home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
Monster Media 1993 #2
/
Image.iso
/
business
/
addph32.zip
/
ADDPHONE.DOC
< prev
next >
Wrap
Text File
|
1993-05-01
|
296KB
|
6,200 lines
AddPhone (TM)
Version 3.2
User's Guide
Developed by:
Ladew Company
Woodland Hills, California
Copyright (C) 1992 Robert Ladew
All rights reserved
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
For IBM PC, PC/XT, AT, 386, 486
and 100% Compatible Computers
AddPhone(TM) Version 3.2 REGISTRATION AND ORDER FORM
TO: Ladew Company
20929 Ventura Blvd., #47
Woodland Hills, CA 91364
Tel: (818) 883-9099
FAX: (818) 883-3061
Today's Date: _____________
FROM: Name: __________________________________
(Company): __________________________________
(Title): __________________________________
Address: __________________________________
City, State: __________________________________
Zip Code: _______________
Country: ___________________________
Home Phone: ___________________________
Business Phone: ___________________________
Diskette Format: ____ 5.25" disk ____ 3.5" disk
How and where did you acquire AddPhone Version 3.2?: _________
______________________________________________________________
AddPhone Version 3.2 for DOS . . . . . . . . . . . . $ 29.95
Please add for shipping . . . . . . . . . . . . . . . $ 4.00
California residents add 8.25% sales tax ($2.47) . . $
Total . . . . . . . . . . . . . . . . . . . . . . . . $ _____
ii
AddPhone - (C) 1992 Robert Ladew
You are encouraged to pass a copy of AddPhone along to your
friends for evaluation. Please encourage them to register
their copy if they find that they can use it. All registered
users will receive the following:
1. The latest version of the AddPhone system.
2. A full professional quality User's Guide.
3. A Quick Reference Guide professionally printed.
5. Notification of new release and new products.
6. Prompt, personal, and courteous telephone support
for up to one year after the registration date.
HOW TO REGISTER:
The registration fee is $29.95 plus $4.00 shipping & handling
and, if a California resident, 8.25% sales tax of $2.47.
If possible, fill in the form "AddPhone(TM) REGISTRATION AND
ORDER FORM" on page ii of this manual, or, print a new copy of
the form. To print a new copy of the form, place the
Installation Disk in drive A and from any DOS prompt, type:
A: <ENTER>
COPY ORDER.DOC PRN <ENTER>
Send the completed registration form along with the
registration fee, shipping & handling and sales tax, if
applicable to the address below. You can also order with MC,
Visa, Amex, or Discover from the Public (software) Library by
calling 1-800-2424-PsL or 713-524-6394 or by FAX to
1-713-524-6398 or by CIS Email to 71355,470. These numbers are
for orders only. To insure that you get the latest version,
PsL will notify us the day of your order and we will ship the
product directly to you. Any questions about the status of the
shipment of the order, refunds, registration options, product
details, technical support, volume discounts, dealer pricing,
site licenses, etc., must be directed to address or phone
number below. You can also mail credit card orders to PsL at
P.O. Box 35705, Houston, TX 77235-5705.
Ladew Company Tel: (818) 883-9099
20929 Ventura Blvd., #47 FAX: (818) 883-3061
Woodland Hills, CA 91364
iii
AddPhone - (C) 1992 Robert Ladew
Users of AddPhone must accept this disclaimer of warranty:
"AddPhone is supplied as is. The author disclaims all
warranties, expressed or implied, including, without
limitation, the warranties of merchantability and of fitness
for any purpose. The author assumes no liability for
damages, direct or consequential, which may result from the
use of AddPhone."
The Ladew Company is a member of the Association of Shareware
Professionals (ASP). ASP wants to make sure that the
shareware principle works for you. If you are unable to
resolve a shareware-related problem with an ASP member by
contacting the member directly, ASP may be able to help. The
ASP Ombudsman can help you resolve a dispute or problem with
an ASP member, but does not provide technical support for
the members' products. Please write to the ASP Ombudsman at
545 Grover Road, Muskegon, MI 49442 or send a CompuServe
message via CompuServe Mail to ASP Ombudsman 70007,3536.
AddPhone is a "shareware program" and is provided at no
charge to the user for evaluation. Feel free to share it
with your friends, but please do not give it away altered or
as part of another system. The essence of "user-supported"
software is to provide personal computer users with quality
software without high prices, and yet to provide incentive
for programmers to continue to develop new products. If you
find AddPhone useful and are still using AddPhone after a
reasonable trial period, you must make a registration payment
of $29.95 to the Ladew Company. The $29.95 registration fee
will license one copy for use on any one computer at any one
time. You must treat this software just like a book. An
example is that this software may be used by any number of
people and may be freely moved from one computer location to
another, so long as there is no possibility of it being used
at one location while it's being used at another. Just as a
book cannot be read by two different persons at the same
time.
Commercial users of AddPhone must register and pay for their
copies of AddPhone within 30 days of first use or their
license is withdrawn. Site License arrangements may be made
by contacting the Ladew Company.
Anyone distributing AddPhone for any kind of remuneration
must first contact the Ladew Company at the address below for
authorization. This authorization will be automatically
granted to distributors recognized by the Association of
Software Professionals as adhering to its guidelines for
shareware distributors, and such distributors may begin
offering AddPhone immediately (However the Ladew Company must
still be advised so that the distributor can be kept
up-to-date with the latest version of AddPhone.).
iv
AddPhone - (C) 1992 Robert Ladew
Table of Contents
Section 1. . . . . . . . . . . . . . . . . . . . . . . . . 1
Introducing AddPhone . . . . . . . . . . . . . . . . . . . 1
How to Get Help . . . . . . . . . . . . . . . . . . . . . 1
What AddPhone Does . . . . . . . . . . . . . . . . . . . . 1
Three Main Programs . . . . . . . . . . . . . . . . . . . 2
AddPhone is Microsoft Windows 3.x Compatible . . . . . . 3
System Requirements . . . . . . . . . . . . . . . . . . . 3
Section 2 . . . . . . . . . . . . . . . . . . . . . . . . 4
Installing AddPhone . . . . . . . . . . . . . . . . . . . 4
The CONFIG.SYS File . . . . . . . . . . . . . . . . . . . 4
Default Drive and Directory Name . . . . . . . . . . . . . 4
Microsoft Windows 3.x Users . . . . . . . . . . . . . . . 4
Installation (Hard Disk) . . . . . . . . . . . . . . . . . 4
Reinstallation (Hard Disk) . . . . . . . . . . . . . . . . 5
Setup . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Changing Your AddPhone Setup After Installation. . . . . . 8
Table 1. All Possible AddPhone Fields . . . . . . . . . . 9
Planning Your Data Base . . . . . . . . . . . . . . . . . 10
Table 2. AddPhone Files . . . . . . . . . . . . . . . . . 11
Section 3 . . . . . . . . . . . . . . . . . . . . . . . . 15
Getting Started . . . . . . . . . . . . . . . . . . . . . 15
Starting AddPhone . . . . . . . . . . . . . . . . . . . . 15
Creating a Batch AddPhone Start Up File . . . . . . . . . 15
Exiting the Program and Backing Up Your Data . . . . . . . 16
Restoring Files from Backup Copies . . . . . . . . . . . . 17
Loading and Unloading ADDPOP . . . . . . . . . . . . . . . 18
Activating ADDPOP . . . . . . . . . . . . . . . . . . . . 19
Placing ADDPOP in Your AUTOEXEC.BAT File . . . . . . . . . 19
Moving Around and Using Special Keys . . . . . . . . . . . 20
Table 3. Function of Keys in AddPhone . . . . . . . . . . 20
Practicing with the Sample Directory . . . . . . . . . . . 22
Section 4 . . . . . . . . . . . . . . . . . . . . . . . . 23
Creating Your Address Book . . . . . . . . . . . . . . . . 23
Setting up Address Book Files . . . . . . . . . . . . . . 23
Using File Name 8 for Extra Files. . . . . . . . . . . . . 24
If Program Does Not Find an Existing File . . . . . . . . 25
Passwords . . . . . . . . . . . . . . . . . . . . . . . . 25
Creating a Password . . . . . . . . . . . . . . . . . . . 25
Changing a Password . . . . . . . . . . . . . . . . . . . 26
Cannot Remember Your Password! . . . . . . . . . . . . . . 26
Section 5 . . . . . . . . . . . . . . . . . . . . . . . . 27
Adding Records . . . . . . . . . . . . . . . . . . . . . . 27
v
AddPhone - (C) 1992 Robert Ladew
Entering Postal Abbreviations . . . . . . . . . . . . . . 28
Entering Categories . . . . . . . . . . . . . . . . . . . 28
Entering Phone Numbers and Dialing Information . . . . . . 29
Editing Tables . . . . . . . . . . . . . . . . . . . . . . 30
Entering Repeating Information in Multiple Records . . . . 32
Entering Notes . . . . . . . . . . . . . . . . . . . . . . 32
Print a Single Record . . . . . . . . . . . . . . . . . . 33
Saving Your Data . . . . . . . . . . . . . . . . . . . . . 33
Section 6 . . . . . . . . . . . . . . . . . . . . . . . . 34
Displaying and Modifying Your Records . . . . . . . . . . 34
Listing Your Address Book Records . . . . . . . . . . . . 34
Customizing a List . . . . . . . . . . . . . . . . . . . . 35
Finding Records to Change, Display, Erase, or Dial . . . . 38
Changing Records . . . . . . . . . . . . . . . . . . . . . 39
Erasing a Single Record . . . . . . . . . . . . . . . . . 40
Erasing Many Records . . . . . . . . . . . . . . . . . . . 40
Compressing Your Files After Numerous Deletions . . . . . 41
Section 7 . . . . . . . . . . . . . . . . . . . . . . . . 42
Printing Your Address Books . . . . . . . . . . . . . . . 42
Special Paper . . . . . . . . . . . . . . . . . . . . . . 42
Selecting Already-Defined Report Options . . . . . . . . . 43
Table 4. Predefined Report Options . . . . . . . . . . . . 43
Printing a Booklet-Style Address Book . . . . . . . . . . 45
Putting Your Address Book Together . . . . . . . . . . . . 46
Creating a Customized Report . . . . . . . . . . . . . . . 46
Table 5. Specific Printing Options . . . . . . . . . . . . 49
Table 6. Paper Formats . . . . . . . . . . . . . . . . . . 51
Printing Labels or Rotary Cards . . . . . . . . . . . . . 51
Section 8 . . . . . . . . . . . . . . . . . . . . . . . . 53
Automatic Dialing . . . . . . . . . . . . . . . . . . . . 53
Setting Up the Dial Options . . . . . . . . . . . . . . . 53
Dialing While in AddPhone . . . . . . . . . . . . . . . . 54
Dialing While in Another Application . . . . . . . . . . . 54
Section 9 . . . . . . . . . . . . . . . . . . . . . . . . 56
Special Functions . . . . . . . . . . . . . . . . . . . . 56
Build New Indexes . . . . . . . . . . . . . . . . . . . . 57
Resetting Label & Rotary Card Quantity to Zero . . . . . . 57
New Password . . . . . . . . . . . . . . . . . . . . . . . 57
Removing Duplicate Records . . . . . . . . . . . . . . . . 57
Search and Replace . . . . . . . . . . . . . . . . . . . . 58
Transferring or Copying Records . . . . . . . . . . . . . 58
Merging Two Address Books . . . . . . . . . . . . . . . . 59
vi
AddPhone - (C) 1992 Robert Ladew
Section 10 . . . . . . . . . . . . . . . . . . . . . . . . 60
Exporting and Importing . . . . . . . . . . . . . . . . . 60
Exporting Data . . . . . . . . . . . . . . . . . . . . . . 60
Importing Data . . . . . . . . . . . . . . . . . . . . . . 62
Section 11 . . . . . . . . . . . . . . . . . . . . . . . . 64
Using ADDPOP While in Other Applications . . . . . . . . . 64
Entering a Password . . . . . . . . . . . . . . . . . . . 64
The List Screen . . . . . . . . . . . . . . . . . . . . . 64
Scrolling the List Screen . . . . . . . . . . . . . . . . 64
Dialing From the List . . . . . . . . . . . . . . . . . . 64
Display/File Update . . . . . . . . . . . . . . . . . . . 65
Find (a Record) . . . . . . . . . . . . . . . . . . . . . 65
Address Book Selection . . . . . . . . . . . . . . . . . . 65
View Mode . . . . . . . . . . . . . . . . . . . . . . . . 65
Select Option . . . . . . . . . . . . . . . . . . . . . . 65
Scrolling . . . . . . . . . . . . . . . . . . . . . . . . 65
Abbreviations, Categories, and Notes . . . . . . . . . . . 65
Phones . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Add and Change Modes . . . . . . . . . . . . . . . . . . . 65
Enter Data (Add) or Change Data (Change) . . . . . . . . . 65
Save Data . . . . . . . . . . . . . . . . . . . . . . . . 66
Abbreviations. . . . . . . . . . . . . . . . . . . . . . . 66
Categories . . . . . . . . . . . . . . . . . . . . . . . . 66
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Repeat . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Phones . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Phone Template Toggle . . . . . . . . . . . . . . . . . . 67
Erase Mode . . . . . . . . . . . . . . . . . . . . . . . . 67
Appendix A . . . . . . . . . . . . . . . . . . . . . . . . 68
Changing Screen Colors . . . . . . . . . . . . . . . . . . 68
Appendix B . . . . . . . . . . . . . . . . . . . . . . . . 69
Restoring the Integrity of Address Book Files . . . . . . 69
Appendix C . . . . . . . . . . . . . . . . . . . . . . . . 70
Address Book Files That Use Different Tables & Menus . . . 70
Appendix D . . . . . . . . . . . . . . . . . . . . . . . . 73
SCREEN 1. The "AddPhone Setup Menu" screen . . . . . . . 73
SCREEN 2. The "Field Selection List" screen . . . . . . . 73
SCREEN 3. The "Main Data Entry Screen" example 1. . . . . 74
SCREEN 4. The "Main Data Entry Screen" example 2. . . . . 74
SCREEN 5. The "Address Book Selection Menu" screen. . . . 75
SCREEN 6. The "Address Book Name Update Screen" . . . . . 75
SCREEN 7. The "Main Data Entry Screen", Add Mode. . . . . 76
vii
AddPhone - (C) 1992 Robert Ladew
SCREEN 8. The "Phone Information Pop-Up Screen" . . . . . 76
SCREEN 9. The "Prefixes Pop-Up Screen". . . . . . . . . . 77
SCREEN 10. The "Suffixes Pop-Up Screen". . . . . . . . . . 77
SCREEN 11. The "List Options" screen . . . . . . . . . . . 78
SCREEN 12. The "List" screen (with "Find Box") . . . . . . 78
SCREEN 13. The "List Options Maintenance" screen . . . . . 79
SCREEN 14. The "List Field Selection Screen" . . . . . . . 79
SCREEN 15. The "List Field Selection Parameters Screen . . 80
SCREEN 16. The "Limit Items in List" screen. . . . . . . . 80
SCREEN 17. The "List Screen", Remoteville example. . . . . 81
SCREEN 18. The "Fine Record" screen. . . . . . . . . . . . 81
SCREEN 19. The "Detail Find" screen. . . . . . . . . . . . 82
SCREEN 20. The "Special Functions" screen. . . . . . . . . 82
SCREEN 21. The "Mass Delete - Select Address Book" screen. 83
SCREEN 22. The "List Mass Delete" screen . . . . . . . . . 83
SCREEN 23. The "Print Options" screen. . . . . . . . . . . 84
SCREEN 24. The "Printout/Paper Format" screen. . . . . . . 84
SCREEN 25. The "Specific Printing Options" screen. . . . . 85
SCREEN 26. The "Print Option Field Selection" screen . . . 85
SCREEN 27. The "Print Option Selected Fields Parameters" . 86
SCREEN 28. The "Limit Items in Report" screen. . . . . . . 86
SCREEN 29. The "Address Label & Rotary Card Options" . . . 87
SCREEN 30. The "Dial Setup" screen . . . . . . . . . . . . 87
SCREEN 31. The "Search and Replace" screen . . . . . . . . 88
SCREEN 32. The "Copy and/or Transfer" screen . . . . . . . 88
SCREEN 33. The "List Copy and Transfer" screen example . . 89
SCREEN 34. The "Printer Attribute Screen". . . . . . . . . 89
Appendix E . . . . . . . . . . . . . . . . . . . . . . . . 90
Add the AddPhone Icon to Windows . . . . . . . . . . . . . 90
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . 99
viii
AddPhone - (C) 1992 Robert Ladew
Section 1
Introducing AddPhone
NOTE: The disk you received labeled "Installation Disk" is
for computers with a hard disk. If you have a Two-Floppy
Drive system, call (818) 883-9099 and request the AddPhone
"Master Disk" for Two-Floppy Drive systems.
How to Get Help
The AddPhone software has an extensive built-in help system.
There is almost always a "MESSAGE" area near the bottom of
the screen which provides the status and /or what to do next
and other options available. If you still have questions
about what to do next or you do not understand a particular
message or option, try pressing <F1>. A pertinent help
screen will appear.
If you need further technical support, please call:
Ladew Company
Woodland Hills, CA
(818) 883-9099 FAX: (818) 883-3061
9:00AM-6:00PM PST
What AddPhone Does
AddPhone is, in its simplest use, a computerized Address and
Phone Book system but is also a flexible data base
application powerful enough to become a vital tool in your
business. When used as is, i.e. with the initial defaults,
it can be easily used by any level of computer user to create
Address and Phone Books and print them out in all of the
popular sizes. However, if the user is so inclined, they can
customize just about every aspect of the system to fit their
particular requirements. Some of AddPhone's features are:
Auto Dialing: If you have a modem, AddPhone will dial any
phone number (even overseas) automatically for you, whether
the AddPhone application is running or not.
Fields You Can Customize: You can customize the names of the
data fields. For example, if you are creating a directory of
physicians, you might want a special field below the names
for "Specialty". If you are creating a file of company
employees, you might want two lines for "Home Address" and
one line for office "Mail Code". If you are maintaining a
file of members of an organization, you might want a special
membership date field. Any of the alphanumeric fields can be
used for an identification number, such as employee number or
membership number.
1
AddPhone - (C) 1992 Robert Ladew
Define Custom Categories: You can create a table of up to
250 categories of your choice. Any individual Address Book
record can be assigned up to 10 different categories. For
example, suppose you belong to several clubs and
organizations and have friends and business associates in
each of them. You could create a category for each
organization and assign to each individual as many categories
as apply. You could then print or list your Address Book
records by organization.
Define Custom Lists, Reports, Etc.: You can define up to 26
customized table definitions for: lists for display, reports
for printing, telephone dialing prefixes and suffixes,
exporting data, and importing data. You can select and sort
by any field, in any format and sequence, showing as much or
as little information as you wish. Once you have defined a
list, report, etc. it remains as a permanent option on your
custom List Options, Print Options, etc. menus until you
decide to change it.
AddPhone's custom reporting capabilities give you the ability
to design your own data base and data reports quickly and
easily. For example, you might have a data file with 1,000
names in it (you can have up to 99,999), and in just a minute
or two you could design a report (for display or printing)
showing only those people who live in Texas, are named James,
and were born in August!
Using your cleverness and imagination, you can do just about
anything you want with the AddPhone, the Address Book
system.
Three Main Programs
The AddPhone system has three main programs, ADDSETUP,
ADDPHONE, and ADDPOP.
ADDSETUP: This program is used to do the initial "set up" of
the AddPhone parameters that you choose. This program is
used initially to tell the main program, ADDPHONE what format
to use i.e., U.S., Canada, International, etc., which data
fields that you want to use, which Drive and Directory the
program is in, what kind of printer you have, etc. Once you
have established the parameters, the system "remembers" them.
However, if changes are need in the future, such as a new
printer, you can run this program anytime to change the
required parameters.
ADDPHONE: This is the main program which handles all of the
data base functions such as adding and changing data,
printing out your Address Books, labels, rotary cards and
other reports, doing inquiries into the data base, etc.
2
AddPhone - (C) 1992 Robert Ladew
ADDPOP: This is the memory-resident program which, when
loaded, can give you instant access to your AddPhone data
base from within any other application. For instance, you
could be working in your spreadsheet application and by
pressing the "hot key" combination, AddPhone data is
instantly displayed. Then, when you are through with
AddPhone, you exit and immediately you are returned to your
spreadsheet application again.
NOTE: The ADDPOP memory resident program is not available
in the Two-Floppy Drive version of the system.
AddPhone is Microsoft Windows 3.x(TM) Compatible
AddPhone can operate in a Microsoft Windows 3.x(TM)
environment as a non-Windows application. See the special
notes for Windows users in Section 2, "Installing AddPhone"
and Section 3, "Starting the Program", "Activating ADDPOP",
and "Placing ADDPOP in Your AUTOEXEC.BAT File".
System Requirements
This software is for use with IBM PC/XT, AT, and 100%
compatible computers. It will also run on computers with
"386" and "486" processing chips. Your computer must have at
least 640K of memory to run AddPhone, and we highly recommend
that you have a hard disk as well. You should have at least
1 MB of available disk storage (more, if you will be having
very large data files). If you have a Two-Floppy Drive
system with no hard disk, you can run AddPhone using the
special procedure for two-floppy disk systems.
The program will print correctly on most dot matrix and laser
printers.
The AddPhone application uses about 470K of memory. The
memory-resident portion uses about 6.5K of memory.
3
AddPhone - (C) 1992 Robert Ladew
Section 2
Installing AddPhone
The CONFIG.SYS File
A file called CONFIG.SYS must be on the disk used to start
(boot up) your computer before you begin your AddPhone
session. If the file does not exist or does not contain
certain specifications, AddPhone will not work correctly. If
you find it necessary to create or modify the CONFIG.SYS
file, you should reboot your computer so that the changes you
made to the CONFIG.SYS file will be loaded into memory.
The CONFIG.SYS file may contain other information, but must
contain the following two statements:
FILES=30
BUFFERS=20
The numbers may be higher, but must be at least those
specified.
Default Drive and Directory Name
NOTE: All instructions, where applicable, assume you used
the suggested default Drive and Directory of C:\ADDP unless
otherwise indicated..
During the install process, you will be asked to specify
which Drive+Directory to use for installing AddPhone. We
recommend that you use the default Drive+Directory of
C:\ADDP. However, you can use a different Drive and
Directory, if you wish. C and \ADDP are the default Drive
and Directory Name used in the installation program. Your
Address Book data files will be assigned to this Drive and
Directory unless you indicate otherwise.
Microsoft Windows 3.x(TM) Users
If you use a different Drive and Directory, as discussed in
the previous paragraph, you will have to change the Drive and
Directory Name accordingly in the ADDSETUP.PIF, ADDPHONE.PIF,
and ADDPOP.PIF files using the Windows 3.x PIF Editor. (How
to use the Windows 3.x PIF Editor is described in your
Microsoft Windows User's Guide).
Installation (Hard Disk)
NOTE: <ENTER> means press the "<-Enter" key.
4
AddPhone - (C) 1992 Robert Ladew
(1) Place the Installation Disk in Drive A. From any DOS
prompt, type:
A: <ENTER>
INSTALL <ENTER>
Follow the instructions on the screen as the INSTALL program
runs.
After the installation is complete, place the original
AddPhone Installation Disk in a safe place.
Reinstallation (Hard Disk)
To reinstall AddPhone, follow the installation procedure
above. However, if you are reinstalling AddPhone into the
same Drive and Directory as before, you will encounter a
message asking whether or not you wish to overwrite the file
for each file. The best way to avoid this and reinstall
AddPhone correctly is as follows:
The following steps assume you used the suggested default
Drive and default Directory of C:\ADDP. If you used a
different Drive and Directory, then make substitutions in the
following steps where appropriate. If you used multiple
directories to use different sets of tables and menus, then
perform the following steps for each Directory, substituting
the names that you used where appropriate.
(1) Be sure to back up your current AddPhone data files
using the Backup Procedure as you exit the AddPhone
application. You will need these back-up files in step (4).
(2) Erase all of the files in the C:\ADDP Directory. (We
want to start with an empty directory). To do this, from any
DOS prompt, type:
C: <ENTER>
CD\ADDP <ENTER>
ERASE *.* <ENTER>
(3) Place the AddPhone Installation Disk in Drive A and from
any DOS prompt, type:
A: <ENTER>
INSTALL <ENTER>
Follow the instructions on the screen as the INSTALL program
runs.
(4) Now we load your data files. Place the Back-up diskette
from step (1) above in Drive A. From any DOS prompt, type:
5
AddPhone - (C) 1992 Robert Ladew
C: <ENTER>
CD\ADDP <ENTER>
COPY A:*.* <ENTER>
(5) Run the ADDSETUP program and select the parameters which
apply to your situation as described below. Be sure to use
the <F2> key to exit the ADDSETUP program so that your setup
choices are saved.
Setup
(1) Run the ADDSETUP program. From any DOS prompt, type:
C: <ENTER>
CD\ADDP <ENTER>
ADDSETUP <ENTER>
The AddPhone Setup Menu appears, showing default settings.
See Appendix D, SCREEN 1. The "AddPhone Setup Menu" screen.
(2) Use the <UP/DOWN> arrow keys to highlight the desired
option, and then press <ENTER> to select it. Either another
menu appears or the field is highlighted for you to type
something in. Each menu Setup Option is explained below.
NOTE: When running ADDSETUP, be sure to use the <F2> key to
exit so that your entries are saved.
ADDRESS/DATE FORMAT: Select Australia, Canada,
International, United Kingdom, or United States postal and
date formats. This selection will determine how the records
are displayed and printed.
FIELD SELECTION LIST: Press <ENTER> and the Field Selection
List screen showing a listing of possible fields. Initially,
a default selection of fields is shown. See Appendix D,
SCREEN 2. The "Field Selection List" screen.
Use the <TAB> and <SHIFT><TAB> keys to place the cursor in
the Field Name column, the Yes/No column or the U/L
(Uppercase/Lowercase) column. When the cursor is in the
Field Name column, you can change the names of the data
fields. Use the <UP/DOWN> arrow keys and the <ENTER> key to
move the cursor up and down within the column. When the
cursor is in the Yes/No column and you want to include the
field in your AddPhone database, mark it "Yes", (type a "Y"),
and to exclude it, mark it "No", (type an "N"). When the
cursor is in the U/L column, mark it "U" and all subsequent
data entry in that particular field will be in capital
letters. Mark it "L" and all subsequent data entry in that
particular field will be in Uppercase or Lowercase depending
upon how you enter the data.
6
AddPhone - (C) 1992 Robert Ladew
This might be a good time to see "Planning Your Data Base"
further on in this Section for some guidelines on how to set
up your data fields.
Keep in mind that the date fields will be treated by the
program as dates regardless of what you call them.
Notice that some fields are mutually exclusive such as ZIP:
and PCODE:. Also, notice that the first field which has the
default name of SORT NAME: is required to be "Yes", i.e., you
must always select this field.
After you have made your field selections and customized your
field names, as desired, press <F2> to see a sample of how
your main data screen will look.
DRIVE: Indicate the Drive where the main AddPhone support
files, (all files other than Address Book data files), will
reside. C: is the default.
DIRECTORY PATH NAME: Enter the Path Name of the Directory
where the main AddPhone support files will reside. \ADDP is
the default.
HOT KEY COMBINATION: The "hot keys" are two keys that,
pressed in combination, activate the memory- resident part of
AddPhone, ADDPOP. You have the capability to change the hot
key combination in case the <ALT>D combination, (the
default), has a different function in another application.
SELECT MONITOR: Select Monochrome if you do not have a color
monitor. Select Color and try the default colors. You can
also change the colors if you wish. How to change colors is
explained in Appendix A.
SELECT YOUR PRINTER: A list of printers appears. Use the
arrow keys to select your type of printer, and press <ENTER>.
Identify the port to which your printer is connected, and
press <F2>. Normally, your printer is connected to the
parallel printer port known as LPT1. However, if you
indicate one of the serial ports (COM1, COM2, etc.), you are
prompted to enter the printer's baud rate (300, 1200, 2400,
4800, 9600, or 19200), parity (EVEN, ODD, or NONE), and the
number of data bits (7 or 8). The defaults already in place
will cover most printers. If you are not sure of these
parameters, leave the defaults; if your printer does not
work, check your printer manual for the correct values for
your particular printer. If you do not see your printer on
the list, try one that is similar, since many printers follow
the same standard. Your printer manual will tell you if your
printer "emulates" other printers.
7
AddPhone - (C) 1992 Robert Ladew
BYPASS PRINTER CHECK: Initially, leave this option as "No".
This option allows you to bypass the program's normal printer
checking procedure. In rare instances, the program will not
be able to "find" your printer and the message "** Unable to
make proper connection with the printer **" will be
displayed, even when the printer is connected properly. If
this occurs, then type a "Y" for Yes. Be sure to use the
<F2> key when you exit the ADDSETUP so that your entries are
saved.
ADD PRINTER TO TABLE: If you cannot get any of the printers
on the table in the "SELECT YOUR PRINTER" option to work,
then, as a last resort, you have this option. This is a
complex process.
(3) When you are satisfied with your entries, press <F2> to
save your setup information. When you run the ADDSETUP and
press <F2>, the following files are either created (if
absent) or updated: a table of your field selections
(ADDFIELD.TBL) and three other small files, (ADDSETUP.RCD,
ADDPRTMD.RCD, and ADDPOPFL.RCD). These files must always be
present in the Drive and Directory specified above before you
can successfully run the ADDPHONE or ADDPOP programs.
Changing Your AddPhone Setup After Installation
You can change anything in your setup at any time after
AddPhone is installed.
(1) From the DOS prompt, change to the C:\ADDP (or whatever
you named it) Drive and Directory. Do this by first typing:
C: <ENTER>
CD\ADDP <ENTER>
ADDSETUP <ENTER>
(2) Change any of the options on the AddPhone Setup Menu, as
desired. If you wish to reset all the field names, Yes/No,
and U/L selections back to the defaults, press
<F9> from the FIELD SELECTION List Option.
8
AddPhone - (C) 1992 Robert Ladew
Table 1. All Possible AddPhone Fields
(Except Categories and Notes)
Size of Field
Default Field Name Type of Field (Positions)
SORT NAME(1) Alphanumeric(2) 20
FIRST(1) Alphanumeric 15
INIT(1) Alphanumeric 1
TITLE(3) Alphanumeric 10
ADD'L NAME Alphanumeric 15
MAILING NAME Alphanumeric 35
COMPANY Alphanumeric 35
POSITION Alphanumeric 35
ADDR LINE 1 Alphanumeric 35
ADDR LINE 2 Alphanumeric 35
ADDR LINE 3 Alphanumeric 35
CITY Alphanumeric 20
DISTRICT(4) Alphanumeric 16
COUNTY(4) Alphanumeric 16
PROVINCE(4) Alphanumeric 16
STATE(4) Alphanumeric 16
PCODE(5) Alphanumeric 10
ZIP(5) Alphanumeric 10
COUNTRY Alphanumeric 20
H-PHONE(6) Alphanumeric (phone #) 18
B-PHONE(6) Alphanumeric (phone #) 18
EXT Alphanumeric 5
CAR(6) Alphanumeric (phone #) 18
MOBILE(6) Alphanumeric (phone #) 18
FAX(6) Alphanumeric (phone #) 18
TELEX(6) Alphanumeric (phone #) 18
BEEPER(6) Alphanumeric (phone #) 18
B'DAY 1(7) Date (with fixed slashes) 8
B'DAY 2(7) Date (with fixed slashes) 8
ANNVRSRY(7) Date (with fixed slashes) 8
Notes for Table 1:
Note 1: SORT NAME, FIRST, and INIT fields are used as the
primary key for the permanent index to the file, and, also,
are used for printing the indexes to the Address Books when
requested. They are also used in the ADDPOP memory-resident
program for listing your records. Therefore, at least the
first field, (SORT NAME), is a required field. Now, if SORT
NAME doesn't make sense for your situation, then change field
name, SORT NAME to LAST NAME (or some other field name that
makes sense for your situation), and mark FIRST and INIT as
"Yes" in the FIELD SELECTION LIST option of the ADDSETUP,
process. This way, you can determine the main sequence of
your Address Book data file depending on what you enter in
the SORT NAME field when you enter you data. This field is
the primary search field in any "Find" function, both by the
main ADDPHONE program and the memory-resident ADDPOP
9
AddPhone - (C) 1992 Robert Ladew
program.
Note 2: In an alphanumeric field, you can enter letters,
numbers, or special characters in any format. In practice,
some fields will always contain letters (CITY, INIT, etc.)
and some will always contain numbers, (ZIP, etc.). However,
there is nothing in the program that prevents entry of any
type data except in the date fields. The Month and Day
portion of the date fields must be valid, if entered.
Note 3: The TITLE field is intended for such titles as Mr.,
Ms., Dr., Rev., etc. if you care to use them. If TITLE is
selected and used, the contents of the data field will print
in front of what is in MAILING NAME. In this case, for
instance, if "Mr. and Mrs." is the contents of the TITLE data
field, and "John Smith" is the contents of the MAILING NAME
data field, then it will print out on a label as "Mr. & Mrs.
John Smith" provided you selected both of these data fields
in the FIELD SELECTION LIST option of the ADDSETUP process
and in setting up the Print Option for printing labels.
Note 4: The DISTRICT, COUNTY, PROVINCE, and STATE fields are
tied together, (mutually exclusive), so that you can only
have one of the four selected at one time.
Note 5: The PCODE and ZIP fields are tied together,
(mutually exclusive), so that you can only have one of the
two selected at one time.
Note 6: The automatic dialing function works only if phone
numbers are put in phone number fields. However, you can use
phone number fields as general alphanumeric fields as long as
you don't try to dial them with your modem. The <F8> key on
the main data entry screen will toggle the phone number
template off and on for the phone number format. On = (nnn)
nnn-nnnn. Off = any series of 18 characters.
Note 7: If the ADDRESS/DATE FORMAT option in the ADDSETUP
process is selected as the United States, the date format is
MM/DD/YY. For all other selections, the date format is
DD/MM/YY.
Planning Your Data Base
Before you begin entering data into AddPhone, you should give
some thought to exactly what fields you will need and what
you will call them. You can always change your mind later,
even after you have entered data. However, some field
changes in the setup could affect the usefulness of the data
already entered. For instance, if you decide to change
"POSITION" to "SPECIALTY," you may have to go back and edit
some of your records.
10
AddPhone - (C) 1992 Robert Ladew
Some changes, however, could have more far-reaching and time-
consuming consequences. For example, suppose you want to be
able to print labels that include the person's name and
company, as well as address, but you find that one line
(field) for the company is not enough without resorting to
creative abbreviations. You could create an additional line
for company name by "borrowing" an extra address line you
don't need and renaming the fields accordingly. See Appendix
F, SCREENS 3 and 4, "Main Data Entry Screen" examples 1 & 2,
to see the before and after results of this change.
This improvement, made after you have entered numerous
records, could require considerable editing of your records
in order to put the data in the appropriately labeled fields.
Keep in mind that the STATE, PROVINCE, COUNTY, or DISTRICT
field, no matter what you call it, is linked to a table of
standard abbreviations.
If you need more text fields than provided, phone number
fields can be called into service for any type of
information. Except for the 5 position EXT field, phone
number fields are 18 positions long. Keep in mind, however,
that any phone number fields will appear on the phone number
pop-up table for dialing.
Table 2. AddPhone Files
Table 2 lists the files included on the Installation Disk,
and the purpose of each file. Also, additional files created
on your hard disk during installation and after you use the
various functions of AddPhone are described.
With the exception of the Address Book data files (that is,
the file(s) you will set up to contain your Address Book(s)),
all other support files must be in the DRIVE and DIRECTORY
PATH NAME options specified in the ADDSETUP process.
The data (Address Book) files can be on any Drive and
Directory, and each one can have its own Drive and Directory,
which can be changed from the Address Book Selection Menu.
(See Section 4, "Setting up Address Book Files"). If you
want Address Book files to have different field selections,
sets of Category Tables, etc., see "Address Book Files That
Use Different Tables & Menus" in Appendix C.
Most tables, (files with file names that end with *.TBL) and
all Address Book data files (files with file names that end
with *.DTD) and Address Book Notes files (files that end with
*.NTE), have indexes so the information they contain will be
kept in sequence to facilitate the "Find" functions. Certain
11
AddPhone - (C) 1992 Robert Ladew
temporary files are created during listing and printing, but
these files are automatically erased when they are no longer
needed.
Table 2. AddPhone Files
Installation Disk: Contains the complete AddPhone system.
ADDINSTL.EXE The installation program for the AddPhone
system.
ADDUNZIP.EXE A self extracting executable file which
contains the main AddPhone system files in
compressed form. See ADDUNZIP.EXE below for
details.
INSTALL.BAT A batch file which initiates the
installation process.
README A text documentation file which describes
how to install the AddPhone system. Also,
Also, any changes, errata, or other
pertinent information which did make it into
the manual, will be in this file. To print
this file, type A:COPY README PRN from any
DOS prompt.
ADDUNZIP.EXE A file which contains the main AddPhone
system files in compressed form. These
files, which are listed below, will be
decompressed, and placed in the Drive and
Directory specified during the installation
process.
ADDSETUP.EXE The AddPhone Setup program.
ADDSETUP.PIF A Program Information File for running
ADDSETUP in a Microsoft Windows 3.x
environment.
ADDPOP.EXE A program for loading the memory-resident
portion of AddPhone.
ADDPOP.PIF A Program Information File for running
ADDPOP in a Microsoft Windows 3.x
environment.
ADDPHONE.DOC The ASCII version of the AddPhone User's
Guide.
ADDPHONE.EXE The main AddPhone program.
ADDPHONE.PIF A Program Information File for running
ADDPHONE in a Microsoft Windows 3.x
environment.
ADDPHELP.DTA The AddPhone on-line help file.
ADDPHELP.IDX Index to the AddPhone on-line help file.
ADDPRNTR.TBL A Table of Printers and print control
commands.
ABBRVTNS.TBL A Table of up to 99 Abbreviations for states
and provinces. (USA, Canada, Australia and
12
AddPhone - (C) 1992 Robert Ladew
New Zealand). You can maintain (make
changes to) this table.
CATEGORY.TBL A Table of up to 250 Categories that you can
maintain.
EXPTOPTN.TBL A Table of up to 26 different Export Options
that you can maintain.
IMPTOPTN.TBL A Table of up to 26 different Import Options
that you can maintain.
LISTOPTN.TBL A Table of up to 26 different List Options
that you can maintain.
PRNTOPTN.TBL A Table of up to 26 different Print Options
that you can maintain.
PREFIXES.TBL A Table of up to 26 different telephone
number Prefixes that you can maintain.
(i.e., MCI access numbers).
SUFFIXES.TBL A Table of up to 26 different telephone
number Suffixes that you can maintain.
(i.e., MCI account numbers).
QADDR7.DTD An Address Book sample data file.
QADDR7.NTE An Address Book sample notes file.
QUICKREF.DOC An ASCII version of the AddPhone Quick
Reference Guide.
Additional File Created During Installation
ADDSETUP.RCD A one record file containing user specified
parameters and setup options.
Additional Files Created or Updated During When ADDSETUP is
Run: If the files do not initially exist, then they are
created during this process.
ADDSETUP.RCD A one record file containing user specified
parameters and setup options.
ADDPRTMD.RCD A small file containing user specified
parameters about your printer and color
choices.
ADDFIELD.TBL A table of user selected field names and
field options.
ADDPOPFL.RCD A one record file containing user specified
parameters and setup options special to the
ADDPOP program.
Additional Files Created or Updated During When ADDPHONE is
Run: If the files do not initially exist, then they are
created during this process.
DIALOPTN.RCD A one record file of dialing parameters.
ABBRVTNS.NDX An index to the Table of Abbreviations.
CATEGORY.NDX An index to the Table of Categories.
EXPTOPTN.NDX An index to the Table of Export Options.
IMPTOPTN.NDX An index to the Table of Import Options.
LISTOPTN.NDX An index to the Table of List Options.
13
AddPhone - (C) 1992 Robert Ladew
PRNTOPTN.NDX An index to the Table of Print Options.
PREFIXES.NDX An index to the Table of Prefixes.
SUFFIXES.NDX An index to the Table of Suffixes.
*.DTD Address Book data files.
*.DX1 Indexes file 1 to Address Book data files.
(Based on an internally generated number)
*.DX2 Indexes file 2 to Address Book data files.
(Based on the first, and, if present, the
second and third data fields).
*.NTE Address Book notes files.
*.NTX Indexes to the Address Book notes files.
(Based on an internally generated number in
the corresponding data file (see *.DX1
above) and a note line sequence number)
14
AddPhone - (C) 1992 Robert Ladew
Section 3
Getting Started
Starting AddPhone
From any DOS prompt, type:
C: <ENTER>
CD\ADDP <ENTER>
ADDPHONE <ENTER>
Note for Microsoft Windows 3.x users: To start AddPhone,
activate the Microsoft Windows File Manager, select the "C"
Drive, select the \ADDP directory and then, select the
ADDPHONE.PIF file.
There will be a slight delay as AddPhone reads in the files
with your specific configuration (initializes files). Then
the Address Book Selection Menu appears. See Appendix D,
SCREEN 5, "Address Book Selection Menu" screen.
To set up your Address Book files and begin adding records,
go to Section 4.
Creating a Batch AddPhone Start Up File
You can create a batch file which will start up your AddPhone
application no matter which Directory you may be in. See your
DOS Manual for more information on how to create batch files.
To make a batch file to start up AddPhone, do the following:
(1) Make sure that the Path Statement in your AUTOEXEC.BAT
file in the Root Directory of Drive C has at least the
following Path in it:
PATH C:\
(2) If it was necessary to modify the Path Statement in the
AUTOEXEC.BAT file then run AUTOEXEC.BAT by, typing;
C: <ENTER>
CD\ <ENTER>
AUTOEXEC <ENTER>
(3) Create a batch file named xx.BAT, (the xx could be any
name (up to 8 characters), you wanted to call it, i.e., A3,
ADDR, NAMELIST, etc.), in the Root Directory in Drive C with
the following statements in it:
15
AddPhone - (C) 1992 Robert Ladew
C:
CD\ADDP
ADDPHONE
Now from any Directory in Drive C, just type A3 <ENTER> (or
whatever you named the AddPhone batch xx startup file) and
the AddPhone application will be started. If you are in a
Drive other than C, then type C:A3 <ENTER> to start the
application.
Exiting the Program and Backing Up Your Data
Important! Do not turn off or reboot your computer while
still in the program. You could lose data if AddPhone is not
exited as described below.
When you exit AddPhone, you are given the opportunity to
automatically back up all of your data files, (file names
ending with *.DTD and *.NTE), tables files, (file names
ending with *.TBL), and other user option files (file names
ending with *.RCD). It is a good idea to keep your backup
files on floppy disks rather than the hard disk. This way,
if anything should happen to your hard disk, your backup
files will be safe. We recommend using a three diskette
backup cycle. One diskette (or set of diskettes - your
backed up files may require more than one diskette), will
contain the latest backup files, one will contain the
previous backup files and one will contain the oldest backup
files. Each time you back up your data, you will use the
oldest, overwriting them with the newest.
WARNING! Be aware that all pre-existing files on the
diskette or in the Drive and Directory designated as the
backup location will be erased prior to doing the backup.
This is done so that your backup will contain only the
AddPhone files that will be needed in the event that
restoring from your backup is necessary.
(1) To exit AddPhone, unless otherwise specified by prompts
at the bottom of the screen, press the <ESC> key from
anywhere in the system to return to the previous screen. By
pressing the <ESC> key as many times as necessary, you will
soon be returned to the Address Book Selection Menu. Press
the <ESC> key once more to exit the program.
To prevent exiting the system unintentionally, a prompt
appears so you can verify (Y or N) that you wish to exit.
(2) Press N to return to the Address Book Selection Menu, or
Y to exit.
Next, you will see the prompt, "Back up data files? (Y or
N):".
16
AddPhone - (C) 1992 Robert Ladew
(3) If you select "No" (by entering N), you are immediately
exited to the DOS prompt.
If you select "Yes", you are prompted "Location of Backup
data files?:".
(4) Enter the Backup Drive and, if applicable, Backup
Directory Path Name where your backup files will be copied.
Thus, to save your backups on a floppy diskette or, if
needed, more than one diskette, insert a formatted floppy
disk, and type in the Drive designation (A: or B:) at the
prompt. If all of your files to be backed up will not fit on
one diskette, you will be prompted to insert a second disk, a
third, etc., as required.
There will be a slight delay as AddPhone copies all of your
table and data files to the location you specified. If
AddPhone backup files already exist at the location
specified, you are asked whether you wish to overwrite them
(Y or N). If you do not want them overwritten, answer "N",
and you will be returned to the "Back up data files?" prompt
where you can type in a different location for the backups or
else insert a different floppy disk. The backup disk must
already be formatted, and if you specify a Directory on you
hard disk for storage of your backup files, the Directory
must already be created.
NOTE: The files using DOS file names that you may have
created using selection 8 of the Address Book Name Update
Screen will be included in the backed up files as long as
they are in the same Drive and Directory specified in the
DRIVE and DIRECTORY PATH NAME options in the ADDSETUP
process.
Restoring Files from Backup Copies
If you ever need to restore one or more of your AddPhone
files from your backups, first, erase the corresponding
file(s) from the AddPhone location using the ERASE command,
and then, copy the needed file(s) from your backup location
to the AddPhone directory using the DOS COPY command. For
example, suppose your backup data files were on a floppy disk
in Drive A and you needed to restore all of your backup files
to the AddPhone system. From the DOS prompt, type:
C: <ENTER>
CD\ADDP <ENTER>
ERASE *.RCD <ENTER>
ERASE *.TBL <ENTER>
ERASE *.DTD <ENTER>
ERASE *.DX* <ENTER>
ERASE *.NTE <ENTER>
ERASE *.NTX <ENTER>
17
AddPhone - (C) 1992 Robert Ladew
COPY A:*.* <ENTER>
Another example: suppose that your backup data files were in
a Directory on your D Drive named \ADDPBKUP and you needed to
restore Address Book 1. From the DOS prompt, type:
ERASE C:\ADDP\QADDR1.* <ENTER>
COPY D:\ADDPBKUP\QADDR1.* C:\ADDP <ENTER>
Loading and Unloading ADDPOP
NOTE: If you have just installed the AddPhone system, you
must run ADDSETUP and ADDPHONE, as described respectively, at
least once before loading ADDPOP.
Before ADDPOP, the memory-resident portion of AddPhone, will
work, it must be loaded into your computer's memory. Load
ADDPOP from the Drive and Directory specified when ADDSETUP
process was run. For example, if you used the default Drive
C and \ADDP Directory, then you would type:
C: <ENTER>
CD\ADDP <ENTER>
ADDPOP <ENTER>
This loads the memory-resident portion of AddPhone, so that
you will be able to access your Address Book information
while you are working in other applications.
When ADDPOP is loaded correctly , you may see the message
"Using EMS for swap" or "Using XMS for swap". If your
computer has EMS (Expanded Memory Specification) or XMS
(eXtended Memory Specification), and it is active, ADDPOP
will use EMS or XMS memory for swapping secondary storage.
Using EMS and XMS is much faster than using the disk.
Otherwise, ADDPOP will use the disk that has ADDPOP.EXE
program on it for swapping secondary storage. If the disk is
used, you will see a "Swapping in" message when the Hot Key
combination is used to activate ADDPOP and a "Swapping out"
message when ADDPOP is deactivated.
If you get an error message, it will usually be because the
ADDPOP program needs a file it cannot find. If this is the
case, make sure you have run the ADDSETUP program and have
specified the correct Drive and Directory. Then run ADDPHONE
and within ADDPHONE access the Address Book file that may be
missing a index or whatever. This action will usually create
any of the files that ADDPOP needs. ADDPOP should always be
loaded from the Drive and Directory specified in the ADDSETUP
process.
To remove (unload) the memory-resident portion of AddPhone
from your computer's memory, from any DOS prompt, type:
18
AddPhone - (C) 1992 Robert Ladew
C: <ENTER>
CD\ADDP <ENTER>
ADDPOP/U <ENTER>
If you are running other memory-resident programs
simultaneously with ADDPOP, load ADDPOP last, if possible.
Activating ADDPOP
WARNING: ADDPOP only has the ability to swap out screens
that are in "text" mode. If you are in an application which
uses "graphics" mode, ADDPOP will not be able to swap out the
screens correctly.
WARNING: If you are using Microsoft Windows 3.x(TM) do not
use the above method of loading and unloading ADDPOP.
Instead, use the method described in the Microsoft Windows
User's Guide for memory-resident programs. Do not use the
AddPhone hot keys except as proscribed in the Microsoft
Windows User's Guide.
Once ADDPOP is loaded into memory, (is memory-resident), you
can be using any other application (word processor,
spreadsheet, data base, etc.) and, without leaving that
application, can access your Address Book information. Just
press the hot keys (the default is <ALT>D - press the <ALT>
key and the D (or d) key simultaneously) to pop up an
AddPhone window over your current application. Press the
<ESC> key as many times as required to return to your
original application.
See Section 11 for details describing how to use ADDPOP.
Placing ADDPOP in Your AUTOEXEC.BAT File
WARNING: If you are using Microsoft Windows 3.x(TM) use the
method described in the Windows User's Guide for memory-
resident programs.
If you are not running Windows, and you want ADDPOP loaded
into your computer's memory automatically every time you turn
on the computer, you can use a text editor to modify your
AUTOEXEC.BAT file to accomplish this.
Insert the following lines at the end of your AUTOEXEC.BAT
file:
C:
CD\ADDP
ADDPOP
CD\
If your AUTOEXEC.BAT file contains commands to load other
19
AddPhone - (C) 1992 Robert Ladew
memory-resident programs, put the ADDPOP commands last, if
possible.
If you do not understand how to modify batch files, such as
the AUTOEXEC.BAT file, your DOS manual describes the
process.
Moving Around and Using Special Keys
In most cases, the message line at the bottom of the screen
will tell what action to take next or what your choices are.
Table 3 lists the general guidelines for navigating the
screens and the AddPhone system.
Table 3. Function of Keys in AddPhone
KEY FUNCTION
ENTER (or RETURN) Moves cursor to the beginning of the next
field. Where indicated, initiates a
process.
TAB On some multi-column data entry screens,
moves cursor to the next column. On menu
screens, moves cursor to the next option.
Otherwise, moves cursor to the next
field.
SHIFT-TAB On some multi-column data entry screens,
moves cursor to the previous column. On
menu screens, moves cursor to the previous
option. Otherwise, moves cursor to the
previous field.
UP/DOWN ARROWS On menus, lists, and data entry screens,
moves cursor to the next (down arrow) and
previous (up arrow) option, list item, or
field.
LEFT/RIGHT ARROWS On data entry screens, moves cursor within
field. On some menus, operate the same as
up/down arrows.
DELETE In data entry fields, deletes one
character at a time above the cursor and
shifts the remaining characters one
position to the left.
INSERT In data entry fields, inserts one space at
a time at the cursor and shifts the
remaining characters one position to the
right. (Default edit mode is
"overwrite").
20
AddPhone - (C) 1992 Robert Ladew
HOME Moves cursor to beginning of current line,
or to the beginning of a list.
END Moves cursor to end of current line, or to
the end of a list.
PgDn Scrolls (down) through a list or a detail
record one screen-full at a time.
PgUp Scrolls (up) through a list or detail
record one screen-full at a time.
ESC Returns to the previous screen without
saving new data, unless otherwise
indicated. Used to exit the program.
F1 Displays a relevant help screen.
F2 Initiates a process or save new data.
F3 Where available, pops up the
Abbreviations Table.
From pop-up phone number table (accessed
from data record by <F7>), pops up the
phone number dialing prefix Table.
In ADDPOP, while in list, brings up a
"Find" box.
F4 Where available, pops up the Categories
Table. May have other functions, as
designated in the MESSAGE area.
F5 Where available, pops up notes associated
with the current record. May have other
functions, as designated in the MESSAGE
area.
F6 In Add mode, automatically repeats the
data that was entered in the data field
from the previous record to the
corresponding field in the current record,
(as for entering several records having
the same company and address
information).
In "Find" modes, presents blank data
screen for entering field-specific search
criteria.
Allows editing of pop-up tables, as well
as List Options, Print Options, Import
21
AddPhone - (C) 1992 Robert Ladew
Options, Export Options, Telephone Number
Prefixes, Telephone Number Suffixes
menus.
F7 From the main data entry screen, pops up
a table showing all phone number fields
for dialing or for maintenance of
Frequently Called Number flag (Yes or No)
and dialing Prefixes and Suffixes.
From Notes screen, deletes a line of notes
and moves lines below up one line.
From maintenance screens for the List
Options, Print Options, Import Options,
Export Options, Telephone Number Prefixes,
and Telephone Number Suffixes menus,
deletes a line and moves all items below
up one line.
F8 From Notes screen, inserts a blank line of
notes and moves all lines below down one
line. From maintenance screens for the
List Options, Print Options, Import
Options, Export Options, Telephone Number
Prefixes, and Telephone Number Suffixes
menus, and all tables, inserts a blank
line and moves all items below down one
line.
F9 When indicated, prints a facsimile of the
current data record on 8-1/2 x 11-inch
computer paper.
F10 Saves current entries and then saves files
indexes to disk.
Practicing with the Sample Directory
On the Address Book Selection Menu, you will see a Sample
Directory as Option 7. The password to the Sample Directory
is "SAMPLE". You can use this Address Book to become
familiar with the features of the program.
After you become familiar with the program, you may want to
delete this file and use its options number on the Address
Book Selection Menu for one of your own directories. From
any DOS prompt, use the following commands to delete the
Sample Directory from your disk.
C: <ENTER>
CD\ADDP <ENTER>
ERASE QADDR7.* <ENTER>
22
AddPhone - (C) 1992 Robert Ladew
Section 4
Creating Your Address Book & Setting up Address Book Files
When you type ADDPHONE from the C:\ADDP> DOS prompt, as
described in Section 3, "Getting Started", the Address Book
Selection Menu appears. See Appendix D, SCREEN 5, the
"Address Book Selection Menu" screen.
The Address Book Selection Menu allows you to set up eight
different Address Book files for easy, one-keystroke
selection. (If you need more than seven, see the section
"Using File Name 8 for Extra Files".)
Following the steps below, you will create your own
personalized file menu. You can create a new Address Book
file or rename a previous one at any time.
NOTE: You may wish to select the Sample Directory initially
just to try out the features of AddPhone before you create
your own Address Book. The password to the Sample Directory
is "SAMPLE". To select an Address Book from the menu,
highlight it using the <UP/DOWN> arrow keys and press
<ENTER>, or, type its option number. Go to Sections 5 and
the following to learn about AddPhone's features while you
experiment with the Sample Directory.
(1) Press <F6> to access the Address Book Name Update
Screen. See Appendix D, SCREEN 6, the "Address Book Name
Update Screen".
(2) Create your unique menu of Address Book names by typing
over the characters in the Address Book Name column. For
example, type over the letters "Not Used" the new Address
Book name "Clients" (or any name you wish). The Address Book
Names can be anything you wish up to 18 characters except
that the first character cannot be the numbers 1-8. After
typing in the name, press <ENTER>. Press <ENTER> again to go
to the Directory Path Name column. Indicate a Drive and Path
Name for the Address Book, for instance C:\ADDP. The default
Path is the Drive and Directory in which your AddPhone
program files were installed. However, you can use any Drive
and Directory/Sub Directory already in existence on your
computer. Or, you can designate a floppy Drive for any
Address Book, as you might do, for example, if you wish to
keep your data secure under lock and key.
Notice that Option 7 is used for the Sample Directory. You
may erase the Address Book files associated with the Sample
Directory using the DOS ERASE command. For example, if your
Option 7 Address Book files are in the default Drive and
Directory of C:\ADDP, then from the DOS prompt, type:
23
AddPhone - (C) 1992 Robert Ladew
C: <ENTER>
CD\ADDP <ENTER>
ERASE QADDR7.* <ENTER>
Now you can use the Option 7 slot for one of your Address
Books.
The File Name column cannot be edited. It shows the DOS
filename that is assigned to the primary data file of each
Address Book you create, regardless of the Address Book Name
you give it.
(3) Press <F2> to save your entries and return to the
Address Book Selection Menu.
(4) Now, from the Address Book Selection Menu, select the
Address Book you want (highlight and press <ENTER>), or, just
type the Address Book number, (1-8).
When you have made your selection and the following message
appears at the bottom of the screen, "The Address Book Name
you have chosen does not exist or the specified Directory
Path Name is incorrect.", it may indeed not exist because you
are intending to create a new Address Book. In this case
press <F2>. This will create a new empty Address Book ready
for entries.
If you have previously created this Address Book and get the
message, "The Address Book Name you have chosen does not
exist or the specified Directory Path Name is incorrect.",
see "If Program Does Not Find an Existing File" later in this
section.
The password box appears. After you have entered the correct
password, the Task Option List appears. To begin adding
records, see Section 5., "Adding Records". To display or
make changes to records, see Section 6, "Displaying and
Modifying Your Records".
Using File Name 8 for Extra Files
If you need more than seven different Address Books, use the
Option 8 line as many times as needed to create and then
retrieve additional files. You must, however, use only legal
DOS file names for Option 8. The file name must be no longer
than 8 characters, with an extension of .DTD -- for example,
PRIVATE.DTD. Be sure each 8-character file name is different
from any other, as you could inadvertently overlay an
existing file and lose data.. Indicate the desired Drive and
Directory Path Name. The Address Book Name will be
automatically copied into the File Name column.
To select the desired file if it does not currently appear on
24
AddPhone - (C) 1992 Robert Ladew
the Address Book Selection Menu, first use the Address Book
Name Update Screen to enter the desired Address Book Name and
Path for Option 8. Then press <F2> to save and exit back to
the Address Book Selection menu. Now, from the Address Book
Selection menu, select Option 8 to retrieve the file.
Using the Option 8, the number of Address Book files you can
have is limited only by your disk space (or number of
diskettes!).
If Program Does Not Find an Existing File
If, you have previously created the Address Book you are
selecting, and get the message: "The Address Book Name you
have chosen does not exist or the specified Directory Path
Name is incorrect." the problem is that AddPhone cannot find
the file in the location indicated on the Address Book Name
Update Screen.
If you are using a floppy Drive for the file, you may
have inserted the wrong floppy disk.
If the file should be on the hard disk, press <F6> to
return to the Address Book Name Update Screen and check
the Directory Path Name associated with the missing
file. If your Path Name seems OK, exit AddPhone and
check you DOS directories for the "misplaced" QADDRn.DTD
file.
If you find that the file is missing or damaged, you can
restore from your backup. (You did make a backup,
didn't you?)
Passwords
NOTE: The password to the Sample Directory (Selection 7 on
the Address Book Selection Menu) is "SAMPLE".
When creating an Address Book, it will be necessary to enter
a password which will be used in the future to gain access to
the file. Each Address Book can have its own unique
password.
Creating a Password
A box will automatically be provided for creating a password
when a new Address Book is created.
A password can be any group of characters from 0-8 characters
in length. Uppercase and lowercase are significant. To gain
access to an existing file, the exact password, using
uppercase and lowercase must be entered.
25
AddPhone - (C) 1992 Robert Ladew
NOTE: If you do not wish to use passwords, simply press
<ENTER> when you are asked to create a password for a new
Address Book or asked to create a new password for an
existing Address Book. This, in effect, creates a password
of all spaces. The program will not put up the "Enter
Password" box when the password is all spaces.
Changing a Password
A password can be changed by using the "New Password"
function in the "Special Functions" menu of the ADDPHONE
program. To change a password:
(1) Select S(pecial) from the Task Option List menu.
(2) Select N(ew Password) from the Special Functions menu.
(3) Select the Address Book from the list of Address Book
Names. If an Address Book Name is selected other than the
one you are currently using, a box will be provided for
entering the current password. Next, a box will be provided
for entering the "New" password.
(4) Enter a new password and press <ENTER>. See NOTE above
if you do not wish to use passwords.
Cannot Remember Your Password!
You forgot your password and cannot get into your file. Call
the technical support number listed earlier in this manual.
26
AddPhone - (C) 1992 Robert Ladew
Section 5
Adding Records
After you have selected your Address Book from the Address
Book Selection Menu, and, have entered the correct password,
the Task Option List appears, instructing you to select the
desired task.
(1) Select A(DD). (Highlight the option and press <ENTER> or
press the first letter of the option, A).
The blank "form", (the main data entry screen), either with
the default fields selected, or, with the fields as modified
by you during the FIELD SELECTION LIST option of the ADDSETUP
process appears. See Appendix D, SCREEN 7, the "Main Data
Entry Screen", Add mode.
(2) Fill in the fields, as desired. Press <ENTER> to move
to the next field. The first field, (LAST NAME in the above
example), is a required field. It has to have something in
it before you can proceed. This is because this field is an
essential part of the primary key for "Find" operations later
on. The Month and Day of the date field are checked for
validity, i.e., a day of 32 or a month of 13 is not allowed.
The edit mode is "overwrite". Therefore, if you want to
insert characters, you must first make blank spaces using the
<INS> key. The <DEL> key deletes characters above the cursor
and moves the rest of the field to the left. The
<BACKSPACE> key erases characters to the left of the
cursor, leaving blank spaces.
(3) Press <F2> to save data.
Important! You must press <F2> before exiting the data
record. If you press <ESC> without first pressing <F2>, your
data will NOT be saved.
(4) Select the desired option (A(DD), C(HANGE), E(RASE),
etc.) from the Task Option List, which is now at the top of
the record screen.
To return to the previous screen, press <ESC>.
Whenever an option such as A(DD), C(HANGE), F(IND), etc. is
completed, the MESSAGE near the bottom of the screen will say
"Record Displayed. Select Option., etc.". The options are at
the top of the screen and are selected by either highlighting
the desired option and pressing <ENTER> or simply entering
the first letter of the option, i.e., A for Add.
Important! Always look in the MESSAGE area near the bottom
27
AddPhone - (C) 1992 Robert Ladew
of the screen for the status of things and/or what to do next
and/or what options are available.
Entering Postal Abbreviations
If you cannot remember the standard postal abbreviation for a
state (province, district, or county), AddPhone has a pop-up
table (which you can edit) to help you.
(1) From anywhere on the screen, (except when in Entering
Categories Mode), press <F3> to pop up the abbreviations
Table. The table initially shows all 50 of the United
States, most US territories, all Canadian provinces, all
Australian states, and all New Zealand provinces. However,
you can edit the table adding, deleting, and changing entries
as needed. The table has a maximum capacity of 99 entries.
(2) To select an entry, scroll up and down to find and
highlight it, or type its abbreviation, and press <ENTER>.
The selected abbreviation is automatically transferred to the
STATE (or PROVINCE, DISTRICT, or COUNTY) data field.
To edit the Abbreviations Table, see the section below,
"Editing Tables".
Entering Categories
NOTE: You must be in "Enter Data", (Add) mode or "Change
Data" (Change) mode, before you can update a record with
category(s). You can tell if you are in one of these modes
by looking in the MESSAGE area near the bottom of the screen.
If you are in "Record Displayed" mode, you can view the
categories but not update them.
(1) From any point on the data entry screen, access the
CATEGORY fields, (up to 10), by pressing <F4>. Move the
cursor to the category field you want to use by pressing
<ENTER> as many times as necessary.
(2) Now, access the pop-up Categories Table by pressing
<F4> again.
One Categories Table is used for all files in your AddPhone
system (unless you have set up different directories, as
explained in Appendix C, "Address Book Files That Use
Different Tables & Menus"). Therefore, the Categories Table
you see initially is the one created to go with the Sample
Directory. You will undoubtedly want to delete these and
start over with your own categories. The Categories Table
has a capacity of 250 entries. See the heading, "Editing
Tables", later in this section..
(3) To enter a category in the current record, highlight the
28
AddPhone - (C) 1992 Robert Ladew
category or type its code, then press <ENTER>. The category
code is transferred to the category field from which you
accessed the table. (Be sure you are in the category field
you want to use before you access the Categories Table;
otherwise, you may inadvertently replace a category
unintentionally).
If you already know the category code you want, you can just
type it in a category field without accessing the table.
(4) Press <ENTER> to "register" the category code in the
category data field in the record and repeat (2) through (4)
if you have more category codes to enter.
(5) When you are through with entering categories, press
<ESC> to return to the last field selected on the main
data entry screen before you accessed the category
fields.
Entering Phone Numbers and Dialing Information
It is important to enter the area code in parentheses, such
as (818) 555-8540. For automatic dialing, AddPhone considers
any characters inside parentheses to be an area code and
"knows" not to dial it if it is the same as the one you
entered as your own in the dialing setup. (See Section 8,
"Setting Up the Dial Options").
The AddPhone main data entry screen defaults to a phone num-
ber template of (nnn) nnn-nnnn initially. The <F8> key will
toggle this template off and on. If you have an internation-
al number, or any number not conforming to the template of
(nnn) nnn-nnnn, then toggle the template off with the <F8>
key and then enter the telephone number in any format.
After you have entered phone number(s) for a record, you can
also enter additional dialing information to make dialing via
your modem totally automatic.
NOTE: You must be in "Enter Data", A(dd), mode, or "Change
Data" C(hange) mode, before you can update a record with
changes. You can tell if you are in one of these modes by
looking in the MESSAGE area near the bottom of the screen.
If you are in "Record Displayed" mode, you can view the data
but not update it.
For each number, you can specify any applicable prefixes from
a Telephone Number Prefixes Table, which you can also edit.
Prefixes are numbers to be dialed before a phone number, such
as "9" to get an "outside line", "1" to precede an area code
different from your own, or "011" to obtain an overseas
connection, etc. A prefix might also include a long distance
service access number such as MCI access numbers. A prefix
29
AddPhone - (C) 1992 Robert Ladew
can also have special modem codes, such as a "W" for wait
(usually for a dial tone). For example, if a number requires
that you dial a 9 to get an outside line, wait for a dial
tone, then a 1 for a long distance call, then the area code
and number, you could specify the prefix as "9W1". See your
Modem User's Guide for details.
A suffix is a number or code to be dialed at the end of a
phone number. For example, overseas calls go through faster
if you enter a # sign after dialing the number, signaling the
phone number is complete. Some long distance services, such
as MCI, require an ID or account code to be dialed after the
number.
You can also flag phone numbers as frequently called numbers
(FCN). You can then print telephone lists which only include
those which are flagged as FCN's.
(1) To access a pop-up window with phone number information
for the current record, press <F7>. See Appendix D, SCREEN 8,
the "Phone Information Pop-Up Screen".
(2) Highlight the phone number of interest using the
<UP/DOWN> arrow keys.
(a) To flag (or unflag) as an FCN, press the <TAB> key
to highlight the FCN column. Type a Y or N, as desired.
(b) To enter a prefix for the highlighted phone number,
press the <TAB> key to highlight the PFX column, and
then, access the Telephone Number Prefixes Table by
pressing <F3>. See Appendix D, SCREEN 9, the "Prefixes
Pop-Up Screen".
Use the <UP/DOWN> arrow keys to highlight the desired
prefix, or, just enter the prefix code, then, press
<ENTER>. The prefix code on the table is transferred to
the PFX field for that phone number. Press <F2> to save
the entry.
(c) To enter a suffix for the highlighted phone number,
press the <TAB> key to highlight the SFX column, and
then, access the Suffixes Table by pressing <F4>. See
Appendix D, SCREEN 10, the "Suffixes Pop-Up Screen".
Use the <UP/DOWN> arrow keys to highlight the desired
suffix, or, just enter the suffix code, then, press
<ENTER>. The suffix code on the table is transferred to
the SFX field for that phone number. Press <F2> to save
the entry.
Editing Tables
30
AddPhone - (C) 1992 Robert Ladew
The same procedure applies for editing any table in AddPhone,
whether it is the Abbreviations Table, the Categories Table,
or the Prefix and Suffix Tables for phone numbers.
Once you have any table displayed, press <F6> to access the
table maintenance screen for that table.
The table item code in the first column is called the "key".
The key determines how the items in the table will sort when
the table is displayed. You can edit any of the existing
table entries, delete them, change them, and/or add new
ones. Keep in mind however, that if you change or delete a
table entry, any entries in the data records associated with
that table entry will remain in the data record unaffected.
For the Telephone Number Prefixes and Suffixes
Tables:
- Up to 26 table entries
- 1 character is allowed for the key code (A -
Z is suggested)
- Up to 20 characters are allowed per item (for
both Prefixes and Suffixes)
For the Categories Table:
- Up to 250 table entries
- 1 or 2 characters are allowed for the
category code (Something meaningful is
suggested, i.e., AT for Attorneys, etc.)
- Up to 35 characters are allowed per item
For the Abbreviations Table:
- Up to 99 table entries
- 2 or 3 characters are allowed for the
abbreviation code (Should be a valid
abbreviation, i.e., ME for Maine, NSW for
New South Wales, etc.)
- Up to 28 characters are allowed per item
Keep in mind that the keys will display in alphabetical (or
numerical, if you use numbers) order in a table, no matter
how they are entered. For instance, you can add new items at
the bottom of the table, rather than trying to insert them in
the appropriate places in the table.
To delete an item, press <F7>. The entire line is deleted
and the lines below move up.
To add an item between two existing lines, press <F8>. A
blank for the new line appears and the lines below move
down.
When you are satisfied with your table entries, press <F2> to
save and return to the pop-up selection table, which now
31
AddPhone - (C) 1992 Robert Ladew
displays your changes in the correct sequence. You can go
back and edit the table anytime. You can also edit the
Prefixes and Suffixes Tables from the Dial Setup menu, and,
the Abbreviations and Categories Tables from the Special
Functions menu without first accessing a record.
Entering Repeating Information in Multiple Records
If you are entering several records in a row that have the
same information in one or more fields, the <F6> key will
save you time. When you are entering (or modifying) records,
the program "remembers" every value entered in every field of
the previous record. Therefore, if you are entering several
records for associates of a single firm, for example, when
you come to the fields for company, address, city, state,
zip, and maybe even business phone number, you can just press
<F6> instead of retyping the information.
Entering Notes
From anywhere on the data screen, press <F5> to get the Notes
screen. This screen provides space for about 1000 characters.
The Notes screen provides automatic line wrap at the end of
each line. If the last word you are entering on a line will
not fit, the entire word wraps to the next line, etc.
The edit mode is "overwrite". Therefore, if you want to
insert characters, you must first make blank spaces using the
<INS> key. The <DEL> key deletes characters above the cursor
and moves the rest of the line to the left. The <BACKSPACE>
key erases characters to the left of the cursor, leaving
blank spaces.
Move back and forth between columns using the <TAB> and
<SHIFT><TAB> keys. To move up and down the lines of notes,
use the <UP/DOWN> arrow keys. To move back and forth across
a line, use the <LEFT/RIGHT> arrow keys.
To delete a whole line, put the cursor anywhere on the line,
and press <F7>. The lines below (wrapping from the first to
the second column) move up to fill in the space.
To insert a line, put the cursor at the beginning of the line
to be below the new line, and press <F8>. The rest of the
lines move down to make room.
To leave a blank line for formatting purposes, you must enter
at least one character on the line (such as an unobtrusive
period or one or more hyphens).
Press <F2> to save your notes data and return to the data
entry screen.
32
AddPhone - (C) 1992 Robert Ladew
Notice on the data entry screen the "Notes:" (Yes or No)
status at the lower right-hand corner.
Press <F2> again if you need to save data entered on the main
data entry screen.
Print a Single Record
In addition to the numerous customized reports you can print,
(see Section 7), you can print a single Record, including
Categories and Notes, on plain 8-1/2 x 11-inch computer
paper.
The record you wish to print must be currently displayed.
Press
<F9> and the record will print.
Saving Your Data
When you properly exit AddPhone, or exit from one Address
Book data file to work on another one, your data files and
the associated indexes to your data files are saved on disk.
In addition, you can press the <F10> key at anytime and the
Address Book you are working on and its associated indexes
will be saved on disk.
As you are working with your file, adding and modifying
records and tables, you are repeatedly pressing the <F2> key
to save your entries. These "saves" are stored in the
computer's memory and depending on your computer
configuration, are written to disk at periodic intervals. If
AddPhone is not exited properly, for any reason, such as a
loss of power, and the computer turns off right in the middle
of an AddPhone process, you could lose some of the data that
has not been written out to disk yet. Pressing the <F10> key
at various intervals of your choice, however, will write all
of the data "saves" up to that point out to your disk. This
guarantees that none of the data entered up to that time will
be lost, even if there is a power failure.
If, for any reason, the AddPhone application is not properly
exited, i.e., loss of power, or the computer was shut off or
rebooted while AddPhone was still running, use the "Build New
Indexes" function in the Special Functions menu to insure
file integrity in the file that was being used when AddPhone
was not properly exited.
33
AddPhone - (C) 1992 Robert Ladew
Section 6
Displaying and Modifying Your Records
Listing Your Address Book Records
AddPhone provides several pre-defined list formats for
displaying your Address Book information. AddPhone also
gives you the option of defining your own lists. This
section describes how to display your records using the
provided pre-defined List Options. The next section
describes how to create your own customized lists.
(1) From the Task Option List, select the L(IST) Option.
The List Options menu appears. See Appendix D, SCREEN 11,
the "List Options" screen.
The pre-defined List Options are:
NOTE: The field names described below are the default field
names. You could have selected (or de-selected) certain fields
and changed the field names in the FIELD SELECTION LIST
option of the ADDSETUP process.
A. Name List (Default) Shows all records by SORT NAME,
FIRST, and COMPANY, sorted by
SORT NAME.
B. Company List Shows all records by COMPANY, FIRST
and SORT NAME, sorted by COMPANY.
C. Phone Number List Shows all records by SORT NAME,
FIRST, H-PHONE, B- PHONE, and
EXT., sorted by SORT NAME.
D. Birthday List Shows all records by FIRST, LAST
NAME, B'DAY 1, B'DAY 2, and
ANNVRSRY, sorted by B'DAY 1.
NOTE: These pre-defined lists were set up to be
representative of various lists you can have, both to use
and serve as a guide for setting up your own customized lists
to meet your particular needs.
(2) Select the desired list, either by highlighting it or
typing its letter, and then press <ENTER>. There is a little
wait, usually just a few seconds, depending on the size of your
file and the speed of your computer, while AddPhone rearranges
the data into the list specified by the parameters of the List
Option selected. See Appendix D, SCREEN 12, the "List"
screen (with the "Find Box").
34
AddPhone - (C) 1992 Robert Ladew
After the list appears, you can press "F" to bring up a
"find" box. Use the "find" box to enter a key, or a partial
key. The field name(s) which make up an item (row) in your
list also make up the key. The field name in the "find" box
is the major key field. (The priority of the fields that
make up the list key is the sorted sequence of the list.
This sequence is specified when a customized list is
created. See "Customizing a List", step 7, further on in
this section for more details). Enter all or only the first
part of the key which is asked for in the message near the
bottom of the screen (and also specified in the "find" box).
Press <ENTER> when ready. The list will immediately scroll
to the record nearest to the key that was entered.
You can move up and down the list, one line at a time, by
using the <UP/DOWN> arrow keys, or a screen full at a time by
using the <PgUp> and <PgDn> keys. The <END> key takes you
directly to the end of the list, while <HOME> takes you
directly to the beginning of the list. The first column is
labelled "A" for A(ction). You can use this field to select
records for various actions, specifically, C to change data
in the record, D to display the record, or E to erase the
record from the file.
(3) Select a record, enter a C (Change), a D (Display, or
Dial), or an E (Erase) in the "A" column. You can select any
number of records in this manner, i.e., you can select
several records to change at a time (entering C's in the
Action column of the corresponding records). When your
selection(s) are made, press <F2>.
The first record selected is presented on the main data entry
screen and is in the mode of the "Action" selected, i.e., if
the Action is C (Change), the record is presented in the
"Change Data" mode, etc.
After the action is performed, i.e., Change, Display, Dial,
or Erase), press <ESC> and you will be returned to the List
Screen. The List Screen entry is updated if applicable and
the "Action" column for that record is now blank.
This cycle can be repeated until there are no more records
selected for action on your list.
Customizing a List
There are only 4 pre-defined List Options initially.
AddPhone allows you to create up to 26 customized List
Options easily and accessible from the List Options menu.
You can specify what fields you want to display, the length
of the fields, and what order they will appear across the
screen. You can specify the sort priority of the fields, and
whether they sort in ascending or descending order. You can
35
AddPhone - (C) 1992 Robert Ladew
also limit the number of records included in a list by
defining the field values to be included. This may sound
complicated, but an example may clear it all up.
You have a data file (Address Book) of your 1000 employees.
You want to organize a car pool from an outlying town
(Remoteville) to work. You want the names, phone number and
extensions of the employees who live in Remoteville so you
can call them to see if they are interested in participating
in the car pool.
Here are the steps for creating the customized list:
(1) From the Task Option List screen, select L(IST). The
List Options menu appears.
(2) Press <F6> to access the List Options Maintenance mode.
(3) The List Options Maintenance screen looks very similar to
the List Options screen. See Appendix D, SCREEN 13, the "List
Options Maintenance" screen. It allows you to either modify an
existing List Option name or to add a new List Option name. In
this example, we are going to add a new List Option name of
"Remoteville Car Pool". Using the <DOWN> arrow key, position
the cursor to the first available (blank) line. Type in "E",
then "Remoteville Car Pool" <ENTER>.
(4) Press <F2> to save the new List Option name and continue
with defining the new List Option.
The screen that now appears is for selecting the fields to
include on the new list. See Appendix D, SCREEN 14, the "List
Field Selection Screen". A list of available fields appear in
the left box. (Available fields will be those fields that were
selected during the FIELD SELECTION LIST option in the ADDSETUP
process).
(5) Select the desired fields by entering "Y" beside the
desired field or "unselect" them by entering "N". Use the
<UP/DOWN> arrow keys or <PgUp/PgDn> keys to highlight
highlight the desired field. As you select a field, i.e.,
flag it "Yes", that field will appear in the right box
(Selected Fields). This is to let you know what has been
selected and will be appearing on the subsequent list.
Although there is no limit to the number of fields you can
select for a list, the screen only has 80 columns to work
with. Therefore, you must design your list to fit on the
screen. As you can see in the above example, we have
selected SORT NAME, FIRST, B-PHONE and EXT.
Press <F2> to save the field selections and continue defining
the new List Option.
36
AddPhone - (C) 1992 Robert Ladew
On the next screen, you will have the opportunity to specify
the sequence of the fields across the screen, specify the
sorting order of the records as they appear on the list,
whether the sorting order will be ascending or descending, and
to adjust the length of each field that was selected. See
Appendix D, SCREEN 15, the "List Field Selection Parameters
Screen".
(6) To define the order of the columns (fields) as they will
appear across the screen in the list, press <F3>. In the
example, the across order will be in 2, 1, 3, and 4 order,
i.e., FIRST, SORT NAME, B-PHONE and EXT. Enter a number
beside every field selected, otherwise, those fields without
a number will not appear on the list.
(7) The "Down" column is for defining the sort order of the
records (rows), top to bottom. Press <F4> to place the
cursor in this column. Enter sequence numbers to indicate
which field you want to sort first, second, etc. Enter
numbers for only as many fields as you care to sort on. For
instance, if you want to sort on Company and then Sort Name
within Company, place a "1" in the Down column by the COMPANY
field name and a "2" in the Down column by the SORT NAME
field name. Leave the rest of the Down column blank. In our
example, we want the list to be in alphabetical order by last
name, then first, etc., thus, we entered a 1 in the SORT NAME
column and a 2 in the FIRST column.
(8) To define whether each field will sort in ascending or
descending order, press <F5>. The default is A for
ascending. We want our list to be in ascending order so we
will not change anything in this column.
(9) To specify a field length different from the default,
press <F6>. Change field lengths as desired. For instance,
if we were going to be listing more fields in our example,
they may not have all fit across the screen. However, we
could have shortened the FIRST (name) field length to 1, thus
making the list first initial, sort name, etc. instead of
first name, sort name, etc. You can shorten, or lengthen a
field for purposes of list appearance as you see fit. In our
example, however, the field length defaults are OK.
Press <F2> to save your entries so far and continue with the
new List Option definition.
On the next screen, you can enter field values to limit your
list to only those records that match the limitation
criteria. See Appendix D, SCREEN 16, the "Limit Items in
List" screen.
(10) To include all records in your file, leave this screen
37
AddPhone - (C) 1992 Robert Ladew
blank. To limit the records included in your list you may
enter values in as many fields as you wish. However, this
screen works so that all criteria entered must be matched in
combination by records in your file, i.e., you want a list of
sort names that begin with "L" and live in a specific city.
For our example, we only want records of all persons who live
in Remoteville, so on the next screen, "Limit Items in List"
screen, we enter "Remoteville" in the CITY field.
(11) Press <F2> to save your entries and return to the List
Options menu. The new List Option you have just defined is
now saved as a permanent option on the menu (unless you
change it). You can simply select it whenever you wish a
list of Remoteville residents. See Appendix D, SCREEN 17,
the "List Screen", Remoteville example.
Finding Records to Change, Display, Erase, or Dial
Before you can exercise the C(HANGE), E(RASE), or D(IAL)
options, you must first F(IND) the correct record. All four
of these options from Task Option List prompt you for search
information, so you can select the correct record.
You can search for a particular record or records based on
any information in any field. You do not even have to know a
name to find a record in your Address Book. And you can
quickly find all records having certain information in common
without creating a list. The following steps describe how to
do a search based on a particular criterion or criteria.
(1) From the Task Option List, select the C(HANGE), E(RASE),
F(IND), or D(IAL) option. The Find Record. . . screen
appears. See Appendix D, SCREEN 18, the "Find Record" screen.
(2) You can search for records in three ways: (a) by a
specific name, (or, whatever is in the first data field of
the record), (b) by a particular piece of information that
could appear in a specific field, or (c) by a particular
piece of information that could appear in any field.
NOTE: The SORT NAME, FIRST, and INIT are used by AddPhone to
build a key for an index for very fast "finds", (the (a)
method below). However, you could have renamed these fields
in the FIELD SELECTION LIST option in the ADDSETUP process to
something else, and, furthermore, FIRST and INIT are not even
required fields, i.e., you could have "unselected" them in
the ADDSETUP process. Whatever the case, at least the first
field, initially called the SORT NAME, will be used to build
the index and will be available for using the (a) method
below for very fast "finds".
(a) To find a specific record, enter as much of the
38
AddPhone - (C) 1992 Robert Ladew
"key", (which in the sample directory), is SORT NAME,
FIRST and INIT as desired, and press <F2>. The specific
record will appear immediate in the data entry screen
format. If the record is not found, the next record in
the alphabetical sequence will appear. This search is
very fast because the program uses an index built from
keys made up of the first three fields of each record.
(b) To search all fields for a particular piece of
information, press <ENTER> until the "Any Search
Criterion" field is highlighted. Enter any sequence of
characters in this field that you may wish to find.
AddPhone will search all fields in every record
(including Notes) for the particular sequence of
characters entered. Upon completion of the search, a
listing of all the records which matched the entered
criterion will be presented. For example, if you
entered "los" as the Search Criterion, AddPhone will
find and display in a list, all records that have a city
of "Los Angeles", the name "Carlos", the street name
"Lost Hills Drive", or any other form of the letters
"los" in any field in the record. The format of the
list will be that of the last List Option you used when
doing a List Option. This search can take some time,
depending on the size of your file, because AddPhone
"looks" at every field in every record for matching
criteria.
If the search found matching records, they will be in a
list. Once you have the list, you can work with the
list in the same manner as described in "Listing Your
Address Book Records" found earlier in this section.
(c) To search one or more specific fields for
particular criteria, press the <F6> key from the "Find
Record. . ." screen. A blank screen similar to the main
data entry screen appears. See Appendix D, SCREEN 19,
the "Detail Find" screen.
Enter any search information in any one or more fields. Keep
in mind that this screen works so that all criteria entered
must be matched in combination by records in your file.
Therefore, the more data you enter, the fewer records will be
found. After you have entered the search criteria, press
<F2> and AddPhone will search only the Criterion-specified
fields(s) in all your records and display a listing of all
the records that match the specific criterion (criteria) you
entered. This search is faster than (b) above, because fewer
fields have to be searched, but it is not as fast as (a)
because the data file, rather than the index, must be
searched.
If the search found matching records, they will be in a list.
39
AddPhone - (C) 1992 Robert Ladew
Once you have the list, you can work with the list in the
same manner as described in "Listing Your Address Book
Records" found earlier in this section.
Once you have a record displayed, as long as you are in
display mode (the MESSAGE at the bottom of the screen will
say "Record Displayed"), you can use the <PgDn> key to move
to the next record in the file and the <PgUp> key to move to
the previous record in the file. With any record displayed,
you can select C(HANGE), E(RASE), or D(IAL) option from the
Task Option List at the top of the screen to act on the
record displayed.
Changing Records
Retrieve the record you wish to modify, as described earlier
in this section. Or, with the record in display mode, you
can highlight the C(HANGE) option on the Task Option List at
the top of the display, and press <ENTER>. The record should
be in the "Change" mode, as indicated by the MESSAGE "Change
Data" near the bottom of the display.
To modify the record, type new information over the old. Use
the space bar, <INS> key, or the <DEL> key to delete unwanted
characters not overwritten. (See Table 3 in Section 3 on the
use of function keys).
The function keys work just as when you are adding records:
<F3> accesses the Abbreviations Table
<F4> access the Categories Table
<F5> accesses Notes
<F6> repeats the same field value from the previously
changed record
<F7> accesses phone numbers for editing phone
number information and for dialing
<F8> toggles the phone number template on and off
<F9> prints out the record
To save your changes, press <F2>. The changes are saved and
the record mode changes to "Display" mode and is redisplayed.
Select your next task from the Task Option List at the top of
the display, or use <PgUp> or <PgDn> to display the previous
or next record in the file.
Erasing a Single Record
To erase a single record, retrieve the record, as described
in "Finding Records to Change, Display, Erase, or Dial" found
earlier in this section. Or, with the record in display
mode, you can highlight the E(RASE) option on the Task Option
List at the top of the display and press <ENTER>. A prompt
40
AddPhone - (C) 1992 Robert Ladew
appears "Are you sure? (Y or N):" giving you the opportunity
to change your mind about erasing the record.
Answer "Y" (or "y") to erase the record. You will be
returned to the previous screen.
Erasing Many Records
(1) To erase several records at once, select the S(PECIAL)
option from the Task Option List. The Special Functions menu
appears. See Appendix D, SCREEN 20, the "Special Functions"
screen.
(2) Select the Delete (Multiple Records) option. The Mass
Delete - Select Address Book screen appears. See Appe;ndix F,
the "Mass Delete - Select Accress Book" screen.
(3) Select the Address Book from which you wish to delete
multiple records.
AddPhone sorts the records into a sorted list. The particular
list it uses will be the last one used in a List Option
function.
(4) Type a D in the A(ction) field in front of each record
you wish to delete. See Appendix D, SCREEN 22, the "List
Mass Delete" screen.
(5) Press <F2> to delete all the marked entries at once.
Compressing Your Files After Numerous Deletions
Erasing or deleting records from a file does not
automatically reduce the size of the file on your disk.
Instead, the record deleted is really only flagged in the
file as being deleted. It still takes up space. However,
when AddPhone writes your backup files as you exit the
program, it gets rid of the records that are flagged as
deleted, thus freeing up the space these deleted records were
taking. Therefore, after you have erased (or mass-deleted) a
number of records, you can reduce the space the file takes on
disk by replacing it with its backup file. Since the back
files have the same names as the primary files, simply copy
them from your backup disk onto your working disk using the
procedure "Restoring Files from Backup Copies" found in
Section 3. The primary files will be overwritten by the more
compact backup files. Important! Now, run the ADDPHONE
program and go to the Special Functions menu and select
"Build New Indexes". Build a new index for each file
restored from the backup.
41
AddPhone - (C) 1992 Robert Ladew
Section 7
Printing Your Address Books
With AddPhone, you have a great deal of flexibility in
printing your Address Book data files. You can select
predefined report formats, labels, or rotary cards. Or, you
can create your own customized reports, adding them to the
Printing Options menu so that the next time you can select
and print them using one keystroke. You can have a total of
up to 26 Print Options described at any one time.
Special Paper
We recommend that you purchase special forms for printing out
the various sizes of your Address Books from:
Day-Timers, Inc., of Allentown, PA (215) 395-5884
However, AddPhone prints Address Books in many of the
existing popular sizes, many of which can be purchased in
most stationary stores. See Table 6 later on in this section
for page sizes.
If you are using Day-Timer* forms for printing, notice the
difference between the two sides of the special paper.
Except for the two pocket booklet sizes, the side printed
with the Name, Address, Area Code, etc. is for adding entries
by hand when the computer is not available. The side with
the large green box(es) is for your printer to print on. The
two pocket booklet sizes are prepared for printing on both
sides, if you wish.
The following instructions assume that you will be using the
recommended special paper. However, if you are using paper
formats which do not quite fit the descriptions here, make
modifications as appropriate.
If you have a dot-matrix printer, keep in mind when you feed
the paper into the printer that the side with the large green
box(es) is for printing.
If you have a laser printer, keep in the following in mind
when you fill the paper tray:
(a) The side with the large green box(es) is for
printing, so load your paper tray as appropriate for
your printer.
(b) The top of the form should be such that it feeds
into the printer first. With forms that print sideways,
the top of the form should be to the left as it feeds
into the printer (on most laser printers).
42
AddPhone - (C) 1992 Robert Ladew
Selecting Already-Defined Report Options
(1) From the Task Option Menu, select P(RINT). The Printing
Options menu appears, offering several report options, as well
as label and rotary card printing, which we have setup for you.
(You can setup your own Print Options to meet your particular
requirements). The Sample Directory Printing Options menu is
shown as we have set it up initially. See Appendix D, SCREEN
23, the "Print Options" screen. Table 4, found later in this
section, describes each of these predefined options. (Also,
see Table 5, also found later in this section, for an
explanation of specific printing options).
(2) Select the option of your choice, and press <ENTER> to
print. To create your customized Address Book, see "Creating
a Customized Report", found later in this section. To print
labels or rotary cards, see "Printing Labels or Rotary
Cards", also found later on in this section.
If you have a dot-matrix printer, you are now asked "Are
forms lined up? (Y or N):". Type N(o).
With dot matrix printers, to help you align the paper, a
border of X's will print, including a large X at the top of
the page for the heading letter and "Page XXXX" at the bottom
of the page for the page number. If the forms are lined up,
all the X's will fall within the green rectangle. Ideally,
the pattern of X's and the X at the bottom of the page will
allow you to position the paper in the printer so that the
information prints within the rectangle, with even margins
left and right, top and bottom. You can answer N(o) as many
times as you need in order to line up the paper correctly.
When you are satisfied with the alignment, type Y(es), and
your Address Book will print out.
Table 4. Predefined Report Options
NOTE: The second letter, (i.e., B - Jr. Pocket...), in this
table are letters used in Table 6 to define some of the
report formats
A B - Jr. Pocket Wire-Bound Booklet:(1) No index(2) L&R
pages, 2 sides; most fields(3); no notes; sorts on last and
first names.
B C - Sr. Pocket Wire-Bound Booklet: No index(2); L&R
pages, 2 sides; most fields(3); no notes; sorts on last and
first names.
C J - Jr. Pocket Loose-Leaf: No index(2); L&R pages, 1
side; most fields(3); no notes; sorts on last and first
names.
43
AddPhone - (C) 1992 Robert Ladew
D K - Sr. Pocket Loose-Leaf: No index(2); L&R pages, 1
side; most fields(3); no notes; sorts on last and first
names.
E L - Jr. Desk Loose-Leaf: No index(2); L&R pages, 1
side; most fields(3); no notes; sorts on last and first
names.
F M - Sr. Desk Loose-Leaf: No index(2); L&R pages, 1
side; most fields(3); no notes; sorts on last and first
names.
G A - Address Labels: Prints all records, with MAILING
NAME, ADDR LINE 1, ADDR LINE 2, CITY, STATE, ZIP; sorts on
zip.
H R - Rotary Cards: Prints all records, most fields(3);
sorts on last and first names.
I P - List-City: Prints on plain 8-1/2 x 11 inch computer
paper; columns are SORT NAME, FIRST, COMPANY, CITY, STATE,
ZIP, B-PHONE, EXT; sorts on city.
J P - List-Category: Prints on plain 8-1/2 x 11 inch
computer paper; columns are SORT NAME, FIRST, COMPANY, CITY,
STATE, ZIP, B-PHONE, EXT; sorts on categories, then on last
and first names.
The above predefined Print Options are meant to be samples or
guides as to how the various reports can be printed. Using
the <F6> Print Options Maintenance function, you can
customize your reports in virtually an unlimited number of
ways. See the topic headed "Creating a Customized Report",
found later in this section.
Notes for Table 4:
1 All the records in your file are printed in all the
predefined Print Options. (That is, no limiting criteria are
used to select specific records to print).
2 For printout formats that do include an index, indexes
always print in alphabetical order, sort name first. In
indexes, all phone numbers are listed in the order the fields
appear in the record. For example, if all phone number
fields are used, the sequence of phone numbers listed in the
index would be:
1) Home
2) Business (Ext. is always associated with the
business phone)
3) Car
4) Mobile
44
AddPhone - (C) 1992 Robert Ladew
5) FAX
6) TELEX
7) Beeper
3 Unless otherwise indicated, the fields included in the
predefined Print Options are SORT NAME, FIRST, COMPANY, ADDR
LINE 1 and 2, CITY, STATE, ZIP, H-PHONE, B-PHONE, EXT., FAX.
(Inclusion of any field on a report assumes that you have
included the field in the FIELD SELECTION LIST option in the
ADDSETUP process.
Printing a Booklet-Style Address Book
Two of the predefined Printing Options (A and B) allow
printing on both front and back of the paper for booklet-size
forms. Whether you are using a dot-matrix or a laser
printer, turning the paper over and printing on the back can
be tricky unless you keep a couple of things in mind.
Dot-Matrix Printers:
Be sure to leave two or three blank pages attached ahead and
behind the printed pages to allow adjustments to the page
alignment. When the first side of the booklet has printed,
remove the printout from the printer, turn it over, and
refeed it into the printer. (Be sure the first page fed back
into the printer was the first page fed in when you printed
the first side). You are again prompted "Are forms lined up?
(Y or N):". Using the reverse side of the page(s) previously
printed with X's for aligning purposes, print out another (or
more) page of X's by answering the prompt with "N", until the
paper is positioned so that the printing of the second side
of the report will begin on the same page as the report began
on the first side.
Laser Printers:
If your printer is so equipped, we suggest you open up the
back of the printer to allow the paper to come straight out
the back.
Wait until the first side printing is complete before you
pick up any pages from the printer. If you allow the paper
to come out the back, the pages will be in the proper order
for printing on the other side. Just pick up the pages, and
without rearranging them, turn them over, and place them face
down so that the reverse side will now be printed.
If you allow the paper to come out in the bin on the top of
the printer (in which case the pages are turned over and land
face down), the pages will need to be rearranged to put them
in the correct order to print on reverse side. To do this,
wait until the first-side printing has stopped; then, pick up
45
AddPhone - (C) 1992 Robert Ladew
the pages, and rearrange them so that when they are facing
up, the last page that printed is on top and the first page
that printed is on the bottom. Place the pages printed side
down (in most cases) in the paper tray so that the reverse
side will now be printed.
NOTE: You can cancel the printing at any time by pressing the
<SPACE BAR>.
Putting Your Address Book Together
When you have finished printing, remove the paper from the
printer. Carefully tear along the perforations and place
your new page(s) into your book. If you are using the
Booklet-Style (B and C) pocket format, arrange the pages in
correct sequence (top page is the "centerfold"" and will be
the only page showing two sequential page numbers), and fold
and staple the booklet in the center.
Creating a Customized Report
(1) From the Task Option List screen, select P(RINT). The
List Options menu appears.
(2) Press <F6> to access the Print Options Maintenance
screen.
(3) The Print Options Maintenance screen looks very similar
to the Print Options screen, but allows you to either modify
an existing Print Option name or to add a new Print Option
name. To add a new Print Option, use the <DOWN> arrow key to
position the cursor to the first available (blank) line.
Enter the Print Option one position code and then enter the
name of your new Print Option. You can also type over an
existing Print Option if you wish. Press <ENTER> when you
are satisfied with your entries. Before you go on, be sure
that the printing option that you want to add or change is
highlighted. When you are ready, press <F2> to save your
entry and begin defining your report.
The Printout Format and Paper Format menus appear. See
Appendix D, SCREEN 24, the Printout/Paper Format" screen.
(3) Pressing <ENTER> repeatedly toggles between the Print
Format and the Paper Format windows in the above screen. In
the Printout Format window, select a Printout Format option
by highlighting it and pressing <ENTER>. Now, select a Paper
Format option (size and type of paper) you wish to use and
press <ENTER>. (Note that AddPhone will not let you select
an incompatible combination of Printout Format and Paper
Format (for example, you cannot print a List on Size B
paper). Press <F2> to save your entries and continue
defining your report.
46
AddPhone - (C) 1992 Robert Ladew
The Specific Printing Options screen appears. See Appendix
F, SCREEN 25, the "Specific Printing Options" screen.
NOTE: Notice the "Valid With Paper Formats" column on the
right side of the screen. The Paper Formats are from the
right hand window on the previous screen, and, are described
in Table 6 found later in this section. Each Specific
Printing Option is active only with the corresponding Paper
Formats indicated in the Paper Formats column.
(4) Select the printing options you desire by entering the
requested information, or Y(es) or N(o). Table 5, found
later in this section, explains each of the printing options,
and Table 6, also found later in this section, is a reference
for the Paper Formats. Press <F2> to save your printing
options and continue defining the report.
The field selection screen appears. See Appendix D, SCREEN
26, the Print Option Field Selection" screen.
(5) Select fields in the left box for your report by typing
a Y(es). The fields that you select appear in the right
box. You can "unselect" a field by typing N(o). Note that
only fields originally selected during the FIELD SELECTION
LIST option of the ADDSETUP process appear in the left box.
Use the <UP/DOWN> arrow keys to highlight the desired field.
When finished selecting the fields for your report, press
<F2> to save you field selections and continue defining your
report.
The next screen appears where you will indicate sorting
parameters and whether fields will appear on the report or
not. See Appendix D, SCREEN 27, the "Print Option Selected
Fields Parameters" screen.
(6) Indicate the desired sorting sequence of the fields,
whether sorting will be in ascending or descending order, and
whether or not the field will actually print. (You may want
to sort on fields that do not actually print). If you
selected Printout Format 7 (Lists), you will have two
additional columns, Across and Field Lengths.
(a) The "Down" column is for defining the sort order of
the records (rows), top to bottom. Press <F4> to place
the cursor in this column. Enter sequence numbers to
indicate which field you want to sort first, second,
etc. Enter numbers for only as many fields as you care
to sort on. For instance, if you want to sort on
Company and then Sort Name within Company, place a "1"
in the Down column by the COMPANY field name and a "2"
in the Down column by the SORT NAME field name. Leave
the rest of the Down column blank.
47
AddPhone - (C) 1992 Robert Ladew
On most reports, a large letter (A, B, C, etc.)
corresponding to the first letter of the field marked as
"1" in the "Down" column will print on the page
signaling the beginning of each new letter grouping.
For example, if you are sorting on Company, a large
letter "A" appears, followed by all the records with
companies starting with "A", then a large letter "B"
appears, followed by all the records with companies
starting with "B", etc.
(b) The "D/A" column is for defining the sort order as
descending or ascending. Press <F5> to place the cursor
in this column. Enter an "A" or a "D" beside the
field(s) that you selected for sorting in the "Down"
column to indicate whether that field should be sorted
in ascending or descending order.
(c) The purpose of the "Print" column is to include or
omit selected fields from actually appearing on the
report. Press <F7> to place the cursor in this column.
Enter an "Y" or a "N" beside each field to indicate
whether you want it to appear on the report or not. For
example, you may have selected the SORT NAME field for
sorting purposes, but wish to print only the MAILING
NAME. In this case, place an N(o) in the "Print" column
beside the SORT NAME field.
(d) If you selected Printout Format 7 (Lists), you will
see two more columns on the above screen sample: an
"Across" column and a "Length" column. On a List
report, each record listed uses only one line (row).
Therefore, we need a way to specify the sequence of
fields "across" the page. We also need a way to specify
the "length" of fields across the page so that we can
make what we want on a page "fit". Press <F3> to place
the cursor in the "Across" column. Specify an order
number, i.e., 1, 2, 3, 4, etc., beside each field to
determine their placement across the page (row). Press
<F7> to place the cursor in the "Length" column. You
can shorten or lengthen the length of a field for
appearance purposes on your list type report. For
instance, if you indicate a length of "1" for the First
Name field on your list, it will appear as the first
initial. The lengths which initially appear in this
column are the original, or default lengths for the
fields. You may change them as you wish.
(e) Press <F2> to save your entries and continue.
On the next screen, you can enter various field values to
limit you report to only those records which match the
combination of fields you entered as limiting factors.
48
AddPhone - (C) 1992 Robert Ladew
(7) If you want all of your records included in your report,
leave this screen blank. To limit the records to be included
in your report, you may enter values in as many fields as you
wish. However, this screen works so that all criteria
entered must be matched in combination by records in your
file, i.e., you want a list of sort names that begin with
"L" and live in a specific city.
(8) Press <F2> to save your entries and return to the
Printing Options menu. The new report option you have
defined is saved as a permanent printing option on the Print
Options menu (unless you change it). You can simply select
it and print the report whenever you wish without having to
go through these steps again.
Table 5. Specific Printing Options
(defaults are in parentheses)
Print Pages: (1) Through (9999) To print all pages of the
report, leave defaults of 1 through 9999. To print just one
page or just a few pages, perhaps affected by record
modifications, a paper jam, etc., enter the page range here.
Number of Copies: (1) Number of copies of the report to
print.
Print Continuously: (Yes) Answer (Y)es if you want each
page to fill before going to the next page. To break page at
the end of a Letter or a Category, enter (N)o. If the next
option below is Yes, then this option is automatically No,
and vice versa.
New Letter Starts New Page: (No) Answer (Y)es to break page
at the end of a letter group and start a new letter or
category group at the top of the next page. To print
continuously, leave default. If the previous option above is
Yes, then this option is automatically No, and vice versa.
Vertical Alignment: (50) An arbitrary number from which to
start adjusting the distance the printing starts from the top
of the page. Adjust only if printing does not properly align
with your paper. To raise the start point, decrease the size
of the number, and to lower, increase the size of the number.
The increment is 1/6" or 1/8" depending on the type of report
you are printing.
Horizontal Alignment (50) An arbitrary number from which to
start adjusting the distance the printing starts from the
left edge of the paper. Adjust only if printing does not
properly align with your paper. To move printing to the
right, increase the number, and, to move the printing to the
left, decrease the number. In most cases, for dot- matrix
49
AddPhone - (C) 1992 Robert Ladew
printers, an increment of 1 = 1/10 of an inch; for laser
printers, an increment of 1 = 1/16th of an inch.
Left & Right Pages 2 Sides: (No) Answer (Y)es to print a
booklet style report (Paper Format sizes B and C) with
printing on both the left-hand and right-hand pages when the
booklet is assembled. To achieve this result, you must print
on both the front and back of the paper. Half the report
will print out on both left-and right-hand side of the front
of the paper, and you will be prompted to remove the paper,
turn it over, and reload it so that the remaining half of the
report can print on both the left- and right-hand sides of
the back of the paper. (Pages must be fed back into the
printer in the same order they printed the first time
through). The booklet is assembled by folding the pages down
the middle and stapling in the center fold. If this option
is "Yes", the next two options will automatically be "No".
Right Pages 2 Sides: (No) Answer (Y)es to print a booklet
style report (Paper Format sizes B and C) with all the
printing on the right-hand pages when the booklet is
assembled. To achieve this result, you must print on both
front and back of the paper. Half the report will print on
the right- hand side of the front of the paper, and you will
be prompted to remove the paper, turn it over, and re-load it
so that the remaining half of the report can print on the
right-hand side of the back of the paper. (Pages must be fed
back into the printer in the same order they printed the
first time through). The booklet is then assembled by
folding the sheets down the middle and stapling in the center
fold. If this option is "Yes", the previous and next option
will automatically be "No".
Left & Right Pages 1 Side: (Yes) Answer (Y)es to print a
booklet style report (Paper Format sizes B and C) without
having to turn the paper over to print on the back. Prints
on both the left- and right-hand side of the paper. The
booklet is assembled by folding the sheets down the middle
and stapling in the centerfold. The printing will appear on
the left-hand page for the front half of the booklet and on
the right-hand page for the back half of the booklet. If
this option is "Yes", the previous two options will
automatically be "No".
Print by Category: (No) Answer (Y)es to print all records
with a given Category assignment together. Records will sort
on Category first, with minor sorts as specified on the sort
parameter screen.
Include Notes: (No) Answer (Y)es to print Notes associated
with each record in the report. If you are printing on Jr.
Pocket-size forms, only as many lines of Notes (less than 28)
as will fit on one page will print with a record.
50
AddPhone - (C) 1992 Robert Ladew
Table 6. Paper Formats
Format Paper Size
ID Description (inches)
B Jr. Pocket Wire-bound (Booklet) 2-3/8 x 5
C Sr. Pocket Wire-bound (Booklet) 2-7/8 x 6-1
J Jr. Pocket Loose-Leaf 2-3/4 x 5
K Sr. Pocket Loose-Leaf 3-3/4 x 6-3/4
L Jr. Desk Loose-Leaf 5-1/2 x 8-1/2
M Sr. Desk Loose-Leaf 8 x 11-1/2
A Laser Address Labels 1 x 4
(Avery Product #5161 or equivalent)
Laser Address Labels 1-1/3 x 4-1/4
(Avery Product # 5662 or equivalent)
Pin Feed Labels 15/16 x 3-1/2
(Avery Product # 4145 or equivalent)
R Laser Address Rotary Cards 2-1/6 x 4
(Avery Product # 5385 or equivalent)
Pin Feed Rotary Cards 2-1/6 x 4
(Tops Product # 5651 or equivalent)
Pin Feed Rotary Cards 3 x 5
(Tops Product # 5661 or equivalent)
P Standard Stock Paper 8 x 11-1/2
Printing Labels or Rotary Cards
If you are preparing a customized Print Option for labels or
rotary cards, you would carry out the preceding steps for
"Creating a Customized Report" as you would for any other
type of report.
When you select any Print Option which uses the Address
Labels or Rotary Cards Printout Formats, you will see the
Specific Address Label and Rotary Card Options screen.
See Appendix D, SCREEN 29, the "Specific Address Label and
Rotary Card Options" screen.
NOTE: On the right side of the screen is a column entitled
"Printer Types". This is to let you know that certain of the
options on this screen apply only to laser printers while one
of the options only applies to the pin feed dot matrix type
printer. The remainder of the options apply to both laser
and pin feed printers.
NOTE: The defaults are in parentheses in the following
Specific Address Label and Rotary Card Options.
(1) Flag Specific Records: (No) In order for you to use
this option, the "Print Flagged Records Only" option (Option
(2) below), must be "Yes". Also, if you are going to use
this option, it would probably make sense for you to go to
the option described in (3) below and "Reset the Label or
51
AddPhone - (C) 1992 Robert Ladew
Card Counts to Zero" first. However, answer (Y)es if you
wish to flag only specific records to print out as labels or
cards. (You specified labels, or cards, in the preceding
section when you chose the Printout Format). A list is
produced, in the format of the last List Option selected.
This list provides the ability to enter the number of labels
or cards you wish printed for that record. Enter the number
of labels or cards to be printed for each record. (Blank
means zero). Press <F2> or <ESC> when finished. Press <F2>
again to begin the printing process. Provided the "Print
Flagged Records Only" option is flagged "Yes" and you "Reset
Label or Card Counts to Zero", the specified number of labels
or cards will be printed for each record for which you
entered a number.
(2) Print Flagged Records Only: (Yes) Answer (Y)es if you
wish to print only those records you have flagged with a
number of labels or cards to be printed. If you answered
(N)o, then only one copy of all records specified in the
Print Option definition will print.
(3) Reset Label or Card Counts to Zero: (No) Answer (Y)es to
remove all previously set flags on records for printing a
number of labels or cards, depending on which option you
selected. (AddPhone "remembers" separate sets of flags for
labels and cards).
(4) Label Size: 4" x 1" (20 Labels Per Sheet): (No) This
option only is applicable if you are using a laser printer.
Answer Yes if you are using this size label. (Avery Product
# 5161, or equivalent).
(5) Label Size: 4-1/4" x 1-1/3" (14 Labels Per Sheet): (No)
This option only is applicable if you are using a laser
printer. Answer Yes if you are using this size label.
(Avery Product # 5662, or equivalent).
(6) Beginning Label Position: (1) This option only is
applicable if you are using a laser printer. To print on a
partially used sheet of labels, indicate the label position
to begin printing. For this purpose, labels positions are
numbered sequentially, beginning in the upper left- hand
corner, and going across left to right. The labels in the
left-hand column are thus odd-numbered, while those in the
right-hand column are even-numbered.
(7) Rotary Card Size: Standard: (Yes) This option only is
applicable if you are using a pin feed type printer. Answer
(Y)es is you are using the 2-1/6" x 4" size rotary card.
(8) Rotary Card Size: 3 " x 5": (Yes) This option only is
applicable if you are using a pin feed type printer. Answer
(Y)es is you are using the 3" x 5" size rotary card.
52
AddPhone - (C) 1992 Robert Ladew
Section 8
Automatic Dialing
To use this feature to dial a number, you must have a modem
capable of dialing a telephone number. The modem must be
connected properly to your computer and telephone, and, of
course, it must be turned on. However, before you can use
this feature for the first time, you must set up the
telephone dialing options. The dial setup needs to be done
only once, unless you wish to change the parameters for any
reason.
Setting Up the Dial Options
The Telephone Dial Setup process is found in the Special
Functions menu.
(1) To obtain the Special Functions menu, select S(PECIAL)
from the Task Option List any time the MESSAGE line prompts
you to "Select Option". See Appendix D, SCREEN 20, the
"Special Functions" screen.
(2) Select Telephone Dialing Setup. The Dial Setup screen
appears. See Appendix D, SCREEN 30, the "Dial Setup" screen.
(3) Select each option to be changed by highlighting and
pressing <ENTER>. On the pop-up menu that appears, highlight
your selection and press <ENTER>.
COMPUTER PORT is the serial port which your modem is
connected. If in doubt, try COM1 first.
The BAUD RATE should be given in your modem manual.
Select a DIAL SPEED and DIAL TYPE compatible with your
phone system.
Enter your AREA CODE so AddPhone will "know" whether or
not to dial a long-distance access code and area code
before a number.
The SET UP PREFIXES and SET UP SUFFIXES options are for
editing your telephone dialing prefixes and suffixes
Tables. (For an explanation of Prefixes and Suffixes,
see Section 5, "Entering Phone Number Dialing
Information"). Edit these tables as you would any other
tables in AddPhone. (See Section 5, "Editing Tables").
BYPASS MODEM CK. This option is occasionally needed when
there is a problem with the computer making proper
connection with the modem. If, when dialing, you get
the message, "Modem is turned off or the wrong COM Port
53
AddPhone - (C) 1992 Robert Ladew
was specified", and you are sure this is not the case,
then answer (Y)es to this option. Occasionally there is
a timing problem between some computer/modem
configurations and bypassing the normal modem checking
procedures will get you past this problem.
(4) When the Dial Setup is complete, press <F2> to save your
entries and return to the Special Functions menu and <ESC> to
return to the Task Option List.
Dialing While in AddPhone
Your Dial Setup must be accurate and your modem turned on.
(1) Use the L(IST), F(IND), or D(IAL) option to retrieve the
record with the phone number you wish to dial. (See Section
6, "Finding Records to Change, Display, Erase, or Dial").
The record can be in Display or Change mode.
(2) Press <F7> for "phones". The phone number pop-up menu
appears for that record. Using the <UP/DOWN> arrow keys,
highlight the number you wish to dial and press <ENTER>. You
can pick up the phone anytime. When you hear the phone
ringing, i.e., when the modem is finished dialing the number,
press any key on the computer key board. If the line is busy
or you change your mind before picking up the handset, just
press any key to disconnect.
NOTE: If you get the message "** Unable to make proper
connection with the modem **, it probably means the modem has
not been turned on, or is not connected to the computer
properly, or it has been turned off during the dialing
process, or you have selected the wrong "COM" port in the
Dial Setup.
Dialing While in Another Application
In order to access ADDPOP, the memory-resident portion of
AddPhone, from within another application, you must have
already loaded ADDPOP into your computer's memory before
starting the other application. See Section 3, under
"Loading and Unloading ADDPOP".
(1) Press the AddPhone hot keys (the default is <ALT>D to
get ADDPOP, the AddPhone memory-resident pop-up screen. If
you are in an application which is using "graphics" mode,
ADDPOP will not swap out the screens correctly, and the
results are unpredictable.
An opportunity to enter the correct password appears.
Upon entering the correct password, an alphabetical listing
of the records in your file appear.
54
AddPhone - (C) 1992 Robert Ladew
(2) Scroll up and sown the list using the <UP/DOWN> arrow
keys, <PgUp> and <PgDn>, <HOME>, and <END> keys. Highlight
the desired record.
Alternatively, to more quickly find a particular record,
press <F3> to activate the FIND function. Enter as many
characters of the key name as desired, and press
<ENTER>. The name entered, (or, if not found, the first
name after the point where it should have been found) will
be displayed at the top of the list.
(3) To dial either the Home or Business number for the
highlighted record, press "H" or "B", respectively.
--- OR ---
Press <F2> to bring up the detail record. from the detail
record press <F7> for "phones". The phone number pop- up
menu appears for that record. Using the <UP/DOWN> arrow
keys, highlight the number you wish to dial and press
<ENTER>. You can pick up the phone anytime. When you hear
the phone ringing, i.e., when the modem is finished dialing
the number, press any key on the computer key board. If the
line is busy or you change your mind before picking up the
handset, just press any key to disconnect.
55
AddPhone - (C) 1992 Robert Ladew
Section 9
Special Functions
The Special Functions menu offers several additional valuable
capabilities. From this menu you can:
Access Abbreviations and Categories Tables for editing
(maintenance).
Process the Telephone Dialing Setup which is described
in Section 8, "Setting Up the Dial Options".
Build new indexes to your Address Book data files.
Perform mass record deletions.
Reset both label and rotary card printing flags (number
of labels or cards to be printed) to zero.
Assign a new password to your Address Book data files.
Remove duplicate records from an Address Book data file.
Duplicates may occur as a result of a merge process,
etc.
Perform a global search and replace operating on any
field information in your Address Book data files.
Transfer and copy records from one Address Book to
another.
Merge two Address Book data files into one large Address
Book data file.
Import data from other applications into your Address
Book data files.
Export data from your Address Book data files into other
applications.
To select any option on this menu, highlight it and press
<ENTER>, or type the first letter of the option.
The Abbreviations and Categories Tables are edited from this
menu exactly the same way as described in Section 5, "Editing
Tables". As soon as you select the table, you are in edit
mode, so you do not have to press <F6> first. Press <F2> to
save your changes and return to the Special Functions menu.
The Telephone Dialing Setup procedure is described in Section
8, "Setting Up the Dial Options".
56
AddPhone - (C) 1992 Robert Ladew
The procedure to Delete Multiple Records is described in
Section 6, "Deleting Multiple Records at a Time".
Build New Indexes
This function gives you the ability to rebuild indexes to an
Address Book data file and its related Notes file at any
time. See "How to Restore the Integrity of Address Book Data
File" in Appendix B for more details on why you might want to
do this.
There are also occasions when indexes will be built
automatically.
When you restore your backup file(s) and the date/time
stamp on the backup file(s) is different from the
date/time stamp on the same files in the Directory where
your data files reside.
When any of the indexes associated with a particular
file are missing from the Directory where the data files
reside. Index files are those files ending with: .DX1,
.DX2, .NTX for Address Book data files and .NDX for
table files.
After an internal counter reaches 99,999. This will be
an infrequent occurrence. The maximum number of records
that can be in an Address Book data file is 99,999.
Resetting Label & Rotary Card Quantity to Zero
When you select the Label/Rotary Card Reset option, the flags
in each record, where a number is entered to indicate how
many labels or rotary cards to print, are set to zero.
New Password
See "Passwords" in Section 4.
Removing Duplicate Records
After you have merged two Address Books, or copied or
transferred records from another Address Book, you may find
that you have duplicate records in your Address Book.
Duplicate records are where every field is the same in two or
more records
NOTE: Duplicate records are removed in this process when the
duplicate record immediately follows in alphabetical sequence
the record it duplicates. When a record duplicates another
record but does not immediately follow in alphabetical
sequence, then it will not be removed. This can happen when
the alphabetical key, which is made up of the SORT NAME,
57
AddPhone - (C) 1992 Robert Ladew
FIRST, and INIT data fields, may have many duplicates but
have data associated with each identical alphabetical key
which may or may not be identical. For example, you have
five John Smiths. Each John Smith record will have an
identical key. The first and fifth have identical data but
the middle three have different data. The fifth record,
which is a duplicate, will not be removed in this case. It
depends on the order in which the five John Smith records
were entered.
Search and Replace
This option allows you to search through the entire file for
a particular value entered in a particular field, including
spaces, and replace it with the value you indicate. For
example, if you decide to change the category code for the
"Attorneys" Category from "10" to a more easily remembered
"AT", you can search your Address Book data file for all
occurrences of "10" in any category field and change the "10"
to "AT". You may enter search arguments and replacement data
in as many fields as you wish.
NOTE: The search is a field search, rather than a string
search. That is, the entire search argument field must
exactly match the corresponding field in the file before a
replacement can take place. Whether letters are entered in
uppercase or lowercase is also significant in finding
matches.
When you select the Search and Replace option, a screen
appears with separate windows for entering your search
argument(s) and replacement data. See Appendix D, SCREEN 31,
the "Search and Replace" screen.
Each window scrolls to include all the fields that you
originally selected in the FIELD SELECTION LIST option of the
ADDSETUP process. In the appropriate fields in the Search
Argument window, enter the information to be replaced. Press
<F4> to move the active cursor to the Replacement Data
window, and enter the new replacement information. (To move
back to the Search Argument window, if necessary, press <F3>.
When ready, press <F2> to begin the process.
Transferring or Copying Records
When you select the Xfr/Copy Records option, a screen appears
on which you will select the Address Book to copy or transfer
from and the Address Book to copy or transfer to. See
Appendix D, SCREEN 32, the "Copy and/or Transfer" screen.
Highlight your selections and press <ENTER>. (<ENTER>
toggles between the two windows). With the desired selection
in each window, press <F2>.
58
AddPhone - (C) 1992 Robert Ladew
The program opens the "FROM" file (after you enter the
correct password), if not already open, sorts it in the
format of the last LIST function used, and displays a list of
records. See Appendix D, SCREEN 33, the "List Copy and
Transfer" screen example. Select records to be copied to the
destination ("TO") file by typing a C in the A(ction) field
in front of the name. Select records to be transferred to
the destination ("TO") file by typing a T in the A(ction)
field in front of the name.
Press <F2> to process the copy/transfer. This listing of the
source Address Book displays again, and any records that have
been transferred no longer appear on the list.
Press <ESC> to return to the "FROM: TO:" screen.
Press <ESC> again to return to the Special Functions menu.
Merging Two Address Books
With this option, you can merge all of the records in two
Address Book data files into one.
When you select the Merge Address Books option, a screen
appears on which you select the Address Books to merge from
and to merge to. The file you merge from will remain
unchanged. The file you merge to will include the contents
of both files after the merge. Highlight the desired
selections and press <ENTER>. (<ENTER> toggles between the
two windows). With the desired selection in each window,
press <F2>.
When the merge is complete, you will be in the file you
merged to.
59
AddPhone - (C) 1992 Robert Ladew
Section 10
Exporting and Importing
Using the AddPhone Import Data and Export Data features, you
can import data from non-AddPhone databases or spreadsheets
into AddPhone files and export information in AddPhone files
for inclusion in non-AddPhone databases, spreadsheets, and
other software.
One sample Import Option and one sample Export Option are
provided on the menus. These are for demonstration purposes
only. To perform Import and Export, information must be in a
format compatible with both the AddPhone Address Book files
and the other database, spreadsheet or other software files.
Therefore, you will need to set up your own Import or Export
parameters to ensure compatibility between the imported file
and your AddPhone record structure, or between the exported
file and the record structure of the database, spreadsheet
and other software program.
Three formats are supported by AddPhone:
Comma delimited -- all fields are separated (delimited),
by a comma, and each field is surrounded by a "string
marker" of quotation marks., i.e., "Jones","John","P". .
Tab delimited -- all fields are delimited by a tab
character, i.e. Jones(tab)John(tab)P(tab). . .
Fixed length -- each field has a fixed length in terms
of its number of characters. All the fields for a
single record are on the same line; each record is on a
separate line (separated from other lines by a carriage
return and linefeed character), i.e.,
.........1.........2.........3........
Jones John P
Each SORT NAME field is always the first 20 character
positions, each FIRST name is always 15 character positions,
etc.
You will need to find out the correct format for the
database, spreadsheet and other software programs you are
using.
Exporting Data
(1) From the Special Functions Menu, select E(xport Data).
The Export Options menu appears.
(2) If the desired Export Option has already been set up,
60
AddPhone - (C) 1992 Robert Ladew
just select it and the press <ENTER> and the file is exported
automatically.
To set up an Export Option for the menu, continue with Step
(3).
(3) Press <F6> to edit the Export Option menu and set up
customized Export Options.
(4) Either edit an existing Export Name or add a new one.
The Export Name that is highlighted when you press <F2>
identifies the Export Option you are about to define.
When you press <F2>, an Address Book selection screen is
presented.
(5) Select the Address Book you wish to export data from.
Press <F2> to continue.
(6) Enter the complete Drive and Directory Path Name and
file name of the file to contain the exported data. Press
<F2> to continue.
(7) Now, select the type of export file you want, comma
delimited, fixed length, or tab delimited. Press <F2> to
continue.
(8) Select the fields to be exported. All the fields
specified when the FIELD SELECTION LIST option of the
ADDSETUP process was run are available and displayed for your
selection.
Enter a Y beside fields to be included in the exported file,
and an N beside those to be excluded. Press <F2> to save
your entries and continue.
(9) If you selected fixed length in Step (7) above, a screen
will appear with a "Length" column where you can enter the
length of each selected field if you wish. The numbers in
this column begin as the default lengths until you change
them. You can use this screen to specify the length of each
field selected in Step (8) above. Press <F2> to save your
entries and continue. If you did not select fixed length in
Step (7), then this "Length" screen will not appear.
Instead, the "Across" screen will appear as in Step (10).
(10) Enter numbers to indicate the desired sequence of
fields left to right as you want them to appear in your
exported file. Press <F2> to continue.
(11) If desired, limit the records that will be exported by
entering parameters to be matched in specific fields. Only
records matching the values you entered, inclusively, will be
61
AddPhone - (C) 1992 Robert Ladew
exported. If you enter nothing in these fields, all records
in the file will be exported. The Abbreviations and
Categories Tables are available from this screen. To clear a
field, press <F7>. Press <F2> to save your entries.
The Export Option is now completely defined, and appears on
the Export Option menu, ready to select and process as many
times as you wish without redefining it.
Importing Data
(1) From the Special Functions Menu, select I(mport Data).
The Import Options menu appears.
(2) If the desired Import Option has already been set up,
just select it and the press <ENTER> and the file is imported
automatically, provided the file is available and in the
correct format.
NOTE: If the type of import file is comma delimited, then
each and every field in the record must be delimited by
double quotes (") and separated by a comma. Example:
"Jones","John","P", etc. The last field in the record does
not need the comma. No field can have a double quote in it,
not that its very likely. However, "Jo"nes","John", etc. is
not a valid situation and will cause problems for the import.
Only fields which are to be imported into the AddPhone
application can be in the import record.
To set up an Import Option for the menu, continue with Step
(3).
(3) Press <F6> to edit the Import Option menu and set up
customized Import Options.
(4) Either edit an existing Import Name or add a new one.
The Import Name that is highlighted when you press <F2>
identifies the Import Option you are about to define.
When you press <F2>, an Address Book selection screen is
presented.
(5) Select the Address Book you wish to import data into.
Press <F2> to continue.
(6) Enter the complete Drive and Directory Path Name and
file name of the file which contains the information to be
imported.. Press <F2> to continue.
(7) Now, select the type of import file you want, comma
delimited, fixed length, or tab delimited. Press <F2> to
continue.
62
AddPhone - (C) 1992 Robert Ladew
(8) Select the fields that the imported file is set up to
use. The fields, field lengths, and field sequence you
select must exactly match those in the file being imported.
All fields specified in the FIELD SELECTION LIST option of
the ADDSETUP process are displayed for your selection. Enter
a Y beside fields to be filled by imported data, an N beside
those fields to be ignored (because there are no matching
fields in the import file). Press <F2> to save your entries
and continue.
(9) If you selected fixed length in Step (7) above, a screen
will appear with a "Length" column where you can enter the
length of each selected field if you wish. The numbers in
this column begin as the default lengths until you change
them. You can use this screen to specify the length of each
field selected in Step (8) above. The length you enter must
be exactly the fixed field length of the fields in the import
file. Press <F2> to save your entries and continue. If you
did not select fixed length in Step (7), then this "Length"
screen will not appear. Instead, the "Across" screen will
appear as in Step (10).
(10) Enter numbers to indicate the sequence of fields left
to right in the file you are importing. The fields in the
imported file will fill the fields in the AddPhone file in
the order you specify. Therefore, it is very important that
the order specified match the order of fields in the import
file. Press <F2> to continue.
(11) If desired, limit the records that will be imported by
entering parameters to be matched in specific fields. Only
records matching the values you entered, inclusively, will be
imported. If you enter nothing in these fields, all records
in the file will be imported. The Abbreviations and the
Categories Table are available from this screen. To clear a
field, press <F7>. Press
<F2> to save your entries.
The Import Option is now completely defined, and appears on
the Import Option menu, ready to select and process as many
times as you wish without redefining it.
63
AddPhone - (C) 1992 Robert Ladew
Section 11
Using ADDPOP While in Other Applications
The memory-resident portion of AddPhone, ADDPOP, once it is
loaded into memory, will pop up a window with access to your
AddPhone files. even as you are running another program.
You can select a file, display a record, dial a phone number,
and, do file maintenance.
Press the hot key combination to activate ADDPOP. (The
default hot keys are <ALT> D).
Press the <ESC> combination to deactivate ADDPOP.
File maintenance can be performed with the memory-resident
ADDPOP program. If the file selected in ADDPOP happens to be
currently open in the ADDPHONE application, file maintenance
will not be allowed. This is to avoid file integrity
problems that can occur when two applications may be updating
the same file. However, the file can be viewed and phone
numbers can be dialed. If not being able to do maintenance
of the file in ADDPOP is a problem, simply exit the ADDPOP
application, exit out of the ADDPHONE application (this will
close all of the files) in the normal manner, and then pop
ADDPOP back up with the Hot keys. Now, the maintenance
capability is restored.
Entering a Password
A box will automatically be provided for entering a password
for the file when ADDPOP is activated. The exact password,
using uppercase and lowercase as appropriate, must be entered
in order to gain access to the file. Upon entering the
correct password, an alphabetic listing of the Address Book
data file is presented.
The List Screen:
Scrolling the List Screen
You can scroll up and down the list using the <PgUp> and
<PgDn> keys, and the <UP/DOWN> arrow keys. The <HOME> key
takes you to the beginning of the list, and the <END> key
takes you to the end of the list. The record that is
highlighted is the "active" record.
Dialing From the List
The Home Phone number and the Business Phone number appear on
the list, if present. You can dial either number, if
present, from the list by pressing the H or the B
respectively.
64
AddPhone - (C) 1992 Robert Ladew
Display/File Update
Pressing the <F2> key will bring up the "active"
(highlighted) record in display mode. From the display
screen, you can select other options such as ADD, CHANGE,
etc. from the Task Option List at the top of the screen.
Find (a Record)
Pressing the <F3> key while in the mode will produce a box
where you can enter an alphabetic key, or a partial key.
Enter all or the first part of the alphabetic key, then press
<ENTER>. The list will automatically scroll to the record
which is nearest to the entered alphabetic key.
Address Book Selection
Press the <F4> to bring up the Address Book Selection Menu.
Select any one of the 8 Address Book Names.
View Mode
Select Option
In the VIEW mode, using the <LEFT/RIGHT> arrow keys and then
press <ENTER> or typing one of the highlighted letters
(V(IEW), A(DD), C(HANGE), or E(RASE)) at the top of the
screen, will cause the selected option to be active.
Scrolling
The <PgUp> and <PgDn> keys provide the ability to go backward
and forward through the file in the VIEW mode one record at a
time.
Abbreviations, Categories, and Notes
By pressing the <F3>, <F4>, or <F5> keys respectively, the
Abbreviations Table, Categories Table, or the Notes screen
will be displayed for reference in the VIEW mode.
Phones
By pressing the <F7> key, the phones are listed in a table.
Use the <UP/DOWN> arrow keys to highlight the desired phone
number. Press <ENTER> to dial the number. Press the <F3> or
<F4> keys respectively to VIEW the Phone Prefixes or Suffixes
Tables.
Add and Change Modes
Enter Data (Add) or Change Data (Change)
65
AddPhone - (C) 1992 Robert Ladew
The A(DD) and C(HANGE) functions are essentially the same
except that in the ADD mode, a blank screen is presented and
in the CHANGE mode, a screen containing the record data to be
changed is presented for update.
Save Data
Press the <F2> key to save your entries and return to the
VIEW mode. Press <ESC> if you do NOT wish to save your
entries but wish to return to the VIEW Mode.
Abbreviations
Press the <F3> key to obtain a Table of Abbreviations for the
states and provinces that are in the United States, Canada,
Australia and New Zealand. Scroll the Abbreviations Table
to find the abbreviation that you need and then press
<ENTER>. The selected abbreviation will be placed in the
State, Province, District, or County data field (you chose
one of these data fields in the FIELD SELECTION LIST option
in the ADDSETUP process) of the record. You can add, change,
or delete items in this table (up to 99 items) in the
ADDPHONE program.
Categories
Press the <F4> key to place the ADD or CHANGE mode screen in
the category input mode. Use the <TAB> or <SHIFT-TAB> keys
or the <UP/DOWN> arrow keys to highlight one of the 10 data
fields available for entering categories. If you know the
category code, then just type it and then press <ENTER>. If
you do not know the category code, press <F4> again to bring
up a Table of Categories. Initially there are a few sample
categories in the table which are associated with the Sample
Directory. Scroll the Categories Table to find the category
that you need and then press
<ENTER>. The selected category will be placed in the highlighted
category data field. Press <ENTER> to register the category in the
record. After you are finished with the category input mode, press
<ESC> to get back to the main data input mode. You can add,
change, or delete items in the Categories Table (up to 250 items)
in the ADDPHONE program.
Notes
Press the <F5> key to bring up the Notes input screen. In
the Notes screen, you can input your additions or changes,
press the <F2> key to save the entries or press <ESC> to not
save you entries and return to the display screen.
Repeat
By pressing the <F6> key, whatever data was in the same data
66
AddPhone - (C) 1992 Robert Ladew
field in the last record to be added or changed will appear
in the current record. This is mainly to save typing if you
are inputting data which is similar in two or more records.
Phones
By pressing the <F7> key, the phones are listed in a table.
Use the <UP/DOWN> arrow keys to highlight the phone number.
Press <ENTER> to dial the number. Use the <TAB> <SHIFT- TAB>
keys to move the cursor to the FCN (Frequently Called Number
flag), PFX (Prefix), or SFX (Suffix) data fields. Type the
data in these fields if applicable. Press the <F3> or <F4>
keys respectively to display the phone Prefixes or Suffixes
Tables. Scroll the Prefixes or Suffixes Tables and select
the item, then press <ENTER>. The selected Prefix or Suffix
code will be placed beside the highlighted phone. You can
add, change, or delete items in the Prefixes or Suffixes
Tables (up to 26 items each) in the ADDPHONE program.
Phone Template Toggle
The default phone template will be (nnn) nnn-nnnn. However,
if you have a situation where the phone number does not
conform to this format, press <F8> which "turns off" the
phone template. In this case, you can enter the phone number
in free form in the phone number data field.
Erase Mode
When this mode is selected, a box appears over the record
asking you if you are sure you want to delete this record.
Answer "Y", (or "y"), to delete the record. Any other key,
with the exception of <F3>, <F4>, <F5>, or <F7> keys
respectively, the Abbreviations Table, Categories Table,
Notes screen, or the Phones Table will function identically
as they do when in Display (VIEW) mode.
67
AddPhone - (C) 1992 Robert Ladew
Appendix A
Follow the instructions on the screen.
68
AddPhone - (C) 1992 Robert Ladew
Appendix B
Restoring the Integrity of Address Book Files
File integrity can be lost when the indexes to the data files
get out of sync with the data files. This very rarely
happens but it is possible. A thunderstorm could cause a
power outage at just the wrong moment, etc. One indication
that file integrity has been lost is when you cannot find a
record that you "know" should be there.
If you suspect the integrity of your Address Book Data Files,
then you can restore the integrity with this procedure.
The Address Book Data Files have DOS file names of QADDR*.*
and correspond to the Address Book Names in the Address Book
Selection Menu shown in Section 3, Getting Started. For
instance, QADDR1.* corresponds to selection 1 in the Address
Book Selection Menu and QADDR2.* corresponds to selection 2,
etc. For selection 8 see Section 4, Using File Name 8 for
Extra Files.
Each Address Book is made up of five files. For instance,
selection 1 on the Address Book Selection Menu is made up of
the following files:
QADDR1.DTD The primary data file.
QADDR1.DX1 Index 1 to the primary data file.
QADDR1.DX2 Index 2 to the primary data file.
QADDR1.NTE The notes data file.
QADDR1.NTX Index to the notes data file.
When a file gets out of sync with its indexes, then the
indexes must be recreated from the data.
To rebuild the indexes to a file, us the B(uild New Indexes)
function in the Special Functions menu. In most cases, this
is all that is required to restore the integrity of your
Address Book Data File.
69
AddPhone - (C) 1992 Robert Ladew
Appendix C
Address Book Files That Use Different Tables & Menus
You can set up Address Book files that use different fields
selections, different tables (of Categories, Abbreviations,
Prefixes, Suffixes), and/or different List, Printing, Import
and Export Options menus. To do this, set up separate
directories to contain separate sets of Address Book data
files and their supporting files.
For example, you might have a business Address Book needing
one set of fields and categories, and a personal Address Book
needing a very different set of fields and categories.
Here are the steps to create the directories for the above
example:
(1) Create a Sub Directory called \ADDP\BUS for your
business Address Book, and a Sub Directory called \ADDP\PERS
for your personal Address Book. At the DOS prompt, type:
C: <ENTER>
CD\ <ENTER>
MD\ADDP\BUS <ENTER>
MD\ADDP\PERS <ENTER>
(2) Into each Sub Directory copy files from the original
\ADDP Directory created when you installed AddPhone listed
below. At the DOS prompt, type:
C: <ENTER>
CD\ADDP\BUS <ENTER>
COPY C:\ADDP\ADDSETUP.EXE <ENTER>
COPY C:\ADDP\ADDPHONE.EXE <ENTER>
COPY C:\ADDP\ABBRVTNS.TBL <ENTER>
COPY C:\ADDP\ADDPRNTR.TBL <ENTER>
COPY C:\ADDP\CATEGORY.TBL <ENTER>
COPY C:\ADDP\EXPTOPTN.TBL <ENTER>
COPY C:\ADDP\IMPTOPTN.TBL <ENTER>
COPY C:\ADDP\QADDR7.*.TBL <ENTER>
COPY C:\ADDP\LISTOPTN.TBL <ENTER>
COPY C:\ADDP\PRNTOPTN.TBL <ENTER>
COPY C:\ADDP\PREFIXES.TBL <ENTER>
COPY C:\ADDP\SUFFIXES.TBL <ENTER>
COPY C:\ADDP\ADDPHELP.DTA <ENTER>
COPY C:\ADDP\ADDPHELP.IDX <ENTER>
COPY C:\ADDP\ADDPOP.EXE <ENTER>
CD\ADDP\PERS <ENTER>
COPY C:\ADDP\ADDSETUP.EXE <ENTER>
COPY C:\ADDP\ADDPHONE.EXE <ENTER>
COPY C:\ADDP\ABBRVTNS.TBL <ENTER>
COPY C:\ADDP\ADDPRNTR.TBL <ENTER>
70
AddPhone - (C) 1992 Robert Ladew
COPY C:\ADDP\CATEGORY.TBL <ENTER>
COPY C:\ADDP\EXPTOPTN.TBL <ENTER>
COPY C:\ADDP\IMPTOPTN.TBL <ENTER>
COPY C:\ADDP\QADDR7.*.TBL <ENTER>
COPY C:\ADDP\LISTOPTN.TBL <ENTER>
COPY C:\ADDP\PRNTOPTN.TBL <ENTER>
COPY C:\ADDP\PREFIXES.TBL <ENTER>
COPY C:\ADDP\SUFFIXES.TBL <ENTER>
COPY C:\ADDP\ADDPHELP.DTA <ENTER>
COPY C:\ADDP\ADDPHELP.IDX <ENTER>
COPY C:\ADDP\ADDPOP.EXE <ENTER>
The Address Book data files have DOS file names of QADDR*.*
and correspond to the Address Book Names in the Address Book
Selection Menu. For instance, QADDR1.* corresponds to
selection 1 in the Address Book Selection Menu and QADDR2.*
corresponds to selection 2, etc.
Each Address Book is made up of five files. For instance,
selection 1 on the Address Book Selection Menu is made up of
the following files:
QADDR1.DTD The primary data file.
QADDR1.DX1 Index 1 to the primary data file.
QADDR1.DX2 Index 2 to the primary data file.
QADDR1.NTE The notes data file.
QADDR1.NTX Index to the notes data file.
If you have already created Address Book files, copy the
files with extensions of .DTD and .NTE into either the
\ADDP\BUS or the \ADDP\PERS Sub Directory as appropriate.
For instance:
C: <ENTER>
CD\ADDP\BUS <ENTER>
COPY C:\ADDP\QADDR1.DTD <ENTER>
COPY C:\ADDP\QADDR1.NTE <ENTER>
(4) From the C:\ADDP\BUS Sub Directory, run the ADDSETUP
program, as described in Section 2, setting up the fields you
want to use for the business Address Book and indicating the
Drive and Directory Path Name as C: and \ADDP\BUS
respectively. The ADDSETUP.RCD, ADDPOPFL.RCD and the
ADDFIELD.TBL files reflecting your selections will be created
in this Sub Directory.
(5) From the C:\ADDP\PERS Sub Directory, run the ADDSETUP
program, as described in Section 2, setting up the fields you
want to use for the personal Address Book and indicating the
Drive and Directory Path Name as C: and \ADDP\PERS
respectively. The ADDSETUP.RCD, ADDPOPFL.RCD and the
ADDFIELD.TBL files reflecting your selections will be created
in this Sub Directory.
71
AddPhone - (C) 1992 Robert Ladew
(6) Now you can start AddPhone by simply being in the
appropriate Sub Directory and typing ADDPHONE
<ENTER>.
For those of you so inclined, you can create a batch file
which will start up your AddPhone application no matter which
Directory you may be in. If you are not familiar with how to
create a batch file, see your DOS manual.
(1) Make sure that the Path Statement in your AUTOEXEC.BAT
file in the Root Directory of Drive C has at least the
following Path in it:
PATH C:\
(2) If it was necessary to modify the Path Statement in the
AUTOEXEC.BAT file then run AUTOEXEC.BAT by, typing;
C: <ENTER>
CD\ <ENTER>
AUTOEXEC <ENTER>
(3) Create a batch file named xx.BAT, (the xx could be any
name (up to 8 characters), you wanted to call it, i.e.,
A3BIZ, BIZADRBK, XYZ, etc.), in the Root Directory in Drive C
with the following statements in it:
C:
CD\ADDP\BUS
ADDPHONE
Now from any Directory in Drive C, just type A3BIZ <ENTER>
(or whatever you named the AddPhone batch startup file) and
the AddPhone application will be started. If you are in a
Drive other than C, then type C:A3BIZ <ENTER> to start the
application.
(4) Create a batch file named xx.BAT, (the xx could be any
name (up to 8 characters), you wanted to call it, i.e.,
A3PERS, MYADRBK, ABC, etc.), in the Root Directory in Drive C
with the following statements in it:
C:
CD\ADDP\PERS
ADDPHONE
Now from any Directory in Drive C, just type A3PERS <ENTER>
(or whatever you named the AddPhone batch startup file) and
the AddPhone application will be started. If you are in a
Drive other than C, then type C:A3PERS <ENTER> to start the
application.
72
AddPhone - (C) 1992 Robert Ladew
Appendix D
SCREEN 1. The "AddPhone Setup Menu" screen
*------------------------------------------------------------------------------*
| Copyright (C) 1992 Robert Ladew |
| All Rights Reserved |
| |
| AddPhone(TM) Address/Phone Directory System - Version 3.2 |
| |
| AddPhone Setup Menu |
| |
| -> ADDRESS/DATE FORMAT: United States |
| FIELD SELECTION LIST: - |
| DRIVE: C |
| DIRECTORY PATH NAME: \ADDP |
| HOT KEY COMBINATION: ALT + D |
| SELECT MONITOR: Color |
| SELECT YOUR PRINTER: HP LJ Series |
| BYPASS PRINTER CHECK: No |
| ADD PRINTER TO TABLE: - |
| |
| MESSAGE: Use || (UP/DOWN arrow keys) to select item and then press ENTER. |
| |
|F1 = Help F2 = Save Entries and Exit ESCAPE = Exit Program Wit out Saving|
*------------------------------------------------------------------------------*
SCREEN 2. The "Field Selection List" screen
*------------------------------------------------------------------------------*
| Field Selection List |
| |
| *--------------------------------------------------------------------------*|
| |-> SORT NAME: Yes L | ADDR LINE 3: Yes L | B-PHONE: Yes L ||
| | FIRST: Yes L | CITY: Yes L | EXT: Yes L ||
| | INIT: Yes U | DISTRICT: No U | CAR: Yes L ||
| | TITLE: No L | COUNTY: No U | MOBILE: Yes L ||
| | ADD'L NAME: No L | PROVINCE: No U | FAX: Yes L ||
| | MAILING NAME: Yes L | STATE: Yes U | TELEX: Yes L ||
| | COMPANY: Yes L | PCODE: No U | BEEPER: Yes L ||
| | POSITION: Yes L | ZIP: Yes U | B'DAY 1: Yes L ||
| | ADDR LINE 1: Yes L | COUNTRY: Yes L | B'DAY 2: No L ||
| | ADDR LINE 2: Yes L | H-PHONE: Yes L | ANNVRSRY: No L ||
| *--------------------------------------------------------------------------*|
| |
| MESSAGE: Use || or Tab/Shift-Tab keys to select Field, Yes/No or U/L. When |
| cursor is in the Field Name area, you may customize your Field Names|
| by typing over the old one. When the cursor is in the Yes/No area, |
| type a "Y" or "N" to indicate whether or not you want the Feeld as |
| part of your Address/Phone directory. U/L = Uppercase/Lowe case. |
| F2 = View Sample of Main AddPhone Screen. |
| F9 = Revert to Original Field Names, Yes/No and U/L Selections. |
| |
|F1 = Help ESCAPE = Return to Setup Menu|
*------------------------------------------------------------------------------*
73
AddPhone - (C) 1992 Robert Ladew
SCREEN 3. The "Main Data Entry Screen" example 1.
*------------------------------------------------------------------------------*
| *---------------------------------------------------------------* |
| |->ADD CHANGE ERASE LIST FIND SPECIAL DIAL PRINT | |
| *---------------------------------------------------------------* |
| |
|Book Name: Sample Directory Path: C:\ADDP\QADDR7.DTD |
| |
| SORT NAME: United First Nationl FIRST: INIT: |
| |
|MAILING NAME: Chester Greenwood H-PHONE: (311) 555-7283 |
| COMPANY: United 1st Nat'l S & L of KY B-PHONE: (311) 555-8000 |
| POSITION: Branch Manager EXT: 4333 |
| ADDR LINE 1: P.O. Box 23489 CAR: |
| ADDR LINE 2: 2716 Etoile Way MOBILE: |
| ADDR LINE 3: Suite 162 FAX: (311) 555-8001 |
| CITY: LaFayette TELEX: |
| STATE: KY ZIP: 42254 BEEPER: |
| COUNTRY: USA B'DAY 1: 12/31/** |
| CATEGORY(S): 6 Last Updated: |
| 6/25/92 Notes: No|
| 61 Entries|
|MESSAGE: Record Displayed. Select Option. PgUp/PgDn. F3 = Abbreviations. |
| F4 = Categories. F5 = Notes. F7 = Phones. F9 = Print. |
| |
|F1 = Help F10 = Save File to Disk ESCAPE = Exit|
*------------------------------------------------------------------------------*
SCREEN 4. The "Main Data Entry Screen" example 2.
*------------------------------------------------------------------------------*
| *---------------------------------------------------------------* |
| | ADD CHANGE ERASE LIST ->FIND SPECIAL DIAL PRINT | |
| *---------------------------------------------------------------* |
| |
| SORT NAME: United First Nationl FIRST: INIT: |
| |
|MAILING NAME: Chester Greenwood H-PHONE: (311) 555-7283 |
| COMP LINE 1: United First National Savings and B-PHONE: (311) 555-8000 |
| COMP LINE 2: Loan of Kentucky EXT: 4333 |
| POSITION: Branch Manager CAR: |
| ADDR LINE 1: P.O. Box 23489 MOBILE: |
| ADDR LINE 2: 2716 Etoile Way, Suite 162 FAX: (311) 555-8001 |
| CITY: LaFayette TELEX: |
| STATE: KY ZIP: 42254 BEEPER: |
| COUNTRY: USA B'DAY 1: 12/31/** |
| CATEGORY(S): 6 Last Updated: |
| 6/25/92 Notes: No|
| 61 Entries|
|MESSAGE: Record Displayed. Select Option. PgUp/PgDn. F3 = Abbreviations. |
| F4 = Categories. F5 = Notes. F7 = Phones. F9 = Print. |
| |
|F1 = Help F10 = Save File to Disk ESCAPE = Exit|
*------------------------------------------------------------------------------*
74
AddPhone - (C) 1992 Robert Ladew
SCREEN 5. The "Address Book Selection Menu" screen.
*------------------------------------------------------------------------------*
| |
| Copyright (C) 1992 Robert Ladew |
| All Rights Reserved |
| |
| AddPhone(TM) Address/Phone Directory System - Version 3.2 |
| |
| Address Book Selection Menu |
| |
| *-------------------------------------------------* |
| | Address Book Names | |
| | | |
| |->1. Not Used 5. Not Used | |
| | 2. Not Used 6. Not Used | |
| | 3. Not Used 7. Sample Directory | |
| | 4. Not Used 8. DOSFILNM.DTD | |
| | | |
| *-------------------------------------------------* |
| |
|MESSAGE: Use Arrow keys to select Address Book and then press ENTER, or just |
| enter the Address Book number. |
| F6 = Change Address Book Name(s) and/or Directory Path(s). |
| |
|F1 = Help ESCAPE = Exit Program|
*------------------------------------------------------------------------------*
SCREEN 6. The "Address Book Name Update Screen".
*------------------------------------------------------------------------------*
| Address Book Name Update Screen |
| |
| *---------------------------------------------------------------------* |
| | Address Book Name Directory Path Name File Name | |
| | | |
| |->1. Not Used C:\ADDP QADDR1.DTD | |
| | 2. Not Used C:\ADDP QADDR2.DTD | |
| | 3. Not Used C:\ADDP QADDR3.DTD | |
| | 4. Not Used C:\ADDP QADDR4.DTD | |
| | 5. Not Used C:\ADDP QADDR5.DTD | |
| | 6. Not Used C:\ADDP QADDR6.DTD | |
| | 7. Sample Directory C:\ADDP QADDR7.DTD | |
| | 8. DOSFILNM.DTD C:\ADDP DOSFILNM.DTD | |
| | | |
| *---------------------------------------------------------------------* |
| |
|MESSAGE: Use || or Tab/Shift-Tab keys to select Address Book Name or Directory|
| Path Name, or just enter the Address Book number in the 1st position.|
| You may customize the Address Book Names or change the Directory Path|
| Names by overwriting an existing name or adding new ones. |
| F2 = Save entries and exit. |
| |
|F1 = Help ESC = Return to Address Book Selection Menu|
*------------------------------------------------------------------------------*
75
AddPhone - (C) 1992 Robert Ladew
SCREEN 7. The "Main Data Entry Screen", Add Mode.
*------------------------------------------------------------------------------*
| *---------------------------------------------------------------* |
| |->ADD CHANGE ERASE LIST FIND SPECIAL DIAL PRINT | |
| *---------------------------------------------------------------* |
| |
|Book Name: Sample Directory Path: C:\ADDP\QADDR7.DTD |
| |
| SORT NAME: FIRST: INIT: |
| |
|MAILING NAME: H-PHONE: |
| COMP LINE 1: B-PHONE: |
| COMP LINE 2: EXT: |
| POSITION: CAR: |
| ADDR LINE 1: MOBILE: |
| ADDR LINE 2: FAX: |
| CITY: TELEX: |
| STATE: ZIP: BEEPER: |
| COUNTRY: B'DAY 1: / / |
| CATEGORY(S): Last Updated: |
| 6/29/92 Notes: No|
| 60 Entries|
|MESSAGE: Enter Data. F2 = Save Data. F3 = Abbreviations. |
| F4 = Categories. F5 = Notes. F6 = Repeat. F7 = Phones. |
| F8 = Phone Template Toggle. F9 = Print. |
|F1 = Help F10 = Save File to Disk ESCAPE = Exit|
*------------------------------------------------------------------------------*
SCREEN 8. The "Phone Information Pop-Up Screen".
*------------------------------------------------------------------------------*
| *--------------------------*--------------------------------------------*
| | ADD ->CHANGE ERASE L| Phone Number FCN PFX SFX |
| *--------------------------| |
| | H-PHONE: (213) 555-8172 Yes A - |
|Book Name: Sample Directory Pa|->B-PHONE: (213) 555-1000 No C - |
| | CAR: No - - |
| SORT NAME: Cavalieri | MOBILE: No - - |
| | FAX: No - - |
|MAILING NAME: Joe Cavalieri | TELEX: No - - |
| COMP LINE 1: Ace Electronics | BEEPER: No - - |
| COMP LINE 2: | |
| POSITION: 7622 W. Adams Blvd.| Use || and Tab/BkTab to position cursor. |
| ADDR LINE 1: | Enter Y/N for FCN and Code for PFX SFX. |
| ADDR LINE 2: | F2 = Save Data. F3 = PFXs. F4 = SFXs. |
| CITY: Remoteville | ENTER = Dial. |
| STATE: CA | ESCAPE = Exit |
| COUNTRY: *--------------------------------------------*
| CATEGORY(S): 25 Last Updated: |
| 6/25/92 Notes: No|
| 60 Entries|
| |
| |
*------------------------------------------------------------------------------*
76
AddPhone - (C) 1992 Robert Ladew
SCREEN 9. The "Prefixes Pop-Up Screen".
*------------------------------------------------------------------------------*
| *-----------------*---------------------------*-------------------------*
| | ADD CHANGE ->| Code Prefixes |mber FCN PFX SFX |
| *-----------------| | |
| | A 1 |5-8172 Yes A - |
|Book Name: Sample Direct| B 9W |5-1000 No C - |
| | C 9W1 | No - - |
| SORT NAME: Cavalieri | D (MCI Access Number) | No - - |
| | E 011 | No - - |
|MAILING NAME: Joe Cavali| | No - - |
| COMP LINE 1: Ace Electr| | No - - |
| COMP LINE 2: | | |
| POSITION: 7622 W. Ad| |Tab to position cursor. |
| ADDR LINE 1: | | and Code for PFX SFX. |
| ADDR LINE 2: | |F3 = PFXs. F4 = SFXs. |
| CITY: Remotevill| | |
| STATE: CA | | ESCAPE = Exit |
| COUNTRY: | *-------------------------*
| CATEGORY(S): 25 | Home/End/PgDn/PgUp. || | |
| | select PFX, then ENTER | Notes: No|
| | or type PFX Code. | 60 Entries|
| | F6 = Maintenance. | |
| | ESCAPE = Exit | |
| *---------------------------* |
*------------------------------------------------------------------------------*
SCREEN 10. The "Suffixes Pop-Up Screen".
*------------------------------------------------------------------------------*
| *-----------------*---------------------------*-------------------------*
| | ADD CHANGE | Code Suffixes |mber FCN PFX SFX |
| *-----------------| | |
| | A # |5-8172 Yes A - |
|Book Name: Sample Direct| |5-1000 No C - |
| | | No - - |
| SORT NAME: Cavalieri | | No - - |
| | | No - - |
|MAILING NAME: Joe Cavali| | No - - |
| COMP LINE 1: Ace Electr| | No - - |
| COMP LINE 2: | | |
| POSITION: 7622 W. Ad| |Tab to position cursor. |
| ADDR LINE 1: | | and Code for PFX SFX. |
| ADDR LINE 2: | |F3 = PFXs. F4 = SFXs. |
| CITY: Remotevill| | |
| STATE: CA | | ESCAPE = Exit |
| COUNTRY: | *-------------------------*
| CATEGORY(S): 25 | Home/End/PgDn/PgUp. || | |
| | select SFX, then ENTER | Notes: No|
| | or type SFX Code. | 60 Entries|
| | F6 = Maintenance. | |
| | ESCAPE = Exit | |
| *---------------------------* |
*------------------------------------------------------------------------------*
77
AddPhone - (C) 1992 Robert Ladew
SCREEN 11. The "List Options" screen.
*------------------------------------------------------------------------------*
| List Options |
| |
| *-------------------------------------------* |
| | Name of List | |
| | | |
| | A Name List - (Default) | |
| | B Company List | |
| | C Phone Number List | |
| | D Birthday List | |
| | | |
| | | |
| | | |
| | | |
| | | |
| | | |
| *-------------------------------------------* |
| |
|MESSAGE: Home/End/PgUp/PgDn. Use || to select name, then ENTER, or |
| type highlighted letter, then ENTER. |
| F6 = Set up Options. |
| |
|F1 = Help ESCAPE = Return to Task Option List|
*------------------------------------------------------------------------------*
SCREEN 12. The "List" screen.
*------------------------------------------------------------------------------*
| A SORT NAME........... FIRST.......... COMPANY........................... |
| |
| Allen Arlo |
| Arens Fred Fred's Flowers |
| Babbit Bob |
| Biasukniak Brodie Ace Electronics |
| Buff*-----------------------------------------------------------* |
| Butl| | |
| Camp| SORT NAME: ________________________________________ |ll |
| Cava| | |
| Cohe*-----------------------------------------------------------* |
| Conrad Henrietta Bently Medical Clinic |
| Conrad Joseph Always There Insurance Company |
| Cooke Jonathon Cooke Construction Company |
| Dow Don Ace Electronics |
| Ebersole Sven Root & Canal Dental Clinic |
| Edwards Melba Edwards & Jackson, Inc. |
| Enriquez Henri Ace Electronics |
| |
|MESSAGE: Type the SORT NAME where you want the list to begin |
| Press ENTER when ready. |
| |
| |
*------------------------------------------------------------------------------*
78
AddPhone - (C) 1992 Robert Ladew
SCREEN 13. The "List Options Maintenance" screen.
*------------------------------------------------------------------------------*
| List Options Maintenance |
| |
| *-------------------------------------------* |
| | Name of List | |
| | | |
| | A Name List - (Default) | |
| | B Company List | |
| | C Phone Number List | |
| | D Birthday List | |
| | E Remoteville Car Pool | |
| | | |
| | | |
| | | |
| | | |
| | | |
| *-------------------------------------------* |
| |
|MESSAGE: PgUp/PgDn. Use || to select Option name. You may customize an option|
| name by overwriting an existing name or by adding a new one. |
| F2 = Save entries and continue. F7 = Delete Line. F8 = Insert Line.|
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
SCREEN 14. The "List Field Selection Screen".
*------------------------------------------------------------------------------*
| Name of List: (E) Remoteville Car Pool |
| |
| *--------------------* *-------------------* |
| | Fields | | Selected Fields | |
| | | | | |
| | SORT NAME: Yes | | SORT NAME: | |
| | FIRST: Yes | | FIRST: | |
| | INIT: No | | H-PHONE: | |
| | | | B-PHONE: | |
| | | | EXT: | |
| | MAILING NAME: No | | | |
| | COMPANY: No | | | |
| | POSITION: No | | | |
| | ADDR LINE 1: No | | | |
| | ADDR LINE 2: No | | | |
| | ADDR LINE 3: No | | | |
| | CITY: No | | | |
| | | | | |
| *--------------------* *-------------------* |
| |
|MESSAGE: PgUp/PgDn. Use || to select Fields you wish to use. |
| Type a "Y" or "N" as appropriate. F2 = Save entries and continue. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
79
AddPhone - (C) 1992 Robert Ladew
SCREEN 15. The "List Field Selection Parameters Screen".
*------------------------------------------------------------------------------*
| Name of List: (E) Remoteville Car Pool |
| |
| *-------------------------------------------------* |
| | Selected Fields | Across | Down | D/A | Length | |
| | | | | | | |
| | SORT NAME: | 2 | 1 | A | 20 | |
| | FIRST: | 1 | 2 | A | 15 | |
| | H-PHONE: | 3 | -- | A | 14 | |
| | B-PHONE: | 4 | -- | A | 14 | |
| | EXT: | 5 | -- | A | 4 | |
| | | | | | | |
| | | | | | | |
| | | | | | | |
| | | | | | | |
| | | | | | | |
| | | | | | | |
| | | | | | | |
| *-------------------------------------------------* |
| |
|MESSAGE: Across (F3). Down (F4). D/A (F5). Length (F6). |
| Enter parameters as required. F2 = Save entries and continue. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
SCREEN 16. The "Limit Items in List" screen.
*------------------------------------------------------------------------------*
| Limit Items in List |
| |
| Name of List: (A) Name List - (Default) |
| |
| Limit List To: |
| |
| SORT NAME: THRU |
| COMPANY: |
| POSITION: |
| CITY: |
| STATE: REMOTEVILLE |
| ZIP: THRU |
| COUNTRY: |
| B'DAY 1: / / THRU / / |
| |
| |
| Last Updated: / / THRU / / |
| CATEGORY(S): |
| |
|MESSAGE: Enter values that will limit number of items that qualify. |
| F2 = Save Entries. F3 = Abbrs. F4 = Categories. F7 = Clear Field. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
80
AddPhone - (C) 1992 Robert Ladew
SCREEN 17. The "List Screen", Remoteville example.
*------------------------------------------------------------------------------*
| A FIRST.......... SORT NAME........... H-PHONE....... B-PHONE....... EXT. |
| |
| Brodie Biasukniak (213) 555-8938 (213) 555-1000 3001 |
| Joe Cavalieri (213) 555-8172 (213) 555-1000 3145 |
| Don Dow (213) 555-8762 (213) 555-1000 3122 |
| Ardath Fletcher (213) 555-8855 (213) 555-1000 3155 |
| Wendy Fuller (213) 555-9965 (213) 555-1000 3976 |
| Geronimo Hijazi (213) 555-1827 (213) 555-1000 3201 |
| Grace Louheed (213) 555-1000 3111 |
| Manuel Manzano (213) 555-9183 (213) 555-1000 3126 |
| Mary Mason (213) 555-9837 (213) 555-1000 3321 |
| Diana Schmidt (714) 555-2872 (213) 555-1000 3229 |
| John Zorff (213) 555-5027 (213) 555-1000 3766 |
| |
| *** End of List *** |
| |
| |
| |
| |
|MESSAGE: Home/End/PgUp/PgDn/||. C = Change. D = Display or Dial. E = Erase.|
| Space = Cancel a selection. F2 = Process. F = Find. |
| |
|F1 = Help ESCAPE = Exit|
*------------------------------------------------------------------------------*
SCREEN 18. The "Find Record" screen".
*------------------------------------------------------------------------------*
| |
| |
| |
| |
| Find Record |
| |
| |
| SORT NAME: FIRST: INIT: |
| |
| Any Search Criterion: |
| |
| |
| |
| |
| |
| |
| |
| |
|MESSAGE: Enter as much of the requested information as required (Fast search).|
| or, enter a sequence of characters as the Search Criterion (Slower). |
| F2 = Begin Search. F6 = Search on Specific Fields (Fast Search). |
| |
|F1 = Help ESCAPE = Exit|
*------------------------------------------------------------------------------*
81
AddPhone - (C) 1992 Robert Ladew
SCREEN 19. The "Detail Find" screen".
*------------------------------------------------------------------------------*
| *---------------------------------------------------------------* |
| | ADD CHANGE ERASE LIST ->FIND SPECIAL DIAL PRINT | |
| *---------------------------------------------------------------* |
| |
|Book Name: Sample Directory Path: C:\ADDP\QADDR7.DTD |
| |
| SORT NAME: FIRST: INIT: |
| |
|MAILING NAME: H-PHONE: |
| COMPANY: B-PHONE: |
| POSITION: EXT: |
| ADDR LINE 1: CAR: |
| ADDR LINE 2: MOBILE: |
| ADDR LINE 3: FAX: |
| CITY: TELEX: |
| STATE: ZIP: BEEPER: |
| COUNTRY: B'DAY 1: / / |
| CATEGORY(S): Last Updated: |
| / / |
| NOTES: 60 Entries|
| |
|MESSAGE: Enter elements of search criteria. F2 = Begin Search. |
| F3 = Abbreviations. F4 = Categories. |
|F1 = Help F10 = Save File to Disk ESCAPE = Exit|
*------------------------------------------------------------------------------*
SCREEN 20. The "Special Functions" screen.
*------------------------------------------------------------------------------*
| |
| Special Functions |
| |
| *-------------------------------------------------* |
| | Table Maintenance: Abbreviations | |
| | Categories | |
| | Telephone Dialing Setup | |
| | One Address Book: Build New Indexes | |
| | ->Delete (Multiple Records) | |
| | Label & Rotary Card Reset | |
| | New Password | |
| | Remove Duplicates | |
| | Search and Replace | |
| | One Book to Another: Xfr/Copy Records | |
| | Merge Address Books | |
| | Other Applications: Import Data | |
| | Export Data | |
| *-------------------------------------------------* |
| |
|MESSAGE: Use || to select Function, then ENTER, or type highlighted letter. |
| |
|F1 = Help ESCAPE = Return to Task Option List|
*------------------------------------------------------------------------------*
82
AddPhone - (C) 1992 Robert Ladew
SCREEN 21. The "Mass Delete - Select Address Book" screen.
*------------------------------------------------------------------------------*
| Mass Delete |
| |
| Select Address Book |
| |
| *-------------------------* |
| | Address Book Name | |
| | | |
| | 1. Not Used | |
| | 2. Not Used | |
| | 3. Not Used | |
| | 4. Not Used | |
| | 5. Not Used | |
| | 6. Not Used | |
| |->7. Sample Directory | |
| | 8. DOSFILNM.DTD | |
| | | |
| *-------------------------* |
| |
| |
|MESSAGE: Use || to make selection, then ENTER, or type the number. |
| |
| |
|F1 = Help ESCAPE = Return to Special Functions Menu|
*------------------------------------------------------------------------------*
SCREEN 22. The "List Mass Delete" screen.
*------------------------------------------------------------------------------*
| A SORT NAME........... FIRST.......... COMPANY............................ |
| |
| Allen Arlo |
| Arens Fred Fred's Flowers |
| Babbit Bob |
| D Biasukniak Brodie Ace Electronics |
| D Buffington Lance Ace Electronics |
| Butler Sarah Triangle Real Estate |
| Campbell Chester Campbell, Campbell, & Campbell |
| D Cavalieri Joe Ace Electronics |
| Cohen Martin Miller, Cohen & Swartz |
| Conrad Henrietta Bently Medical Clinic |
| Conrad Joseph Always There Insurance Company |
| Cooke Jonathon Cooke Construction Company |
| D Dow Don Ace Electronics |
| Ebersole Sven Root & Canal Dental Clinic |
| Edwards Melba Edwards & Jackson, Inc. |
| D Enriquez Henri Ace Electronics |
| |
|MESSAGE: Home/End/PgUp/PgDn/||. D = Delete. F = Find. |
| F2 = Process Mass Delete. |
| |
|F1 = Help ESCAPE = Exit|
*------------------------------------------------------------------------------*
83
AddPhone - (C) 1992 Robert Ladew
SCREEN 23. The "Print Options" screen.
*------------------------------------------------------------------------------*
| Printing Options |
| |
| *-------------------------------------------* |
| | Print Option Name | |
| | | |
| | A Jr. Pckt Bklt - w/o Idx - L & R 2 sides | |
| | B Sr. Pckt Bklt - w/o Idx - L & R 2 sides | |
| | C Jr. Pckt LL - w/o Index | |
| | D Sr. Pckt LL - w/o Index | |
| | E Jr. Desk LL - w/o Index | |
| | F Sr. Desk LL - w/o Index | |
| | G Address Labels - All - Zip Code Order | |
| | H Rotary Index Cards - All | |
| | I List - City | |
| | J List - Category | |
| | | |
| *-------------------------------------------* |
| |
|MESSAGE: Home/End/PgUp/PgDn. Use || to select name, then ENTER, or |
| type highlighted letter, then ENTER. |
| F6 = Set up Options. |
| |
|F1 = Help ESCAPE = Exit|
*------------------------------------------------------------------------------*
SCREEN 24. The "Printout/Paper Format" screen.
*------------------------------------------------------------------------------*
| Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides |
| |
| |
| Printout Format Paper Format |
| *-------------------------------------* |
| *-------------------------------* | | |
| | | | ->B Jr. Pocket Booklet Format | |
| | 1 Address Book w/o Index | | C Sr. Pocket Booklet Format | |
| | 2 Address Book w Index | | J Jr. Pocket Loose-Leaf Format | |
| | 3 Index Only | | K Sr. Pocket Loose-Leaf Format | |
| | 4 Frequently Called Numbers | | L Jr. Desk Loose-Leaf Format | |
| | 5 Address Labels | | M Sr. Desk Loose-Leaf Format | |
| | 6 Rotary Cards | | A Address Labels | |
| | 7 Lists | | R Rotary Cards | |
| | | | P Plain 8.5 X 11 Inch Paper | |
| *-------------------------------* | | |
| *-------------------------------------* |
| |
|MESSAGE: Use || to select item, or type highlighted number/letter, then ENTER.|
| (Pressing ENTER toggles between Printout Format and Paper Format.) |
| F2 = Save entries and continue. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
84
AddPhone - (C) 1992 Robert Ladew
SCREEN 25. The "Specific Printing Options" screen.
*------------------------------------------------------------------------------*
| Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides |
| |
| Specific Printing Options Valid With |
| Paper Formats |
| |
| Print Pages: 1 Through 9999 J,K,L,M,P |
| Number of Copies: 1 B,C,J,K,L,M,P|
| Print Continuously: Yes B,C,J,K,L,M,P|
| New Letter Starts New Page: No B,C,J,K,L,M,P|
| Vertical Alignment: 50 (More for D, less for U) All |
| Horizontal Alignment: 50 (More for R, less for L) All |
| Left & Right Pages 2 Sides: Yes B,C |
| Right Page 2 Sides: No B,C |
| Left & Right Pages 1 Side: No B,C |
| Print by Category: No B,C,J,K,L,M,P|
| Include Notes: No B,C,J,K,L,M,R|
| |
| |
|MESSAGE: Enter parameters as required. |
| F2 = Save entries and continue. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
SCREEN 26. The "Print Option Field Selection" screen.
*------------------------------------------------------------------------------*
| Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides |
| |
| *--------------------* *-------------------* |
| | Fields | | Selected Fields | |
| | | | | |
| | SORT NAME: Yes | | SORT NAME: | |
| | FIRST: Yes | | FIRST: | |
| | INIT: No | | COMPANY: | |
| | | | ADDR LINE 1: | |
| | | | ADDR LINE 2: | |
| | MAILING NAME: No | | CITY: | |
| | COMPANY: Yes | | STATE: | |
| | POSITION: No | | ZIP: | |
| | ADDR LINE 1: Yes | | H-PHONE: | |
| | ADDR LINE 2: Yes | | B-PHONE: | |
| | ADDR LINE 3: No | | EXT: | |
| | CITY: Yes | | FAX: | |
| | | | | |
| *--------------------* *-------------------* |
| |
|MESSAGE: PgUp/PgDn. Use || to select Fields you wish to use. |
| Type a "Y" or "N" as appropriate. F2 = Save entries and continue. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
85
AddPhone - (C) 1992 Robert Ladew
SCREEN 27. The "Print Option Selected Fields Parameters" screen.
*------------------------------------------------------------------------------*
| Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides |
| |
| *---------------------------------------* |
| | Selected Fields | Down | D/A | Print | |
| | | | | | |
| | SORT NAME: | 1 | A | Yes | |
| | FIRST: | 2 | A | Yes | |
| | COMPANY: | 3 | A | Yes | |
| | ADDR LINE 1: | -- | A | Yes | |
| | ADDR LINE 2: | -- | A | Yes | |
| | CITY: | -- | A | Yes | |
| | STATE: | -- | A | Yes | |
| | ZIP: | -- | A | Yes | |
| | H-PHONE: | -- | A | Yes | |
| | B-PHONE: | -- | A | Yes | |
| | EXT: | -- | A | Yes | |
| | FAX: | -- | A | Yes | |
| | | | | | |
| *---------------------------------------* |
| |
|MESSAGE: Down (F4). D/A (F5). Print (F7). |
| Enter parameters as required. F2 = Save entries and continue. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
SCREEN 28. The "Limit Items in Report" screen.
*------------------------------------------------------------------------------*
| Limit Items in Report |
| |
| Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides |
| |
| Limit Report To: |
| |
| SORT NAME: THRU |
| COMPANY: |
| POSITION: |
| CITY: |
| STATE: |
| ZIP: THRU |
| COUNTRY: |
| B'DAY 1: / / THRU / / |
| |
| Last Updated: / / THRU / / |
| CATEGORY(S): |
| |
|MESSAGE: Enter values that will limit number of items that qualify. |
| F2 = Save Entries. F3 = Abbrs. F4 = Categories. F7 = Clear Field. |
| |
|F1 = Help ESCAPE = Return to Previous Screen|
*------------------------------------------------------------------------------*
86
AddPhone - (C) 1992 Robert Ladew
SCREEN 29. The "Specific Address Label and Rotary Card Options" screen.
*------------------------------------------------------------------------------*
| Print Option Name: (G) Address Labels - All - Zip Code Order |
| |
| |
| Specific Address Label and Rotary Card Options |
| |
| Printer |
| Types |
| |
| Flag Specific Records: No Both |
| Print Flagged Records Only: No Both |
| Reset Label or Card Counts to Zero: No Both |
| Label Size: 4" X 1" (20 Labels Per Sheet): No Laser |
| 4 1/4" X 1 1/3" (14 Labels Per Sheet): Yes Laser |
| Beginning Label Position: 1 Laser |
| Rotary Card Size: Standard: Yes Both |
| 5" X 3" No Pin Feed |
| |
| |
| |
|MESSAGE: Enter parameters as required. |
| F2 = Save entries and continue. |
| |
|F1 = Help ESCAPE = Exit|
*------------------------------------------------------------------------------*
SCREEN 30. The "Dial Setup" screen.
*------------------------------------------------------------------------------*
| |
| |
| Dial Setup |
| |
| *-----------------------------* |
| | | |
| |-> COMPUTER PORT: COM1 | |
| | BAUD RATE: 1200 | |
| | DIAL SPEED: Medium | |
| | DIAL TYPE: Tone | |
| | YOUR AREA CODE: 818 | |
| | SET UP PREFIXES: | |
| | SET UP SUFFIXES: | |
| | BYPASS MODEM CK: No | |
| | | |
| *-----------------------------* |
| |
| |
| |
| |
|MESSAGE: Use || to make selection, then press ENTER. F2 = Save Entries. |
| |
|F1 = Help ESCAPE = Return to Special Functions Menu|
*------------------------------------------------------------------------------*
87
AddPhone - (C) 1992 Robert Ladew
SCREEN 31. The "Search and Replace" screen.
*------------------------------------------------------------------------------*
| *-----------------------------------------------------* |
| | SORT NAME: | |
| | FIRST: | |
| Search | INIT: | |
| Argument | | |
| | | |
| | MAILING NAME: | |
| | COMPANY: | |
| *-----------------------------------------------------* |
| *-----------------------------------------------------* |
| | SORT NAME: | |
| | FIRST: | |
| Replacement | INIT: | |
| Data | | |
| | | |
| | MAILING NAME: | |
| | COMPANY: | |
| *-----------------------------------------------------* |
| |
|MESSAGE: PgUp/PgDn. Use || to select field, then enter data. |
| F2 = Begin Search and Replace. F3 = Enter Search Argument(s). |
| F4 = Enter Replacement Data. |
| |
|F1 = Help ESCAPE = Return to Special Functions Menu|
*------------------------------------------------------------------------------*
SCREEN 32. The "Copy and/or Transfer" screen.
*------------------------------------------------------------------------------*
| Copy or Transfer Record(s) From One Address Book to Another |
| |
| FROM: TO: |
| |
| *-------------------------* *-------------------------* |
| | Address Book Name | | Address Book Name | |
| | | | | |
| | 1. John's Personal | | 1. John's Personal | |
| | 2. Class of '77 | | 2. Class of '77 | |
| | 3. ACME Personnel | | 3. ACME Personnel | |
| | 4. Master File | |->4. Master File | |
| | 5. Not Used | | 5. Not Used | |
| | 6. Not Used | | 6. Not Used | |
| | 7. Sample Directory | | 7. Sample Directory | |
| | 8. DOSFILNM.DTD | | 8. DOSFILNM.DTD | |
| | | | | |
| *-------------------------* *-------------------------* |
| |
|MESSAGE: Use || to make selection, then ENTER, or type the number. |
| F2 = Continue Process. |
| |
|F1 = Help ESCAPE = Return to Special Functions Menu|
*------------------------------------------------------------------------------*
88
AddPhone - (C) 1992 Robert Ladew
SCREEN 33. The "List Copy and Transfer" screen example.
*------------------------------------------------------------------------------*
| A SORT NAME........... FIRST.......... COMPANY............................ |
| |
| Allen Arlo |
| Arens Fred Fred's Flowers |
| C Babbit Bob |
| Biasukniak Brodie Ace Electronics |
| Buffington Lance Ace Electronics |
| T Butler Sarah Triangle Real Estate |
| C Campbell Chester Campbell, Campbell, & Campbell |
| C Cavalieri Joe Ace Electronics |
| C Cohen Martin Miller, Cohen & Swartz |
| Conrad Henrietta Bently Medical Clinic |
| Conrad Joseph Always There Insurance Company |
| T Cooke Jonathon Cooke Construction Company |
| T Dow Don Ace Electronics |
| Ebersole Sven Root & Canal Dental Clinic |
| Edwards Melba Edwards & Jackson, Inc. |
| C Enriquez Henri Ace Electronics |
| |
|MESSAGE: Home/End/PgUp/PgDn/||. C = Copy. T = Transfer. F = Find. |
| F2 = Process Copy/Transfer. |
| |
|F1 = Help ESCAPE = Exit|
*------------------------------------------------------------------------------*
89
AddPhone - (C) 1992 Robert Ladew
Appendix E
Add the AddPhone Icon to Windows
You can add the AddPhone Icon to any group window in
Microsoft Windows 3.x(TM) by following the steps below:
(1) If you have not already done so, start windows. Then
open the group where you want to add the AddPhone Icon.
(2) From the File menu in Program Manager, choose New.
The New Program Object dialog box appears.
(3) Select the Program Item option, and then choose the
OK button. The Program Item Properties dialog box appears.
(4) In the Description box, type: AddPhone. The
description becomes the label that appears under the Icon
in the group window.
(5) In the Command Line box, type:
C:\ADDP\ADDPHONE.EXE
(6) In the Working Directory box, type:
C:\ADDP
(7) Shortcut Key should be "None", and Run Minimized
should NOT be checked.
(8) When you have completed the above steps, choose the
Change Icon button. Either a Change Icon information box
stating that no icons are available, or a Change Icon box
showing one or more icons appears.
(9) If the Change Icon information box appears stating no
icons are available, then choose the OK button to continue.
(10) If the Change Icon box showing one or more icons
appears, enter the following in the File Name area:
C:\ADDP\ADDPICON.ICO
Press <ENTER> and the AddPhone Icon will appear where it
says Current Icon.
(11) Choose the OK button. The dialog box closes, and the
Program Item Properties dialog box appears. Choose the OK
button. The dialog box closes, and the AddPhone Icon
appears in the group window.
90
AddPhone - (C) 1992 Robert Ladew
Index
*
*.DTD, *.DX1, *.DX2, *.NTE, *.NTX, 14
*.RCD, *.TBL, 16
A
Abbreviations Table, 12, 31
Abbreviations Table Maintenance, 56
ABBRVTNS.NDX, 13
ABBRVTNS.TBL, 12
Across Column, 36
Across, Down, etc. Screen, 36
Action Column, "A" is for Action, 35
Activating ADDPOP, 19
Add Mode, 29
Add Printer to Table, 8
ADDFIELD.TBL, 13
Adding a Printer to the Printer Table, 72
Adding Records, 27
ADDINSTL.EXE, 12
ADDPHELP.DTA, 12
ADDPHELP.IDX, 12
ADDPHONE, 2
AddPhone Setup Menu, 6
ADDPHONE.EXE, 12
ADDPHONE.PIF, 12, 15
ADDPHONE.ZIP, 12
ADDPOP, 3
ADDPOP and the AUTOEXEC.BAT File, 19
ADDPOP, Dialing, 54
ADDPOP, Loading and Unloading, 18
ADDPOP.EXE, 12
ADDPOP.PIF, 12
ADDPOPFL.RCD, 13
ADDPRNTR.TBL, 12
ADDPRTMD.RCD, 13
Address Book Data Files, 14
Address Book Files That Use Different Tables & Menus, 70
Address Book Index to Data Files, 14
Address Book Index to Notes Files, 14
Address Book Name, 23
Address Book Name Update Screen, 23
Address Book Notes Files, 14
Address Book Sample Data File, 13
Address Book Selection Menu, 15, 23
Address/Date Format, 6
ADDSETUP, 2
ADDSETUP.EXE, 12
ADDSETUP.PIF, 12
ADDSETUP.RCD, 13
91
AddPhone - (C) 1992 Robert Ladew
Align the Paper in Your Printer, 43
Alphanumeric Fields, 10
Are Forms Lined-Up? (Y or N), 43
Area Code, 53
Area Code in Parentheses, 29
Ascending, 37
Australia, 6
Auto Dialing, 1
AUTOEXEC, 15
AUTOEXEC.BAT, 19
Automatic Dialing, 29, 53
Automatic Line Wrap, 32
B
Backing Up Your Data, 16
Backup Directory Path Name, 17
Backup Drive, 17
Batch AddPhone Start Up File, 15
Batch File, 12, 15, 20, 72
Baud Rate, 7, 53
Beginning Label Position, 52
Birthday List, 34
Build New Indexes, 56
Bypass Modem CK, 53
Bypass Printer Check, 8
C
Canada, 6
Categories, 2
Categories Table, 13, 31
Categories Table Maintenance, 56
Category Code, 29, 58
Category Field, 29, 58
Category Group, 49
Category, Define and Customize, 2
CATEGORY.NDX, 13
CATEGORY.TBL, 13
Change Data, 29, 40
Change Data (Change) Mode, 29
Change Mode, 29, 40
Change the Colors, 7
Changing Records, 39
Changing Screen Colors, 68
Color, 7
COM1, 7, 53
Comma Delimited, 60
Company List, 34
Compressing Your Files, 41
Computer Port, 53
CONFIG.SYS File, 4
Creating a Customized Report, 46
92
AddPhone - (C) 1992 Robert Ladew
Creating An Address Book, 23
Customizing a List, 35
D
Data Bits, 7
Date Fields, 10
Date Formats, 6, 10
Day-Timers, Inc., 42
Default Drive and Directory Name, 4
Delete (Multiple Records), 40, 56
DELETE Key, 20
Delete Multiple Records Screen, 41
Descending, 37
Dial Setup Screen, 53
Dial Speed, 53
Dial Type, 53
Dialing Options Record, 13
Dialing While in AddPhone, 54
Dialing While in Another Application, 54
DIALOPTN.RCD, 13
Directory, 7, 11
Directory Path Name, 7, 23
DISCLAIMER OF WARRANTY, iv
Displaying Records, 34
Dot-Matrix Printers, 45, 72
Down Column, 37
Down, D/A, & Print Screen, 47
Drive, 7, 11
E
Editing Tables, 30
EMS, 18
END Key, 21
Enter Data, 29
Enter Data, (Add) Mode, 29
ENTER Key, 20
Entering Categories, 28
Entering Notes, 32
Entering Phone Numbers and Dialing Information, 29
Entering Repeating Information, 32
Erasing a Single Record, 40
Erasing Many Records, 40
ESC Key, 21
Exiting the Program, 16
Export Options Table, 13
Exporting Data, 60
Exporting Data, Define and Customize, 2
EXPTOPTN.NDX, 13
EXPTOPTN.TBL, 13
93
AddPhone - (C) 1992 Robert Ladew
F
F1 Key, 21
F2 Key, 21
F3 Key, 21
F4 Key, 21
F5 Key, 21
F6 Key, 21
F7 Key, 22
F8 Key, 22
F9 Key, 22
F10 Key, 22
FCN's, 30
Field Length Column, 37
Field Name Column, Customize Field Names, 6
Field Names (Defaults), 9
Field Selected, Yes/No, 6
Field Selection List, 6
Field Sizes and Types, 9
Field, Customization, 2
Fields Table, 13
Fields, Mutually Exclusive, 7
Fields, Table 1. (All Fields), 9
File Integrity Can Be Lost When..., 69
File Name, 24
Files, Table 2. (All Files), 12
Find a Specific Record, 38
Find Functions, 9
Find Record (Detail) Screen, 39
Find Record. . . Screen, 38
Fixed Length, 60
Flag Specific Records, 51
Frequently Called Numbers (FCN's), 30
Function Keys, 40
G
Getting Started, 15
Graphics Mode, 19
H
Help (Press <F1> Key), 1
Help, How to Get It, 1
HOME Key, 21
Horizontal Alignment, 49
Hot Key Combination, 3, 7, 18
REGISTER, HOW TO, iii
I
Icon, AddPhone (Windows), 98
If Disk Space is Scarce..., 70
94
AddPhone - (C) 1992 Robert Ladew
Import Options Table, 13
Importing Data, 60
Importing Data, Define and Customize, 2
IMPTOPTN.NDX, 13
IMPTOPTN.TBL, 13
Include Notes, 50
INSERT Key, 20
INSTALL.BAT, 12
Installation (Hard Disk), 4
Installation (Two-Floppy Drives), 68
Installation Disk, 1, 12
Installing AddPhone, 4
International, 6
International Telephone Numbers, 29
L
Label & Rotary Card Reset, 57
Label Size: 4" x 1" (20 Labels Per Sheet), 52
Label Size: 4-1/4" x 1-1/3" (14 Labels Per Sheet), 52
Laser Printers, 45, 72
Left & Right Pages, 50
LEFT/RIGHT ARROWS Keys, 20
Limit Items in List Screen, 37
Limit Items in Report Screen, 48
List, 2
List Option, 39
List Option Name, 36
List Options, 34
List Options Maintenance Screen, 36
List Options Menu, 34
List Options Table, 13
List Screen (with "Find Box"), 35
List Screen, 38
Listing Your Address Book Records, 34
LISTOPTN.NDX, 13
LISTOPTN.TBL, 13
Lists, Define and Customize, 2
LPT1, 7
M
Main Data Entry Screen, 27
Making Sure Your Printer Will Work, 72
Mass Delete - Select Address Book Screen, 40
Master Disk, 1, 68
Maximum Number of Records, 2
MCI Account Code, 30
Memory Requirements, 3
Memory-Resident, 3, 7, 19
Merging Two Address Books, 59
MESSAGE, 43
MESSAGE Area, 1
95
AddPhone - (C) 1992 Robert Ladew
Microsoft Windows 3.x, 3, 4, 19
Microsoft Windows 3.x, Starting AddPhone, 15
Modifying Records, 34
Monochrome, 7
Moving Around, 20
Mutually Exclusive Fields, 10
N
Name List (Default), 34
New Letter Starts New Page, 49
New Password, 57
Not Used, 23
Notes, 32
Notes Status, 33
Number of Copies, 49
O
Order Form, ii
Overwrite Backup Files, 17
Overwrite Files, On Reinstallation, 5
Overwrite, Edit Mode, 27, 32
P
Paper Format, 46
Parallel Printer Port, 7
Parity, 7
Password, 25
Path Name, 7
Path Statement, 15
PgDn/PgUp Keys, 21
Phone Number Fields, 11
Phone Number List, 34
Phone Number Template, 10, 29
Phone Numbers Information Screen, 30
PIF Editor, 4
Planning Your Data Base, 10
Predefined List Options, 34
Predefined Report Options, 43
Prefix Code, 30
Prefixes, 29
Prefixes Table Screen, 30
PREFIXES.NDX, 13
PREFIXES.TBL, 13
Primary Key, 9, 27
Primary Search Field, 9
Print a Single Record, 33
Print by Category, 50
Print Continuously, 49
Print Control Commands, 12
96
AddPhone - (C) 1992 Robert Ladew
Print Flagged Records Only, 52
Print Format, 46
Print Options Maintenance Screen, 46
Print Options Screen, 43
Print Options Table, 13
Print Pages, 49
Printer Attribute Screen, 73
Printer Types, 51
Printers Table, 12
Printing a Booklet-Style Address Book, 45
Printing Labels or Rotary Cards, 51
Printing Options Menu, 43
Printing Your Address Books, 42
Printout Format and Paper Format Menu Screen, 46
PRNTOPTN.NDX, 13
PRNTOPTN.TBL, 13
Putting Your Address Book Together, 46
Q
QADDR7.DTD, 13
QADDR7.NTE, 13
R
README, 12
Record Displayed, 29, 39
Record Displayed Mode, 28
Record Displayed. Select Option., 27
Register the Category, 29
Reinstallation (Hard Disk), 5
Removing Duplicates, 57
Reports, Define and Customize, 2
Required Field, 9, 27
Reset Label or Card Counts to Zero, 52
Restoring Files from Backup Copies, 17
Restoring the Integrity of Address Book Files, 69
Right Pages 2 Sides, 50
Rotary Card Size: 3 " x 5", 52
Rotary Card Size: Standard, 52
S
Sample Directory, 22, 23
Sample Directory Password, 22, 25
Saving Your Data, - F10 Key, 33
Search, 38
Search All Fields, 38
Search and Replace, 58
Search and Replace Screen, 58
Search Specific Field(s), 39
Select Fields Screen, 36, 47
Select Monitor, 7
97
AddPhone - (C) 1992 Robert Ladew
Select Your Printer, 7
Set Up Prefixes, 53
Set Up Suffixes, 53
Setting up Address Book Files, 23
Setting Up the Dial Options, 53
Setup, 6
Setup, Changing After Installation, 8
SHIFT-TAB Key, 20
Sort Order of the Records, 37
Sorting Data, Define and Customize, 2
Special Functions, 56
Special Functions Menu, 40, 53
Special Paper, 42
Specific Address Label and Rotary Card Options Screen, 51
Specific Printing Options Screen, 47
Starting AddPhone, 15
Suffix Code, 30
Suffixes, 30
Suffixes Table, 30
Suffixes Table Screen, 30
SUFFIXES.NDX, 13
SUFFIXES.TBL, 13
Support Files, 7
Swapping In, 18
Swapping Out, 18
System Requirements, 3
T
Tab Delimited, 60
TAB Key, 20
Table 1, All Possible AddPhone Fields, 9
Table 2. AddPhone Files, 12
Table 3. Function of Keyboard Keys, 20
Table 4, Predefined Report Options, 43
Table 5, Specific Printing Options, 49
Table 6, Paper Formats, 51
Task Option List, 24
Task Option List, Top of Screen, 27
Technical Support, 1
Telephone Dial Setup Process, 53
Telephone Dialing Setup, 56
Telephone Number Prefixes Table, 13, 31
Telephone Number Suffixes Table, 13, 31
Telephone Prefixes, Define and Customize, 2
Telephone Suffixes, Define and Customize, 2
Text Mode, 19
Title Field, 10
Two-Floppy Drive System, 1, 3, 68
U
U/L (Uppercase/Lowercase), 6
98
AddPhone - (C) 1992 Robert Ladew
Unable to Make Proper Connection With the Modem, 54
United Kingdom, 6
United States, 6
Unload ADDPOP, 18
UP/DOWN ARROWS Keys, 20
User Specified Parameters, 13
Using ADDPOP While in Other Applications, 64
Using EMS For Swap, 18
Using File Name 8 for Extra Files, 24
Using XMS For Swap, 18
V
Valid Date, 27
Valid With Paper Formats Column, 47
Vertical Alignment, 49
X
Xfr/Copy Address Book Selection Screen, 58
Xfr/Copy Records, 58
Xfr/Copy Selection Screen, 59
XMS, 18
99
