Monster Media 1994 #2

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***************************************************************** * EXECUTIVE ADDRESS BOOK (TM) * * * * Copyright 1990, 1991, 1992, 1993 American Digital Corporation * * All Rights Reserved * * * * USER MANUAL.DOC * * (Unregistered Version) * ***************************************************************** INTRODUCTION Executive Address Book focuses on the needs and activities of busy professionals. Address book pages may be printed in any of 23 different sizes and formats including two-sided printing to fit Day-Timer, Day Runner, Franklin Quest and other organizers. Page space is maximized to keep address books as thin as possible. Up to nine different sections can be maintained making restaurants, lodgings, business names, 800 reservations numbers, etc. easy to find. As addresses are added or changed only the pages which change are printed. Multiple books are easily maintained. Rotary-file index cards are printed providing a quick, alpha- betized desk reference. Executive Address Book pages may be printed on standard paper or on preprinted, perforated paper available from Day-Timer and Franklin Quest in either dot matrix or laser formats. These preprinted sheets handily fit in organizers or any notebook cover commonly available from stationary stores. It is not necessary to use a name brand organizer to get all the benefits of the program. The Executive Address Book program is self guiding during installation as well as operation. Minimum computer requirements: IBM PC or compatible, 512 RAM and DOS 2.2 or higher with hard disk. INSTALLATION In expanded form the Executive Address Book files require 800K to 1 meg of disk space depending on the size of your address lists. First, create a directory on your hard disk drive to hold Executive Address Book. We suggest the name C:\EXBOOK. Copy all the files on your master program disk to this directory. To extract the files for the working program, type ADBOOK. Now, in your EXBOOK directory in addition to the .DOC files, you will have INSTALL.BAT, ERLEVEL.COM, SN.MEM and some new .EXE files. The following procedure will allow you to further expand and install the actual program and support files. EXECUTIVE ADDRESS BOOK USER MANUAL Page 2 Type INSTALL to decompress the files. Choose 1. Install with demonstration files if this is your initial installation. Choose 2. Install without demonstration files if you are installing an update to an existing copy of Executive Address Book. Do not choose number 1. after you have operated the program and have entered your own name and address data. If you do so you may erase address book files you have entered and replace them with demonstration files. Note: If you are installing an update or are reinstalling the program, begin by copying ADBOOK.EXE and SN.MEM from your master program disk to your working directory. Then type ADBOOK followed by INSTALL. Answer all questions concerning overwriting of existing programs with "Y". If you do not put the initial compressed files ADBOOK.EXE and SN.MEM back on your working directory, install will not properly reinstall or update the program. After installation, start the program by typing EX from the DOS prompt. ADDRESS FORMATS Executive Address Book utilizes three formats to provide information in the most convenient form keeping the number of pages to a minimum. FORMAT 1. Format 1 is oriented toward restaurants and lodging, places with which the user is familiar and needs only the name and telephone number. Fax, 800 and comment lines are optional. Up to 36 locations are printed on a page. Entries are listed by State (Provence, Country). Different sections are printed for the U.S., Canada, and foreign countries. [_______________] [____________] [__] [______________] Name Place State Telephone FORMAT 2. Format 2 is oriented toward familiar business services where the user needs only the name, location and phone number; where to get the stereo fixed, the plumber, travel agent, etc. Entries are organized alphabetically. FAX, 800 and comment lines are optional. Up to 36 listings are be printed on a page. [_______________________________] [__] [______________] Name/Location State Telephone EXECUTIVE ADDRESS BOOK USER MANUAL Page 3 FORMAT 3. Format 3 provides complete name and address listing information. Addresses are printed in alphabetical order. Format 3 also allows the printing of a cross-reference index listing names and phone numbers alphabetically by company. Only lines which contain data are printed conserving space on the printed page. [_______________________________] [____________________] Name Office Phone [_______________________________] [____________________] Title FAX Phone [_______________________________] [____________________] Company 800 Phone [_______________________________] [____________________] Address Home Phone [_______________________________] [____________________] Address Other Phone [___________________] [__] [__________] [____________] City State Zip Country Code [_________________] Spouse [____________________________________________________] [____________________________________________________] Comment ROTARY-FILE INDEX CARDS Rotary file cards may be printed for any section of the Executive Address Book. File cards are arranged alphabetically. If changes are made to more than one section, the changes can be integrated and printed alphabetically using "4. Print Utilities" from the Main Menu, then "5. Alphabetized Update Rotary-file Cards." Print Utilities menu selection "4. Complete Rotary-file (All Sections)" prints a new, complete, alphabetized rotary-file index. CREATING AN EXECUTIVE ADDRESS BOOK SECTION To create a new Address book section, select "6. System Set- up" from the Main Menu, then "2. Address Book Sections." Name the section and select one of the formats as instructed. Upon completion, enter names and addresses as desired. The titles of the sections may be changed at any time. However, if the format of an existing section is changed, all data previously entered in this section is lost. The on screen instructions will guide you through the process. EXECUTIVE ADDRESS BOOK USER MANUAL Page 4 PRINTING Address book sections are printed using selection "2." from the Main Menu. Rotary-file cards are printed using selection "3." from the Main Menu. Other printing selections are available using "4. Print Utilities" from the Main Menu. PRINTERS Executive Address Book prints most formats in condensed print. Address pages may be printed either on a dot matrix printer or a laser printer. Rotary-file cards have heavy stock and can only be printed on a dot matrix printer. Executive Address Book requests the user set up two printers, one for address book pages, one for rotary-file cards. If you are using a dot matrix printer, indicate the same printer for address book sections and for rotary-file cards. If you have a laser printer, indicate the laser printer for the address book sections, the dot matrix printer for rotary-file cards. The data for each printer will be sent out of your computer's printer port as selected, e.g., LPT1, LPT2, COM1, COM2, etc. PRINTING PAPERS Executive Address Book provides its user with a variety of printing formats. Although all make use of standard 8 1/2 x 11 paper many can take advantage of preprinted formats available from a variety of sources. 1. Day-Timer preprinted perforated papers are available from Day-Timers, Inc. One Day-Timer Plaza, Allentown, PA 18195, (215) 395-5884. 2. Franklin Quest preprinted perforated papers are available from Franklin Quest Co., P.O. Box 31406, Salt Lake City, UT 84131, (801) 977-1492 or (800) 998-1776 and from Franklin Quest retail stores around the country. 3. Avery continuous rotary-file index cards, 2 1/16" x 4" size, AVERY product #4168, are available from most stationary and computer supply stores. ADDRESS INPUT FORMS Address input forms are provided upon which to write names and addresses. These forms are printed using the "5. Customer Information/Support" item from the General Utilities menu. Each format has its own input sheet. Multiple sheets may be printed or a single sheet Xeroxed. EXECUTIVE ADDRESS BOOK USER MANUAL Page 5 PRINT UTILITIES 1. Complete Address Book Section: Only pages which have changed are normally printed from the main menu section to keep an address section up to date. To print a complete section, perhaps to establish a second or third book, use this menu selection. 2. Complete Address Book (All Sections): Prints a complete address book of all sections. 3. Complete Rotary-file Card Section: Only new address or addresses which have changed are printed from the main menu section to keep a rotary file up to date. Use this choice to print a complete rotary-file card set from a section. 4. Complete Rotary-file (All Sections): Prints a complete, alphabetized rotary-file card file integrating all sections. 5. Alphabetized Update Rotary-file Cards: Prints integrated, alphabetized rotary-file cards of all names added or changed in all sections. 6. Cross-Reference Company Index: Prints a cross-reference guide by company of all names entered in a format 3 (full name and address) section. GENERAL UTILITIES 1. Address Book Printing Test: Prints test address book pages for alignment of the printer and margins. 2. Rotary-file Card Printing Test: Prints test rotary-file cards for alignment of the printer and margins. 3. Reindex Databases: The database files may need to be reindexed if somehow data has become corrupt or out of order. Use this utility to do so. 4. Remove Old Unused Addresses: Old names and addresses are removed from each section using this option. Names and addresses may only be removed if they have first been placed on "HOLD" using the edit screen. 5. Customer Information/Support: Provides User Manual, address input forms and pre-printed sheet for support via. FAX. EXECUTIVE ADDRESS BOOK USER MANUAL Page 6 SYSTEMS SETUP All systems requirements are set up at the time the user first starts the program. However, each may be accessed or changed from the Systems Setup menu. 1. Printers and Page Formats: Sets up printers. Two printers may be used. For example, a laser printer for address book pages and a dot matrix printer for rotary-file cards, since File cards cannot be passed through the laser printer. One printer, a dot matrix type may be used for both address book pages and rotary-file cards. If problems are in- countered, see the printer code section below. Page formats allows selection of address book page formats -- 8 1/2 x 11" plain paper or Day-Timer and Franklin Quest preprinted paper. 2. Address Book Sections: Sets up section names and format type for address book sections. Sections may be removed. Sections may be reordered in sequence to correspond with comfortable use of the printed Executive Address Book. 3. Number of Books, Rotary-files Maintained: Sets defaults. 4. Display Serial Number: Displays program serial number. Serial number is also displayed at start of program. 5. Set Print Margins: Sets margins to match your printer. 6. Set Color/Computer Speed: Sets screen delay times and monochrome or color type monitor. 7. Import Foreign Address Book Lists: See comments at the end of this manual concerning the importing of files. ADDING NEW CODES FOR A PRINTER If your printer is not shown on the screen, try printer names which seem close to yours. Before attempting to insert your own codes, try selection 1. *** HP Laser Jet Type *** or 2. *** IBM Standard *** depending upon your printer. One of these selections may work with your printer. Some dot matrix printers may have to be in the Near Letter Quality (NLQ) mode before they will work correctly with condensed print. Others may have to be set in the Draft Mode. EXECUTIVE ADDRESS BOOK USER MANUAL Page 7 If none of the above steps works with your printer, you may have to insert the DECIMAL codes which are particular for your printer. You must consult you printer manual to do so. You are concerned to determine the DECIMAL commands for: 1. Condensed Printing, i.e., 16 or 17 characters per inch. 2. Standard Printing, i.e., 10 characters per inch. 3. Pica Printing, i.e., 12 characters per inch. 4. Carriage Return or Print Head to Left Side of Printer. For Dot Matrix Printers: 5. 66 Lines Per Page. This command sets the page length to 11 inches and is use to reset the printer to normal printing. 6. 51 Lines Per Page. This command sets the page length to 8 1/2 inches and is used to set the printer for the special address book paper. [Needed only for printer 1.] 7. 13 Lines Per Page. This command sets the page length to 2 1/16 inches and is used to set the printer for the special Avery #4168 rotary-file index cards. [Needed only for printer 2.] 8. Set Top of Form: This command may be needed on some dot matrix printers to reset the page length before a page is ejected. For Laser Printers: 9. Set Top Margin: This command sets the top margin on the printed page. Avoid a value of zero or one because the two top lines of the page (approximately) lie in the unprintable region of the laser printer. 10. Vertical Cursor Position: This command on laser printers is used to move the current active printing position to the top of the page. Set the value to two. 11. Reset: Causes laser printers to print any partial page of data received and resets all programmable features to the default position. EXECUTIVE ADDRESS BOOK USER MANUAL Page 8 To change the codes for your printer, first select the IBM Standard or HP Laser Jet generic configuration from the list. Install this choice for Printer 1 and Printer 2. Return to the main menu. Select "6. System Setup" again, then "1. Printers and Page Formats." Change the printer (Y) and select "2. Change Codes." You will see the current codes displayed on the screen. You must enter each decimal code in the format "CHR(decimal code)." For example, decimal codes for 66 lines per page might be 27 76 66. It is entered as CHR(27)+CHR(67)+CHR(66) with a plus sign between each and no spaces. Laser printer codes may be input using a combination of decimal and ASCII letters, see the HP Printer codes as an example. When you have entered the codes for each command, indicate whether or not it is a laser printer. You will be asked whether all inputs are correct. Your new computer codes will be saved and used by the system. If you are unable to make your printer work, please Fax us the identifying data on the printer, brand, type, number, etc. and a copy of the printer manual page(s) concerning the printer codes. Remember, Daisy wheel printers are not capable of printing in condensed mode which is necessary to print the address book pages and rotary-file cards from this program. IMPORTING ADDRESS LISTS FROM OTHER PROGRAMS Executive Address Book will import lists from other address book programs as listed on the import screen. The list must first be exported in a standard ASCII comma delimited format from the exporting program. Choose the Systems Setup Menu select Menu Item 9. "Input Foreign Address Book Lists." Follow the instructions on the screen. After importing the list, print the Section and edit the list as necessary. An ASCII textfile is a file made up of text only, no for- matting characters are allowed. Lotus or Dbase files are not ASCII files. However, those programs do allow you to create ASCII files. A WordPerfect file is not an ASCII file. However, it can be converted to an ASCII file by running the WordPerfect Convert Utility. See the WordPerfect manual for details. An ASCII delimited text file is one which has one record worth of information per line. Each data field, such as 'Phone Number', must be separated by a delimiter, usually a comma. Any blank field must also be accounted for by an extra comma. For example: Johnson,Robert,135 Maple Ave.,Chicago,IL,38769 Smith,Albert,,Akron,OH,25874 EXECUTIVE ADDRESS BOOK USER MANUAL Page 9 Notice that the second line has two commas with no infor- mation between them. That is because this record has no address but there must still be a comma to mark its place. The imported records are placed in a new address file in Executive Address Book. After entered the name of the file you wish to import, including disk drive and path, follow the instructions on the screen. TRADEMARK ACKNOWLEDGEMENTS My MailList My Software Company Address Book Plus Power Up Software Corp. Day-Timer Address Directory Day-Timers, Inc. Franklin Quest Franklin Quest Co. IBM IBM, Corporation HP Hewlett-Packard Company WordPerfect WordPerfect Corporation Lotus Lotus Development Corp. Dbase Borland International Inc. Other brand and product names used in this document or software may be trademarks or registered trademarks of their respective owners and are used for identification purposes only. Disk compression is provided by LHA, copyright reserved.