Zoom the view window to fill the screen. F5 a second time to restore original size. ALT-F5 Resize the window (Press ALT-F5 then with the cursor keys size the window until it meets your needs, then press RETURN. CTRL-F5 Move the window. Press CTRL-F5 then move the window with the cursor arrow keys. Press RETURN when done PgUp/PgDn Move up and down a screen at the time. CTRL PgUp/PgDn Move to the top or bottom of the document ESC or F10 Close the window and return to BIBL. If you have an external program linked to BIBL, that program is called and passed the name of the file you want to view. D. SHELL TO DOS BIBL allows you to drop out of the program momentarily and return to your DOS prompt. This option allows you to delete files, use a program like LIST to view a file, check disk space, or do other DOS-type things. BIBL provides a special prompt to remind you to enter EXIT to return to the program. When you type EXIT, BIBL will reactivate and check to see that the operating system is still defaulting to the sub-directory where your BIBL files are kept. If not, BIBL will change to that drive and directory before continuing. If BIBL is unable to change to the original sub-directory, you will receive a message to that effect...so you can manually issue the command (e.g., CD\BIBL <cr>) from the DOS prompt. E. INSTALL EDITOR/VIEWER BIBL allows you to specify some program other than BIBL to handle viewing of your save file or other text files as well as editing and printing of reports. The program you use must be capable of accepting a file name as a command line argument (e.g., WP filename <cr>). BIBL will send the name of your external program (drive, path, program name and extension) to DOS as well as the name of the file (drive, path, filename, and extension). This allows you to access an external program on another drive if desired. BIBL (6.4) (c) 1991, GMUtant Software = 13 = BIBL creates a simple configuration file (BIBL.CFG) when an external viewer/editor is defined. If you want to remove the editor/viewer altogether, just delete the BIBL.CFG file. If you later install another package, BIBL will create the configuration file again. Note: UNinstall Editor will accomplish this deletion for you. BIBL swaps most of itself out to disk (or EMS if available), freeing up more system memory for your editor/viewer. EMS will be automatically used if available, otherwise the swap is to disk. While the program normally requires 350K or more to run, after compressing itself and swapping out, a 55-65K kernel of BIBL remains in memory--enabling you to use a very large program (e.g., WordPerfect) as your editor/viewer. When the external program finishes, BIBL returns! If BIBL encounters a problem (too little memory, invalid name for the viewer/editor program, viewer/editor not found in path, etc.), it will just ignore the request and return to the main menu. Once installed, the name of the viewing program (no extension) appears on the BIBL main menu in the VIEW option bar. F. MAKE A NEW DATABASE. To create a new, empty database, press M on the maintenance menu, then enter a name for the database file. You may enter up to 8 letters for your database name. You should try to give the file a name that will later give some indication of the file's contents. TIP: When creating databases, give your most popular file a name that sorts first. The Database Selection option on the main menu sorts the various *.DAT files before displaying them. The first file in the list will be highlighted when the list displays. If it is the file you want, just press RETURN (or ESC). Note that you can also specify a database on the command line when activating BIBL from the DOS prompt (e.g., BIBL Myfile). G. DELETE A DATABASE. You may use this function to delete a database and it's associated index file. You may also delete a database and index by simple using the DOS delete command while at the DOS prompt. BIBL dynamically determines your databases by scanning the directory where BIBL.EXE resides for files ending with the *.DAT extension. You may NOT DELETE the database you are currently using. BIBL (6.4) (c) 1991, GMUtant Software = 14 = H. ASCII Import Using the ASCII import option enables you to read any labelled ASCII file into the currently active BIBL database. The file separated with **'s and each line is labelled. The labelled option under the Export Menu creates this format as does the Transfer option when displaying an individual record. If you want to experiment with ASCII import (say you're trying to import an ASCII file from some other source--like bibliographic data downloaded from a CD-ROM), you should follow these steps: 1. Use MAKE A NEW DATABASE option on maintenance menu to create a database called something like TEST 2. Use DATABASE SELECTION on the main menu to select the TEST database. 3. Run ASCII import from the maintenance menu. You BIX file must be in the same subdirectory where BIBL.EXE resides. 4. After reviewing the results (the records added to TEST), select the database you want to use and run ASCII import again. When finished, you can delete TEST.DAT and TEST.IX via Delete a Database (on the maintenance submenu). For CD-ROM downloads from ERIC, ABI/Inform, PsycInfo and Medline get CD2BIBL...from the GMUtant BBS or Compuserve (IBM APPS). I. GLOBAL CHANGE You may make global changes ('find & replace') to text in any record across your database. The unregistered version is limited to making these global changes on the Subject and/or location fields. [R] The registered version of BIBL allows you to change the text [R] in any field of all records for a given database. To make a global find and replacement, select the field you want to modify (the database will be the currently active file--the database that displays on the status bar at the bottom of your screen). After selecting the field to modify, you must next enter the original text (what's currently in the record(s)) and then the new text. In both situations (the finding and the replacing) the case of the text you enter is significant and your 'find' input must match the database EXACTLY. Be advised that the subsitution you instruct BIBL to make will occur anywhere BIBL finds a match for your 'change' text. Without a bit of thought on your part, this can quickly become a nightmare. If you elect to change a short word--one that also appears as part of a larger word in the same field--you can have problems. For example, asking BIBL to change NETWORK to LAN can (if you also have NETWORKING in the same field) lead rather quickly to LANING... You are not limited to whole word changes (if the text you enter happens to match a few letters inside another word in that field, it will be changed. Again, think your change through before you begin. BIBL (6.4) (c) 1991, GMUtant Software = 15 = It is possible that the length of your replacement term(s) will force the truncation of the field. For example, if your descriptor field has 60 characters and you change one 5 letter word to a 15 letter word, the field would now be 75 characters long...so the last 5 characters of your field after the 5 letter word becomes a 15 letter one will be chopped off. V. OUTPUT OPTIONS / REPORTS / BIBLIOGRAPHIES While BIBL offers only limited print support, it will dump your database to disk in an ASCII file--which you can then edit and print using your favorite word processor. Blank fields do not appear in the ASCII files BIBL creates. (the exception being DELIMITED format). You may select Author, Title, Subject, Delimited or the order records appear in the database. Note that each time you call the dump to disk routine it overwrites any previously created file. Here is a list of the files created via the Export function. Where you are given the option of naming the file, you should use a *.TXT extension when possible. This will allow you to see all available export files under the CALL EXTERNAL EDITOR function when you accept the default *.TXT mask. Content Name BIBL will give ASCII file Author AUTHLIST.TXT (sorted by author, then title) Title TITLLIST.TXT Subject SUBJLIST.TXT Delimited BIBLDLM.TXT Labelled BIBLLIST.BIX You may assign names to these files...and include a pathname if desired. For example, to put the file on a floppy, preceed the name with A: (e.g.,A:MYFILE.TXT). Bibliographies User names this file. Registered version also offers option of using SOFT RETURNS. Keyword List KEYWORD.TXT (user can rename) Title List TIBRIEF.TXT Subject List SUBRIEF.TXT Author List AUBRIEF.TXT A/T/L (Author/Title/Location) ATLLIST.TXT L/A/T (Location/Author/Title) LATLIST.TXT User-Defined User names this file. WP format available. Title First TITLES.TXT (user can rename). Soft returns. Location First LOCATION.TXT (user can rename). Soft returns. BIBL (6.4) (c) 1991, GMUtant Software = 16 = BIBL can create ASCII files (full, annotated or brief form) for all records that contain your search string. [R] The registered version also supports LABELLED output of [R] bibliographies. Using this feature and the ASCII Import [R] option on the Maintenance menu, you can select out records [R] from one database based on text that appears in a given [R] field, then use ASCII Import to read those records into [R] another database. This gives you an 'automatic' means of [R] moving records from one database to another. [R] Registered version supports bibliography creation on ANY [R] field in the record. The registered version of BIBL also [R] provides the option to create output files using soft returns [R] (instead of hard ASCII returns) after each line. This [R] greatly simplifies subsequent editing if using a word [R] processor that supports a variety of fonts. Annotated form will produce a listing with author, title, publisher and the notes fields. Brief includes only the author, title, and publisher field. Below, a sample 'annotated' reference appears: Bratley, Paul and Choueka, Yaacov Processing Truncated Terms in Document Retrieval Systems. Information Processing and Management v18 n5 p257-66 1982 Presents uniform and efficient approach for processing all truncated query terms in information retrieval which requires one disk access to obtain from the permuted dictionary all strings represented by truncated term. The problem of the overhead storage required to implement the permuted dictionary is discussed. Fifteen references. You assign the name for the bibliography output file. If the name is already in use, BIBL asks you to use another name. Note that using the Word Processing [WP] format option will produce a citation where fields follow one another on a line. A hard return follows the PUBL field. Bratley, Paul and Choueka, Yaacov. Processing Truncated Terms in Document Retrieval Systems. Information Processing and Management. v18 n5 p257-66. 1982. 'Smart' Punctuation [WP format] [R] As BIBL creates your bibliography, it will check to see [R] if each field ends with punctuation. If so, the existing [R] punctuation will be written to your file. If not, BIBL [R] will add periods after each field. This saves you having to [R] use end-of-field punctuation in your BIBL database entry. BIBL (6.4) (c) 1991, GMUtant Software = 17 = DELIMITED FORMAT Delimited format is used when you want to move your BIBL database to dBASE or some other database system (why?). The next few paragraphs point out a few things you should be aware of: Note that in delimited format BIBL will change any quotation mark that appears in the Title, Descriptor, or Note fields to a single quote--to preserve the exported data's integrity. If any double quotes were to appear in the exported data (that is, anywhere other than between the fields), the the importing program might not process the data correctly. For example, if you have: Jones is author of the article, "This is My Life's Work." in your note field, under delimited format, BIBL will export: "Jones is author of the article, 'This is My Life's Work.'" A CR/LF appears at the end of each record. dBASE will accept this for input if you first set up a dBASE file with the proper structure. Use the field lengths as they appear at the end of this documentation. With the database structure created, activate dBASE and issue the following command: . USE MYBOOKS <cr> . APPEND FROM BIBLDLM.TXT DELIM <cr> LIST SUBJECTS/LIST DESCRIPTORS (Keywords) You should use these export functions periodically to check the uniformity of your subject headings and descriptor fields. For example, if your list shows you have 10 items under computer and 1 under computers, you should edit the COMPUTERS entry (changing it to COMPUTER). As an aid in helping you identify the records, a bit of the title is included with each entry. Note that there is an entry in the list for each heading in a record (if you have 10 records with the subject BASEBALL, you'll get 10 entries for BASEBALL in the SUBRIEF.TXT file). KEYWORD.TXT - this option lists all terms used in the descriptor field of your database. With each term, the number of times it appears is also listed. This list can be a big help in eliminating redundant terms and consolidating similar terms to yield a stronger database. Related Topics Send To Disk. Beyond creating large reports, during any search you may elect to send a copy of a single record to an ASCII file (QUERY.TXT). Each time you press 'S' a copy is appended to this file. When you are finished with the file, delete it (via DOS) or rename it. Then when you next send a record to disk, BIBL will create a new copy of QUERY.TXT. BIBL (6.4) (c) 1991, GMUtant Software = 18 = Transfer: Any time an individual record is displayed, you have the option of copying it to a transfer file (TRANSFER.BIX). Pressing T (or clicking on the word 'Transfer' will add the record to TRANSFER.BIX. To move the records in TRANSFER.BIX use ASCII import on the maintenance menu. Be sure to delete any existing TRANSFER.BIX file if you want to make a file of new records...if TRANSFER.BIX exists on your disk, transferred records will be appended to it. If it is missing when 'T' is pressed, BIBL will create a new copy of it. [R] Registered users can also transfer records in groups, based [R] on text occurring in any field. Select [R] Bibliographies/Transfer on the Export [R] menu, then proceed as you would when creating a bibliography. [R] When prompted for output format, select Labelled. You will [R] next be asked if you want to delete transferred records from [R] your original file. You may want to run this option once [R] before you go back and ask BIBL to delete copied records [R] (just to verify that you did retrieve the records you [R] wanted AND to insure that you were able to import them [R] to another database successfully). IMPORTANT [R] Once you ask BIBL to delete these records, they will be [R] gone...deleted from the original database which will then be [R] packed and re-indexed before returning to the Main Menu! USAGE NOTES / TIPS A. Here are some of the ways we've heard BIBL is being used: - as an online index to a personal book collection. - tracking magazine articles. - indexing a vertical file (for non-library types, a vertical file is usually a filing cabinet of clippings, brochures, etc.). - using BIBL instead of 3x5 cards for research. - tracking reserve reading materials in a corporate library. - with /p (OPAC) switch set, running BIBL as a DOOR on a BBS to provide users an online catalog. - Managing an office library. - A public service agency has 30+ copies of BIBL. The home office creates databases and sends them out to branches. With OPAC mode set, the integrity of the files is preserved. B. Using WordPefect (5.0 or 5.1) as your external editor (or viewer or printer) with BIBL While BIBL does not possess a direct interface to WordPerfect it does work particularly well with that word processor. Follow the sequence below to install WordPerfect as your editor/viewer: BIBL (6.4) (c) 1991, GMUtant Software = 19 = Note: the sequence is the same for any word-processor...just be sure that the program accepts a filename to edit on the command line (e.g., WP MYFILE [RETURN] on the DOS command line will start WordPerfect and load a file named MYFILE). WordStar also behaves this way as do other programs. 1. Select MAINTENANCE from the BIBL main menu (press M) 2. Press I (Install Editor/Viewer). 3. Enter the full path name to your copy of WP.EXE (e.g., C:\WP51\WP.EXE). Now, when you select CALL UP ASCII FILE under the MAINTENANCE option, BIBL will load WordPerfect and pass along the name of the file you want to view, edit or print. When you are finished with the document, press F7 to save and then exit WordPerfect...you will be returned to BIBL. The file you worked on is stored on the drive and sub-directory where BIBL.EXE resides. C. Remote Drives / LAN usage (registered version only). [R] You may store your database and index files on a [R] drive/sub-directory other than were the BIBL.EXE file is [R] kept. This will allow you to use BIBL on a LAN or in an [R] environment where disk drives are shared between users. While [R] BIBL is still a single user product (network version of BIBL [R] tentatively scheduled for release in early 1992), you can [R] store your database and index on the server disk. IMPORTANT: BIBL databases MUST reside in a subdirectory, not the root directory, of any remote drive you use. For example, say you want to put a BIBL database and index (*.DAT and *.IX) file on a RAM disk. Be sure to create a subdirectory on your RAM drive and move the files there. Do not simply create a drive (e.g., D:) and copy the files there. If you try to run BIBL using a root directory, you'll get a error about locked databases and the system won't operate! To point BIBL to some location other than the drive/directory where BIBL.EXE resides, you must create a configuration file. Name of file: BIBLPATH.CFG Location: Must reside in same directory as BIBL.EXE Purpose: When BIBL first initializes, if it finds BIBLPATH.CFG it opens the file and reads the data path statement. That path then is added to all subsequent database access calls. Format: ASCII text file that contains the following statement: DATAPATH=X:\XXXXX where X:\XXXXX is the full path name of the subdirectory you want to use for storing the database & index file. BIBL (6.4) (c) 1991, GMUtant Software = 20 = Example: Suppose you store BIBL.EXE in your C:\BIBL subdirectory, and you want to put your datafiles and indexes on the fileserver (say, drive H:) and in a special subdirectory reserved for your use (e.g., MYFILES\BIBL). Create BIBLPATH.CFG and enter this statement: DATAPATH=H:\MYFILES\BIBL (no need for the '\' on the end of the line) To create: You can use an ASCII editor (e.g., QEDIT) or simply create the file from the DOS prompt. Here's how you create the file using only DOS: 1) Log onto the subdirectory where BIBL.EXE resides 2) At the DOS prompt, type the following lines. Use UPPER CASE. ([CR] means press RETURN. [F6] means press F6.) COPY CON: BIBLPATH.CFG[CR] DATAPATH=X:\XXXXXX[CR] [F6] D. Using BIBL's [WP] format with WordPefect. Here's how you create a WordPerfect-ready version of your database, (printing author, title and publisher fields), sorted by Author, then title: 1. Press E on the BIBL main menu (EXPORT). 2. Press M (user-selects). 3. Answer 'Y' that you want to continue. 4. Enter 123 and press return (to indicate that you want fields one (author), two (title) and three (publisher). 5. Enter 'Y' to indicate that you're satisfied with these fields. 6. Enter 1 to indicate that sort should be on author (it will actually be on author, then title within author). 7. Enter 'E' to indicate that you want [WP] format. 8. Enter the name you want to give your output file. BIBL (6.4) (c) 1991, GMUtant Software = 21 = If you are using WordPerfect as your external editor, once BIBL finishes making your file and returns to the main menu, press M (for Maintenance), then press C to 'CALL External Editor, enter the name you gave the file in step 8 (or just hit return and pick from the *.TXT files displayed), then sit back as BIBL compresses itself, then loads WordPerfect (passing along the name of your file). If you need to reset your margins (because the text is wrapping around incorrectly), go to the top of the document and press SHIFT-F8, then L (for Line), then M for margins. E. Modifying HELP display (INFORMATION on the main menu). BIBL displays the file BIBL.HLP when 'I' is pressed on the Main Menu. If you want to change the help display file, just rename any ASCII file to BIBL.HLP and BIBL will display it... F. BACKUP? Many users have found that using the LABELLED option under Export provides a space-saving means of making a backup copy of your database(s). Since only the data from your database is exported (not the empty spaces inside each record), the resulting file is usually about 40% smaller than your database. With ASCII Import (on Maintenance menu), you can read this file back into BIBL should you ever need to reconstitute your database. With 5.41 another option has been introduced. You may use BIBL to 'drive' any one of three third-party archiving utility programs (LHA.EXE - .LZH files; PKZIP.EXE - .ZIP files, and ARJ.EXE - .ARJ files). The archiving program *MUST* be either in your BIBL subdirectory or in a sub-directory that is included in your DOS path statement. If one of the supported archiving programs is not found, BIBL will ignore the request. If it is found, BIBL compresses itself in memory (down to about 91K), then launches the archiving program. When it is finished, BIBL reexpands in memory and continues running. If you have EMS memory, BIBL will swap itself to EMS during this process (otherwise, it swaps to disk). Both the data file (*.DAT) and the index file (*.IX) are combined in the archive you create. Since BIBL always initializes both records and index entries with 0's before use, these programs achieve a compression of 85 - 90%! Thus, you can probably fit a 2,000 record database (and index) on a 360K floppy. Technical Specs: 1. Memory required. BIBL requires a minimum of 350K RAM to operate. If you have more, then more will be available when you Shell to DOS, and to load an external program. BIBL (6.4) (c) 1991, GMUtant Software = 22 = PASCAL structure for a BIBL record: bookrec = RECORD recordstatus : longint; author1 : string[70]; author2 : string[70]; Title1 : string[70]; title2 : STRING[70]; title3 : string[70]; publ : STRING[70]; publ2 : string[70]; class : STRING[40]; subject1 : string[30]; subject2 : STRING[70]; {descriptor field} flag1 : char; {flag1..3 not used at present} flag2 : char; flag3 : char; value : string[7]; {date} note1 : STRING[70]; note2 : STRING[70]; note3 : STRING[70]; note4 : STRING[70]; note5 : STRING[70]; note6 : STRING[70]; note7 : string[70]; end; Indexes (the following keys are maintained in each .IX file): Author first 20 characters of the field (stored upper case) Title first 25 characters of the field (stored upper case) Subject all characters of subject1 (stored upper case) Descripton first each word ofthe field is extracted (a word being a string of characters separated by a space or comma). Up to 20 characters of each 'word' is indexed. Up to 8 words from any one line are indexed. If you have 9 words on the line, the ninth is ignored. IMPORTANT: place a '-' between words you want BIBL to index together. A fifth index is reserved for 'on-the-fly' reports (bibliographies, sort on publisher or location field, etc). Data stored in this index is compressed (to allow larger text values to be represented. The key length is 15 characters although with data compression, 20 characters are used to build the key). During bibliography production (Option D on Export Menu), the key value for this fifth index is: author (14 characters)+title (6 characters) which yields an author/title sort. During User-Defined output (Option M on Export Menu), with a sort on the location field (field #4), the sort key is location (15 characters)+author (5 characters), to yield a location/author sort. This same sort is used on 'Location first' reports. BIBL (6.4) (c) 1991, GMUtant Software = 23 = If publisher field sort is selected for Option M, then 20 characters of the publisher field are used to generate the key. File extensions used by BIBL: .DAT - a datafile .IX - the index to a DAT datafile. .HLP - Help file (displays when I is pressed on Main Menu) .SAV - temporary file, used during index rebuild/purge. The *.DAT and *.IX files together form 'a database.' You must have the same name on both you .DAT and .IX files--usually taken care of by BIBL but if you rename a database via DOS (for example, renaming DEMO.DAT to MYFILE.DAT, be sure to rename DEMO.IX to MYFILE.IX too!). .TXT - any ASCII file. .BIX - BIBL Import/Export. A labelled ASCII file. This file uses a specific format where each field is labelled (e.g., A1:, A2: for the 2 author fields, T1: T2: T3: for the title fields, and so on. Each record in the file is separated by '**'. The ASCII import function on the Maintenance Menu will read a BIX file and write the information to BIBL records. You can use this facility for backing up your database or moving records from one database to another. Here is a sample record in BIX format: ** A1: Bratley, Paul and Choueka, Yaacov T1: Processing Truncated Terms in Document Retrieval Systems. PB: Information Processing and Management. Volume 18, Number 5 P2: pages 276-66. 1982 SU: Information Retrieval DE: Information-Storage Permuted-Indexes Subject-Indexing N1: Presents uniform and efficient approach for processing all N2: query terms in information retrieval which requires one disk N3: access to obtain from the permuted dictionary all strings N4: represented by the truncated term. The problem of the N5: overhead storage required to implement the permuted N6: dictionary is discussed. Fifteen references N7: are provided. ** Note: BIBL.EXE has been compressed with PKLITE version 1.13 Questions, comments, complaints, encouragement??? Contact: Clyde W. Grotophorst, Route 1, Box 296, Hamilton, VA 22068 voice: (703) 993-2239 or call the GMUtant OnLine BBS (703) 993-2219, and leave a comment for the Sysop. The Bulletin Board is your source for updates and additional BIBL utilities. You may also reach the author via Compuserve (70404,3376). BIBL (6.4) (c) 1991, GMUtant Software = 24 = Notes: BIBL REGISTRATION [Release 6.4] Name ___________________________________________________ Company Name___________________________________________________ Address ___________________________________________________ ___________________________________________________ City ____________________ State __ Zip ____________ Country ____________________ Phone (optional)____________ How (or where) did you obtain your copy of BIBL? Comments on the program: Are you currently a user of GMUtant OnLine BBS? Yes ___ No ___. If not, when you first call, leave a comment to the Sysop, so we can upgrade your security and provide you with access to the registered users portion of our system. BBS #: 703-993-2219 9600(v.32)/2400/1200 24 hours a day. When you register, you will be sent a registration number by return mail. Registration Fees: Basic Registration (w/ access to BBS) $ 39.00 Site License (2-15 copies) $ 26.75 each (-25%) (16-50 copies) $ 17.50 each (-50%) (51+ copies) $ 10.50 each (-70%) printed copy of BIBL.DOC file $ 5.00 Total enclosed: $ __________ Please indicate desired format for diskette: ___ 3.50" ___ 5.25" ( ) MasterCard ( ) Visa ( ) American Express ( ) Check Checks must be in US Dollars from a US account with an ABA routing number, made payable to: Clyde W. Grotophorst I authorize The Public (Software) Library to debit my AmExp/ Mastercard/ Visa account: Card Number _____________________________ Name as it appears on card (print) ______________________________ Expiration Date __/__ Signature _________________________________ Cash/Money Orders: Credit Card Orders: Clyde W. Grotophorst Public (Software) Library Route 1, Box 296 PO Box 35705 Hamilton, VA 22068 USA Houston, TX 77235-5705 BBS: (703) 993-2219 Orders ONLY:1-800-242-4775 Fax: 713 524-6398 I N D E X Archive utilities 22 ARJ.EXE 22 ASCII file import 15 B-Tree Filer (5.22) 7 BIBL.CFG 15 BIBL.HLP 8,22 BIBL.REG 11 BIBLDEMO.EXE 4 Bibliographies Annotated format 17 BIX format 17 WP format 17 BIBLPATH.CFG Creation of 20 Example 21 BIX (Bibl Import eXport) format explained 24 Boolean searching 10 matches to disk (registered only) 10 BRX.EXE 12 CD-ROM (CD2BIBL) 16 Case (of search arguments) 9 Command line switches 7 Commands (viewer) keyboard 14 mouse 13 Compuserve Author's CIS # 24 CONFIG.SYS creation of 6 requirements for 6 Databases Backing up... 24 Deleting 14 Stored on remote drives 20 Transferring records 15,19 dBASE delimited format 18 Deleted records 13 Delimited format 17 Descritor field indexing 9 boolean searching 10 Editing 11 using JUMP during edit 7,11 Installing external editor 14 EXPORT options 17 Files created (names) 17 External editor installing 13 Features Added in registered version 5 Fields Descriptor vs. subject 10 Files (extensions) 24 Global change 15 Indexes specifications 23 purging deleted records 12 rebuild progress graph 12 Installation 5 KEYWORD.TXT 18 Keyword verification 8 LHA.EXE 22 Main Menu (options listed) 8 Maintenance options 11 Memory required 14 allocation 4,7,14 Menus highlighted characters 7 Monochrome operation 6 Network usage 20 Pascal record structure used by BIBL 23 PKLITE.EXE BIBL compressed with 24 PKZIP.EXE 22 QUERY.TXT Send to Disk 18 Read-Only mode 'OPAC' setting 6 Registration Credit Cards 2 Enhancements 4-5 form 26 Searching Boolean searches 10 Boyer-Moore algorithm 10 Send to Disk QUERY.TXT 19 Shareware Converting to registered 12 Shell to DOS 14 changing directories 14 Smart punctuation 17 Specifications BIBL record structure 23 indexing scheme 23 number of records limit 9 Transfer 20 Truncation implied in searches 11 Windows (3.1) appendix WordPerfect use with BIBL 20 ADDENDUM LAN (Novell) version of BIBL is now available! A Novell NetWare (release 2.x or later) version of BIBL is now available. This multi-user version of BIBL is ideal for the organization maintaining a library or interested in providing LAN users with a means of tracking journals, books, newspaper articles and so on... Simultaneous users supported: 50 Databases supported: Unlimited NetWare compatibility: NetWare, Advanced NetWare, ELS or NetWare 3.x Price: $ 195.00 per server BIBL/NET offers full database locking support for 1 to 50 simultaneous users. A sophisticated security system has been implemented so that users may be assigned various rights within the BIBL system. Six levels of security are supported. When BIBL is loaded by a workstation, the user must login -- giving a user name and a password. Based on a security table maintained by the LAN adminstrator, the user is then assigned a security level. Level 0: If the user has no user name (e.g., a guest), BIBL runs in read-only mode for that user. Level 1: Read-Only access. Limited Export options. Level 2: May add records to public (shared) databases but may not edit or delete *ANY* records. Suitable for individuals whose data entry needs reviewing. Level 3: Add records. Edit and or delete any records that that user has added to a public (shared) database. (Each record contains a stamp indicating which user created it). Level 3 and above users may create and maintain personal (private) databases. Level 4: Add, Delete, Edit any records in any public (shared) database. Level 5: Unlimited access. Create / Delete databases. Rebuild indexes. Registration of BIBL/NET ($ 195.00 per server) includes: BIBL/NET software for 1-50 simultaneous users (version compiled for 286/386/486 included) Printed documentation 90 days telephone support 90 days automatic update service Access to GMUtant OnLine BBS BIBL/NET is available via SHAREWARE. The unregistered version of the package is fully functional - but limited to five simultaneous users. To obtain BIBL/NET for evaluation, check CompuServe or the GMUtant OnLine BBS. We will also be distributing the product to shareware markets during the coming months. Versions of BIBL/NET for Lantastic, 3Com, PC-NET,MS-NET and PC-LAN are also available. Please specify desired network version when ordering. APPENDIX Using BIBL with Windows 3.1. The BIBL.PIF file will enable BIBL to run in a window under Microsoft Windows 3.1. Under Windows 3.0, BIBL will only run full-screen.