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BUSINESS CONTACTS A PC-File version 7.0 Application (C)Copyright dataBASE*Crayons, Inc./Computer Templates & Applications, Inc., 1987-1993. (C)Copyright ButtonWare, Inc., 1991-1993. All rights reserved. This application was originally developed and marketed by dataBASE*Crayons, Inc./Computer Templates & Applications, Inc., but is now being marketed, under agreement, by ButtonWare, Inc. ButtonWare, Inc. P.O. Box 96058 Bellevue, WA 98009 i COPYRIGHT NOTICE (C)Copyright dataBASE*Crayons, Inc./Computer Templates & Applications, Inc., 1987-1993. (C)Copyright ButtonWare, Inc, 1991-1993. All rights reserved. The application files may be copied for archival backup purposes only, by the individual or organization who purchased the application (the registered user). The application files may not be copied for use by anyone other than the registered user. Only one copy of the application files may be in use at any given time. The disk documentation may be printed for the registered user only. The disk documentation may not be modified in any way. Additional copies or reproductions of the disk documentation for use by anyone other than the registered user is strictly prohibited. No application files, including the disk documentation, may be reproduced for resale, distribution of any kind, or included in another package without the express written consent of ButtonWare, Inc. PC-File is a registered trademark of ButtonWare, Inc. ii DISCLAIMER AND LIMITED WARRANTY Limited Warranty: This application is provided "as is" without warranty of any kind. The entire risk as to the results and performance of this application is assumed by you. Should the application prove inadequate, you (and not dataBASE*Crayons, Inc. or ButtonWare, Inc.) assume the entire cost of all necessary servicing, repair or correction. ButtonWare does warrant to the registered user of this application that the diskette on which the application files are recorded is free from defects in materials and workmanship under normal use and service for a period of ninety (90) days from the date of purchase as evidenced by a copy of a receipt or canceled check. The remedy for breach of this warranty shall be limited to replacement of the diskette and shall not encompass any other damages, including but not limited to loss of profit, special, incidental, consequential, or other similar claims. Neither dataBASE*Crayons nor ButtonWare nor anyone else who has been involved in the creation, production, or delivery of this application shall be liable for any direct, indirect, consequential, or incidental damages arising out of the use, the results of the use, or inability to use such product, even if dataBASE*Crayons or ButtonWare has been advised of the possibility of such damages or claim. iii FORWARD It is our intention with this application, to provide a quick and efficient entry into the use of PC-File, as an alternative to trial and error methods of defining databases, creating mailing labels, designing reports, etc. We do, however, recommend that you read your PC-File User Guide, or at least familiarize yourself with the features and terminology that it presents. This knowledge will enable you to effectively use PC-File and this application. While we have done our best to create a specific, yet conventional application, we realize that there are individual needs that the application files may not completely satisfy. For this reason, we have provided you with an excellent way to quickly learn the many powerful and advanced features that PC-File has to offer, so that in a short time you can tailor the application to fit your particular needs. We will help you do this by providing you with detailed information concerning the makeup of the application data and output structures, and by showing you the many ways that your data can be put to use. By using this application, we hope you realize "full speed ahead" from start-up, and most importantly, we hope you enjoy the benefit of productive computing with PC-File. We welcome your comments and suggestions. Please write us at ButtonWare, Inc., P.O. Box 96058, Bellevue, WA 98009. TABLE OF CONTENTS Copyright Notice.........................................i Disclaimer and Limited Warranty..........................ii Forward..................................................iii 1.0 About this Application...................................1 2.0 Getting Started..........................................2 2.1 Loading the Business Contacts application 3.0 Application Features.....................................3 3.1 Database structure and description of field data 3.2 Reports and labels 3.3 Merge letters 3.4 Macros 3.5 Configuration profile information 4.0 Customizing the Application..............................18 4.1 The database structure 4.2 Reports and labels 4.3 Merge letters 4.4 Macros 4.5 Configuration Profiles 1 1.0 ABOUT THIS APPLICATION This PC-File 7.0 Business Contacts application is designed to help you keep track of your business contacts. This is a name and address template designed for business related use. This template can be used by executives, secretaries, managers, salespersons - anyone who needs to keep track of important people, meetings, etc. This application will allow you to ... Organize and maintain your business contacts any way you like Record specific information about an individual such as his or her address, phone number, spouse's name, birthday, etc. Print information on rolodex or 3x5 cards for your card file Print envelopes and labels with or without bar codes Print form letters to all or selected persons in the database Print a phone list of your contacts Print appointments lists Display with a few keystrokes titles, phone numbers, company names, the date that you last saw or spoke to a contact and what you spoke about Add, modify, arrange, store and delete information with the greatest of freedom and ease. And more! This application includes ... A pre-defined database structure Sample records Ready-to-use reports, including reports to print phone lists, address envelopes, print mailing labels, and more A sample mail-merge letter you can modify to suit your own needs Pre-defined macros to perform different functions using several keystrokes, instead of hundreds Pre-defined indexed fields and index definitions Customized configuration profile, which contains pre-defined snapshot mailing labels to print mailing labels, envelopes, rolodex and 3x5 cards. Easy to understand documentation that completely outlines and explains the things you need to know to get started 2 2.0 GETTING STARTED 2.1 LOADING THE BUSINESS CONTACTS APPLICATION After installing the Business Contacts application, you can access the Business Contacts files just like any other database. To start PC-File and load the Business Contacts application database, first log on to the drive and subdirectory which contains the PC-File program file. Then, from the DOS prompt, type: PCF and press ENTER. Next, use the Open option on the File menu to open the CONTACTS database. Use the Drive/Directories list box on the right to select the drive and subdirectory containing the Business Contacts application. Then, select the CONTACTS database from the Files list box on the left. We have included several sample records in CONTACTS database. When you open the CONTACTS database, PC-File displays the first record on the screen. We recommend that you view the remaining sample records to get an idea of the type of data intended for each field. To view the next record, choose the Next button on the button bar or press CTRL-N. Continue until you've displayed all the sample records. You might also want to print some of the reports to see what they look like. Remember, macros have been included with the Business Contacts application, so you can try out the macros, too. The next section details the database structure and the type of data intended for each field, gives examples of the reports, and explains the macros and configuration profile. We recommend that you read this section before using the Business Contacts application. When you are ready to begin using the CONTACTS database, be sure to delete the sample records provided. First, display the first record by choosing the Beginning option on the Search menu. To do this, press ALT-S to display the Search menu, then B. Or, use the mouse to click on the Search menu, then click on the Beginning option. Next, choose the Delete option on the Edit menu. To do this, press ALT-E to display the Edit menu, then D to choose the Delete option. Or, use the mouse to click on the Edit menu, then click on the Delete option. You will be asked if you want to delete this record. Press Y. Choose the Delete option on the Edit menu again to delete the next record, then Y to confirm. Continue until you have deleted all of the sample records. 3 3.0 APPLICATION FEATURES 3.1 DATABASE STRUCTURE AND DESCRIPTION OF FIELD DATA Every database created by PC-File consists of at least three different files. The header file (databasename.DBH) contains information about the database structure & attributes, including field names, lengths & types, automatic data, data validation, formatting, and restrictions, and any custom views of your database. The data file (databasename.DBF) contains the data you enter into the database. If your database contains one or more memo fields, there will be a memo file (databasename.DBT) containing the memo field data. You can have up to 9 indexes per database. The index files (indexname.ND?) contain information allowing you to arrange your data. The following database files are found on your application disk: CONTACTS.DBH, CONTACTS.DBF, CONTACTS.DBT, CONTACTS.ND1, CONTACTS.ND2, CONTACTS.ND3, and CONTACTS.ND4 The CONTACTS database contains twenty-four (24) fields. The length of one record is 343 characters, plus the memo field data. The custom view screen looks like this: LAST_NAME [ ] BIRTHDAY [ ] FIRST_NAME [ ] SPOUSE_NAME [ ] ======================================================================= TITLE [ ] CITY [ ] SALUTATION [ ] STATE [ ] COMPANY [ ] ZIP [ ] STREET [ ] COUNTRY [ ] ======================================================================= WORK_PHONE [ ] EXT [ ] CELLULAR [ ] FAX [ ] HOME_PHONE [ ] ======================================================================= LAST_CONTACT [ ] NEXT_CONTACT [ ] TIME [ ] LIST_CODE [ ] PLACE [ ] SUBJECT [ ] ======================================================================= REMARKS [ ] Note: Some of the fields have been shortened here in order to fit on this page of the documentation. These fields are longer on the actual data entry screen. 4 Below is a description of the type of data intended for each field in the CONTACTS database. The fields are listed in the order they will be accessed. Unless otherwise noted, each field is a character field. LAST_NAME: Contact's last name. Smith, Anderson-Brown, etc. This field is indexed for faster searches and to allow you to alphabetize your records by last name. The index is a Simple index, which alphabetizes your records by the LAST_NAME field, and if more than one record has the same last name, alphabetizes by FIRST_NAME. FIRST_NAME: Contact's first name. TITLE: Contact's business title or position. Example: Vice President. SALUTATION: Salutation. This will be used in form letters. Examples: (Dear) Mr. Smith, (Dear) Jane, etc. COMPANY: Company name. This field is indexed for faster searches and to allow you to alphabetize your records by the company name. The index is a Simple index, which alphabetizes your records by the COMPANY field, if more than one record has the same company name, alphabetizes by LAST_NAME, and if more than one record has the same company name and last name, alphabetizes by FIRST_NAME. STREET: Street address. Don't forget to include a suite number if applicable. CITY: City. STATE: State. A Restrict Character & Case Force attributes allows only letters, upper and lower case, and spaces. ZIP: The person's zip code. This field is ten (10) characters long to accommodate 10-digit zip codes. This field contains a Restrict Character attributes which allows only numbers (0-9), the dash (-) and a space. For countries which use letters in the postal code, you will need to modify the Restrict Character attribute to allow alphabetic characters using the "Field Attributes" option on the File menu. This field is indexed for faster searches and to allow you to order your records by zip code. The index is a Simple index, which orders your records by the ZIP field, if more than one record has the same zip code, alphabetizes by LAST_NAME, and if more than one record has the same zip code and last name, alphabetizes by FIRST_NAME. 5 COUNTRY: Country. You do not have to enter the country if it is the same as where you will be mailing your correspondence from. Example, if you are mailing from within the US, you do not have to enter USA in the COUNTRY field. You will need to enter the country for each person's record located outside the country from which you are mailing. WORK_PHONE: The person's work phone number. This field is twelve characters long to allow for the area code. You do not have to enter an area code. This field has a Restrict Character attribute that only allows numbers (0-9), the dash and a space. Space is not provided to include parentheses around the area code. Example: 206-555-1212. EXT: Extension of work phone number. If the person does not have an extension, leave this field blank. This field has a Restrict Character attributes which allows only numbers (0-9) and spaces. FAX: The person's fax number. This field is twelve characters long to allow for the area code. You do not have to enter an area code. This field has a Restrict Character attributes that only allows numbers (0-9), the dash and and a space. Space is not provided to include parentheses around the area code. Example: 206-555-1212. CELLULAR: The person's cellular phone number. This field is twelve characters long to allow for the area code. You do not have to enter an area code. This field has a Restrict Character attributes that only allows numbers (0-9), the dash and and a space. Space is not provided to include parentheses around the area code. Example: 206-555-1212. HOME_PHONE: The person's home phone number. This field is twelve characters long to allow for the area code. This field has a Restrict Character attributes that only allows numbers (0-9), the dash and and a space. Space is not provided to include parentheses around the area code. Example: 206-555-1212. LAST_CONTACT: Date of last contact. This is a date field. Dates must be entered in the format MM/DD/YY or YYYYMMDD. MM stands for the number of the month (January=01, February=02, ... December=12), DD stands for the day and YY stands for the last two digits of the year. For example, February 28, 1989 could be entered as 02/28/89 or 19890228. 6 NEXT_CONTACT: Date of your next contact. This is a date field. Dates must be entered in the format MM/DD/YY or YYYYMMDD. MM stands for the number of the month (January=01, February=02, ... December=12), DD stands for the day and YY stands for the last two digits of the year. For example, February 28, 1989 could be entered as 02/28/89 or 19890228. This field is indexed for faster searches and to allow you to order your records by the NEXT_CONTACT date. The index is a formula index, TOSTR(NEXT_CONTA), which indexes by the next contact date. TIME: The time of your next appointment. Example: 10:30am PLACE: The meeting place of your next appointment. You can enter a specific address, or enter a place such as office, Wine and Dine Restaurant, etc. SUBJECT: The subject of discussion of your next appointment. LIST_CODE: This field allows you to enter a code for selecting particular records or individuals when printing envelopes, reports, letters, etc. For example, if you want only selected individuals in your list to receive Christmas cards, you would enter a C. If you want certain persons to receive invitations, you would enter an I, etc. REMARKS: This a memo field. You can enter any notes about your meetings with a person or any other pertinent information. BIRTHDAY: The person's birthday. Enter the birthday in the format MM/DD where MM stands for the number of the month, (January=01, February=02, ... December=12) and DD stands for the day. For example, February 28, would be entered as 02/28. You must enter a leading zero for months and days 1-9 (i.e., 01/09). This field contains a Restrict Character attributes which allows only numbers (0-9), the slash (/) and spaces. Note: This field is not long enough to contain the year, since you don't normally keep track of, or even know, the birth years of your business clients. SPOUSE_NAME: The name of the person's spouse. Note: It is not necessary to enter data in all of the fields provided with this application. When you become proficient in your use 7 of PC-File, you might wish to eliminate or add to these fields. Please note that if you delete fields which are included in reports, macros or letters, you must also make the necessary changes to each affected report, macro and merge letter. All modifications to the database must be done with caution. 8 3.2 REPORTS AND LABELS All reports created and used by PC-File are named reportname.REP. Reports allow you to print information contained in your database in a specific layout. Following is a list of pre-defined reports for the CONTACTS database and examples of their output. Refer to Chapter 9, "Creating Reports", in your PC-File User Guide for information on report commands. Note: Each report is designed to be printed onto 8-1/2" X 11" paper, unless otherwise noted. CLABELS.REP - Prints address labels in a 1-up format. The report is designed for 3-1/2" by 15/16" labels (standard business labels). Data in the following fields are printed: FIRST_NAME, LAST_NAME, TITLE, COMPANY, STREET, CITY, STATE, ZIP. Example of output: Jane Doe President Doe Construction 222 Second St. Bellevue, WA 98222 CLBLSBAR.REP - Prints address labels in a 1-up format. The report is designed for 3-1/2" by 15/16" labels (standard business labels). Data in the following fields are printed: FIRST_NAME, LAST_NAME, COMPANY, STREET, CITY, STATE, ZIP. The zip code is also printed in bar code format. Example of output: Jane Doe Doe Construction 222 Second St. Bellevue, WA 98222 [bar code prints here] 9 ENVLP1.REP - Prints addresses on envelopes. This report assumes that your return address is already printed on the envelope. Data in the following fields are printed: FIRST_NAME, LAST_NAME, TITLE, COMPANY, STREET, CITY, STATE, ZIP and COUNTRY. Printing starts at the 35th character position to the right to conform to standard 9-1/2" by 4" business envelopes. This report is designed to automatically remove any blank lines between the first and last lines of the address block. Example of output: Byron Winchester Executive Vice President British Airways, LTD 111 Downey Street London, EW6774 ENGLAND ENVLBAR.REP - Prints addresses on envelopes. This report assumes that your return address is already printed on the envelope. Data in the following fields are printed: FIRST_NAME, LAST_NAME, TITLE, COMPANY, STREET, CITY, STATE, ZIP and COUNTRY. The zip code is also printed in bar code format. Printing starts at the 35th character position to the right to conform to standard 9-1/2" by 4" business envelopes. This report is designed to automatically remove any blank lines between the first and last lines of the address block. Example of output: Jane Doe Doe Construction 222 Second St. Bellevue, WA 98222 [bar code prints here] 10 ENVLP2.REP - The same report as ENVLP1.REP, except that your return address will be printed in the upper left corner of the envelope. You must first edit the ENVLP2.REP file to include your return address. You will need to edit this report using the Free Form or Command method to include your return address. You can use macro P or macro Q to edit the report. Example of output: ButtonWare P.O. Box 96058 Bellevue, WA 98009-9818 Byron Winchester Executive Vice President British Airways, LTD 111 Downey Street London, EW6774 ENGLAND ROLODEX.REP - Prints pertinent information about each contact on continuous rolodex cards (2x4). Data in the following fields are printed: FIRST_NAME, LAST_NAME, TITLE, COMPANY, STREET, CITY, STATE, ZIP, COUNTRY, WORK_PHONE, EXT, FAX, CELLULAR and HOME_PHONE. Example of output: Smith, John Chief Executive Officer Smith & Company 111 First St. Seattle, WA 98111 Work: 206-555-1111 Ext: 645 Fax: 206-555-1114 Cellular: 206-555-1113 Home: 206-555-1112 11 CARDS3X5.REP - Prints pertinent information about each contact on continuous 3x5 index cards. Data in the following fields are printed: FIRST_NAME, LAST_NAME, TITLE, COMPANY, STREET, CITY, STATE, ZIP, COUNTRY, WORK_PHONE, EXT, FAX, CELLULAR and HOME_PHONE. Example of output: John Smith Chief Executive Officer Smith & Company 111 First St. Seattle, WA 98111 Work: 206-555-1111 Ext: 645 Fax: 206-555-1114 Cellular: 206-555-1113 Home: 206-555-1112 PHONE.REP - Prints a phone list of the people in your database. Data in the following fields are printed: LAST_NAME, FIRST_NAME, COMPANY, WORK_PHONE and EXT. Example of output: PHONE LIST NAME COMPANY WORK PHONE EXT ------------------------- ------------------------- ------------ ---- Anderson, Robert First Interstate Bank 208-555-2246 Doe, Jane Doe Construction 206-555-2222 Smith, John Smith & Company 206-555-1111 645 Winchester, Byron British Airways, LTD 999-888-7777 2134 12 APPT1.REP - Prints an appointment list. Data in the following fields are printed: NEXT_CONTACT, TIME, LAST_NAME, FIRST_NAME, and PLACE. Example of output: APPOINTMENTS DATE TIME NAME PLACE -------- ----- ------------------------- ------------------------- 10-10-90 10:00 Jane Doe 1101 1st Main St, Seattle 10-10-90 11:00 John Smith office 10-10-90 1:00 John Jones 578 Hill Rd, Bellevue APPT2.REP - Prints an appointment list. Data in the following fields are printed: NEXT_CONTACT, TIME, LAST_NAME, FIRST_NAME, and SUBJECT. Example of output: APPOINTMENTS DATE TIME NAME SUBJECT -------- ----- ------------------------- ------------------------- 10-10-90 10:00 Jane Doe Converting term insurance 10-10-90 11:00 John Smith policy review 10-10-90 1:00 John Jones new client 13 3.3 MERGE LETTERS One of the nice features of PC-File is its mail-merge feature. You no longer need to export your data and exit PC-File to produce letters for people in your database. We have provided a sample form letter with the Business Contacts application, called SAMPLE.LTR. The SAMPLE merge letter shows how you would format a merge letter to include the fields in the CONTACTS database. The SAMPLE letter is actually a shell. There is no actual text, but the mail-merge portion of the letter has been defined for you. The letter will print out the date, the person's mailing address information and salutation, which will be read from the CONTACTS database, along with any text you provide. You can modify the SAMPLE merge letter to add your own text. To modify the letter, choose the Letters option on the Print menu. When asked if you want to Run an existing letter, create a New letter or Modify an existing letter, choose M to modify the letter. Refer to Chapter 10, "Writing Letters and Merging Data" for more information on letters. 14 3.4 MACROS Macros allow you to store text, commands and answers to PC-File prompts. Macros greatly reduce the work involved in performing various data managing tasks. Each macro can store commands up to 1000 characters long. Once a macro has been defined, you need only type several keystrokes instead of up to 1000 keystrokes to perform the same steps. The macro definitions for the CONTACTS database are stored in the file called CONTACTS.MAC. To view a list of the stored macros, you press CTRL-M or choose the Execute option on the Macros menu. Listed below are the macro titles for the CONTACTS database and summaries of their definitions. Unless otherwise specified, each macro should be started when the main menu bar is displayed on the screen. Usually this will mean you are viewing a record in Record view or a screenful of records in Table view. To start playing back a macro, you press CTRL-M to display the macro menu, then the letter of the macro to play. You can also choose the Execute option on the Macro menu to display the macro menu. Pre-defined macros for the CONTACTS database are: A. PRINT LABELS 1-UP CONTENTS: {CTRL-M}K{ALT-P}RRCLABELS{ENTER} SUMMARY: Run macro K (switch to the ZIP index), choose the Print menu, choose the Report option, choose to Run a report, select the report called CLABELS. The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. B. PRINT LABELS 1-UP W/BAR CODE CONTENTS: {CTRL-M}K{ALT-P}RRCLBLSBAR{ENTER} SUMMARY: Run macro K (switch to the ZIP index), choose the Print menu, choose the Report option, choose to Run a report, select the report called CLBLSBAR. The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. C. PRINT ENVELOPES (ENVLP1.REP) CONTENTS: {ALT-P}RRENVLP1{ENTER} SUMMARY: Choose the Print menu, choose the Report option, choose to Run a report, select the report called ENVLP1 (the report which does not print a return address on the envelope). The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. 15 D. PRINT ENVELOPES W/BAR CODE CONTENTS: {ALT-P}RRENVLBAR{ENTER} SUMMARY: Choose the Print menu, choose the Report option, choose to Run a report, select the report called ENVLBAR (this report does not print a return address on the envelope). The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. E. PRINT 3X5 CARDS CONTENTS: {ALT-P}RRCARDS3X5{ENTER} SUMMARY: Choose the Print menu, choose the Report option, choose to Run a report, select the report called CARDS3X5. The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. F. PRINT 2X4 ROLODEX CARDS CONTENTS: {ALT-P}RRROLODEX{ENTER} SUMMARY: Choose the Print menu, choose the Report option, choose to Run a report, select the report called ROLODEX. The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. G. PRINT PHONE LIST CONTENTS: {CTRL-M}J{ALT-P}RRPHONE{ENTER} SUMMARY: Run macro J (switch to the LAST_NAME index), choose the Print menu, choose the Report option, choose to Run a report, select the report called PHONE. The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. H. PRINT APPOINTMENTS CONTENTS: {CTRL-M}L{ALT-P}RRAPPT2{ENTER} SUMMARY: Run macro L (switch to the NEXT_CONTACT index), choose the Print menu, choose the Report option, choose to Run a report, select the report called APPT2. The macro stops here so you can select specific settings on the Print Options menu. Choose OK to begin printing the report. J. SWITCH TO LAST_NAME INDEX CONTENTS: {CTRL-I}LAST_NAME{ENTER} SUMMARY: Press CTRL-I, the hot key to switch indexes, type LAST_NAME as the index to switch to, press ENTER to switch the index. 16 K. SWITCH TO ZIP INDEX CONTENTS: {CTRL-I}ZIP{ENTER} SUMMARY: Press CTRL-I, the hot key to switch indexes, type ZIP as the index to switch to, press ENTER to switch the index. L. SWITCH TO NEXT_CONTACT INDEX CONTENTS: {CTRL-I}NEXT_CONTA{ENTER} SUMMARY: Press CTRL-I, the hot key to switch indexes, type NEXT_CONTA as the index to switch to, press ENTER to switch the index. M. SWITCH TO COMPANY INDEX CONTENTS: {CTRL-I}COMPANY{ENTER} SUMMARY: Press CTRL-I, the hot key to switch indexes, type COMPANY as the index to switch to, press ENTER to switch the index. O. MODIFY SAMPLE LETTER CONTENTS: {ALT-P}LMSAMPLE{ENTER}70{ALT-O} SUMMARY: Choose the Print menu, choose the Letter option, choose to Modify an existing letter, select the letter called SAMPLE, accept the default width of 70 characters. PC-File loads the SAMPLE letter, and you're ready to edit the letter. P. MODIFY REPORT - FREE FORM CONTENTS: {ALT-P}RMF SUMMARY: Choose the Print menu, choose the Report option, choose to Modify an existing report, choose the Free form option. The macro stops to let you select the report to modify. Q. MODIFY REPORT - LANGUAGE CONTENTS: {ALT-P}RML SUMMARY: Choose the Print menu, choose the Report option, choose to Modify an existing report, choose the Language option. The macro stops to let you select the report to modify. R. not defined S. REBUILD INDEXES CONTENTS: {ALT-F}M{ALT-A}{ALT-O}{ALT-O} SUMMARY: Choose the File menu, choose the Index Maintenance option, choose to Rebuild All. Choose OK when finished, and chose Done. I,N,T - Z. not defined 17 3.5 CONFIGURATION PROFILE INFORMATION A configuration profile contains information regarding screen colors, printer defaults, default drive, path and database information, snapshot label definitions, and more. PC-File allows you to create multiple profiles--a master profile called PCFILE.PRO, and a profile for each database. The PCFILE.PRO file must be on the drive and subdirectory where you start PC-File from. The database profile must be stored on the same drive and subdirectory as the database. The defaults stored in PCFILE.PRO are loaded each time you start PC-File. The defaults for database profiles are only loaded when the corresponding database is loaded. Defaults in a database profile override the corresponding defaults in PCFILE.PRO. If no profile is present, PC-File assumes pre-set defaults. Please refer to your PC-File manual for these defaults. The CONTACTS.PRO file includes five snapshot label definitions, and looks like this: /SNAP1,CLABELS.rep->Lpt1 /SNAP2,ENVLP1.rep->Lpt1 /SNAP3,ENVLP2.rep->Lpt1 /SNAP4,CARDS3X5.rep->Lpt1 /SNAP5,ROLODEX.rep->Lpt1 The first snapshot prints a label for the current record using the CLABELS report. The second snapshot prints an envelope for the current record using the ENVLP1 report. The third snapshot prints an envelope for the current record using the ENVLP2 report. The fourth snapshot prints a 3x5 card for the current record using the CARDS3X5 report. The fifth snapshot prints a rolodex card for the current record using the ROLODEX report. All snapshots are configured to print to the first parallel port, LPT1. To print a snapshot label for the current record, press CTRL-L or select Snapshot Label on the Tools menu. 18 4.0 CUSTOMIZING THE BUSINESS CONTACTS APPLICATION While we have designed the Business Contacts application to suit a variety of needs, you may find that you want to modify the database structure, a macro, report, or letter, or define your own macros, reports, or letters. You can do this at any time, but please be aware that any changes you make may adversely affect the performance of the Business Contacts application. Therefore, we recommend that you not make any changes until you've read this section. 4.1 THE DATABASE STRUCTURE There are two types of modifications you can make to the database: You can redefine the database structure, and you can modify field attributes. To modify the database strucure, you use the Redefine option on the File menu. Redefining allows you to add or delete fields, change field types, and change field lengths. To modify field attributes, you use the Field Attributes option on the File menu. You can add, delete, or modify any of the following attributes for any field: Automatic Date, Automatic Time, Automatic Duplication, Calculation, Default Text, Relational Lookup, Serial Number, Must Answer, Validate Range, Case Force, Date Format, Not Editable, Restrict Character. CAUTION: If you rename or delete a field included in any report, letter or macro, you must also modify the reports, letters and macros which reference that field. We do not suggest that you rename or delete fields unless you are comfortable editing report, letters and macros. For more information, refer to Chapter 3, "Modifying a Database Structure", and Chapter 4, "Field Attributes" in your User Guide. 4.2 REPORTS You can modify any of the reports included with the Business Contacts application. You can also create new reports. Creating new reports does not affect existing reports. To create new report, choose the Reports option on the Print menu. When asked if you want to Run a report, create a New report or Modify a report, choose N for New report. You can then select from the Page, Row, Mail label, Free form and Language options. The Business Contacts application includes two macros for modifying reports, macros P and Q. Macro P lets you use the "paint" or Free Form method to modify a report. Macro Q lets you use the Language method to 19 modify a report. The Free Form method is best suited for reports which require a specific layout, because you can see the exact column and line spacing on the screen. The Language method is most flexible, but requires you to know the meanings of each report command. The Language method is preferred for minor modifications to an existing report. For more information on creating and modifying reports, refer to Chapter 9, "Creating Reports", in your PC-File User Guide. 4.3 MERGE LETTERS You can modify the SAMPLE.LTR supplied with the Business Contacts application for your specific needs. You can also create new merge letters. Creating new merge letters does not affect existing letters. For more information on creating and modifying merge letters, refer to Chapter 10, "Writing Letters and Merging Data", in your PC-File User Guide. 4.4 MACROS You can define your own macros for the Business Contacts application. Defining new macros does not affect existing macros. You can also modify or delete the macros included with the Business Contacts application. However, we don't recommend you modify or delete the macros included with the application, unless you're sure you will never use them. To define a new macro, you press CTRL-Y to tell PC-File to begin memorizing or recording the macro. When you press CTRL-Y, PC-File displays a message indicating that you are about to begin defining a macro. PC-File then records your keystrokes--mouse movements and clicks are not recorded. To stop recording the macro, press CTRL-Y again. To modify an existing macro, select the Modify option on the Macros menu. When PC-File displays the list of existing macros, select the macro to modify. To delete an existing macro, select the Delete option on the Macros menu. When PC-File displays the list of existing macros, select the macro to delete. For more information on using, defining, modifying and deleting macros, refer to Chapter 16, "Using Macros", in your PC-File User Guide. 20 4.5 CONFIGURATION PROFILES The CONTACTS.PRO file contains five snapshot label definitions. You can modify CONTACTS.PRO to add passwords, and other defaults. To modify the CONTACTS.PRO file, choose the Configuration option on the Utilities menu. For more information on configuration profiles, refer to Chapter 13, "Utilities", in your PC-File User Guide.