Option/shift/tilde, 0xD9, signifies a new help screen. The two characters are the topic ID so do not change them. The following text in the same line will appear as the window title.
Help ID numbers.
_genHelp = 1,
_memoryHelp,
_fieldSizesHelp,
_fileHelp,
_mergeTechDisc,
_importHelp,
_exportHelp,
_dialFrillHelp,
_phoneLogHelp,
_quickDialHelp,
_userIdHelp,
_modemConfigHelp,
_viewHelp = 13,
_newHelp,
_editHelp,
_copyHelp,
_searchHelp,
_replaceHelp,
_markingHelp,
_categoryHelp,
_catNamesHelp,
_powerKeys1Help,
_powerKeys2Help,
_powerKeys3Help,
_printHelp = 25,
_prEnvHelp,
_envSizeHelp,
_prLabHelp,
_prRecsHelp,
_prCardsHelp,
_phBookHelp,
_colorHelp,
_winPosHelp,
_register,
_about,
-exitHelp
ÒºÓ (option B) will switch on bold text. Plain text will be restored following the next "return". These comments will be ignored as they precede the first rabbit.
Use Geneva 12 pt. and set line width to 7-1/4 inches to approximate the final results. (Geneva 9 pt. and 5-1/8 ins. or 10pt. and 5-7/16 ins) Each help screen will hold 24 lines of text. Select the section excluding the title and use FWP's ÒGet Info...Ó to check the line count.
Use ÒSave As...Ó save to ÒAdBk HelpÓ as a ÒText OnlyÓ file.
Change the file type to ÒHelpÓ and Creator to ÒAdBkÓ in order to display its ICON
This can be done with ResEdit, Disktop, Vantage and many other file utility programs.
Once you have change the type and creator, you will have to close then reopen the folder containg the file to see display the correct ICON.
Ù01 Introduction
ºApplication or Desk Accessory
To keep the the DA relatively small and usable on Macs with 1 meg. of memory, it does not have all the features of the application version.
If you have 2 meg. or more RAM and run MultiFinder, then with an application launcher such as QuicKeys you will have all the convenience of a DA and the printing and exporting capabilities of Address Book.
Address Book is compatible with System 7
With System 7, the application or the list files can be in the Apple menu.
ºMemory Resident List File.
In Address Book, the list file is memory resident as opposed to reading each record as required from the disk.
ºCons:
The complete list has to be loaded when the program is opened. With 1000 records, this will take about 14 sec. on an SE/30 and 7 secs. on a Mac IIfx.
In addition to the memory required to run the program, 60k is required for every hundred records.
ºPros:
The initial goal is reached in achieving a fast search for any text in any field.
With 1000 records, the longest time is about 3 secs on an SE/30 and less than 2 secs. on a Mac IIfx.
The ÒGotoÓ function, that is finding a record by pressing command-G and typing the name as it appears in the index, is instantaneous.
Each time you enter a new record or edit the name of an existing record, the list has to be sorted to maintain correct order in the Index window. Even with 1000 records, this is done in the blink of an eye.
Ù02 Memory Requirements
ºData Base Size
Memory is allocated for the selected list file and, an additional 100 records each time the program is run.
Should you then wish to add more than 100 in one session, you will have to Quit and relaunch the program to create space for another 100 records.
ºRunning the application with MultiFinder or System 7
When running under MultiFinder, the Application Memory Size may require your attention when :-
1. The Address Book can not get enough memory to load the list file, a message will appear requesting you to allocate more memory.
2. The screen does not refresh immediately as a menu is let go.
3. Address Book unexpectedly quits (out of application memory).
ºIncreasing application memory
To increase the memory size, select the Address Book icon, do not launch the program. From the Finder File menu, select the Get Info item. Change the ÒApplication Memory SizeÓ to at least 60 per 100 records plus 300K. The default of 600 will handle 500 records.
ºNumber of records in your list file.
When the program is running, the number of records can be seen as the list is loaded and saved. It is also in application's ÒAbout Address BookÓ in the apple menu and by pressing the Help screen ÒAboutÓ button..
ºMaximum number of records
The program has a limit of 32000 but as this would require a 20 meg Mac.
I have thoroughly tested Address Book with 3000 records.
Ù03 Field and Records
ºA Field
A Field is the text in one of the boxes in the View window. The name is one field, the address is in the second and so on. A Record contains related fields such as the name, address, information and phone number of the person or company.
The List file is the file containing all the Records.
ºPlease note.
The field size is the number of characters including spaces and punctuation marks.
Not the size of the box containing the field.
ºField Sizes
The Name field holds up to 46 characters, the Address field holds 154, the Information field 254 and the phone fields 38 each. If you attempt to enter more when creating a new record or editing, you will be informed. The number of carriage returns are limited by the numbers of lines in each field.
ºOther fields.
The hidden sort name field contains the first 30 characters of the name field in upper case letters. The category field with 32 bits for categories and the time/date of record creation or last edit. These and additional field size bytes make a total of 614 bytes to each record.
ºFixed Field Sizes
In Address Book, the field sizes are fixed. If you require variable field sizes then perhaps another program will better fill your needs.
Ù04 List Files
ºRunning Address Book
The list files are like documents from a word processor in that double clicking on them will open the Address Book application.
When the DA or application is opened, it will look for the list file via the path stored. You can set which file this is by opening a list file and pressing the ÒChange to start up from current listÓ button in the Preferences dialog.
If you hold down the command key as you open the application, the Òopen fileÓ dialog will come up and can choose which list file to load.
ºSaving
Until changes are made, (adding new records, editing, deleting or changing categories) the Save menu item is dimmed. Changes are always saved as you Quit or Open another list file.
If you choose ÒAuto save as you workÓ in the Preferences, then changes will be saved after 1 minute of user inactivity. This delay is to minimise interference with the user.
ºSave Copy To
If records have been marked, you will be asked if you want to make a copy containing only the marked records or the unmarked records. This is useful if you wish to split a list or give selected records to someone who can then merge them into their existing list using the Merge function.
ºSave to Backup
Makes a safety copy of the list file just in case the original is trashed.
Although you may choose to ÒAuto backup at quitÓ in the preferences, it is suggested that you determine when to update the "backup" list file.
Ù05 The Merger
ºUpdating the List File in Memory
If you use the same list file on different computers, merging will provide a list which includes new records from both lists and the most recent edited record from either.
When merging records with identical names, other fields are examined in an attempt to decide whether it is the same person or not. If the number of characters in both address fields and both info. fields are different, the merge record will be added leaving the list in memory record intact.
If it is the same person and both the address fields and info. fields have been edited in either list, the merger may decide that they are different people and include both records .
ºCombining List Files.
Other Address Book list files may be merged into your own. See ÒSave Copy To.Ó in the previous help topic.
ºReviewing the Merge
All records replaced or added are marked with an asterisk in the Index window. You can scan the marked records in the View window by holding the option key as you click Next or press an arrow key.
You can also print or export the marked records to give you a list of the updates.
ºWarning
Records merged into your current list file will bring their category field with flags set in certain positions. Should the category names of the merging file not exactly match those of the current file, the categories set will be erroneous.
Ù06 Importing Records
ºUtility Programs
Address Book does not have a built in import function as normally it would be used only once when you to move from a previous program to Address Book.
ºFrom BorlandÕs SideKickª
My ÒSideKick to Address BookÓ program will convert both version 1 & 2 files to the Address Book format.
ºFrom a Data Base or Spreadsheet Program.
The ÒText to Address BookÓ program will convert any exported text file from almost any data base program. You can define the delimiters and specify which fields from your exported file go into what fields of Address Book.
_ºFrom QuickDexª
Programs such as QuickDexª which have one field per record are not particularly suited to conversion by any of the above mentioned programs.
ºFrom HyperCardª
The ÒAddress to text StackÓ written by Paul Bresciani will convert the HyperCard Address stack to a tab delimited text file which then can be converted to the Address Book format with the ÒText to Address BookÓ utility.
The above mentioned programs will be sent to those registering.
Ù07 Exporting Records
ºFile Type and Creator
The Exported file is a TEXT type file. Clicking on the ÒFile CreatorÓ button of the preferences dialog will let you set a program creator. When this is done, double clicking on the subsequent exported files will open the program.
ºWord Processor Text File
This exported file has carriage returns inserted at the end of each field and retains any carriage returns you have entered. Just run whatever word processor you wish and use its File Open menu item to open the text file. Some word processors will ask about carriage returns. Click on the Paragraphs button.
ºData Base Text File
A choice of field and record delimiters is provided. When last names are followed by a period as in ÒDoe. John AÓ, the ÒDoeÓ is put in field 1, ÒJohn AÓ is put in field 2 and the first line of the address field in field 3. If the name flip is checked then ÒDoe. John AÓ becomes ÒJohn A DoeÓ which is put in field 1 and the address starts in field 2. The file can be opened by Data Base and Spread Sheet programs.
ºPhone List Text File.
This option exports the name and phone number fields only. The records are formatted with the name followed by up to three phone numbers on subsequent lines. Any 1 prefixes are removed. Open and print your list from a word processing program.
ºHP95LX
1. Use MacLinkª with the Communications set Direct (Cable) at 19200 and the Transfer set Binary to Binary. A file name will be created by Address Book.
2. Use any Comm. program and send the file Xmodem (Not MacBinary and not 1K blocks) at 9600 baud, No parity, 8 data bits,1 stop bit and Xon/Xoff flow control. Set the HP Comm. application with the same Settings and Transfer using Xmodem.
Ù08 Phone Number Prefixes etc.
_ºLong distance/Local numbers
Outside North America local numbers have various lengths. Address Book requires you to enter the number of digits in a local number. Do not include spaces.
ºAuto Prefix.
Often a 9 is required to get an outside line or an access code has to precede the number being dialed. Two Òalways sentÓ prefixes can be entered, one to precede local calls and the other, long distance calls.
ºKey Controlled Prefix.
Alternately, you may wish to have control of when the prefix is inserted. If so, enter it in the box associated with the Control key.
ºLong Distance Ò1Ó Prefix.
On calls within the same area which are local at one location and long distance another, holding the Command key while dialing will add a 1 or, remove a 1 if there is one. 321 5454 becomes 1 321 5454 & visa versa.
ºCredit Card Calls
Holding the shift key while dialing to append the credit card number.
Once you enter a credit card number, the associated check boxes will be active. If the 8 sec. pause is not suitable, insert your own commas before the number.
ºFunction keys held when dialing.
Command key - Adds a preceding 1 or removes an existing 1 prefix.
Option key - Inserts a zero prefix or replaces a 1 prefix with zero.
Shift key - Adds a suffix number such as a credit card number.
Control key or Caps Lock - Inserts a prefix such as access code.
Ù09 Dialing Setup
ºSpeaker dialing.
Simply hold the phone mouthpiece to the Mac speaker and dial. If the speaker level is too low, either an external amplified speaker or the ÒHyper DialerÓ from your local computer store should work. Try level 7 & speed 7 initially.
Use 2:1 tone spacing in North America. Speaker dialing will not work on a MacXL.
ºDeskTop Dialerª by Sophisticated Circuits Inc.
Dials a 7 digit number in less than 2 seconds then gets off the line so pick up the phone as you dial from Address Book or the line will drop.
From MacWarehouse. US: 800 255 6227 Canada: 800 325 3166
ºModem Dialing
Use the same baud rate as you use for other communications programs.
If you see ÒErrorÓ in the top line when dialing with a modem, the selected ÒModem Setup StringÓ is not suitable for your modem. Try one of the others by clicking the ÒOther StringsÓ button or check your modem manual and enter the ÒFactory SettingsÓ string.
If the modem stays on line too long, you may not be able to speak to your party or the modem may put its carrier on line in response to the voice reply. To avoid this, set ÒHangup Modem After ...Ó to 1 or 0.
Work with Fax Modem will close the port after each number is dialed. The modem dialing will be slower as the port has to be reinitialized each time a number is dialed.
ºCall Timer & Logging
With ÒAuto LogÓ checked, the date, time number and name will be written to the log file automatically as a number is dialed. Not checked, you will be given the option to log or cancel. To log the time, press the s key or click on Ò(S)top & logÓ
Ù10 Logging Phone Calls
ºThe Log File
With the appropriate boxes checked in the Dial Setup, calls will be logged to a file which will appear in the same folder as the active list file. The file will be named ÒAdBk log (mth) (year) Ò as in ÒAdBk log Jan 1991Ó A new file will be created each month.
The type of the file is ÒTEXTÓ thus can be opened by any word processor. Formatting will be correct with a mono-spaced font such as Monaco or Courier selected. The file ÒCreatorÓ can be set via the ÒFile CreatorsÓ menu item. This will make the log file a double click-able document to automatically open your chosen word processor. After changing the creator, you will have to close then open the folder containing the log file for the Finder to set the new creator.
ºNotes
Once a call has been logged, the ÒNotesÓ feature is active and remains active even after the call timer has been stopped. (Hit ÒnÓ in the Index or View windows.) This allows you to add comments to the phone log. To add more after the notes dialog is closed, hit ÒnÓ again.
ºManual Logging
As it is impossible for Address Book to log incoming calls, you can do this yourself. Command-L will open the logging dialog where you can simply start keying in a name as it appears in the index window and the search will follow your typing. If you make a spelling error or the name is not found, you will hear a beep. The left arrow key will move the cursor to the beginning and you can restart the search. Pressing the tab key will clear the window and you can type in a name to appear in the log file.
Ù11 Quick Dial
ºQuick Dialing
Pressing ÒqÓ in the Index or View windows will bring up the Quick Dial window. Clicking a dialing button or pressing a number key will dial the number, then open the record of the person or company you have dialed. As the list is memory resident, the matching record is found in a flash even on list with 1000 records.
ºInstalling Names
First, select the record in the Index window or open the View window of the name you wish to add. Hit the ÒqÓ key to open the Quick Dial window and click the ÒInstall nameÓ button. If the record has only one phone number and it is in the first phone number field, just click on a numbered button to install it. If the record contains more than one phone number, you will be presented with a dialog to select one of the numbers. After clicking to select which number, click on a number to install it.
ºIdentifying Numbers
When you install the same name twice with different numbers such as a home and a business number, then add an identifier such as ÒHomeÓ to the phone number in the personÕs record. eg. 345 9876 Home. This identifier will be added to the name in the Quick dial window. However, you have to reinstall to show an identifier change.
ºChanging names and phone numbers.
Quick dial scans all records for a name match and dials whatever number is in the field selected when installed. If you change the name in any way, it will not be found. Just reinstall it. If you change the phone number, there is no need to reinstall unless you have changed the identifier.
Ù12 Phone User ID
To enter a User Identification Number, select ÒDial SetupÓ from the ÒFileÓ menu and click on the ÒUser IDÓ button. When a user ID number is entered in the ÒUser IDÓ dialog it is automatically sent after a long distance number is dialed.
In some cases, a number which includes an area code is a local call. To prevent the user ID number from being sent, a ÒkeyÓ character can be placed within the phone number which is recognized by the Address Book dialer and prevents the user ID number from being sent. Any character, with a few exceptions, can be used as the key and is entered in the ÒUser IDÓ dialog. The exceptions are # * - ? and the comma. You donÕt have to remember these as they will be rejected. 305 345 9876 being dialed would send the user ID. If the plus sign was entered as the key, then 305+345 9876 would not send the ID number.
This key character can be anywhere in the phone number. If you already have a list and have many numbers which require this key character inserted, then the Search menu Replace feature will make it easy. As an example, put Ò305Ó in the ÒReplaceÓ text box and Ò305+Ó in the ÒwithÓ text box, select ÒIn phoneÓ and ÒMatch WordsÓ, then click on the ÒVerifyÓ button. As each occurrence of the area code is found, the name and phone number will be displayed for you to decide whether or not to insert the key character.
Ù13 Viewing Records
ºClicking to View
Clicking once on any name in the index will select that name, clicking again will view the complete record. Simply double clicking on a name will view it.
Once in the View window, either click on the buttons or press the Command and up or down keys to step sequentially through all records. Clicking the Index button or pressing Return or Enter will return you to the Index window where the last record viewed will be selected.
ºIndex Window
You can select the names on the index pages by using the cursor keys. The cursor up or down keys will step through the list, turning the page when it reaches the beginning or end of a page. The left and right cursor keys will jump from column to column. Command and left or right keys flip pages. Command and up or down keys moves to top or bottom of a column. You may hold the keys for continuous operation.
Option and left key will take you to the first record. Option and right key to the last record.
The Prev and Next buttons flip the pages in the Index. Holding the Option key as you click the Prev button will take you to the first record. Holding the Option key and clicking the Next button will go to the last record.
The Return or Enter keys will open the selected record in the View Record window where you can use the buttons or up/down cursor keys to move through the records.
ºEditing Records.
Command-E will open the Edit window from either the Index or the View record windows.
Double clicking in any field in the View Record window will open the Edit window.
Ù14 New Records
ºTab & Return keys
The Tab key is normally used to step through the fields. The Return key will also step from the Name & first two Phone Number fields. In the address & comment fields, the returns are limited to the number of lines in those fields. Should a line of text wrap to the next line it is possible for the text to scroll up out of sight as returns are entered.
ºNames
Entering the last name first will bring some order to the index pages. If you plan to export or copy records to the clipboard then putting a period after the last name will allow the name flip to work. (Doe. John to John Doe)
In the View window, press ÒfÓ to check the flip.
ºTitles
The name flip looks for the first period followed by a space. ÒSmith M.D., Phd. John D.Ó will flip at PhD. to ÒJohn D. Smith M.D., Phd.Ó
ºPhone Numbers
A typical phone number may be 1 299 3 4567 (Home) If you include extension numbers, the letter x or p will tell the dialer to ignore the any following numbers. eg. 3 4567 Ext 888 will not dial the 888"; See the Dial Help for further info about prefixes etc. Editing Cut, Copy and Paste are activated by the Command- X, C or V keys.
ºWriting New records to the List File
New records are appended to the list file as each is completed. Should you lose power or the system crash, new entries will not be lost. The next time that the list is loaded, the appended records are put in order.
Ù15 Editing Records
ºEdit a record
In the Index window, click on the record to be edited then click on the Edit button. In the View window, you can simply double click in one of the fields.
Insert text by clicking at the insert position and typing. You can replace text either by placing the cursor and back spacing or select the unwanted text by highlighting it (click and drag), then typing in the new text. You may step through the records without leaving the edit mode either clicking on buttons or using the Command-up or down cursor keys. Hold the keys for continuous scrolling.
The Revert button will revert all fields to the original. It may be more convenient to simply make corrections or abbreviations.
ºMarked records
If you have previously selected records with the Mark function, hold the Option key when you click the Next or Prev buttons to move you through only the marked records. If you have changed a surname, the records will be resorted to assure that the names in the index are sequential.
When the editing is complete, you may save the changes from the file menu or let the program automatically save when you quit.
ºTabbing
The Tab key will move the cursor to the next field. Shift Tab moves you to the previous field.
If the cursor is at the end of the line in the Name or the first two Phone Number fields, the return key will tab to the next field.
_ºCut, Copy & Paste
are activated by the Command-and X, C or V keys. If the pasted text results in overflowing the field, the field will be truncated and you will be informed.
Ù16 Cut, Copy & Paste
ºCopy to Clipboard
To copy a whole record to the clipboard, select the record in the Index window or display it in the View window and press Command- C. If you only want the name and address, hit the ÒaÓ key then Command-C. If you want to flip the name, hit the ÒfÓ key first. You can hit both the ÒaÓ and the ÒfÓ keys before Command-C.
To copy a field or part of a field, press Command-E to bring up the edit window, you can now select text by click and dragging over the text to select it and then press Command-C. Command-X will cut the selected text.
ºPasting from the Clipboard.
Command-V will paste a complete record from the copy made above into the Index or View windows to create a new record. You can copy from one Address Book to another to transfer complete records.
If you have a name and address on the clipboard copied from another program, simply press command-C in the Index or View Record windows to paste the first line in the name field, and the following lines into the address field. If lines consist of a sequence of numbers, Address book will deem these to be phone numbers and put them in the phone fields. This feature will allow you to quickly create new records from addresses in other programs.
You can paste suitable length text from the clipboard into the New, Edit, Find, Mark and Macro windows by pressing Command-V.
ºExtended Keyboards
As the New & Edit windows use ÒModal DialogsÓ, the menus and the extended keyboard Cut, Copy & Paste are not accessible. With INITs such as QuicKeys, you can create a key alias to make the ÒCopyÓ function key do a "Command-C"
Ù17 Finding Text
ºSearch & Find
The most convenient way to initiate the search is with the Command-F key followed by the name or portion of name you wish to find and a Return key. For Andy Hertzfield, try andy, hert or field. Either click the Next button or use the cursor keys will continue the search.
The search is automatically canceled by going to the Index or any selecting any menu item.
Limiting the search to specific fields does not reduce the search time significantly but simply confines the search to a fields selected.
ºFind at Startup
The preferences dialog allows you to choose to have the Find dialog automatically appear at start up as soon as the list file is loaded.
_ºGet Name
Press Command-G and continue typing the last name of the person you are looking for. ÒSÓ will take you immediately to the first S...... record. A ÒtÓ will take you to the first ÒSt....Ó record and so on.
When the ÒGet NameÓ function is active, the cursor will change to a key with the letter A on it. ÒGet NameÓ is initially active for 5 seconds and reduces to 3 seconds after any key is pressed. Clicking the mouse, hitting the space bar, a cursor key or a Command key will also cancel the function.
Do NOT type spaces or puntuation marks, ÒdoejohnÓ will find ÒDoe. JohnÓ This method of locating a record is extremely fast.
Ù18 Replacing Text
ºGlobal changes
This feature could be used where the phone company has had to change an area code as in Chicago where many 312Õs where changed to 708 In this instance, simply type 312 in the ÒReplaceÓ text box and 708 in the ÒwithÓ text box. Click on ÒIn phoneÓ, leave ÒMatch wordsÓ set to skip any 312Õs which occur within phone numbers and click in ÒVerify EachÓ. As each 312 is found, the name and phone fields will be displayed with the found number highlighted. You can choose to replace it or skip to find the next. Should you click on the abort button, any text replaced to this point will not be undone.
ºChanging formats
If you have some phone numbers like 416-496-0828 and want to change the dashes to spaces, then enter a dash in the ÒReplaceÓ text box and a space in the ÒwithÓ text box. Select Òin phoneÓ and turn ÒMatch WordsÓ off. This time, just click ÒReplaceÓ and all will be changed. If you were replacing spaces with dashes, then you probably should ÒVerify EachÓ as there may be other spaces you wish to retain if you have comments following the phone numbers.
As the Name Flip feature requires a period following the persons last name, you may wish to change previously entered commas to periods such as in Doe, John Q to Doe. John Q Enter a comma in the ÒReplaceÓ box and a period in the ÒwithÓ box, set ÒIn NameÓ and unset any other ÒIn xxxxÓ Turn ÒMatch wordsÓ off and use ÒVerify EachÓ as there may be commas you wish to retain as in ÒKumkwat, Finkle, MacHaggis Inc.Ó.
ÒMatch WordsÓ finds John in John & Mary but not in Johnson.
Ù19 Marking Records
ºMark
The mark function initiates in the same manner as the ÒFindÓ but then marks, with an asterisk, all records containing the sample string. It is now easy to scan the index pages to see where or how often the sample occurs. The selected record mark Ò¥Ó is positioned at the first marked record.
Holding the Option key while stepping through the records in the View or Edit windows will display only records which have been marked.
Individual records can be marked with the ÒmÓ key in the Index or View windows.
ºUnmark
Command-U un-marks all records. ÒuÓ alone un-marks only the displayed record.
ºRefining the Records Marked.
With the 1st criteria checked, all existing marks are cleared and the records containing the sample string are marked.
With the 2nd criteria checked, all existing marks are retained and new ones added where the new sample is found.
With 3rd criteria, the records marked will be unmarked if the sample is found.
4th criteria, the records marked will remain marked only if the sample is found.
ºExample
Let us find all records of people in USA who have Fax numbers.
1. First, Command-M to bring up the dialog box. Key in ÒU.S.AÓ, check the ÒIn AddressÓ item , and click OK.
2. Maybe it is USA in some records so Command-M again and this time click the ÒAlso mark.....Ó button. Key in ÒUSAÓ and click OK
3. One more Command-M. This time click the ÒLeave only......Ó button. Key in ÒFaxÓ, check only the ÒIn PhoneÓ item and click OK
Ù20 Record Categories
ºUsing categories
Up to 32 categories can be defined. For instance, you can name categories as Friends, Relatives, Business, Club members and use 12 for their Zodiac signs.
Having set the appropriate check boxes for each record, you can scan, export or, print a list or address envelopes, to all Friends who are also Club members but are not Relatives and are Aries or Libras.
ºBrowsing Records in Selected Categories
Command-B will bring up the category dialog. Hit the clear button even if no boxes are checked as some could be in the Incl/Excl option windows.
Check the desired categories, hit the OK button and you will be told how many records are in those categories. You can hold the shift key as you scroll through the records to see only those in the categories. If you wish to see those not in the categories, hold the control key as you scroll.
ºInclude/Exclude Options
Back in the category dialog with a category set, hit the Incl/Excl button and you will see the ÒBut include only if also in these categoriesÓ window. You can now set another category which must be met to allow the records to fall into the group.
Hit the Incl/Excl again and at the top it now says Ò Omit all records with these categories setÓ. You can select those with attributes you wish to exclude.
You can hit ÒIncl/ExclÓ again to return to the first window.
ºMarking Categories
Clicking the Mark button to exit the Categories dialog will clear any marked records and mark those falling into the selected categories. The marking options can then allow you to add or removes records meeting other criteria.
ºList files
Each list file can have its own set of categories. The category names are saved with the list file. When you create a new list file, it inherits the names of the last list file loaded. Adding, deleting or changing these for the new list file will not affect the names on your previous list. These new names will become the default ones for the next new list.
Ù21 Category Names
ºEntering Category Names.
When you create a new list file or load an Address Book version 2 list file the category names that appear were from the last list that the Address Book saw.
Before going further, you should decide what you want to name the categories. Use the Edit menu ÒSet Category NameÓ item to bring up the dialog. Click on check box to bring an existing name into the edit box. To bypass the warning about changing names, hold the option key as you click the check box. This warning only appears if you are editing an existing name rather than selecting an empty name item.
ºStoring the Names
When you exit the category name dialog, the names are saved to your list file to be loaded the next time you run Address Book and load this same list file.
These new names also become the default names stored in the Address Book program to be used when you create another next new list file.
Adding, deleting or changing these for the new list file will not affect the names on your previous list.
ºUnique Names for Each List File.
Each list file can have its own category names which are saved in the list files.
Once category name have been defined and categories set, avoid changing the names around as the flags set in the records relate to the category number.
For instance, if category 5 is Friends and you have set that in a number of records, then a flag is set in those records indicating category 5. Should you move the name Friends to item 8 and the 5th category is now something else then selecting Friends, now item 8, will no longer select all your friends.
Ù22 ÒHot KeysÓ in the Index and View windows
A Selects name & address fields prior to copy to clipboard.
C Cancels the call timer.
D To Dial a number directly from the keyboard.
E Copies 1st line of the Info. field to the clipboard. (For copying Email addresses)
F Flips the name prior to copy to clipboard.
L To Log an incoming call or insert an item into the log file.
G Causes Address Book to Goto to the lower right of the menu screen.
H Causes Address Book to Hide at the bottom right of the menu screen.
J Causes Address Book to Jump to the upper center of the menu screen.
K Opens up Category dialog of selected record.
M Marks the selected record.
N Opens the Notes dialog to append a note to the phone log.
P Pauses the call timer.
Q Opens up Quick dial dialog.
R Resumes the call timer.
S Stops the call timer and logs elapsed time to the next full minute.
T Manual Timer start.
U Un-marks the selected record.
V Puts the version number in the window title bar.
W Shows the record's modified date at bottom of the Index or View windows.
X Remembers a record to get back to when pressing ÒzÓ
Z Toggles to the last record dialed, edited or remembered by pressing ÒxÓ
1, 2 & 3 Dials the phone numbers. 4, 5 & 6 dials a second number in phone fields 1, 2 & 3 which are separated by an Ò|Ó as in 234 5678 | 432 8765
9 Dials a number from the clipboard.
Ù23 Command Keys from the Index and View windows
Command-A To address a Òone ofÓ envelope without creating a record.
Command-B Opens the category picker to select those to Browse through.
Command-C Copy record to the clipboard.
Command-D Delete a record. Confirmation is requested.
Command-D In the Edit & New record windows will paste the date.
Command-E Opens Edit record dialog.
Command-F Opens Find dialog for text entry.
Command-G Arms Go to page for your next key stroke.
Command-H Hides the Address Book leaving only its title bar showing.
Command-K Opens a dialog to set selected record categories.
Command-L Opens dialog to log incoming calls etc.
Command-M Marking records for perusal, printing or exporting..
Command-N Entering New records.
Command-O Opens list file Open dialog.
Command-P Printing to envelopes and labels.
Command-R Replace text.
Command-S Saves current list to disk.
Command-U Un-mark. removes marks from all records.
Command-V Pastes from clipboard New or Edit windows.
Command-X Cuts selected text from New or Edit windows.
Command-1 ... 5 Pastes Macros 1 ... 5 to New or Edit windows.
Command-. Hits the Cancel buttom in dialog boxes.
Command-? Opens the appropriate help page.
The extended keyboard Help key will actuate any visible help button or if you are in the Index or View windows, it will bring up the help topic dialog.
Ù24 Power Keys 3
This uses a PICT resource to display the power keys
Ù25 Printing
ºPage Setup
In Address Book, each printing choice such as Print Envelopes, Labels, Records, Rolodex cards and Phone Book have their own print record. This means that if you choose any of the selections or options in the ÒPage SetupÓ dialog, they will relate only to that printing choice.
Example:-
1. The page orientation for envelopes is remembered when you choose to print envelopes end first or print them flap first.
2. Printing a Phone Book on Legal size paper with ÒLarger print areaÓ This setup will automatically be restored when you again print a phone book.
ºWarning
When you print from Address Book for the first time or switch to another printer you must do a ÒPage SetÓ up for each printing choice. It may just require going into ÒPage SetupÓ and hitting the ÒOKÓ button. Doing this interrogates the printer driver to establish various parameters such as the print area.
ºPrinting New or Edited since last printing.
As each record is date/time stamped when it is created or edited and the date of the various printings is stored, it is possible to print only the New or Edited records. The Print envelopes, Print labels, Print records, Print Rolodex and Print Phone Book each store their own Òlast printedÓ date. Each date/time is updated when you print the ÒNew or EditedÓ or print ÒAllÓ the records.
To reset any one printing Òdate/timeÓ to the present, hold the option key as you click the ÒNew or Edited...Ó button. No printing will occur.
To reset all printing ÒNew or Edited...Ó, hold the option and command keys as you click the button.
Ù26 Printing Envelopes
ºHP DeskWriter & DeskWriterC
Select the flap first envelope feed icon in the Address Book print envelope dialog. Click the Page Setup button and select Envelope as the Media Size and Portrait orientation. As the HP printer driver envelope setting restricts all printing 3/4 inch from the bottom of the envelope, you must select to put the US bar code above the address,
ºHP DeskWriter 550.
With Envelope media selected, the printing is squeezed by the HP printer software to accomodate the 5/8 inch non print area where the rollers hold the right end of the envelope. The return address is 1 inch from the edge and the bar code incorrect.
To print envelopes correctly, first click the Page Setup button, select the Letter Media Size and Landscape orientation. Place the envelopes face down but with the flap towards the center of the printer rather than as shown in the printer.
ºLaser printers
First, in the Print Envelope dialog, select the envelope feed icon which matches the way that you are going to feed the envelopes. Next, click the Page Setup button, select to print on Letter size paper and choose Landscape orientation. Open the Options and select Large Print Area. I the printer has an envelope feeder, you may have to follow as per the HP DeskWriter print above.
ºPrint Test envelope
Postal bar codes will be positioned accurately only if the correct sizes are used. Print the test envelope and adjust the Address BookÕs Print Nudge controls if necessary.
ºSender
Four return names and addresses can be entered. To you print a ÒSelf Addressed EnvelopeÓ select ÒSwap Addressee & SenderÓ. To leave the sender blank, simply uncheck the ÒSenderÓ box
Ù27 Envelope Sizes
ºSelecting Sizes
Once one letter envelope size and one business envelope size are set, you may seldom have to enter the ÒSet sizesÓ dialog as clicking on one of the six envelope icons in the ÒPrint envelope dialogÓ will select the size. Any of the upper three icons (smaller envelopes) will use your chosen letter size.
ºPreset Sizes
Clicking any of the preset envelope size buttons will display and set the correct size. These preset values can not be changed.
The metric equivalents are
#8 :- 92 * 165mm #9 :- 102 * 229mm
#10 :- 105 * 241mm #11 :- 114 * 251mm.
ºDefinable Sizes.
The ÒUserÓ buttons allow you to store your preferred envelope sizes.
Decimal or fractional sizes can be entered. Fractional sizes require a hyphen or a space between the whole number and the fraction.
Once the value entered is over 50, it is assumed to be in millimeters and the ÒinÓ suffix will automatically change to ÒmmÓ
These sizes are saved in the preferences file.
ºPrint Flyer
To print the envelope address etc. on the back of a letter which you can fold and mail, select the business envelope flap feed, open the Set Sizes and select User 3.
Enter 1/3 of the paper height as the height and the paper width as the Length.
With the US letter sheet, enter 3.66 and 8.5
Checking the Print Flyer box will feed the paper to print at the bottom of the sheet.
Ù28 Printing Laser Labels
ºSource of labels
30 Laser labels. 2-5/8 by 1Ó Avery 5160 or Pro-Tech 94970
10 Laser labels. 4Ó by 2Ó Avery 5163
3 Avery Labels. 4Ó by 2Ó No. OA
Williams & Macias, WA, USA 1 800 752 4400 1 509 458 6312
ºPage Setup
For Laser printers and the above Laser labels, select to ÒUS LetterÓ then click ÒOptionsÓ and set ÒLarger print areaÓ
ºFont selection
The individual fonts selected for each of the labels is saved so that you do not have to reselect fonts when changing labels. Should any line of the text be too long to fit, the font is condensed. If still too wide, the font size is reduced for that one label. If a dot matrix printer is used and the required font size is not installed, the results may be unacceptable. The text is left justified and horizontally centered. The text is also centered vertically on each label.
ºPrint test page
Will print one page of records with some surrounded by a rectangle which should fit within the label. Move the print position with the arrows to make it close. Each position is 1 pixel. Separate settings are saved for each type of label.
ºPrinting New or Edited Records
Each record is time/date stamped. This allows printing of only those added or edited since the last ÒPrint AllÓ or ÒPrint new or editedÓ
Ù29 Continuous Labels
ºLabel Information.
Blueline No. HL5631-B 3-1/2" by 1-15/16" Label spacing is 2 inches.
Kodak CAT 847 5584 3-1/2" by 15/16" Label spacing is 1 inch.
ºPage Setup
With the ImageWriter, set ÒTall AdjustedÓ Do NOT set ÒNo Gaps Between PagesÓ With the ImageWriter II, set ÒTall AdjustedÓ and ÒNo Gaps Between PagesÓ
The paper size will be set by the Address Book to suit the spacing between the continuous labels you have selected.
Other printers may prevent the Address Book from setting the paper size. If this is the case, you will be asked to set the paper size to an even multiple of the label spacing. If you printer driverÕs ÒPage SetupÓ offers ÒInternational fanfoldÓ this is 12 inches and will work fine.
The U.S. Letter size is 11" so will work with 1 inch separated labels and the U.S. Legal size is 14" so it will work with labels with 2" separation.
ºFonts
When the text on a label will not fit with the font size you have selected, the font will be condensed and/or reduced in size to make it fit. To avoid distorted characters on dot matrix printers, use fonts with numourous sizes installed.
If you select 14 pt., you also should have 12, 10 & 9 pt. installed.
ºAligning Labels
ÒPrint a test pageÓ prints one label using the selected record which is surrounded by a rectangle. Adjust the horizontal position by moving the tractor feeders and the vertical position by adjusting the roller. Note the position by marking on the label relative to the print head then print the test page.
Repeat until correct then note the positions for future use.
Ù30 Printing Rolodex cards
ºCard information
Laser printer die cut 2-1/2" by 4" cards come 8 to a sheet, 75 sheets to a pack.
Part number PS1612 from Paper Direct, Lyndhurst, NJ
or Image Express, 1915 Orangewood, 2nd Floor, Orange, CA
800 888 6859 U.S. only 714 633 6291 Fax 714 633 4612
ºPage Setup
These cards require the paper to be set to US Letter. Selecting ÒLarger print areaÓ in the Options will increase the print area on the cards.
ºTab name
The tab contains the first word of the name as seen in the index window. If the name is longer than the space on the tab, it is truncated. The tab is printed in 14 pt. bold.
ºPrint Test page
Some printers or sheet carriers may position the laser sheets differently. When you print a test page, the black squares should be within the card holes. If not, adjust the ÒPrint positionÓ controls and try again. Each increment is one pixel. 72 per inch or 28.3 per cm.
ºUpdating your printed cards.
When you add new records or edit records they are time stamped. The number of records with later times & dates than your last printing to these cards is shown in Ò?? new or edited since previousÓ By clicking this Print button, you will print only the new records and the ones which you have recently edited.
Ù31 Printing the Phone Book
ºSet up
Go into the ÒPage SetupÓ, click on ÒOptionsÓ and set ÒLarger Print AreaÓ
You will, probably want to use a 9 pt. or smaller font. The selected Phone Book font and page setup options are stored in Address Book.
ºPrint ÒDay-TimersÓ test page
Adjust the ÒNudgeÓ controls to place the start of the first name, the index and the page number an equal distance from the corners.
Where there are two rows of mini pages on one laser sheet your printer may not place the top of the second row in the exact position. Use the ÒLower Row CorrectionÓ controls to move the printing up or down.
With the ÒLetter Sheet & Cut in FourÓ selected, the test page prints four mini pages on one sheet with a small square in the middle of the paper. After printing, fold the exactly in half both horizontally and vertically.
Open out the page. If the creases are not in the center of the square, use the ÒNudgeÓ controls to move the registration and do the print test again.
On other than Laser printers, you may have to move the paper and or the feed start position then try again.
ºAssembling the Book
Cut the sheet in four and sort. You can either staple or use ÒE-Z slid clampsÓ from an office supply outlet will hold the sheets together.
ºPrint Cover Button
Prints cover pages for two Phone Books. You may change to a larger font for the name on the cover but remember to restore it before printing the book.
Ù32 Setting the Colors
ºGeneral
Selecting any item in the Color Menu will bring up the Color Picker with the name of the object to be colored displayed at the upper left.
Just hold the mouse button down as you move it around the color wheel to select the color you want.
The scroll bar at the right will vary the brightness of the color.
To get brown, click on red then move the brightness to half way.
ºColoring the Index and View windows
If you move the Address Book to the bottom of the screen, you will see the actual colors as you change them with the Color Picker.
This will assist in creating the a good contrast between background and text.
ºColoring the New, Edit & Help Windows
These do not allow simultaneous use of the Color Picker so you have to quit the Color Picker then open the window to see changes.
ºDesk Accessory
You cannot change the colors from within the DA but as the DA and application use the same preferences file, colors set in the application will be reflected in the DA.
Ù33 Address Book Window
ºWindow Position
The position on the Mac screen, or a second monitor screen, is saved when you quit. Next time you run Address Book it will open at the same position.
ºSetting Aside
To avoid continually opening and closing the Address Book, use its set aside feature.
Command-H will set the Address Book ÒHideÓ or aside to a position at the bottom right of the screen concealing all but the window title bar.
To restore its position, click on the title bar to bring Address Book up front and press key.
In the application version, clicking the first letter of the Index window or View window title will set aside or restore Address Book to its previous position.
System 7 has its own set aside feature which removes the program completely from sight.
ºHidden Dialog Buttons
If you open a dialog with the Address Book partially off the screen, it will be moved to bring it on screen to avoid obscuring the dialog buttons.
ºSecond Screens
As this program remembers its position on the screen when quit and returns to that position next time it is opened, as it is possible for it to get lost on systems using multiple monitors. If Address Book was on other than the menu screen, selecting this menu item will have returned it to the menu screen. This is only necessary should the monitor become disabled and the Address Book was last used there.
Ù34 Tips
1. Hold the Option key as you double click the Address Book application Icon to prevent auto loading of the default list file and bring up the Open File Dialog. Also works when opening the DA
2. Use Command-G followed by a letter to get you to the first record where the name starts with that letter. Continue typing the name to find the specific record.
3. Instead of closing the Address Book and reopening each time you want to use it, just set it aside by pressing Command-H or click on the first letter of the list name in the title bar. Any keystroke or another click on the first letter in the widow title will return Address Book to its previous position.
4. When entering new records or editing, normally the tab key is used to move through the fields. In the name field and first two phone number fields, the return key will tab to the next field. Shift-tab will back up through the fields.
5. To browse through records in certain categories, press Command-B, select the categories and click OK. In the Index or View windows, hold the option key as you scroll though the records to see only those in the selected categories. Hold the control key to see those not in the selected categories.
6. You can cancel a quit whilst the list is being saved by pressing Command-period
7. To copy a record from one list to another, select the record and press Command-C to copy it to the clipboard. Open the list to copy to and press Command-V. This operation does not copy category settings.
8. To open two list files simultaneously, use the DA to open one and the application to open the other.
9. Once records are marked, you can save the marked or unmarked records to a separate list file using "Save Copy To"
Ù35 Envelope Lower Left Note
ºThe ÒAllÓ Buttons
Surprise! Surprise! Clicking an ÒAllÓ button will print the associated message on all envelopes. ÒChecked OnlyÓ cancels the ÒAllÓ buttons.
ºThe Check Boxes
The category names can be located by clicking on the arrows. Setting a check box will print the associated message when a record with the same category set is encountered.
It may be convenient to name specific categories solely to trigger the envelope note printing. A category named ÒOverseasÓ could be set in appropriate records to have the word ÒAIRMAILÓ printed on the envelopes.
At the same time, an ÒAllÓ radio button can be set to print another message such as ÒDo Not BendÓ on all other envelopes.
The second line in the ÒAirmailÓ box could also be ÒDo Not BendÓ thus having ÒDo Not BendÓ on all envelopes but ÒAirmailÓ added to only the overseas ones.
ºMultiple Check Boxes Set
When more than one checked category applies to the same record, only the first message will be printed.
ºPrinting Format.
A message extending to two lines in the entry box it will be printed as one line.
To print two lines, simply enter a return to move to the second line.
The ÒSet FontÓ dialog also allows the style such as Bold or Extended to be set.
Selecting ÒTimesÓ font, size 24 pt. with Bold and Extended checked gives good results.
Ù36 Display & Use
This menu item will confine the names displayed in the Index and records shown in the View Record window to subsets of selected categories or marked records.
ºSelect Categories
Simply choose ÒSelect CategoriesÓ from the Search menu, check the categories of interest then choose ÒSelected CategoriesÓ from the ÒDisplay & UseÓ menu. Only these records will be seen in the index and paging through the records in the ÒView RecordÓ window will display only those in the selected categories. Further, all operations such as editing, searching, marking and replacing text will be confined to those records. To add or remove categories, go back to ÒDisplay & UseÓ menu and select ÒAll RecordsÓ then change the ÒSelect CategoriesÓ
ºMarked Records
Similarly, choosing ÒMarked RecordsÓ will confine all operations to the marked records. Records can be removed from this subset by pressing ÒuÓ to unmark an individual record or selecting ÒMark...Ó from the ÒSearchÓ menu and either ÒRemove Records Containing...Ó or ÒLeave Only if Record Contains...Ó some specified text. To add records, first ÒDisplay & UseÓ ÒAll RecordsÓ
Once in the Selected Categories, you can then use the Marking feature to further refine the subset that you wish to work with. For example, selecting a ÒFriendsÓ category and displaying that subset then marking records containing a city name will let you create a further subset of only those records by choosing ÒDisplay & UseÓ the ÒMarked RecordsÓ
You cannot first Display and Use Marked records then select categories within the marked records.
To keep you aware of what records you are working with at any one time, the Index and View Record windows will show the subset in the window title.
Ù37 Must have this line to terminate indexing.
ºBar codes.
Both long and abbreviated U.S. Zip codes, and the Canadian postal code are searched for and if found, the appropriate bar code and FIM (Facing Identification Mark) are printed. Always leave the FIM option checked unless you are using envelopes with a pre-printed FIM.
