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MERGE17.DOC
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1987-10-15
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Operation Manual
Merge Version 1.7
by Dave Haberle
Copyright 1987
All rights reserved
*** WHAT IS MERGE? ***
MERGE is a program which merges ASCII data files with ASCII text
files. It's a shareware version of a "mail-merge" program which
merges address files with letters to produce form letters. It is
provided in compiled form as a ready-to-run EXE file. MERGE is a
perfect companion for word processing programs such as GALAXY,
WordStar, and others which have ASCII file capability.
*** SYSTEM REQUIREMENTS ***
MERGE should run on even the most minimally equipped MS-DOS or
CP/M computer. Graphics options are not required. The program is
available in two forms: as an EXEcutable file or in Microsoft
Basic. The BASIC version should run on most computers in either
the MS-DOS or CP/M environments. The BASIC source code is
available. The EXE version is for MS-DOS computers while the basic
version should work on most any computer which uses Microsoft
Basic version 5.2 or later. The compiler used is Microsoft's
QuickBasic compiler, version 3.0. The basic version has been
tested on both MS-DOS and CP/M machines and works satisfactorily.
The only problem which might occur with different computers is the
clear-screen function, which in Microsoft Basic is CLS. (Apple
computers using CP/M, for instance, use the command HOME in place
of CLS.) Because of this, the author provides the source basic
version so that users might change the CLS function to accommodate
their computers.
*** SHAREWARE CONCEPT ***
MERGE is provided as shareware. It is not public domain software.
Users are free to copy it and distribute it as long as any fees
involved are of a token nature to cover the cost of media and
postage, in any event not to exceed $5.00 U.S. The shareware
principle encourages users to try software before buying it; if
you decide to use MERGE, the author requests a token payment of
$7.00 U.S. to register your copy. In return for the registration
fee, you'll receive a current version, the source code, and an
operation manual complete with time-saving tips on using MERGE to
enhance your written communications. For your convenience, a
registration form is included at the end of this documentation.
Merge17 - Page 1
*** PROGRAM FEATURES ***
MERGE is not intended to be the consummate mail-merge program. It
is quick, easy to use, and is a perfect companion for computer
users who either do not now have such a function available with
their word processors or who want an easier way to get the job
done than their current mail-merge program provides. Therefore,
MERGE offers "the basics," with a few nice conveniences thrown in
for good measure.
In short, MERGE works with ASCII files from any ASCII-type word
processor or database system, supports all drive designations and
subdirectories, accommodates multiple-page form letters, up to 20
variables (FLAGS) per letter, multiple variables (FLAGS) per line,
single-sheet or form feed paper stock, suspend/resume printing,
ESCape/cancel job, forced page advance, starting with any selected
record in the data file, and imbedded comment lines in a document.
MERGE reserves the following flags for system use: &DATE, &PAGE,
and &NOTE. These are further explained later.
Keyboard data entry may be used in place of data from a disk file,
allowing single letters to be printed.
*** HOW MERGE WORKS ***
MERGE reads a set of data from the specified data file, and a line
of ASCII text from a document. It then scans the line for a piece
of text called a "flag," and if it finds a match with the "flags"
designed for that document, it swaps the appropriate text from the
data file with the "flag." After scanning the line for each
"flag," it then prints the line and repeats the process until
either the data file is empty or the user has cancelled operation.
MERGE keeps all values for each "flag" for the duration of the
document currently being printed, so once a set of data is read
from the data file, it can be used anywhere in the document until
the next set of data and the next document is to be printed.
*** FILES USED BY THE SYSTEM ***
To operate, MERGE requires 4 files:
MERGE17.EXE -- The main program file
MERGE.FLG -- The "flags" to look for in the letter
FILENAME.EXT -- Your DOCUMENT file
FILENAME.EXT -- Your DATA file
Included in the ARChive of MERGE may be other files, but they are
included as helpful aids and are not essential to running the
program. (Note: As of the date of this writing, MERGE had
undergone 7 revisions, and the current version was 1.7. The
filename is MERGE17.EXE, denoting the current version.)
Merge17 - Page 2
*** HOW TO RUN MERGE ***
Start MERGE by typing MERGE if using MERGE.EXE or by installing
BASIC first, if using MERGE.BAS. The greeting will appear on the
screen. Press SPACEBAR to view the menu. To keep the program
simple, there are only 4 options, one of which is to quit. Type
the number of the option you desire and press return.
If you're new to merging mailing lists with letters, the following
general sequence of actions is required to put out form letters:
1. Create the letter (document) with your word processor.
2. In the appropriate places in your letter, insert the
"flags" you want MERGE to look for and replace with
actual data from your address/data file.
3. Store the letter with a name like INVIT.DOC.
4. Create the address (data) file with your word processor
(or your database program).
5. Make certain that each record within the file follows
the same sequence, such as name, company, street, city,
state, zip, salutation. Make each entry on a line by
itself, flush left. (In this example, 7 pieces of data
comprise each record -- 7 lines of information. Each
subsequent record must also be 7 lines long in the same
exact order.)
6. Store the data with a name like INVIT.DAT. (Notice that
the filenames relate to one another. This makes it
easier to remember what data goes with what document.)
7. Start MERGE.
8. Select option #1 to CREATE document flags. Type the
flags you specified in the letter, following the same
order in which the data is stored in the data file. (In
the example above, the flags might be &NAME, &COMPANY,
&STREET, &CITY, &STATE, &ZIP, and &SALUT.)
9. Select option #2 to LOAD and DISPLAY the document flags.
This ensures that the MERGE.FLG file is correct and that
the flags are properly loaded into memory.
10. Select option #3 to MERGE the text and data. Then type
the name of the document to use, then the name of the
data file to use, the record number in the data file to
start printing from (you can skip forward to any
record), the date each letter is to have (or none), and
whether using single-sheet manual feed or continuous
form paper stock.
11. If all is correct, the letters will then be printed for
you according to the parameters you've designed.
12. When complete, the program will return to the menu.
Merge17 - Page 3
*** PROGRAM LIMITATIONS ***
Your letters (documents) should be straight ASCII text in WYSIWYG
format, i.e. "what you see is what you get." MERGE does not read
imbedded format commands, margins, special printer commands for
boldfacing, underlining, etc., hence the straight ASCII
requirement. (MERGE may work with some printer commands, but this
would be accidental, not intentional.)
A carriage return MUST be at the end of each line of text in both
the document and in the data file to be merged with the document.
More than one "flag" may be printed per line, but results may be
unsatisfactory if abused. MERGE will insert text into any line,
but in so doing, it's possible that the data inserted into the
line may be larger than originally intended (example: a very long
name), thus forcing the right-hand margin to be thrown off.
Experiments with multiple flags per line have been successful with
flags such as &SALUT and &LSTNAME, for example, where &SALUT is
Mr., Ms., Dr., etc. and &LSTNAME is the last name of the
addressee.
Envelopes can be printed by using only the flags which contain
valid address-type data by creating a document with the proper
flags positioned so that the text is printed well to the right of
the left margin, i.e. near the center of the envelope. Use the
single-sheet option for this if you try it.
*** USING &DATE, &PAGE AND &NOTE ***
These flags are reserved for system use, and cannot contain any
data from your database file. &DATE is entered from the keyboard.
A simple <RETURN> leaves it blank. When MERGE encounters a line
with &PAGE in it, MERGE issues a form-feed without printing the
line. Therefore, &PAGE should reside on a line by itself. &PAGE
allows you to have greater control of multiple-page documents.
&NOTE allows comments to be inserted into the document which are
not printed. The line should BEGIN with &NOTE, after which you may
type your comments. &NOTE should be on each line of a
multiple-line comment.
*** A WORKING EXAMPLE ***
A sample letter, the contents of the MERGE.FLG file for the
letter, and sample data follow. Often the best way to learn how to
use a program is to try out a working sample.
A typical letter using 7 document flags (excluding &DATE, which is
pre-set by the system) might appear like this one. It might be
called INVIT.DOC on the disk:
Merge17 - Page 4
(--- beginning of letter ---)
&NOTE Use INVIT.DAT file - OPEN HOUSE INVITATION 1987
&NOTE Align paper at line where printing is to start
&DATE
&FULLNAME
&COMPANY
&STREET
&CITY, &STATE &ZIP
Dear &SALUT:
Please accept my personal invitation to the groundbreaking
ceremony for our new building, October 17th at nine o'clock in the
morning.
Refreshments will be served prior to and following the cutting of
the ribbon, with a tour of our new computer installation winding
up the morning.
These are exciting times for our company, and I hope your schedule
is free on the 17th so you can be with us. Please RSVP to my
secretary, Lois at (612) 941-8519.
Hope to see you there!
Sincerely yours,
Dave Haberle
President
DH:lj
(----- end of letter -----)
The MERGE.FLG file for the above would contain 7 items (in any
order but it's easier to keep track if they're in the same order
they first appear in the text of the letter). Bear in mind, this
file would be flush left, not indented as printed below:
&FULLNAME
&COMPANY
&STREET
&CITY
&STATE
&ZIP
&SALUT
Following is a sample 4-record data file which could be used with
this letter and set of flags. Again, this would be flush left so
that no characters precede the entries. Notice that the
information is typed in the same order as defined in the MERGE.FLG
file, and each record is 7 lines long -- one line for each flag.
Merge17 - Page 5
This file could perhaps be named INVIT.DAT which you'd recognize
later on as being the companion data file for INVIT.DOC.
Mr. Richard Stensrud
Wilkening Tile Company
118 First Avenue North
Mankato
MN
55132
Mr. Stensrud
Mr. Andrew W. Hodge
Tinsdale Bearing, Inc.
201 East Plaines Blvd.
Chicago
IL
60611
Andy
Ms. Eileen F. Jurgenson
Jurgenson Marketing Associates
P.O. Box 347
Kansas City
MO
44678
Ms. Jurgenson
Mr. Carl Dedersbach
4187 Terrace Drive
Kearney
NE
42022
Carl
(Notice the blank line after Ms. Jurgenson and before Mr.
Dedersbach. In this instance, because there was no info to fill
the &COMPANY flag, the &FULLNAME was given a blank line and the
name was typed in the place normally reserved for &COMPANY. If the
blank line is on the &COMPANY line, when the letter is printed it
will have a blank line within the address heading on the letter
since the &COMPANY flag is in the 2nd line of the address
heading.)
After the letters are printed, another document could be created
to address the envelopes. Using the same data file and flags, it
could look like the following:
&FULLNAME
&COMPANY
&STREET
&CITY, &STATE &ZIP
Even though using the same FLAGS and the same DATA file, the
&SALUT and &DATE variables won't be printed because there's no
need for them on the envelope. Then by using the "single sheet"
option, individual envelopes may be inserted and printed
automatically, in the same order as the letters were printed. This
"document" is very short (only 4 lines) but could be extremely
helpful to have on hand.
Merge17 - Page 6
You could also include the &PAGE command at the end of the letter,
and for the 2nd "page" of the letter, use the above format to
print the envelope immediately after the letter. You'd also need
to use the single-sheet option as well for this to work properly.
*** FILES INCLUDED IN THE ARCHIVE OF MERGE ***
MERGE may be found on many bulletin board systems or national
computer services in its ARChive form, MERGE17.ARC.
Included in this ARChive are the following files:
MERGE17.EXE - The executable program file
MERGE17.DOC - Documentation
INVIT.DOC - Sample letter
INVIT.DAT - Sample data file to merge with INVIT.DOC
MERGE.FLG - FLAGS to use with INVIT.DOC & INVIT.DAT
README.1ST - List of the contents of the ARChive file
To print the documentation, align your printer to line #1 of the
first page and type the following: TYPE MERGE17.DOC>PRN
*** REGISTRATION ***
On the next page is a registration form for you to use should you
wish to register your copy. By supporting the shareware software
concept you'll be helping to spread the development of useful,
low-cost software.
Dave Haberle
GolfSoft's BBS
P.O. Box 442-056
Eden Prairie, MN 55344
MERGE17 - Page 7
********** MERGE REGISTRATION FORM **********
Date_______________________
Name___________________________________________________________
Address________________________________________________________
City, State__________________________________ Zip______________
Where did you get your copy of MERGE? (Just curious -- I'd like
to find out where it goes! Please list the BBS number, or if a
nationwide system, the system and the file area. Thanks!)
_______________________________________________________________
What version of MERGE did you get?_____________________________
What would you like to see added to it to make it more useful?
_______________________________________________________________
_______________________________________________________________
Enclose $7.00, cash, check, or money order. Send form and fee to
the address below. You'll get a disk containing the latest
version, a complete operation manual including tips, the basic
source code, and some extra utilities which should interest you!
GolfSoft maintains a 24-hour BBS. If you'd like to log into our
BBS, use the following parameters: 300 or 1200 bps, 8 data, 1
stop, no parity. Access telephone number: (612) 941-8519.
MERGE17 - REGISTRATION FORM