Best of www.BestZips.com (Collector's Edition)/Best of WWW.BESTZIPS.COM Collector's Edition (JCSM Shareware) (JCS Marketing).ISO/hobbies_/mem7.zip/ORGANIZE.EXE/OYC.DOC

Text File | 1995-09-13 | 133KB | 3,126 lines

                   ORGANIZE YOUR MEMORABILIA

          A Complete System For Organizing Your Memorabilia














                      PSG-HomeCraft Software
                            P.O. Box 974
                     Tualatin, OR  97062  USA


                      Compuserve: 71450,254
                          AOL: Steve-PSG
                 EMail: [e-mail]









This manual and accompanying software copyright 1991, 1992, 1993,
1994, 1995 by:  H.C.P. Services, Inc. -- All Rights Reserved.
Portions Copyright 1985, 1986, 1987, 1988 Microsoft Corporation
TRY BEFORE YOU BUY SOFTWARE

This is try before you buy software.  This means you can try this
software and find out whether it provides what you need before
you pay for it.  There are no limits in this software nor is it
crippled in any way.  It is true "try before you buy" software.

You may have obtained this software from a shareware disk vendor,
a bulletin board or a friend.  I hope you also feel free to share
copies of it with your friends and upload it to your favorite
bulletin board(s).  If you find you like this software and you've
been using it for more than 60 days, you need to purchase a
registered copy.  We also know that nothing is perfect for
everyone, so if you find this software does not meet your needs,
please let us know what changes or additions you'd like.


Registration Information

This is a copyrighted software program protected by both U.S. and
international copyright law.  If you are using this software for
more than 60 days you must purchase a registered copy in order to
continue to use it.  The registration for a single copy is $39.95
(plus $6.00 S&H - $10.00 outside North America).  Please note
that even though you may have purchased this disk from a retail
store or via mail order, you have not purchased a registered
copy.  What you've paid for this disk was a fee that compensates
the vendor for their costs, time and effort in making this disk
available.

We accept VISA and Master Card.  All amounts shown are in U.S.
dollars.  All checks sent to PSG-HomeCraft must be in U.S.
dollars must be drawn on a U.S. bank.  We accept personal checks
for registration payments in your local currency from users in
Canada, Mexico, Australia, the United Kingdom, New Zealand,
Sweden, Norway, France, Germany, Denmark, The Netherlands, Japan
and Switzerland.  We will add other countries as our bank allows.
You can also contact one of our distributors in the country
nearest you.

When you register you will receive:

[]  The current version of this software.  We are constantly
making improvements and adding features suggested by users.  We
do not duplicate your disk until just before we ship the
registered version of your software, thus you get the very latest
version.

[]  A copy of the illustrated, printed and bound manual with
quick reference card.

[] One year of free unlimited technical support via telephone,
fax, mail or electronic mail.

[] A free subscription to our newsletter which includes user
tips, help with using your computer, information about low cost
upgrades and special shareware disk offers.

[] Additional utilities that provide features such as font
control, a search and replace utility, control over the Quick
View display, page numbering, and more.



MULTIPLE COMPUTERS AND NETWORKS

If you wish to use this software on a network or simultaneously
on more than one computer (eg. a computer at home and another
computer at work or in the office of a charity), you will need a
site license.  Please contact PSG-HomeCraft, or any of our
distributors, for information on site licenses.


DISTRIBUTION OF THE SHAREWARE VERSION OF THIS SOFTWARE

(Please see the VENDOR.DOC file).

Please feel free to give away copies of the shareware version of
this software to friends, relatives, acquaintances or even
strangers, as long as no fee is charged.


OUR GUARANTEE

If you have any problems with this program or the disk it is on,
without regard to where you obtained it, you may send it to
(PSG-HomeCraft Software) for a free update to the current
version.  Updates are also available on our BBS by calling (503)
692-0382.
SPECIALTY  DATABASE
U S E R   L I C E N S E   A G R E E M E N T

NOTICE! - This manual and the enclosed software is provided to
you on the express condition that you agree to this software
license.  By using this software you agree to the following
provisions.

<1> This manual, the enclosed software and the disks on which it
is contained are licensed to you, for your own use only.  This is
copyrighted software.  You are not obtaining title to the
software or any copyright rights.  You may not sublicense, rent,
lease, modify, translate, convert to another programming
language, decompile, or disassemble the software for any purpose.

<2> You may make as many copies of this software as you need for
backup purposes and copies may be given away provided no fee is
charged.  Private individuals may use this software on more than
one computer, provided there is no chance it will be used
simultaneously on more than one computer.  This software may not
be used on more than one computer, nor installed on more than one
hard disk, nor installed on a network when used by a business,
corporation, government agency or department, or institution of
any kind.  If you need to install this software on more than one
computer or on a network, please contact us for information about
a site license.

WARRANTY - HCP SERVICES INC. DISCLAIMS ALL WARRANTIES RELATING TO
THIS SOFTWARE, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT
LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS
FOR A PARTICULAR PURPOSE, AND ALL SUCH WARRANTIES ARE EXPRESSLY
AND SPECIFICALLY DISCLAIMED.  NEITHER HCP SERVICES, INC. NOR
ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR
DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY INDIRECT,
CONSEQUENTIAL, OR INCIDENTAL DAMAGES ARISING OUT OF THE USE OR
INABILITY TO USE SUCH SOFTWARE EVEN IF HCP SERVICES, INC. HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS.  IN NO
EVENT SHALL HCP SERVICES, INC.'s LIABILITY FOR ANY DAMAGES EVER
EXCEED THE PRICE PAID FOR THE LICENSE TO USE THE SOFTWARE,
REGARDLESS OF THE FORM OF CLAIM.  THE PERSON USING THE SOFTWARE
BEARS ALL RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE.
Some states do not allow the exclusion of the limit of liability
for consequential or incidental damages, so the above limitation
may not apply to you.

This agreement shall be governed by the laws of the State of
Oregon and shall inure to the benefit of HCP Services, Inc. and
any successors, administrators, heirs and assigns.  Any action or
proceeding brought by either party against the other arising out
of or related to this agreement shall be brought only in a STATE
or FEDERAL COURT of competent jurisdiction located in Multnomah
County, Oregon.  The parties hereby consent to in personam
jurisdiction of said courts."





Information in this manual is subject to change without notice
and does not represent a commitment on the part of H.C.P.
Services, Inc. or PSG-HomeCraft Software.  This manual and
accompanying software is copyrighted and protected under both
Federal Law and the Berne Convention (international law).



This manual is copyright 1991, 1992, 1993, 1994, 1995 by H.C.P.
Services, Inc. -- All Rights Reserved





IBM is a trademark of International Business Machines
Microsoft and MS-DOS are trademarks of Microsoft Corporation
dBase III is a trademark of Ashton-Tate
Organize! is a trademark of H.C.P. Services, Inc.






Part number: 211-002A














H.C.P. Services, Inc.
HomeCraft Software
P.O. Box 974
Tualatin, OR 97062
[phone] (orders only)
[phone] (information and orders)
[phone] (FAX)

               TABLE OF CONTENTS



               SECTION ONE - INTRODUCTION                   1
                    Using This Manual                       2
                    Technical Support                       3

               SECTION TWO - INSTALLATION                   6

               SECTION THREE - QUICK START                  9
                    Starting The Software                   9
                    Using The Menus                         10
                    Make A New Entry                        11

                    Editing                                 12
                    Searching And Printed Reports           13
                    Printed Reports                         15
                    Utilities                               16

               SECTION FOUR - REFERENCE SECTION
                         (USING ORGANIZE!)                  20
                    The Main Screen                         20
                    Memos                                   22
                    The Menus                               23

                    Make Entries Menu                       23
                    Edit Menu                               25
                    Search Menu                             27
                         List All Entries                   27
                         Sequential Searches                28
                         Alphabetical Searches              29
                         Global Searches                    31

                    Utilities Menu                          33
                         Copy Entries                       33
                         Import dBase File                  36
                         Reindex                            37

                         Sorting                            38
                         Set Up New Format                  42
                         Set Up Macro                       45

                         Set Security Code                  46
                         Delete File                        47
                         Select Filename                    48




                    Report Menu                             48
                         Send (Report) To                   48
                         Page Length                        50
                         Set Up Report Format               51
                         Printing Reports                   53

                    Exit Menu                               54
                         Backing Up Your Catalog            54

                    Help Menu                               56

                    Return (Menu Selection)                 56


               SECTION FIVE - YOUR COLLECTION               57

               APPENDIX A - PROBLEM SOLVING                 61



______________________ORGANIZE YOUR COLLECTION - INTRODUCTION - 1




SECTION ONE - INTRODUCTION


PSG-HomeCraft's ORGANIZE YOUR COLLECTION is an easy-to-use
database/cataloging program designed specifically for your
collection.  It will automatically catalog and alphabetize
information about your collection as you enter it and you can
search for or cross reference any of the information you've
entered on any line.

This software was developed as an extension of HomeCraft's
collector's series of software.  Since 1986 HomeCraft has been
recognized internationally as the leading publisher of software
for cataloging collectibles such as records and CDs, business
cards and books.  Here's what the press has said about previous
versions of our software:

"menu driven and easy" - PC Magazine

"Helping the insatiable collector stay organized." - Business
Week

"The best are available from HomeCraft." - Jerry Osborn writing
in his nationally syndicated newspaper column.

"first class support is what separates FOR RECORD/CD COLLECTORS
from the rest of the pack." - review in Goldmine magazine in
which our software was rated the best available for cataloging a
record/CD collection.




______________________ORGANIZE YOUR COLLECTION - INTRODUCTION - 2



USING THIS MANUAL

This manual is divided into five sections plus appendixes.  Part
one is the section you are now reading and it contains the
introductory information.  Part two describes how to install this
software on your computer.

The third section provides quick start instructions.  Please read
this section before starting to use this software.  It is short
and has been designed to provide the key information needed to
get you quickly started using the basic functions provided by
this software.

The fourth section is a reference section that describes in
detail all of the features in this software.

Section five provides the details about the various collector's
database formats provided with this copy of this software

No computer experience is required to use this software, however
you will need to know which letter designates each disk drive on
your computer.  For example, a hard disk is usually drive C and
floppy disks are drives A and B.  Check your computer's manual
for the letters used to designate the drives on your computer.

NOTE: Please check the README.TXT file for information about
changes to the software since the manual was printed.  To get a
printed copy of the README.TXT file do the following:

1) Get the DOS prompt for the disk containing the README.TXT
file.


______________________ORGANIZE YOUR COLLECTION - INTRODUCTION - 4



2) Type COPY README.TXT LPT1: and push enter.


SYSTEM REQUIREMENTS: this software will only run on computers
that are fully IBM compatible and have at least 320K of memory
available.  A color monitor is required for some of the features.
A hard disk is recommended, but this software will run on floppy
disks provided there is a minimum of 720K of disk space
available.  If you have a hard disk, please put this software on
your hard disk and store your database files on the hard disk.
Database software such as this software is very disk intensive.
Because of the slow speed of floppy disks using the software on a
floppy disk will slow it down considerably.


TECHNICAL SUPPORT: If you have problems using this software,
please read this manual first.  Appendix B provides a trouble
shooting guide that may be helpful in solving problems.  If you
are unable to solve the problem by reading the manual, feel free
to give us a call.  We do provide limited basic technical support
for unregistered users (full support is available for registered
users only).  The number is [phone].  Technical support is
available from 8am till 5pm pacific time monday through friday.
You may also contact us by writing to us at:



HomeCraft
P.O. Box 974
Tualatin,  OR 97062

______________________ORGANIZE YOUR COLLECTION - INTRODUCTION - 5


MAKE BACK UP COPIES

The most important suggestion I can pass on to you is to make
back up copies of your data files (the ones that end with DAT).
If you have a hard disk I recommend using software such as
FastBack or PC Tools.  You also could use the DOS back up
utilities, but personally I don't use them.  I've heard of too
many problems with the DOS backup utilities.  Problems such as
only being able to restore lost files onto a similar computer
using the same version of DOS.  (That may not always be
possible).  For something as critical as making backup copies I
prefer software that will backup and restore from and to any hard
disk using any version of DOS on any computer.

This version does include a backup utility.  This  utility will
backup files that are approximately up to 1.3 megabytes big using
a 360K floppy disk (larger files can be backed up using higher
capacity floppy disks).  This utility is provided in order to
insure you have something you can use to backup up your data.
However, this utility is not intended as a permanent solution.
First, it is limited in that once your catalog exceeds the size
that can be backed-up on a single floppy this utility will no
longer be able to back it up.  Second, it provides no tracking of
the files that have been backed up.  Unless you carefully label
your backup disks you can lose track of what files are on which
disks.

______________________ORGANIZE YOUR COLLECTION - INSTALLATION - 6







SECTION TWO - INSTALLATION


Installation of this software is straight forward.  First make a
backup copy of this disk.  You'll need to check the manuals that
came with your computer to see how to make copies of a disk.
Generally you would use the DOS DISKCOPY utility to copy a floppy
disk.  The commands you need to type to use DISKCOPY vary
depending on the version of DOS you have and the floppy disk
configuration in your computer.

If you should damage or lose your only copy of this software, you
can get another shareware disk from HomeCraft by sending us a
blank floppy disk plus 50 cents for the return postage.  (Outside
the U.S. please include $2.00 US, or the equivalent in your
currency, for air mail postage).

There are three disk configurations for which this software can
be installed.


Hard Disk Installation

To install on a hard disk:

° Put the backup copy of the floppy disk in a floppy drive.

° Get the DOS prompt on the screen and change it so that it is
set for the disk drive that contains the this software floppy
disk.  For example, if the floppy disk is in the "A" drive and
your computer has a "C>" prompt on the screen, type A: and push
ENTER.  You can change the DOS prompt so it is set for a
different drive by typing the letter representing the drive you
want to use, a colon, and then pushing ENTER.

° Type INSTALL and follow the instructions that appear on the
screen.


NOTE: The installation process will supply a default directory
name.  However, if you are using several different versions of
this software to catalog different types of collections, be sure
to install each version in a different directory.  You might
possibly want to name the directories so they reflect the type of
collection being cataloged.
______________________ORGANIZE YOUR COLLECTION - INSTALLATION - 7



Dual Floppy Drive Installation

If your computer has two floppy drives you can install this
software just as if one of the floppy drives is a hard disk.
First put the backup copy of the enclosed disk in the "A" drive.
Put a blank formatted disk in the "B" drive.  At the "A>" prompt
type INSTALL and follow the directions that appear on the screen.
In this case the drive you want to install the software on is the
"B" drive so the required files will be copied to the blank disk.
When the installation asks for the name of a directory, a default
name of \OYC will be shown.  Type a backslash "\" and then push
the DEL key until only the backslash remains.  This will install
the software in the root directory on the floppy disk.










<<Page 8 is intentionally blank and is not included.>>
_______________________ORGANIZE YOUR COLLECTION - QUICK START - 9







SECTION THREE - QUICK START
STARTING THE SOFTWARE

As you read through this section I recommend you have the
software installed and running on your computer.  As I describe
examples duplicate the steps I'm describing on your computer.
This will take you step-by-step through all the main functions in
the software.  The Quick Start section does not describe all of
the functions available, just those you need in order to use the
basic capabilities of the software.  For explanations of all of
the functions and features in this software you will need to read
the reference section of this manual.

To start this software type OYC at the DOS prompt and push ENTER.

If you are using this software on a hard disk, you will need to
be in the directory or subdirectory in which the software was
installed before you type OYC.  If when your computer first
starts it displays the DOS prompt, type CD \ and the name of the
directory in which this software was installed.  If you used the
default directory name of OYC supplied by the installation
software, you would type:

         CD \OYC

The letters "CD" stand for Change Directory.  Typing CD \OYC will
put you in the OYC directory.  Once in the OYC directory you can
type OYC to start the software.


______________________ORGANIZE YOUR COLLECTION - QUICK START - 10



THE MAIN SCREEN

After typing OYC (and pushing ENTER) the software will start
running and display the complete cataloging format for your
collection.  Throughout this manual I will refer to this initial
screen as the "Main Screen."

These are the key parts of the Main Screen are the top two lines
and the bottom line.  They provide status information and menu
selections.  The majority of the screen is used to display the
information lines (fields) in use.

When the software first starts the Main Screen is displayed.  You
can return to the Main Screen from any other function such as
editing, searching or making new entries, by pushing F7.  The F7
key is used to clear the screen and reset everything back to
their default settings.  With the Main Screen displayed you can
immediately start typing and saving new entries.  But, before
getting started let's go over how to use the drop-down menus.
This software provides drop-down menus that show you, at a
glance, all of your options.  The names of the menus are
displayed across the top of the screen.  They are: Make entries,
Edit, Search, Utilities, Reports, eXit and Help.


Using The Menus

To select a menu hold down the ALT key and push the capitalized
letter included as a part of the name of the menu you want to
display.  To start let's look at the Make entries menu.  Hold
down the ALT key and push the letter M.  You'll see the screen
shown in figure three.
______________________ORGANIZE YOUR COLLECTION - QUICK START - 11

Once any of the drop-down menus has been displayed you can move
from one menu to another by using the left and right cursor keys.
Take a look at the other menus by pushing the right cursor key
until the Make entries menu is displayed again.

A scroll bar within each drop-down menu is used to select the
function you want to use.  The scroll bar is moved using the up
and down cursor keys.  When the scroll bar is at the top of the
menu it can be directly moved to the bottom selection by pushing
the up cursor key once.  It can also be move from the bottom
selection directly to the top by pushing the down cursor key.

Some of the functions can be used directly without going through
a menu.  These have an "F key" designation next to them when the
menu is displayed.  Looking at the Make entries menu you'll see
"<F5>" next to the word "Save".  This means you can push F5 to
save an entry without using the drop-down menu.

To select an item on a menu first highlight it with the scroll
bar and then push the ENTER key.

For example, to exit from the program push the right cursor key
until the "eXit" drop-down menu appears, then highlight "Exit
Program" and push ENTER.  (If you just exited from the software
type OYC and push ENTER to get started again).  By the way, you
should never turn your computer off while a program (any program,
except for a shell or menu program) is running.  Always exit from
the software before turning your computer off.

If you do not want to make a selection from a menu you can return
to the main screen from the drop-down menus by pushing the ESC
key.  You can also select "Return" on the menu bar at the top of
the screen.

If a drop-down menu is displayed push ESC to return to the main
screen.  Now let's try typing and saving an entry.


MAKING NEW ENTRIES

When you pushed ESC the drop-down menus should have disappeared
and the cursor will be in the left hand space on the LAST NAME
line.

The names of the lines are listed along the left side of the
screen.  To the right of each name is a shaded area that shows
the space available for entering information related to the line
name.  The cursor can be moved around in the shaded area using

______________________ORGANIZE YOUR COLLECTION - QUICK START - 12


the four cursor keys.  Whenever the cursor is at the beginning or
end of a line, and can go no further, your computer will beep.

To enter the information you want to catalog, just type it on the
appropriate line.

Start by typing information about the first item in your
collection (you can make up something, this is only an example)
on the top line.  Then push ENTER.  Pushing ENTER moves the
cursor down to the first character of the next line.

NOTE: The cataloging format as it appears on your screen may not
be the format you want to use.  You can eliminate unused lines,
add 15 additional lines, and change the titles of most lines.
We'll be discussing how to do that shortly.

Then enter whatever else you want on the other lines and for this
example enter CD001.92 on the CATALOG NUMBER line.

You may change anything you've typed by using the cursor keys to
put the cursor at the spot where you want to make a correction
and then typing the new information.  When the entry is complete
and correct push ALT-M.  The "Save" option will already be
highlighted so all you need to do next is push ENTER and the
entry will be saved.

Pushing ENTER to select "Save" from the drop-down menu will clear
the screen and leave it ready for the next entry to be typed.
Notice that the entry number is displayed in the upper right hand
corner.  It should now say "Entry 2" as the next entry you type
will be number 2.

Now type in your second entry.  To save this entry push F5.  The
F5 key provides a short cut for saving entries.  Push ALT-M and
notice that the word "Save" has "<F5>" next to it.  This means
pushing F5 performs the same function as selecting "Save" on the
drop-down menu.

That's it.  That's all there is to entering information into your
catalog.

Push ESC to clear the drop-down menu from the screen.


EDITING

Now let's see if the information you just typed is really stored
in the database.  An editor is provided that lets you look at any
entry and browse forward and backward through all of your
entries.  To use the editor push ALT-E.  The "Select Number"
______________________ORGANIZE YOUR COLLECTION - QUICK START - 13


option will be highlighted as shown in figure five.  Push the
ENTER key and a window will appear asking you to type an entry
number.  Push number 1 and then push ENTER.  The first entry will
be displayed.

You can now do any of several things.

-You can modify this entry by moving the cursor to the word(s)
to be modified and typing the changes.  When the changes are
complete push ALT-E and move the scroll bar to "Save Changes."
Then push the ENTER key to save the changes you just made.  Also
notice that you can push F5 to save the changes without using the
drop-down menu.

-The editor also offers a browse capability.  If the drop-down
menu is on the screen, push ESC to return to the editing screen.
To browse use the F1 and F2 keys to move backward and forward
through the mailing list.  Push F2 now.  Then push F1 to go back
to the previous entry.  That's about all you can do with just two
entries.  Once you have more entries this becomes an easy way to
page through all of them.

The drop-down menus always show all of the options available to
you.  Push ALT-E.  Notice that Page Backward and Page Forward are
identified as being operated by the F1 and F2 keys.  You can
browse by selecting Page Forward or Page Backward from this drop-
down menu or by pushing F1 or F2.

-When an entry is no longer needed it can be deleted using the
Edit menu.

Push the right cursor key and we'll look at the search
capabilities of Organize Your Collection.


SEARCHING AND PRINTED REPORTS

Two types of "searches" are provided by this software.  The first
is a listing.  There are two types of listings.  These are shown
in the top box of the Search menu shown in figure six.  They are:

List Entries: allows you to enter a starting and ending entry
number and have all of the entries between (and including) the
two numbers listed in sequence.

List Alphabetically: allows you to list entries in alphabetical
or numerical order.  To use this function you need to be using
the indexes.
______________________ORGANIZE YOUR COLLECTION - QUICK START - 14

The second box down from the top on the Search menu lists the
various types of searches you can do.  Let's take a look at how
these work.  Push ESC to clear the drop-down menu from the
screen then push F7 to clear the screen.  (F7 is identified on
the Make entries menu as the key that erases the screen).


Sequential Searches

To search for something first enter the information you want to
find on the appropriate line.  For example, let's search for a
specific catalog number.  Move the cursor to the CATALOG NUMBER
line.  Let's say you wanted to find catalog numbers that start
with "CD".  You would first type CD at the left edge of the
CATALOG NUMBER line.  Push ALT-S to drop-down the Search menu.
Move the scroll bar to the "Sequential Search" selection and push
the ENTER key.  Normally, the first matching entry will be
displayed, but in this case the software will say "NO MATCHES
FOUND" because there is no entry with the catalog number.

If you want to search for CD again push ALT-S and move the scroll
bar to "Search Again" and push ENTER.  If you do this you will
get a "NO OTHER MATCHES FOUND" message at the bottom of the
screen unless you happened to have entered CD on the CATALOG
NUMBER line of the second entry.

Sequential searches will find the specified search criteria,
which in this case is CD on the CATALOG NUMBER line, without
regard to where it is located on the line.  The word (or phrase)
you are searching for can even be within another word.

There are short cut keys you can use for starting a sequential
search.  Push ALT-S to display the Search menu.  Notice that
sequential searches can be started by pushing F8.  Also notice
that you can find additional matches (Search Again) by pushing
F2.

When a match is found during a search it is displayed on the
screen and the software automatically goes into the edit mode.
You can make any changes or additions you want and then push F5
to save them.

Other types of searches are shown on the Search menu (figure
six).  The "Alphabetical Search" will list entries alphabetically
based on the search criteria and using indexes created by the
software.  The "Find Deleted" search will list all of the entries
that have been deleted and the "Global Search" finds a word or
phrase regardless of what field it is in.

______________________ORGANIZE YOUR COLLECTION - QUICK START - 15


Printed Reports

NOTE: For more detailed information on how to print reports see
the section on the Report Menu in Section Four of this manual.

The search you just conducted displayed matching entries on the
screen.  You can also print reports or save them in disk files.
If the Search menu is still on the screen push the right cursor
key twice to display the Reports menu.  The first selection on
this menu is called "Send To" and it is currently set for
MONITOR.  To send the report to the printer or a disk file push
the ENTER key.  This will open a window in the middle of the
screen as shown in figure seven.

The "X" next to MONITOR tells you that the results of a search or
listing will be displayed on the screen.  Push the TAB key to
toggle through the available settings.  When you have the option
you want marked by the "X" push ENTER.  The options are:

PRINTER-Continuous Paper: will print the report on continuous
feed paper such as used by dot matrix or laser printers.

PRINTER-Single Sheet Feed: prints the report on printers that
handle only one sheet of paper at a time

ASCII File: saves the report as a text document in a disk file.
You can specify the name of the file.

dBase File: saves the report in a file on the disk using dBase
III format.  This report can be used for transferring information
between various programs.  Most other database software and
spreadsheets can read dBase III files.

QUICK VIEW: displays a list on the screen.  You can then select
specific items from the list.  (Note: the Quick View feature
requires video memory that is usually only available with color
monitors.  If you get an error when trying to use this feature,
your computer does not have the required memory or other software
is using this memory).

LABELS: for use in printing labels.  The other printed reports
include form feeds that advance the paper to the next page.  If
the LABELS option is selected the form feeds are not included.

Push the TAB key until the software is set for PRINTER-Continuous
Paper.  Then push the ENTER key to return to the Reports menu.
Notice that the report type listed on the menu has changed to

______________________ORGANIZE YOUR COLLECTION - QUICK START - 16

"PRINTER-C".  Push the ESC key to clear the drop-down menus from
the screen.

Let's try the same search as before.  Put "CD" on the CATALOG
NUMBER line and push F8.  A prompt, asking for a title,  will
appear at the bottom of the screen.  You can type a single line
title that will be printed on the top of the first page of your
report.  If you just push ENTER, without typing a title, the
software will automatically print the search criteria on the top
of the first page of the report.  You can eliminate the title by
pushing the space bar once and then pushing ENTER.  For this
example just push ENTER.

The matching entries will be displayed on the screen as they are
sent to the printer.  When no other matches are found the "NO
OTHER MATCHES FOUND" message will appear at the bottom of the
screen.  When you push any key you will be returned to the main
screen.


UTILITIES

The Utilities menu provides a variety of functions that range
from selecting the catalog you want to use to deleting catalog
files.  I'll discuss the two most important functions here.

Catalogs

You can create as many catalogs (database files) as you wish,
giving each it's own name.  Each catalog can have a different
format.  To change to a different catalog push ALT-U to display
the Utilities menu.  The last selection on this menu is "Select
Catalog Name."  Push the up cursor key to immediately move the
scroll bar to this selection.  Then push ENTER.

A window will display the names of the catalogs in the current
directory.  You can use the cursor keys to highlight any one of
them and then push ENTER to select that catalog.  You can also
create a new catalog (database) by pushing ESC and typing the
name you wish to use for the new catalog.  Please note that
catalog names can not contain numbers and they must be eight
characters or less in length.

If you enter a new catalog name you will need to set up a format
for that new catalog.  How to set up a catalog format is
discussed next.

The names of the existing catalogs will be displayed on the
screen you are now looking at.  Highlight a catalog name and push
ENTER.  You are now ready to start entering information or to
modify this format to meet your needs.
______________________ORGANIZE YOUR COLLECTION - QUICK START - 17


Modifying A Catalog Format

To modify a catalog format push ALT-U to display the Utilities
menu.  Move the scroll bar to the "Set Up New Cat. Format" option
and push ENTER.  This will display a screen similar to the one
shown in figure eight.  This set-up screen replicates the way the
information entry area looks on the main screen.  There are four
things you can set on this screen:

1. The line title.

2. Line Lengths can be set at anywhere from 2 to 64 characters.

3. Select the lines to be indexed (alphabetized).

4. Select the lines to be totaled.


On the Catalog Format Set UP screen the F2 key is used to select
what you wish to set/modify.  When working with a new catalog, in
which no entries have been saved, the brackets next to the F2
prompt at the bottom of the screen will contain the word TITLES.
This means you can type new titles or modify existing titles.


Setting Line Titles

As this software is designed for a specific type of collection,
five lines are preset for cataloging basic information about your
collection.  These are highlighted in green on the set up screen
and may not be changed.

A scroll bar can be moved up and down through the list of line
titles, using the cursor keys.  Place the scroll bar on the line
you wish to change and type the new title.  Then push ENTER will
move the scroll bar down to the next line.  If you wish to have a
blank title, push the space bar and then push ENTER.  Line titles
may be up to 14 characters long and can contain letters, numbers,
______________________ORGANIZE YOUR COLLECTION - QUICK START - 18

spaces and any other keyboard characters.  You do not have to put
a title on every line and you can skip lines.

The next step is to select which lines you want to use.  Push F2
once and the word "LENGTHS" will appear in the brackets next
to the F2 prompt.  Position the scroll bar on the line you want
to change and then type the number for the number of characters
you want this line to have.  A bar that graphically shows the
length of the line will appear and a number specifying the length
will be displayed.

If a title is entered for a line that is set to zero length, that
line will not appear on the main screen.  On the other hand a
line does not need to have a title in order appear on the main
screen and be available in the catalog.  You can include lines
that have no titles as a part of a format.  The factor that
determines whether or not a line and its associated title is
displayed as a part of a format is whether that line is set, or
is not set, to a length greater than zero.

Notice at the bottom of the screen that there is a bar containing
the abbreviation "EST".  The number in this bar provides an
estimate of the number of entries you'll be able to store in a
megabyte of space.  As you the number of lines to be included,
and add or take away lines to be indexed, this number will
change.


Selecting Lines To Index

Once you have set which lines are to be on or off push F2 again.
You'll now be able to select the lines you want to have indexed.
An index for a computer is the same thing as it is for a book.
If you need to quickly find something in a book, you look in the
index.  It's the same for a computer.  An index is an
alphabetical listing that allows the computer to find something
quickly.

To select a line to be indexed put the scroll bar on that line
and push ENTER.  Please remember that this will only work if the
word "INDEXING" appears in the brackets next to the F2 prompt.
When you push ENTER to select a line to be indexed a starburst
symbol will appear next to that line.  This symbol indicates that
the line will be indexed.  On the main screen the starburst
symbol indicates the lines which are indexed and thus can be
listed alphabetically.

Getting Total Values

Push F2 one more time and the word in the brackets will change to
"VALUE".  You can now select lines you want to have totaled at
______________________ORGANIZE YOUR COLLECTION - QUICK START - 19


the end of a report.  Select the lines to be totaled in the same
way you selected lines to be indexed.  In this case three
horizontal bars will appear to the right of the line to indicate
that any values entered on the line will be totaled.  This
capability is used, for example, to get the total value of all
items listed for insurance purposes.

Push F2 again to return to the TITLE setting.

Once you have set-up the format to be as you need it, push F5 to
save it.  You will be returned to the main screen.

This completes the quick start section.  In this section I have
provided the basic information needed to use the software.  There
is a lot more you can do with this software and the details are
provided in the next section of this manual.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 20


SECTION FOUR - REFERENCE SECTION

This section of the manual provides detailed descriptions of each
function on the drop-down menus.  We'll start with the Make
entries menu and work from left to right through the menus and
cover each item on each menu.  But first let's go over the
information and options presented on the main screen.


THE MAIN SCREEN

Most of the time you'll be using functions that are accessed from
the main screen.  This screen includes a listing of menus across
the top of the screen.  The top line also includes the current
entry number in the upper right corner of the screen.  When
typing a new entry the number displayed in the upper right is the
entry number that will be assigned to the new entry.  When
editing or displaying the results of a search, the number
displayed is the entry number associated with the information
currently on the screen.

Some people have tried using the entry number as a catalog
number.  I understand we all have different requirements and need
to use the software in different ways, but I do not recommend
using the entry number as a catalog number.  My reason is that
the entry number associated with a specific item can change if
you delete an item from your database.  The entry number is only
intended to help you see how many total items you have in the
database and to help you navigate around in your database.

The second space from the top of the screen includes a horizontal
double line.  This is a status line.  The current database
filename in use will be displayed in the middle of this line.
The function currently being used (i.e. make entries, editing,
searching, etc.) is identified on the right side of this line.
The left side of this line also includes status information.  For
example, if you push the INS key to put the software into the
character insert mode, the letters "INS" will be displayed at the
left edge of this line.  As long as INS is shown there, the
software is in the character insert mode.

The space at the bottom of the screen also contains a horizontal
double line.  This bottom line is a prompt/status line.  At some
times F-Key functions that are not included on the drop-down
menus are used.  These are used only for specific functions and a
prompt will appear on the bottom line describing each function.

The bottom line also displays status, such as telling you when a
search is complete.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 21


Clearing The Screen

There is one key that is very handy, the F7 key.  Pushing F7 will
clear the screen of all catalog information and return you to the
Main Screen.  If you are in the search or edit mode, and want to
go to the make entries mode, push F7.  If you need to erase a
screen full of information, push F7.


Typing Information

Whether you are making a new entry or entering search criteria
typing information on the main screen is done in the same way.
The cursor can be moved around using the up/down and right/left
cursor keys.  When using the up/down cursor keys the cursor will
move directly up and down - it will not return to the beginning
of a line when moved to a new line.  You can move the cursor to a
new line and return it to the beginning of that line by pushing
the ENTER key.  Each time you push the ENTER key the cursor will
move down by one line.  When the cursor is on the bottom line,
pushing ENTER will move it to the top line.

To quickly move the cursor to the right you can use the TAB key.
Each time the TAB key is pushed the cursor will move five spaces
to the right.

Whenever the cursor reaches the beginning or end of a line your
computer will beep to indicate it can go no further.

You can type information at any time.  The character you type
will be placed at the cursor location and the cursor will move
one space to the right.  The software will accept accented
characters, characters used in some European languages as well as
all English language characters.  It will not accept most
graphics characters.


Insert & Delete

If you need to insert characters, place the cursor at the point
where the characters are to be inserted.  Push the INS key.  The
letters INS will appear on the upper left of the screen (second
line).  You can now type the characters or words you want to
insert.  As you type, any information to the right of the cursor
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 22


will move to the right.  If the existing information reaches the
right edge of the line, it will disappear and be lost - one
character will disappear for each character you insert.

To get out of the insert mode either push the INS key or push
ENTER.

Characters can be deleted by pushing the DEL key.  When the DEL
key is pushed the character at the cursor location will be erased
and everything to the right of the cursor will move left by one
space.


Memos

Each entry may also include a memo.  To display the memo screen
push the PgDn key.  A word processor-like memo screen with 20
lines will appear.  You can type any information you want on the
memo screen.  However, information typed on the memo screen can
not be included in searches nor is it included on the printed
reports.  This screen is just for keeping notes and miscellaneous
information.

When using the memo screen all normal word processing features
will work.  The INS and DEL keys work as they do in a word
processor.  The memo screen also includes word wrapping
eliminating the need to push the ENTER key at the end of each
line.

When you have finished typing the memo push ESC to return to the
main screen.  The memo you just typed will permanently be
attached to the entry you are making or editing.


General Guidelines

When making entries be consistent.  Anytime you use an
abbreviation be sure it is typed the same way every time.  Be
consistent in how you capitalize words.  For example, don't
capitalize all of the words on a line one time and then use upper
and lower case on that same line with a later entry.  If you use
commas to separate items in a list, always use commas to separate
items in a list.

When entering numbers first determine what the largest number
will be and then always use the same number of digits to the left
of the decimal point for all numbers.  For example, if you expect
to have numbers as high as 10000 then number one should be
entered as 00001.  This is necessary if you want the computer to
be able to sort numbers into correct numerical order.  You can
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 23


include decimals (eg. 001.52), but you do not need to include
".00" if there is nothing to the right of the decimal point.


THE MENUS

this software provides drop-down menus.  All of the capabilities
of the software are accessed through these menus or directly
using F-keys.  The names of the menus are listed across the top
of the screen as shown in figure nine.

The name of each menu contains one capitalized word.  To select a
menu hold down the ALT key and press the capitalized letter in
the menu's name.  For example, to select the Make entries menu
push the ALT key and the letter M.

Once one of the menus is displayed (dropped down) you can move
from one menu to the next using the left/right cursor keys.

When a menu is displayed the top selection on the menu will be
highlighted by a scroll bar.  The scroll bar can be moved up and
down through the menu selections using the up/down cursor keys.
To select an item on a menu first highlight it with the scroll
bar and then push the ENTER key.


Make entries Menu - Save <F5>

The "Save" function is used after you have typed a new entry.
Once you have typed all the information you want to enter select
the "Save" option to save it in your database.  You can also push
F5 to directly save the entry without going through the menus.


Make entries Menu - Copy Any Previous

The "Copy Any Previous" function allows you to copy any previous
entry you've made.  When you select this option you will be
prompted for an entry number to copy (see figure 10).  This
prompt will also display a default entry number.  In figure 10
the default setting is 2.  To copy the default entry number just
push ENTER.  Otherwise you can type in any other entry number you
wish to copy.

The default entry number will be set to the last entry that was
copied.  This way you can repeatedly copy a previous entry by
just pushing the ENTER key at this point.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 24


Make entries Menu - Copy Last <F3>

The "Copy Last" feature allows you to quickly copy the last entry
you made.  This copy method does not prompt for an entry number
to copy and thus is faster than the "Copy Any Previous" feature.
The quickest way to copy the previous entry is to push F3.

The "Copy Last" feature is used when you have a series
of similar entries to type.  You can type the first one, push F5
to save it, then push F3 to repeat the information you just
entered.  You then only need to change a few lines or characters
and save the modified entry as a new entry.


Copy A Single Line

You can also copy individual lines from the previous entry.  To
copy a single line put the cursor on the line you wish to fill
with information copied from the same line in the previous entry.
Then hold down the ALT key and push F3.

For example, if you are entering information about a series of
books all written by the same author, you would start by entering
the information about the first book in the series.  Then push F5
to save that entry.  When you are ready to enter the author's
name for the second book put the cursor on the AUTHOR line, hold
down the ALT key and push F3.  This will copy the author's name
from the previous entry.

Make entries Menu - Erase Screen <F7>

The "Erase Screen" feature is used to completely clear all of the
information from all lines.  Selecting this option from the menu,
or pushing F7, will immediately clear all of the lines.

If you need to clear just one line or part of one line you can
use the macro feature discussed later in this section.


Make entries - Make Entries

The "Make Entries" selection provides a way for you to leave any
of the other functions and go to the basic make new entries
screen.  For example, if you are in the search mode and would
like to make a new entry, select this option on the Make entries
menu.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 25


THE EDIT MENU

The edit function provides a way for you to display any entry on
the screen and browse backward and forward through your database.
Once an entry is displayed on the screen it can be modified or
deleted.


Edit Menu - Select Number

The "Select Number" option is how you tell the software which
entry number you want displayed on the screen.  You may enter any
valid entry number.

Once an entry is displayed on the screen you may make changes
using the same methods used to originally type the entry.  The
TAB, INS and DEL keys all will work as they do in word processing
software.  Once you've made changes push F5 to save the changes.



Edit Menu - Page Backward <F1>

When the "Page Backward" function is selected the software will
display the entry that comes directly before the entry that is
currently displayed.  You can also press F1, without using the
drop-down menu, to move backward by one entry.


Edit Menu - Page Forward <F2>

The "Page Forward" function displays the next entry in sequence.
You can also press F2 to see the next entry without using the
drop-down menus.

The "Page Backward" and "Page Forward" functions provide an easy
way for you to browse through all of your entries.  Computers are
nice, they can quickly search for and find any entry you need.
However, sometimes it's nice to just look through your database
(catalog) to see what's there.  You may discover items you forgot
you had.  The Page Forward/Backward features give you a way to do
some browsing.


Edit Menu - Delete Entry <F4>

If you need to eliminate an item from your database use the
"Select Number" option to enter the entry number to be deleted.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 26

Once it is displayed on the screen push ALT-E and select the
"Delete Entry" option.

When an item is deleted it is not permanently removed from your
database.  The deleted entry will no longer be included in
searches, but you can display it using the edit feature.  All of
the information still exists and can be brought back.

With computers mistake sometimes seem to be very easy to make.  A
common mistake is to start deleting something and just as the
final key is pushed to make the deletion final you realize that
you did not want to delete this item.  However, the thought comes
just a half a second too late.  If this should happen with this
software you can recover the deleted entry.

You might want to delete an entry if it is an item you've sold,
but you still want to maintain a record of having once owned this
item.  You might also delete lost items that you intend to
replace.  When you get a replacement you can recover the deleted
entry without having to retype it.  If you are maintaining a
mailing list you may wish to delete names that you need to
temporarily remove from your mailing list.  For example. you may
want to delete someone who has changed jobs, but who you may want
back on your mailing list in the future.

When a deleted entry is displayed on the screen the words
"Deleted Entry" will be displayed on the second line from the top
of the screen.


Edit Menu - Undelete Entry

Deleted entries can be returned to the database by first
displaying the entry on the screen and then selecting the
"Undelete Entry" option on the Edit Menu.


Edit Menu - Remove Memo

Whenever you go to the memo screen (by pushing PgDn) a memo will
be attached to the current entry.  Even if nothing is typed in
the memo, there will still be a memo attached to the current
entry.  That memo can be removed by going to the Edit Menu and
selecting the Remove Memo option.  If the current entry has a
memo attached to it, that memo will be removed.


Edit Menu - Save Changes <F5>

The final selection on the Edit menu will save any changes you've
made to an entry.  You may make changes to an entry anytime it is
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 27


displayed on the screen.  First type the changes then select
"Save Changes" on the Edit menu.  You can also push F5 without
using the drop-down menus.



THE SEARCH MENU

Figure 11 shows the Search menu.  This menu is used to start all
of the listings and searches.  The top box on the Search menu
includes the two types of listings available.  The second box
down includes all of the searches.  The third box includes
controls for searches.

Whenever a search has displayed an entry on the screen you may
make changes and resave the modified entry.  Just type the
changes and push F5 to save them.

During a search or listing you can look at each entry on the
screen and browse forward and backward using the F1 and F2 keys.
Pushing F2 will display the next matching entry.  Pushing F1
moves you backward to look at the previous match.

NOTE: for information on how to print a report go to the Reports
Menu section of this chapter.  The software is normally set to
display the results of listings and searches on the screen.  By
changing the "Send To" option on the Reports Menu you can send
your report to your printer or a disk file.


Search Menu - List Entries

The "List Entries" feature allows you to list entries in the
order they were typed into your database.  When you select "List
Entries" on the Search menu you will be prompted for the entry
number you want to start the listing with.  Then you will be
prompted for the last entry number to be included in the listing.
The software will then list all of the entries between, and
including, the entry numbers you specify.

One of the key uses for this feature is for proof reading.  Some
people find it easier to proof read a printed copy of their
entries instead of reviewing them on the screen.  After you've
typed a series of new entries use this feature to print a listing
of just the new entries.  You can then look over the listing to
find typos and errors.  Be sure to use a report format that
prints all of the information you've entered.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 28


Search Menu - List Alphabetically

You can list the information on any of the lines in alphabetical
order by selecting this option.  However, the line must first be
indexed.  Lines that are indexed are marked by a starburst
symbol.  (Indexing is discussed in the Utility menu section).

To get an alphabetical listing first put the cursor on the line
to be listed alphabetically.  Then push ALT-S to display the
Search menu.  Move the scroll bar to the "List Alphabetically"
option and push ENTER.  The entries will be listed in
alphabetical order based on the line on which the cursor is
located.


Search Menu - Sequential Search

There are two basic types of searches in this software -
sequential searches and alphabetical searches.  A sequential
search looks at each entry, one at a time in "sequence",
examining each to see if it contains a match for the search
criteria.  This type of search has the advantage of being able to
find matches even if the matching information is not the first
thing on the line.

For example, if you use a sequential search to look for the word
RED the following will be found as matches:

RED ROSES FOR A BLUE LADY

LITTLE RED WAGON

SLEEPY AND TIRED

Notice that the search criteria, RED, is capitalized and all of
the matches are capitalized.  Searches will only find EXACT
matches.  If the letter, word or phrase you are searching for is
capitalized, the search criteria must be capitalized.  If you
search for RED, you will not find "Red Roses" because the
capitalization does not match.  There is a way to find matches
when the capitalization does not match and it will be discussed
as a part of the "Case" option on the Search menu.

With sequential searches you can search for any part of the
information entered on a line.  Notice in the above example that
searching for "RED" found matches at the beginning, middle and
end of the line.  This is particularly useful if you can only
remember a part of what you want to find.  It's also useful for
keyword searches where several keywords are listed on a line.
For example, if you cataloged a photograph of a beach with the
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 29


following keywords: BEACH, SUNSET, SAILBOATS & SEA GULLS and used
a sequential search to search for "SUNSET" this photograph would
be identified as matching the search criteria.


Cross References

Any of the information you've entered can be cross referenced
with any or everything else.  All you need to do is enter the
information you want to find on the appropriate lines and the
software will automatically take care of the cross referencing
during the search.  Let's assume you've got a catalog of
figurines and you want to find all of the Elvis figurines that
are six inches tall.  Start by entering "ELVIS" on the
Description line and "6 Inches" on the size line.  Then start a
sequential search.  All of the Elvis figurines that are six
inches tall will be listed.


Search Menu - Alphabetical Search <F6>

To use the alphabetical searches you must be using the indexing.
A line must be indexed, and must have a starburst next to it in
order to be used as the basis of an alphabetical search.

Alphabetical searches provide several advantages.  First, they
are very fast.  While sequential searches may take several
minutes, if you have a large database, alphabetical searches can
find matches almost immediately.  The indexing quickly determines
whether there is a match and where the match is located.  Second,
alphabetical searches list matches in alphabetical order.  The
disadvantage of alphabetical searches is that they will only find
exact matches.  For example, an alphabetical search can not find
matching words or phrases if they are within a line.  The match
must be exact starting at the beginning, left edge of the line.

For example, using an alphabetical search to find the word "RED"
would find RED ROSES FOR A BLUE LADY but it will not find LITTLE
RED WAGON.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 30


There are several ways to conduct an alphabetical search.  The
first is a straight alphabetical search.  Enter the information
you want to find on one of the lines marked by a sunburst, leave
the cursor on that line, push ALT-S to drop-down the Search menu,
highlight "Alphabetical Search" and push ENTER.  You can also
start an alphabetical search without going through the menus by
pushing F6.

Alphabetical searches can include cross reference information.
Fill in the information you want to find on the appropriate
lines, put the cursor on the line you wish alphabetized, and push
F6 to start the search.

NOTE: When starting an alphabetical search the cursor must be on
a line that has been indexed.  The alphabetical searches use the
location of the cursor to determine the primary search criteria.
If the cursor is not on a line that has been indexed, you will
get a "Can't find required index" error message.

The alphabetical searches can also be used to get partial
alphabetical listings.  For example, if you want an alphabetical
listing of everything that starts with the letter "A", put an "A"
on the line to be listed (that line must be indexed) and start
the alphabetical search.

Alphabetical searches will first find all exact matches based on
the indexes.  When no other matches can be found in the indexes a
message will appear at the bottom of the screen that says:

NO MATCHES FOUND.  ESC to end, F1 for new entry or ENTER to
continue search.

If you wish to end the search push the ESC key.  If the search
did not find any matches you can push F1.  This will bring you to
the Make Entries screen and the information you entered as the
search criteria will be pre-entered in the appropriate fields.
If the software has found a match pushing F1 will put the
information from that matching entry on the Make Entries screen.

If you did not find what you were looking for using the
alphabetical search you may wish to try a sequential search.
Push the ENTER key at this point and the software will
automatically go into a sequential search.

What do you do if you are typing entries and want to be sure you
are not duplicating entries already in your database.  Type part
of the entry, such as the last name on a mailing list, and push
F6 to perform an alphabetical search.  If the name is found push
ESC.  If the name is not found push F1 and them complete the
entry.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 31


Search Menu - Find Deleted

Once an entry has been deleted using the editor it will no longer
show up during searches.  You need to use the editor to display
it and then undelete it.  However, if you don't remember its
entry number, you can't use the editor to display it.  The "Find
Deleted" search provides another way to locate deleted entries.
Select "Find Deleted" on the Search Menu and the software will
automatically list all entries that have been deleted.

Whenever a deleted entry is on the screen it may be undeleted by
pushing ALT-E for the Edit Menu and then selecting "Undelete
Entry".  If you are searching for deleted entries the software
will remain in the search mode and pushing F2 will find the next
deleted entry.


Search Menu - Global Search

The term "Global Search" means that the software will search
everything for a match to the specified search criteria.  In all
of the other searches the search criteria must be on the same
line as the information you want to find.  If you are searching
for a specific description, such as "ELVIS", the word you want to
find must be entered on the DESCRIPTION line.

With a Global Search you can find a word or phrase regardless of
the line it is located on.  To start a Global Search select
"Global Search" from the Search Menu.  A window will open in the
middle of the screen (see fig. 12) and you will be prompted to
enter the word or phrase you want to find.  Type the search
criteria and push the ENTER key.  A sequential search will be
conducted based on the search criteria you entered.  Remember a
Global Search will find the specified search criteria wherever it
is located.  There may be times when an entry is displayed as
matching the search criteria and it may not be obvious why it
matches.  However, the match may be taking place in the middle of
a line or even in the middle of a word.


Search Menu - Set Starting Point

This option is used to start an alphabetical listing at any point
in the alphabet.  For example, let's assume you were printing an
alphabetical list of everything in your database and the printer
ran out of paper in the middle of the M's.  After putting more
paper in your printer you can start a second listing that picks
up where the first ended.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 32


To set a starting point first position the cursor on the line you
wish to list alphabetically.  Then push ALT-S and select the "Set
Starting Point" option on the Search Menu.  You will be prompted
to enter a letter or word to be used as the starting point.  You
can also enter a phrase.

This feature is very useful in producing reports for your
insurance agent.  For example, for each item in your collection
you should enter a value.  If you index the value line you can
then set a starting value, such as $50, and list every item that
has a value greater than the minimum value you set.


Search Menu - Case [ Sensitive ]

When I discussed sequential searches I said that they will only
find exact matches.  The capitalization of the search criteria
and the information you are searching for must match.  For
example, searching for "Red Roses" will not find "RED ROSES" as a
match.  The "Case" option on the Search Menu allows you to find
matches in which the capitalization does not exactly match.

This option is a toggle.  When the word "Sensitive" is in the
brackets sequential searches will be case sensitive.  This means
the capitalization of the search criteria and the information you
are looking for must match.  Highlight the "Case" prompt and push
ENTER to toggle it to "Insensitive".  When set to insensitive
sequential searches will not be case sensitive.  This means you
can search for "Red Roses" and "RED ROSES" will be found as a
match.  Set this way sequential searches will also find "red
roses" and "Red roses" as matches.


Search Menu - Save Changes <F5>

Anytime information is displayed on the screen you may make
changes.  If you conduct a search and find a matching entry you
can modify that entry.  After you have typed the changes you want
to make push ALT-S and then select "Save Changes" to save the
modifications.  You can also push F5 without using the drop-down
menus.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 33


Search Menu - Search Again <F2>

If you are displaying the results of a search on the monitor, the
software will display matching entries one at a time.  To find
and display the next matching entry select the "Search Again"
option on the Search Menu.  Please note that when the Search Menu
drops down the "List Entries" option will be highlighted.  You
can move the scroll bar directly to the "Search Again" option by
pushing the up () cursor key.  You can also push F2 without
going through the Search Menu.


Screen Print Feature

Anytime an entry is displayed on the screen as a result of a
search (or when it is called up using the editor) a copy of the
entry can be printed by holding down the CTRL key and pushing P.
The entry will be printed using the current report format.  If a
report format has not been set-up, then nothing will print.


Finding The Total Value Of Your Collection

You can quickly get a total value for your collection by holding
down the CTRL key and pushing ENTER.  The software will search
your entire catalog and provide a total value, based on the
line(s) you have set to be totalled.  The amount of time this
takes will depend on the number of entries.  If you need to
interrupt the totaling process, push ESC.


THE UTILITIES MENU

The Utilities Menu provides a variety of functions for copying
entries, indexing and setting up your databases.  Press ALT-U to
drop-down the Utilities Menu.  The Utilities Menu is shown in
figure 13.


Utilities - Copy Entries

The "Copy Entries" feature is used to copy the entries in one
file to a new file.  This feature allows you to copy your
database to a new file that uses a different format.  You'll be
able to rearrange the information sending it to different lines
in the new file, if you wish.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 34


One circumstance in which you would use this feature would be if
you should find that a database format you've designed is not
adequate for what you need to do.  Since you can not modify an
existing format you will need to set-up a new file with a format
that is suitable.  You would then use the "Copy Entries" feature
to copy your existing entries from the old filename to the new
filename and format.

To use the "Copy Entries" feature use the scroll bar to highlight
"Copy Entries" on the Utilities Menu and push the ENTER key.
This will bring up a series of screens that let you select the
file to copy from, the file to copy to and what information will
be stored on which line in the new file.

Figure 14 shows the screen used to select the file you wish to
copy from.  The box in the middle of the screen shows the names
of the database files in the current directory.  Use the cursor
keys to highlight the filename you wish to copy and then push
ENTER.

If you want to copy a file that is in a different directory push
the ESC key and enter the drive and path that designate where the
file is located.  When entering the drive and path you must use
standard DOS notation.  The drive letter must be followed by a
colon and each directory or subdirectory name proceeded by a
backslash.  If the drive and path you enter does not contain a
data file, an error message will appear in the box.  If data
files do exist they will be listed in the box and you can then
highlight the one you wish to copy and select it by pushing
ENTER.

To exit at this point push the ESC key twice.  First push the ESC
key to get the prompt asking for a new drive and path.  Then
press the ESC key again.

Once you have selected a file to copy from a second, but similar
screen will appear.  (Note, the copy from screen has a red
"shadow" under the box while the copy to screen has a black
"shadow").  The name of the file you are copying from will be
shown at the top of the screen.  Select the file you wish to copy
to by highlighting it and pushing the ENTER key.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 35


If you want to create a new file to copy to then push the ESC
key.  You will be prompted to enter a new drive, path and
filename.  When entering a new filename do not enter a filename
extension.  You must enter a valid drive letter and directory
path.  The software will not create a new directory if the path
you've entered is not correct.  If you use a new filename the
software will automatically create a file with a format that
matches that of the file you are copying from.

The next screen, shown in figure 15, allows you to select which
information is copied to which field.  First let's go over the
information provided on this screen.

At the top left of the screen the drive, path and filename you
are copying from will be shown.  The same information for the
file you are copying to will be shown on the top right side of
the screen.

The format of the file you are copying from will be listed on the
left side of the screen.  Each line is identified by a letter and
the title of each line is shown.  The line titles of the file you
are copying to are shown on the right side of the screen.  A set
of dashed lines in the center of the screen are provided only to
help you see how the two formats line-up.

At the bottom of the screen the total number of entries currently
in each file is shown.  When the copy process is started the data
from the database shown on the left will be ** added to ** the
data in the database file on the right.

You can start copying entries from the file shown on the left to
the one shown on the right by pushing F6.  However, there is more
information shown on this screen.

Figure 15 shows a situation in which we want to change how
information in a catalog is arranged.  The format on the right
puts the CATALOG NUMBER at the top of the format and adds a new
line for a CONDITION.  In addition, the ORIG. VALUE line is not
included in the new format.

When the screen shown in figure 15 first appears it will be set
to copy the information from each line on the left to the line
directly opposite on the right.  If there is no line on the
right, the space on the right will be highlighted and a left
pointing arrow head will be displayed.  For example, in figure 15
the format is set so the DESCRIPTION line will be copied to the a
line that is shut off.  This means that this information will not
be copied.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 36


A scroll bar is provided to move through the line descriptions on
the left side of the screen.  This scroll bar is used to re-
position lines until they are set in the proper order for copying
information to the new filename.  For example, the DESCRIPTION
line on the left is currently set to be copied to the CATALOG
NUMBER line on the right.  To change this use the scroll bar to
highlight the location you wish to move another line to and then
push the letter associated with the line you wish to move.  The
two lines will be swapped.  Let's look at an example.

Looking at the left side of the screen.  In this case we want to
move the CATALOG NUMBER line to the spot where the DESCRIPTION
line currently is located.  To do this use the scroll bar to
highlight "DESCRIPTION" and push the letter "G" (the letter that
indicates where "CATALOG NUMBER" is located).  The result is
shown in figure 16.

     Shareware users note: this is difficult to describe without
     the illustrations.  To see how this works try highlighting
     various line lines and push the letters associated with
     other lines.  You'll see how the lines are moved around.
     You can leave this screen without making any changes by
     pushing the ESC key.

     If you move a line so that its contents will be copied to a
     shorter line, that shorter line will be highlighted in red
     to indicate that some of the information on the original
     line may be cut off because it will not all fit on the
     shorter line.

You should now see a screen that looks like the one shown in
figure 18.  All of the lines have been positioned to be copied to
the correct locations.  We can now push F6 to start the copy
process.

If there are any entries in the file shown on the right side of
the screen, the new entries copied from the file on the left will
be added to those already in the file on the right.

You can exit from the copy process by pushing the ESC key.


Utility Menu - Import dBase File

You can import the information contained in any dBase III file.
To do this select the "Import dBase File" option on the Utilities
Menu.  You will then go through a series of screens that are
exactly like those in the "Copy Entries" feature.  (Please read
the previous section which discusses the "Copy Entries" feature).

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 37


The first screen that appears is used to select the dBase file
you wish to copy from.  Any dBase III files in the current
directory will be listed in a box in the middle of the screen.
If the file you want to copy from is on another drive or in
another directory, push the ESC key and enter the drive and path
you want to use.  If there are dBase III files on the specified
drive and path they will be listed in the box and you can select
the one you want.

Next the list of existing catalog files will be displayed.  You
can copy the dBase file to an existing catalog or create a new
catalog.  To create a new catalog push the ESC key and enter the
drive, path and catalog name.  If you enter a new catalog name
the software will automatically create a format that matches that
of the dBase file you are copying from.

Next you will see a screen that allows you to set which
information gets copied to which line (figure 19).  This is the
same screen as described in the section on Copy Entries and it
works in exactly the same way.


Utilities Menu - Reindex

First, what is an index and why does this software need to use
indexes?

A computer based index is just like an index in a book.  When you
need to find something in a book you look in the index.  The
index lists information alphabetically and allows you to quickly
find what you need.  A computer index works in the same way.  It
is an alphabetical listing that allows the computer to quickly
find the information you are searching for.

Just as with a book a computer has two ways to find information.
If you are looking for specific information in a book you can
start reading the book at page one and read until you find what
you want.  As you can imagine this could take a lot of time,
especially if the information you are looking for is at the end
of the book.  Your other option is to look in the index and then
go directly to the page that has the information you want.  This
is exactly what a computer does.  A sequential search is similar
to starting at the front of a book and reading every page until
the required information is found.  To find information quickly
the alphabetical search uses an index to look up the required
information and then go directly to the entry that has that
information.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 38


Indexes are also required to list information in alphabetical
order.  The software uses the indexes, which are in alphabetical
order, to generate alphabetical listings.

The lines to be indexed are selected when the format is set up.
I'll discuss that in the section on "Set Up New Format".  The
software will normally keep all indexes up to date - adding new
entries as you type them.  However, there may be some
circumstances in which you need to rebuild your indexes.  If the
software does not properly detect an index that should be there,
an error message (figure 20) will appear.  This message will tell
you that the indexes need rebuilding.

You can add additional lines to be indexed at any time.  For
example, you may originally start a mailing list in which only
the ZIP CODE is indexed.  If you later decide to index by last
name, you would use the "ReIndex" feature to put the existing
entries into this new index.

Indexes are in separate files that maintain a fragile
relationship among many separate words and phrases.  If the files
on your disk become fragmented or cross linked the indexes can be
damaged.  Although indexes do not effect your catalog files, if
when you conduct a search the results of the search do not seem
to make sense, then try making new indexes by using the "ReIndex"
feature.

The "ReIndex" feature is completely automatic.  To reindex just
use the scroll bar to highlight "ReIndex" on the Utilities Menu
and then push ENTER.


Utilities Menu - Sort [ Off ]

This software has the capability to do multiple level sorting.
Sorting means to put entries into alphabetical order.  The
alphabetization provided by the indexing puts entries in
alphabetical/numerical order one line at a time.  Sorting can
include up to 10 lines in determining alphabetical order.  For
example, you could produce a listing in numerical order by ZIP
CODE and for each zip code have people listed alphabetically by
their last name.  This would be a two level sort.

If your catalog has not been sorted the word "OFF" will be in the
brackets after the word SORT.  If it is in a sorted condition,
the word "ON" will be in the brackets.  Now let's see how to
sort.

Start by selecting the "Sort" option on the Utilities Menu.  The
Sort Menu, shown in figure 21, will appear.  The line titles used
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 39


by the current database will be listed along the left side of the
screen.  There will be a series of F-key prompts along the bottom
of the screen.

To set the order in which you want the database to be sorted push
the letter associated with the line to be sorted.  Do this in the
order you wish the lines to be sorted.  For example, if you want
a mailing list sorted into zip code order and then for each zip
code you want it to be in order by last name, you would first
select the zip code line.  In figure 21 the zip code line is line
"G".  Push the letter G to select the zip code line.

Next select the last name line by pushing the letter A.  As you
push each letter a diagram will appear that shows the sorted
order of the lines you have selected (figure 22).  Once the order
displayed matches what you want push F6 to start the sorting.
From this point on the software will take care of everything
automatically.

Once the sorting is complete you can get a printed copy of your
mailing list, in the correct sorted order, by doing an
alphabetical listing based on the zip code.

NOTE:  You can include any line you wish in doing a sort.
However, to produce an alphabetical listing the line used as the
basis of that listing must be indexed and must be marked by a
"starburst" symbol.  For example, to list a mailing list in order
by zip code and for each zip code have each entry listed
alphabetically by last name, the ZIP CODE line must have a
starburst symbol.  The LAST NAME line does not need to have a
starburst symbol unless you wish to get an alphabetical listing
solely by last name.

Getting back to setting up the sorted order of the lines, if you
start selecting lines to sort and want to make a change, push F3.
The F3 key will clear any sorted order that exists and clear the
diagram from the screen.

The F8 key is used to clear a sort.  What does this mean?
Sorting rearranges the entries so they are in the specified
sorted order.  Once sorted, for example, a sequential search will
look through a mailing list based on the sorted order instead of
the order the entries where originally typed.  The "F8 - Clear
Sort" function instantly returns your database to its original
unsorted order.  The indexes will still be in the sorted order,
but sequential searches will no longer follow the sorted order.
If you also wish to return the indexes to an unsorted condition
all you need to do is ReIndex.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 40


Indexes use space on your disk.  The more entries you have the
more space an index will use.  If you have an index you no longer
need you can delete that index by pushing F9.  You will be
prompted to enter the letter that is next to the line for which
you want to erase the index.  If you do not want to erase a index
at this point, push ESC.  Otherwise push the appropriate letter.

The circumstances in which you might want to erase an index would
be if you find you had originally set up a line to be indexed,
but you are not using that index.  You would first use the "Set
Up New Format" feature to turn off that index, then go to the
Sort screen to erase the index that was just turned off.


Utility Menu - Reserve Space

Next on the Utility Menu is the "Reserve Space" feature.  This
feature will set aside space on a hard disk for future entries.
When the "Reserve Space" option is selected a window will open,
display the number of entries currently in your catalog and
prompt you for the amount of space you want to reserve.  Estimate
the total number of entries you expect to have and enter a number
that will reserve enough space to hold them.

Reserving space does not set a limit on the number of entries you
can have.  For example, if you reserve space for 100 entries, you
can still make as many entries as you wish.  The software will
fill the 100 reserved spaces and then continue on without any
problems.  Also, you do not need to reserve space in order to use
this software.

The purpose of reserving space is two-fold.  First, if you expect
to have a lot of entries in your catalog, and you are using other
software on the same disk, the reserve space feature is used to
set aside disk space for use by this software.  This will insure
that the disk space you want to use for your catalog is not used
up by files created by your other software.

The reserve space feature is also used to help prevent the this
software data file from becoming fragmented.  Fragmented files
are a normal result of using a computer.  When a computer stores
information on a disk it puts it into the next available sector
on the disk.  The next available sector may not be physically
located anywhere near the previous sectors the computer was
using.  As you add to a data file it tends to be broken into
small pieces that are scattered in various sectors all over the
disk.

The problem with fragmented files is that they slow down your
computer because it takes more time for the heads in your disk
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 41


drive to move from piece to piece of a file that is scattered all
over a disk.  With serious file fragmentation the computer can
actually lose track of pieces of a file or start to get cross
linked files.  As a result the computer can become "confused" and
lock-up, you might start getting strange results for searches or
be unable to access some entries.  (I've had this happen with
WordPerfect and Lotus 123 files).

Reserving space helps prevent your this software files from
getting fragmented.  If you start with a disk that has just been
de-fragmented and reserve enough space to accommodate the
anticipated number of entries, the data file that is created will
stay together in one piece regardless of any other activity that
affects the disk.  Notice that I said you should start with a
disk that was just de-fragmented.  How do you de-fragment a disk?
You will need a utility that has been designed to do that.  Take
a look in Appendix B for a further discussion of fragmented files
and descriptions of several utilities I recommend.


Utilities Menu - Eliminate Deleted

When an entry is deleted (using the Edit function) it is not
erased.  It still exists.  What the software does is mark the
entry as being deleted so it will not show up during searches or
listings.  If you want to permanently remove an entry from your
data files you need to use the "Eliminate Deleted" feature.

When you select the "Eliminate Deleted" feature on the Utilities
menu the software will go through your entire database and
permanently remove all deleted entries.  The disk space used by
the deleted entries will be recovered and made available for new
entries.  This process is automatic and there is nothing you need
to do.

Once started you can not interrupt this process.  If it should be
interrupted your database might be left with an entry duplicated
(entered twice).  There is no risk of losing data however, so if
this process is interrupted by a power failure for example, all
of your entries will still be there.

Eliminating deleted entries will change the entry numbers for
many of the entries in your database.  You should reindex after
using this feature.

If you want to eliminate deleted entries without having the entry
numbers change you can use the editor to individually type a new
entry that replaces the old, deleted entry.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 42


Utilities Menu - Set Up New Format

This feature is used to both set up new catalog formats and to
modify an existing format.  The "Set Up New Format" feature is
also used to select lines to be indexed and totaled.

Push ALT-U to drop-down the Utility menu and use the scroll bar
to highlight the "Set Up New Format" option.  Then push ENTER to
select it.  Figure 23 shows the set up screen as it appears for a
file that has not been set up previously.  If you are modifying
an existing format that format would be displayed on this screen.

Let's start by looking at the F-key prompts at the bottom of the
screen.

At the lower left of the screen is a prompt that says, "F2 - [
TITLES ]".  This prompt indicates the current mode the software
is set for.  There are four possible modes.  These are:

TITLES - allows you to enter or change line titles.

LINE TGL - used to toggle lines on or off.

INDEXING - this mode used to mark the lines that are to be
indexed.  You may index up to 11 lines, however we suggest that
no more than five or six lines be indexed.  Keep in mind that
indexes use disk space and the more lines you index, the more
space each entry will use on the disk.

VALUE - used to mark the lines you want to have totalled.  For
example, if you are using a line to keep track of the value of
items, you can mark that line so all the values are totalled.
Each time you conduct a search or listing the total value of all
items listed will be displayed (or printed on the report).


Setting Line Titles

To start setting up a new format set the F2 toggle to TITLES.
There is a scroll bar that can be moved up and down along the
left side of the screen.  For a new format the default titles
will be displayed.  Please note that you can change 16 of the 21
line titles.  The five line titles highlighted in green may not
be changed.

Move the scroll bar to a line you want to use and type the title
for that line.  You may enter up to 14 characters including
letters, numbers, spaces and punctuation.  If you make a mistake
in typing a title, just highlight it with the scroll bar again
and type the corrected title.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 43


Titles do not have to be on consecutive lines.  You can skip
lines in order to create groups of lines.  You can also have
untitled lines.



Line Lengths

Once you have put a title on each line you intend to use push F2
to switch to the LENGTHS mode.  The software will now allow you
to set which lines you want to include in your format.  If you
are starting a new format, the default setting will be to have
all lines on.  To change the length of a line move the highlight
bar to that line and enter a number from 2 to 64.

Go through all of the lines using the scroll bar to highlight
each line title and set its length.  When you set the length of
a line, the software will display a bar that graphically shows
the length of the line.  The number of characters in each line
will be shown in a highlighted section at the left side of each
line (figure 23).




Setting Lines To Be Indexed

Push F2 again to switch to the Indexing mode.  To mark a line to
be indexed move the scroll bar to that line and push the ENTER
key.  A "starburst" symbol will appear next to that line to
indicate it will be indexed.  To remove a line from being indexed
move the scroll bar to that line and push the ENTER key.  The
"starburst" symbol will disappear.

You may index as many lines as you wish, however I recommend you
only index important lines.  Each index uses additional space on
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 44

your disk.  If you create a lot of indexes that you don't use,
then you've wasted a lot of disk space.


Totalling Values

Once you've selected all of the lines to be indexed push F2 again
to put the software into the Value mode.  You can now move the
scroll bar to any line and push the ENTER key to mark it as a
line to be totaled.  This will result in numerical values that
are on the marked line being totaled during searches and
listings.  When entering information the value must be the only
information on the line.  If letters are included on the line
being totaled they may cause the total to be incorrect.

When you push F2 again the software will return to the Titles
mode.  You can then modify any of the titles or use the F2 toggle
to change the mode and modify anything you've set up on this
screen.  When everything is set as you want it push F5 to save
the format.  This will return you to the Main Screen.

You can modify a format anytime before saving the first entry.
Select the "Set Up New Format" option on the Utilities menu
and make any required modifications.

Take a look at figure 24.  At the bottom of the screen is a
status line that says "EST:   5,025 ENTRIES/MB".  This is telling
you that based on the current format you can store approximately
5,025 entries per megabyte of space.  As you change the lengths
of lines and the number of lines indexed this number will change.
It can be used to give you a good idea of the amount of space
your format uses.


Copying A Catalog Format

If you are creating a new catalog format that is similar to that
of an existing catalog, you may find it easier to start by
copying that existing format.  To copy an existing catalog format
start at the Main Screen and set the software so it is using the
catalog name you want to copy.  The catalog name you want to copy
should be displayed in the center of the second line down from
the top of the screen.

Next select the Set Up Catalog Format option on the Utilities
Menu.  With the format set up screen displayed push F3 and then
enter the name you want to use for the new format.  The set up
screen will change to the new name while retaining the old
format.  You may now modify the format or push F5 to save it.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 45


Database Design

Before we go on to the next item on the Utilities menu I'd like
to talk a little bit about database design.  When designing a
database format there is the temptation use the longest lines
available.  However, this can waste a lot of disk space.  In many
cases you can select a line that has a shorter length and will
handle 98% of everything you'll need to enter.  Getting that last
2% is what will use a lot of disk space.  Consider using
abbreviations to shorten information that exceeds the length of a
line.

Another suggestion is that you should always include a line for
miscellaneous information.  Unless you're copying information
from an established file (such as a card catalog or existing
list) it is difficult to predict everything you might want to
enter in the future.  Having a miscellaneous line, even using one
of the short lines, gives you the flexibility of having space to
enter information you did not anticipate.


Utilities Menu - Set Up Macro

A macro is a way to enter complete lines of information with just
a single ALT key combination.  Using a macro ALT-key combination
you can enter any pre-set information at the cursor location.
First lets look at how to set up the information in the macros.
Select the "Set Up Macro" option on the Utilities Menu.  This
will display a window in the middle of the screen as shown in
figure 25.

You can have up to 30 macros.  The ALT-key combination that
activates each macro is shown along the left side of the window.
To set up a macro just type the information you want to be able
to automatically enter in your database next to one the ALT-key
designations.  After typing each macro line push ENTER.  When you
are done entering macros push the ESC key.

Macros can be changed at any time by returning to the screen
shown in figure 25 and making whatever changes you need.  When
you're done push the ESC key to return to the Main Screen.

I recommend leaving one of the macro lines blank, possibly the
ALT-B line.  This gives you a way to erase (blank) a line or part
of a line when entering or editing an entry.  For example, if you
leave ALT-B blank you can place the cursor on the NAME line in a
mailing list, push ALT-B and that line will be blanked.  You
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 46


could also blank part of a line by putting the cursor anywhere on
the line and pushing ALT-B.  Everything from the cursor and to
the right of the cursor will be erased.


Utility Menu - Set Security Code

This software provides a three level security system.

Level 1 - provides access only to people who know the three digit
access code.

Level 2 - provides full access to anyone who knows the correct
security code and read-only access to everyone else.  With read-
only access you can look up and read any of the entries, but you
can not modify entries.  With read-only access some selections on
the drop-down menus, that would have allowed changes to be made,
no longer appear on the menu.  Figure 26 shows what the edit menu
looks like when the software is set for read-only access.

Level 2 security might be used in a library where only the
librarian has access to change entries while patrons of the
library have read-only access for looking up books and magazines.

Level 3 - allows full access to anyone.

To set a security code select the "Set Security Code" option on
the Utilities menu.  You will then be prompted to enter a three
digit security code.  If you enter a number between 001 and 250
the software will run at level one security.  You will need to
enter the correct security code number before getting access to
the software.

Entering a number from 251 to 500 provides level 2 security.  If
you enter the correct code you have full access.  Entering any
other number provides read-only access.

Setting the security code to any number greater than 500 allows
full, level 3, access to anyone.

If you've set a security code that is 500 or lower, when the
software first boots a screen with just a plus (+) symbol will
appear.  The cursor will be next to the plus symbol.  Type your
security code at this point and push ENTER.

The security code is stored in the HOMECRAF.SET file.  If this
file should be erased, you will not be able to use the software.
You will need to either replace the HOMECRAF.SET file using a
backup copy or from your original disk, or use the RESET.EXE
utility.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 47


Another problem you might run into is forgetting your security
code.  Should this happen you can still get into the software
once you have the registered version.  On the registered disk
you'll get from us we have provided a file called RESET.EXE.
This utility serves as a "skeleton" key that will reset the
security code to allow full access.  To use RESET copy it to the
same disk and directory that has the this software program.  Run
RESET and the security code will automatically be reset.  This
utility also resets all of the other settings to their defaults.
Thus the software will be returned to monochrome operation and
the default filename of CATALOG.

If you are using the security feature be sure to put any disks
containing RESET.EXE away in a safe place.

The RESET.EXE utility is not provided on the shareware disk in
order to prevent people whom you do not want to have access to
your files from getting a copy of the RESET.EXE file.  So please
be careful if you are using the security feature in the shareware
version of this software.


Utilities Menu - Set Screen Colors

this software will initially start running in the black & white
mode.  To switch it to color select "Set Screen Colors" on the
Utilities menu.  Five possible color settings will be displayed.
Push a number, from 0 to 4, that indicates the color combination
you want to use.  (Generally #1 provides the best setting).

You can go directly to the color selection screen by holding down
the CTRL key and pushing the letter "A".


Utilities Menu - Delete File

If you are no longer using a file, it can be deleted using the
"Delete File" option on the Utilities menu.  Select "Delete File"
and a listing of filenames will be displayed.  Use the scroll bar
to highlight the file you want to delete and push ENTER.  If
there are entries in the file the software will tell you how many
entries it has (see figure 27) and ask you to confirm that this
is the correct file to delete.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 48


Utilities Menu - Select Filename

The last selection on the Utilities menu allows you to select a
filename or create a new catalog file.  You can have as many
catalog files as you wish, limited only by the limitations of the
version of DOS you are using.  When deciding on names for your
catalogs you can not use numbers as a part of the catalog name.
Numbers are used to identify the index files.  Using a number in
a catalog name might cause some confusion in the index files.
Also, catalog names can not be longer than eight characters.

Although you can create as many catalogs as you wish I recommend
using as few as possible.  Using multiple catalogs can become
very confusing.  In many cases you can enter all of your
information in one catalog and let the software sort it out.
This makes it a lot easier to find specific entries because you
do not first have to figure out which file it is in.  For
example, for some people it may make sense to have separate
personal and business catalogs.  But, if your business serves
several different industries do not make a separate catalogs for
each industry.  Use one catalog and include a line that allows
that list to be sorted by industry.

To change catalog names select "Select Catalog Name" on the
Utilities menu.  The existing catalogs will be shown in a box in
the center of the screen.  You can use the cursor keys to
highlight a catalog or push ESC to enter a new catalog name.  To
use an existing catalog use the scroll bar to highlight it and
then push ENTER.



THE REPORT MENU

The Report Menu allows you to select where a report will be sent
(the printer, a disk file, the monitor, etc.).  This menu is also
used to design reports, set the report lengths and enter some of
the final report design options.

The Report Menu is shown in figure 28.


Report Menu - Report Types (Send To option)

There are seven types of reports available.  These are:

MONITOR: Displays the results of a search or listing one entry at
a time on the monitor.  The complete entry is displayed on the
screen.

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 49


PRINTER - Continuous Paper: The results of a search or listing
will be sent to your printer.  This type of report is designed
for printers with continuous feed paper such as dot matrix and
laser printers.

To send a report to the printer you first need to have designed a
report format (which I'll discuss in a moment).  The software
comes with a standard format that will print everything in each
entry.  You can design your own report formats to look any way
you want.

PRINTER - Single Sheet Feed: This is the same type of report as
the "PRINTER-Continuous Paper" report except that it is designed
for printers that only handle one sheet of paper at a time.  A
daisy wheel printer would be an example of this type of printer.

ASCII (document) File: You can save the results of a search or
listing in a file on your disk.  It will be stored as an ASCII
text file which means it can be imported into any word processor.
This allows you to include, for example, wanted lists in letters
you send to other collectors.

dBase File: Selecting this option will save the results of a
search or listing in a dBase III file.  This file can be used by
any software that can read dBase III files.

QUICK VIEW: This option puts the first 100 matches that result
from a search or listing into a list that appears on the screen.
You can then move a scroll bar through the list and pick
individual entries to display.  (Note: this feature requires the
additional video memory that is normally only available with
color monitors).

The Quick View listing will only show information that is
included in the first three lines.  Based on this information you
can then pick entries to look at in more detail.

When the Quick View list is on the screen use the up/down cursor
keys to move the scroll bar up and down.  The PgDn and PgUp keys
change the display by a complete page.  The Home and End keys
will take you directly to the beginning or end of the list.

To get more detail on any entry use the scroll bar to highlight
that entry and then push the ENTER key.  You can return to the
Quick View screen by pushing F2.

With the Quick View screen displayed pushing the ESC key will
exit from the Quick View function.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 50


LABELS: The labels settings produces the same type of report as
the "PRINTER-Continuous" report except that line feeds are not
included.  This setting should be used anytime you are printing
continuous feed labels.


Selecting Where You Want To Send Your Report (Send To)

To select a report type use the scroll bar to highlight the "Send
To" option on the Report Menu and push ENTER.  This will open a
window in the middle of the screen (see figure 29).  All of the
report types will be listed and there will be an "X" in the box
next to Monitor.  This indicates that the results of a search or
listing will be displayed on the monitor.  Push the TAB key to
change the setting.  Each time you press the TAB key the "X" will
move to the next box changing and changing the setting.  Press
TAB until the software is set for the type of report you want to
use and then press the ENTER key.


Report Menu - Page Length

The "Page Length" option allows you to set the number of lines
that can be printed on a sheet of paper by your printer.  For
example, most dot matrix printers will print 66 lines per 11 inch
page while laser printers print 60 lines per page.  When you
select this option a window will appear in the middle of the
screen.  The current page length will be displayed.  You can then
enter a new page length, which can be up to 999 lines.


Report Menu - Dashed Line

If you wish, you can have the software print a dashed line
between each entry that is listed on a report.  In some cases
this helps to separate entries making them easier to read.  The
dashed line will also contain the entry number providing a means
of determining which entry numbers are being printed.

The "Dashed Line" selection on the Reports menu is a toggle.
Highlighting the "Dashed Line" option and pushing ENTER will
change the setting between on and off.  The setting will be
stored on the disk.  Once set it will not change until you
use this toggle again.


Report Menu - Column Headings

You can have column headings printed at the top of the page.  The
line titles you've set-up will be used as the column headings.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 51


With the "Column Headings" option toggled "On" they will be
printed using the same format as you've set up for the printed
report.

This option is a toggle.  When you highlight the "Column
Headings" menu selection and push ENTER the setting will be
toggled between on and off.

A typical use for column headings is with single line reports.
You can set up a report format that prints all of the information
on a single line (up to 250 characters wide - set your printer to
use condensed print to get more characters per line).  What
you'll get using this type of format are columns of information
with an identifying title at the top of each column.


Report Menu - Set Up Report Format

This software allows you to design your reports to look any way
you want them to.  You can include just the lines of information
you want and design reports that print small labels or full sized
reports.  The "Set Up Report Format" option on the Reports menu
brings up the screen used to design a report format.  You may
design and use as many different report formats as you wish,
giving each format its own name.

Figure 30 shows the screen used for designing a report. This is
what the screen looks like before starting to design a report.
Let's start by looking at the F-key prompts at the bottom of the
screen.

The first F-key prompt you'll need to use is "F6 - RPRT LENGTH"
The F6 key is used to set the length of the report.  Please note
this is different from the page length that is set on the Report
menu.  The report length is the number of lines used to print the
information about one entry.  A report can have from one line up
to 21 lines.

There are two bars that graphically show the report length.  The
top bar contains the screen title and cursor position indicator.
The lower bar is a solid line.

Push F6 and a blank space will appear in the brackets next to the
RPRT LENGTH prompt.  Enter the number of lines you want to use to
print each entry.  The lower bar will then drop down to show the
size of the report.  Figure 30 shows the lower bar set for the
minimum report length, one line.  Entering 21 as a length will

________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 52


place the lower bar at the bottom of the screen.  We'll look at
an example of a report set for six lines (figure 31).

The F2 key is used to select the line you want to put on the
report.  Each time you push F2 the line name in the brackets will
change.  In addition to the title of the line the length of the
line is also shown.  In figure 30 it is set for the LAST NAME
line which is 15 characters long.

The F3 key is used to place a line on the report.  Use the cursor
keys to move the cursor to the location where you wish to place a
line.  Notice that a counter in the upper right corner gives the
row and column where the cursor is located.  When you push the F3
key the line shown in the brackets next to the F2 prompt will be
placed on the report at the cursor location.

If you try to place a line in a location that would result in two
lines overlapping, your computer will beep and the placement of
the line will not be accepted.

You can relocate a line you've already placed by pushing the F2
key until the name of the line you want to replace is in the
brackets next to the F2 prompt, positioning the cursor at the new
location and then pushing F3.

The screen can only show reports that are 80 characters wide,
however you can set up and print reports that are up to 250
characters wide.  As you place lines at locations that go beyond
the 80 character width of your screen the display will scroll to
the left in 40 character increments.  You can move the cursor
forty characters to the left or right by holding down the CTRL
key and pushing the left or right cursor keys.  (Watch the column
numbers in the upper right corner).

Figure 31 shows what the screen looks like after five lines have
be placed.  The asterisks after each line name show the amount of
space the line will use when printed.

To make things fit better you can shorten the length of the lines
to be printed.  For example, if you only wanted to include the
first 15 characters of the description push F2 until the DESCRIP-
TION title is shown in the brackets.  Then push F4.  The F4 key
is used to change the length of any line.  When you push F4 the
line length number within the F2 brackets will be replaced by a
blank space.  You can then enter a new line length.

If you place a line on the report and then decide that you don't
want to include it in the report, use the F2 key to put the line
name in the brackets.  Then push F9.  The F9 key is used to
delete a line from the report.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 53


Once you have a report designed the way you want it to be push F5
to save it.  You can save as many different report formats as
you'd like, giving a different format name to each.  The F7 key
allows you to select the format name of an existing report or
assign a name to a new report format.  For example, in figure 33
I have changed the format name to bring up the STANDARD report
format for a mailing list.  (This format is supplied with the
software).

To return to the Main Screen push F10 (or the ESC key).


Report Menu - Report Format

You can also change report names using the "Report Format" option
on the Report menu.  The current setting for the report format
will be shown in brackets next to this menu item.  When you
select this option a box will appear that shows all of the format
names currently used.  You can select one by highlighting it with
the scroll bar and pushing ENTER.  You may also push the ESC key
to enter a new format name.

Please note that if you have the software set to use a format
name for which no format has been defined, your printed reports
will be blank.


Printing A Report

Here are the steps you would follow to print a report:

1) Design and save the report format you want to use.  This needs
to be done only one time.  Once a report format has been saved it
is available whenever you needed it.

2a) If you are searching for something, enter the search criteria
on the appropriate line(s).

2b) If you wish to list your catalog in alphabetical order, move
the cursor to the line you wish the alphabetical order to be
based on.  This line must be marked with a starburst symbol.

3) Push ALT-R for the Report Menu.  The highlight bar will be on
the "Send To" option.  Push ENTER.  A window displaying report
options will open in the middle of the screen.  Most people will
want to use the CONTINUOUS PAPER setting, so push ENTER once to
move the "X" to that setting.  If you want to pause after each
page is printed, put the "X" next to SINGLE SHT. FEED.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 54

4) Push ESC to close the window and return to the Report Menu.

5) Check the Dashed Line, Column Headings and Lock Top Line
settings to be sure they are set the way you want them to be.

6) Push the left cursor key until the Search Menu is displayed.
Highlight the search option you want to use and push ENTER.  A
prompt will now appear, at the bottom of the screen, asking for a
title for this report.  You can enter anything you like as a
title as long as the number of characters in the title does not
exceed 80 characters or the width of your report format,
whichever is greater.  If you push ENTER at this point, without
entering a title, the software will put a default title on your
report.  If you do not want any title at all, push the space bar
and then push ENTER.

Your report will now start printing.

I have taken you through printing a report in a step-by-step
detailed manner.  Once you have become familiar with using this
software you can skip some of these steps and use the short cut
keys.  For example, if you've already printed one report you can
print a second simply by entering your search criteria and
pushing F6 (or F8).


EXIT MENU

You can drop-down the eXit menu by either pushing ALT-X or by
pushing the ESC key.

The eXit menu provides three options.  The first is "Exit
Program" and selecting this returns you to the DOS prompt (or a
DOS shell program, if you are using one).  You should always exit
from this software before turning off your computer.  Turning off
your computer while any program is still running can result in
the partial loss of data should that data still be in your
computer's internal buffers.


Backing Up Your Catalog

Entering the information about your collection takes a lot of
time and it's not something most people want to do twice.  That's
why maintaining current backup copies of all your catalog files
is very important.  The second selection on the Exit Menu
provides a limited, but effective way to backup your catalog
files.

Please note, this utility is not intended to be a complete hard
disk backup system.  I strongly recommend that you purchase
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 55


software such as PC Tools, Fastback, or any of the many other
backup utilities available.  We are only including this utility
because a large number of users create catalogs having several
thousand entries and then lose them when their computers
encounter a hard disk problem.  This utility is only intended to
provide something you can use while your catalog is small and
until you can purchase a normal backup utility program.

The backup utility will backup the current catalog in use.  The
name of this catalog is displayed as a part of the Main Screen in
the middle of the status line (second line down from the top).
Each catalog must be backed up separately.

To use the backup utility select "Backup" on the Exit Menu.  Read
the first screen that appears and then push ENTER.  When the next
screen appears you can push "E" to exit, "B" to start a backup,
or "R" to recover backup copies from a floppy disk.  On the next
screen push the letter that identifies the disk drive containing
the backup floppy disk.

You should start your backup using a blank formatted disk and use
a separate disk for each catalog.  I suggest keeping a set of
three backup disks for each catalog.  Rotate through this set
always using the oldest one for the current backup.  That way, if
your current backup should turn out to be a backup copy of files
that have already been damaged (it happens a lot), you can go
back to an older copy and still recover most of your catalog.
Note: you do not need to erase or reformat backup floppies before
using them a second, third, forth, etc. time for the same
catalog.  If the backup floppy is always used for the same
catalog, the backup process will erase the previous backup copy.
You only need to start with a blank floppy the first time that
disk is used.

You can recover a backup copy by following essentially the same
sequence of steps.  Just push "R" for recover instead of "B" for
backup on the appropriate screen.

NOTE: When files are being recovered the utility will not allow a
file with an older date to overwrite a more recent file.  If you
have lost a catalog and in looking for it have created another
catalog using the same name, the more recent catalog will have to
be erased before the backup utility will copy the old files to
your disk.  There is a selection of the Utilities Menu that is
used to delete catalogs.

The backup utility uses an archiving utility called LHA.  This
utility was written by Yoshi and is copyrighted 1991 by Yoshi.
________________ORGANIZE YOUR COLLECTION - REFERENCE SECTION - 56


The documentation for this utility is included on the disk in a
text file called LHA.DOC.

The final option on the Exit Menu is "Shell To DOS."  The "Shell
To DOS" option gets you to the DOS prompt without exiting the
program.  this software remains in your computer's memory and you
can return to where you left off by typing the word EXIT at the
DOS prompt.

You might use the "Shell To DOS" option, for example, to use the
DOS directory (DIR) command to check for files on your disk or to
format a floppy disk.


HELP MENU

this software includes a series of help screens that have key
information about the main functions.  Push ALT-H to drop-down
the Help Menu.  Then use the scroll bar to select the topic you
want information on.


RETURN

The final selection only appears at the top of the screen when a
drop-down menu is displayed.  The Return selection removes the
drop-down menus from the screen and returns you to the Main
Screen.  You can also return to the Main Screen by pushing the
ESC key.

____________________________________ORGANIZE YOUR COLLECTION - 57




ORGANIZE! (Your Memorabilia)

ORGANIZE! YOUR MEMORABILIA is designed to catalog memorabilia
from famous people or characters.  You can catalog memorabilia
from anyone - ranging from Elvis to Betty Boop, from Barbie to
Marilyn Monroe.  Up to 21 lines of information (fields) can be
entered for each item.  If these don't provide exactly what you
need, you can change any line(s) to modify the cataloging format
to meet your requirements.

A nice feature of this format is that it can be used with any
type of material: books, records, knick-knacks, photographs,
video tapes, glasses, cards or cars.

The catalog name for this format is: MEM.  You can also create
additional catalogs using other catalog names.

The following describes the default line settings provided in the
ORGANIZE! YOUR MEMORABILIA format.  The numbers in parenthesis
show the default settings for the lengths of the lines.

TYPE (40) - Used to identify what type of item this is (i.e.
photograph, record, T-shirt, poster, etc.)

DESCRIPTION (60) - Descripe what this item is.

SOURCE/MFGR (40) - This line can be used for several things.  You
can list the concert, movie or TV show this item is associated
with, the company that manufactured or the political campaign it
was used for.  (Yes, you can use this software for politicians).

YEAR/PERIOD (14) - Enter the year the item was issued/made or the
period in the performer's life during which is was issued.  For
example, Elvis' career can be divided into three periods: the
50's, 60's and 70's.

NOTE (25) - This line is provided for you to use for information
of specific interest to you.

VALUE (8) - Enter the current value of the item.  This
information is important for both insurance purposes and if you
should ever want to sell the item.  Please note that numbers
should always be entered using the same number of characters.
See page 33 in the manual.

____________________________________ORGANIZE YOUR COLLECTION - 58


CONDITION (40) - Describe the condition of the item.

VARIATION (40) - If several different models or variations of
this item are available, enter a description of what makes this
variation unique.

OTHER (40) - Like the NOTE line you can enter whatever
information you feel is useful.

VERSION (20) - Many items are issued several times and thus have
several versions.   This line is used to identify whether the
item you have is an original issue or a re-issue.

DATE PURCHASED (8) - Enter the date you purchased this item.

ORIGINAL COST (10) - Enter what you paid for this item, or the
value of the item you traded for it.

COMMENTS (three lines, 60 characters each) -  Use these three
lines for your notes containing additional information.  This
could be historical information, a more detailed description or
some notes on the "story" behind an item.

PURCHASED FROM (35) - The name of the person or dealer you got
this item from.

ADDRESS (35) - The above person's street address.

CITY/STATE (30) - The city and state the address is in.

ZIP CODE (10) - The zip or postal code.

PHONE (14) - Telephone number where this person/dealer can be
reached.

MISCELLANEOUS (24) - Additional information about the
person/dealer you got this item from.







<<Pages 59 & 60 are intentionally blank and not included.>

_________________________ORGANIZE YOUR COLLECTION APPENDIX B - 64





APPENDIX B - PROBLEM SOLVING

This section describes some of the errors and problems other
users have encountered and recommends solutions.  In most cases
the software will detect problems, diagnose them and put a
message on the screen.


Permission Denied - this is a DOS error message.  It means that
you are using a disk that is write protected.  Remove the write
protection and the problem will be solved.  This problem might
also be caused by a directory that is full.  You can have a full
directory even if there is space available on your disk.
Depending on the version of DOS you have there is a limit on the
number of files you can have in a directory.  In most cases this
limit is 128 files.  If you try to create more than 128 files you
may get the "Permission Denied" error message.


Unable To Change The Length Of A Line - If you want to change the
length of a line in your catalog format, but the prompt for the
line lengths does not appear on the Catalog Format Set Up screen,
then the software is telling you that at least one entry has
already been saved.  Once an entry has been saved the length of
the lines can not be changed.

this software uses what is called a fixed length random access
data file.  This allows entries to be found very quickly, but it
means that if you change the lengths of any of the lines the
software will no longer be able to read the data file.  Thus, the
software will not allow you to change the length of a line after
an entry has been saved.

If you need to change your catalog format after saving an entry
you can do this by creating a new catalog format with the line
lengths you want.  Then use the copy feature to copy the entries
from your old format to the new format.  Once all of the entries
have been copied (use the editor to see that they are correctly
copied) the old catalog can be deleted.  There is a Utility Menu
option that is used to delete catalogs.

_________________________ORGANIZE YOUR COLLECTION APPENDIX B - 65


The Software Won't Start - if when you type OYC the software does
not start there are several possibilities:

1. If you get a message that says "Bad Command or Filename" then
your computer can not find the OYC.EXE file.  Be sure you are in
the directory that contains the OYC.EXE file.  To do this type
DIR *.EXE and check to see that OYC.EXE is listed in the
directory.  If it is not listed you most likely will need to use
the DOS CD command to change to the correct directory.

2. If nothing happens or your computer locks up when you type
OYC, you may have fragmented or cross linked files.  Please see
the section which discusses fragmented files.


All Data Files Have Disappeared - I've had many people call me
with this problem.  Yesterday they were typing entry 4000 and
today the software says they are on entry #1.  What happened?
Usually the cause of this problem is that the database filename
has been changed.  All 4000 entries still exist, they are just
stored using a different filename than the current filename.  In
many cases the two filenames may be very similar such as PHOTO
and PHOTOS.  Its easy to get them mixed up, so be sure you are
using the right filename.


The Software Can't Find A Database Filename You Know Exists - in
addition to the filename you can also set a PATH.  This allows
you to store data in other directories.  If you are looking for a
database file that is stored in a different directory, you will
need to specify the PATH to that directory as a part of the
filename.

I generally recommend you keep your database files in the same
directory as the OYC.EXE file.  This makes it easier to keep
track of which program they go with.


Fragmented Files - there is no error message that will tell you
that your computer has fragmented files.  Fragmented files are a
normal result of using a computer.  When a computer stores
information on a disk it puts it into the next available sector
on the disk.  The next available sector may not be physically
located anywhere near the previous sectors the computer was
using.  As you add to a data file it tends to be broken into
small pieces that are scattered in various sectors all over the
disk.

The problem with fragmented files is that they slow down your
computer because it takes more time for the heads in your disk
_________________________ORGANIZE YOUR COLLECTION APPENDIX B - 66


drive to move from piece to piece of a file that is scattered all
over a disk.  With serious file fragmentation the computer can
actually lose track of pieces of a file or start to get cross
linked files.  As a result the computer can become "confused" and
lock-up, you might start getting strange results for searches or
be unable to access some entries.

If your computer was working fine yesterday and today seems to be
giving you strange results and problems, the cause may be the
result of fragmented files.  I've seen all kinds of problems the
range from software locking up to files becoming inaccessible.
To solve and prevent this problem you'll need utility software
such as PC Tools or the Norton Utilities.  Both of these programs
provide file de-fragmentation.

You should defragment your hard disk on a regular basis.  I've
found my computer can get fragmented files after just one day of
use (one day of use for me is probably a lot for someone else).
In most cases you should perform preventive maintenance by
defragmenting your hard disk after every 50 to 100 hours of use.


An Asterisks Appears When The Software Is Started - If when you
boot this software you get a blank screen with just an asterisks,
then the security feature is activated.  If you are unable to get
past that screen, then you will need to use the RESET.EXE utility
to regain access to this software.  RESET.EXE is provided on the
original this software disk.  Because it serves as a generic key
that will "open" the software, the install procedure leaves it on
the original disk where other people can not use it.

To use RESET.EXE you can copy it to the directory containing the
this software (if you are not concerned about security).  It may
also be run from the original floppy disk.  If you run it from a
floppy disk, first set your computer so that the directory
containing this software is the current directory on your hard
drive.  Get the DOS prompt for the disk drive where RESET.EXE is
located.  Type RESET.  The utility will ask you to push the
letter that identifies your hard disk.  The utility will then
reset the security function.