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-- ------ ---------- -------------- ------------------ ---------------------- -------------------------- ------------------------------ ---------------------------------- | | | DOCTOR DATA Label(TM) | | | | Version 5.0 | | | | Released June '90 | | | | (C) Copyright 1987-1990 | | | | All Rights Reserved, | | | | | | | | DOCTOR DATA SOFTWARE | | | | P.O. Box 11368 | | | | Phoenix, AZ 85061-1368 | | | | (602) 246-8907 | | | ---------------------------------- ------------------------------ -------------------------- ---------------------- ------------------ -------------- ---------- ------ -- DOCTOR DATA Label v5.0 User's Manual Page 2 TABLE OF CONTENTS ----------------------------------------------- INTRODUCTION 6 ----------------------------------------------- DISCLAIMER ................................. 6 SYSTEM REQUIREMENTS ........................ 7 PHONE SUPPORT .............................. 7 SHAREWARE .................................. 7 DEFINITION FILES ........................... 7 EARLIER VERSION DEFINITION FILES ......... 8 EARLIER VERSION DATABASE FILES ............. 9 CLIPPER ENVIRONMENT ........................ 9 DEFINE YOUR EDITOR ....................... 9 OUT OF MEMORY ............................ 10 SET CLIPPER VARIABLE ..................... 10 INSTALLATION AND SETUP ..................... 11 YOUR CONFIG.SYS FILE ..................... 11 OPEN_ERROR() ............................. 11 USING A SINGLE 720K FLOPPY SYSTEM ........ 12 USING A DUAL FLOPPY SYSTEM ............... 12 USING A HARD DRIVE SYSTEM ................ 12 COMMAND AND FILE SELECTION ................. 12 QUICK START TUTORIAL ....................... 13 MAIN MENU ................................ 13 SELECT A DATABASE ........................ 13 CREATE A DATABASE ........................ 13 ADDING RECORDS TO A DATABASE ............. 13 PRINTING LABELS .......................... 14 MENUS AND COMMANDS ....................... 15 FILE CAPACITY ............................ 15 RECORD FIELDS ............................ 15 USING ONLY A SUBSET OF A DATABASE ........ 16 INTERNATIONAL ADDRESSES .................. 16 PRINTING WITH CUSTOM TEMPLATES ........... 16 IMPORTING OTHER MAILING LISTS ............ 16 BULK LABELS .............................. 16 DUPLICATE CHECKING ON RECORD ENTRY ....... 17 DUPLICATE CHECKING ON EXISTING RECORDS ... 17 TURN OFF UNWANTED FIELDS AND CARRY-OVER .. 17 INDEXING AND SORTING ..................... 17 FILE MANAGEMENT .......................... 17 PRINTER CODES ............................ 17 dBASE III COMPATIBLE DATABASE FILES ...... 18 ZIP CODE DATABASE ........................ 18 COMMAND DESCRIPTIONS ....................... 18 DOCTOR DATA Label v5.0 User's Manual Page 3 ----------------------------------------------- RECORDS sub-menu 21 ----------------------------------------------- EDIT/ADD RECORDS ........................... 21 DATA ENTRY ............................... 21 FIELD EDITING KEYS ....................... 22 NOTES FIELD EDITING KEYS ................. 23 1ST COMMAND LINE ......................... 23 F1=Notepad ............................. 24 F2=Add ................................. 24 "Zippy" ZIP CODE DATABASE ............ 24 DUPLICATE CHECKING ON RECORD ENTRY.... 25 F3=Goto ................................ 25 F4=Mark ................................ 26 F5=Unmark .............................. 27 F6=Pack ................................ 27 F7=Seek ................................ 28 F8=Call ................................ 28 2ND COMMAND LINE ......................... 28 Alt-Beep ON or OFF ..................... 28 Alt-Zippy ON or OFF .................... 28 Alt-Marked ON or OFF ................... 29 Alt-F10=Carry/Edit ..................... 29 F10=Carry .............................. 29 STATUS LINE .............................. 29 INDEX RECORDS .............................. 30 CREATE NEW INDEX ......................... 31 SET INDEX ON/OFF ......................... 31 FILTER RECORDS ............................. 31 CREATE NEW FILTER ........................ 31 MARKED ................................. 32 FIELDS ................................. 32 SET FILTER ON/OFF ........................ 34 CONTINUE FILTER .......................... 34 CHECK DUPLICATES ........................... 34 DELETING DUPLICATE RECORDS ............... 35 MISCELLANEOUS .............................. 36 SEARCH ................................... 36 REPLACE .................................. 37 CONVERT .................................. 37 ZIPPY .................................... 37 DOCTOR DATA Label v5.0 User's Manual Page 4 ----------------------------------------------- DATABASE sub-menu 38 ----------------------------------------------- CREATE FILE ................................ 38 DATABASE FILE STRUCTURE .................. 38 IMPORT FROM ................................ 39 DDLABEL .................................. 39 DELIMITED ................................ 39 EXPORT TO .................................. 40 SELECT FILE ................................ 41 CLOSE FILE ................................. 41 ----------------------------------------------- PRINT sub-menu 42 ----------------------------------------------- LABELS, FORM LETTERS, and MASTER LIST ...... 42 A) COPY one template to another .......... 43 B) CREATE a new template ................. 43 C) EDIT an existing template ............. 43 INTERNAL EDITOR ........................ 44 REGULAR FIELD MACROS ................... 44 TRIMMED FIELD MACROS ................... 45 COMBINATION FIELD MACROS ............... 45 SPECIAL MACROS ......................... 46 PRINTER MACROS ......................... 46 SAMPLE "Form Letter" TEMPLATE: ......... 47 SAMPLE "Label" TEMPLATE: ............... 47 SAMPLE "Master List" TEMPLATE: ......... 48 D) Labels across ......................... 48 E) Spaces between labels ................. 48 F) Label width in spaces ................. 48 G) Lines per label ....................... 48 G) Lines per record ...................... 49 H) Sheet feeder? (Y/N) ................... 49 I) Skip lines top of page ................ 49 J) Labels per page ....................... 50 J) Records per page ...................... 50 K) "BULK" labels? (Y/N) .................. 50 L) 1 or X for each record ................ 50 M) Print every Nth record ................ 51 N) Pause every X records ................. 51 O) Database From Current Record .......... 51 P) One or more with ...................... 51 PRINTING POSTCARDS AND ENVELOPES ........... 52 CREATING ASCII SDF FILES ................... 53 USPS DISKETTE PROCESSING ................... 53 REPORTS .................................... 54 ZIP CODE ................................. 54 CAR-RT SORT .............................. 55 SET PRINTER ................................ 55 DOCTOR DATA Label v5.0 User's Manual Page 5 ----------------------------------------------- TOOLS sub-menu 56 ----------------------------------------------- FILE MNGMT ................................. 56 RENAME ................................... 56 ERASE .................................... 56 COPY ..................................... 56 dB3-2-ASCII ................................ 57 SDF-2-DEL .................................. 57 EXIT TO DOS ................................ 58 ----------------------------------------------- SETUP sub-menu 59 ----------------------------------------------- FIELDS/CARRY ............................... 59 FOREIGN STATES ............................. 60 SCREEN COLORS .............................. 60 PRINTER CODES .............................. 60 TEMPLATE CODES ........................... 61 ALL PURPOSE .............................. 62 MODEM PARAMETERS ........................... 62 EXTERNAL EDITOR ............................ 63 MISCELLANEOUS .............................. 63 CHECK CONFIG.SYS ......................... 63 SET "P.O. Box" ........................... 63 REGISTRATION # ........................... 64 ----------------------------------------------- GLOSSARY 65 ----------------------------------------------- DOCTOR DATA Label v5.0 User's Manual Page 6 ----------------------------------------------------------------- INTRODUCTION ----------------------------------------------------------------- Congratulations and Welcome to DOCTOR DATA Label. You have selected the ultimate in mailing list management for the IBM PC/XT/AT or compatible. DOCTOR DATA Label has been updated over twelve times since it's first release in August, 1987. This is due to the comments and suggestions received by it's users and the never-ending drive to make DOCTOR DATA Label "Just what the Dr ordered" for mailing list management. The uses for DOCTOR DATA Label range from simply maintaining a list of names and addresses for sales prospects or anything else to doing large bulk mailings. DOCTOR DATA Label is sure to be one of the most versatile, comprehensive, and powerful programs you have ever used. Our customers who have worked with other mailing list managers continually tell us that the features in DOCTOR DATA Label are better than others found in programs costing 5 to 10 times as much. Later in this Introduction you will find a QUICK START TUTORIAL that should be particulary useful to you if you are new to computer software or database programs. We hope that this will ease your introduction to DOCTOR DATA Label. The features in DOCTOR DATA Label are the features that people like you have requested. If you have questions as to whether something can be done with DOCTOR DATA Label, or if you have any suggestions, we want to hear from you. We ask that you call instead of write, if possible, so that we may better understand your needs. Please refer to this manual as much as possible before calling so that you may also give us any suggestions on the manual. Please remember that phone support (instruction on running DOCTOR DATA Label and performing tasks) is reserved for those who support us with their registration. To register, print the order form from the opening screen of the program. Thank you for your cooperation! ----------------------------------------------------------------- DISCLAIMER ----------------------------------------------------------------- DOCTOR DATA SOFTWARE has taken great care in the writing of this manual and DOCTOR DATA Label. In no event whatsoever will DOCTOR DATA SOFTWARE be liable for damages of any kind, incidental or consequential, in regard to or arising out of the performance or form of the material in this manual and in DOCTOR DATA Label. DOCTOR DATA SOFTWARE makes NO WARRANTIES, EXPRESS OR IMPLIED, BY STATUTE OR OTHERWISE, REGARDING THE DISKS AND RELATED MATERIALS, THEIR FITNESS FOR ANY PURPOSE, THEIR QUALITY, THEIR MERCHANTABIL- ITY, OR OTHERWISE. DOCTOR DATA Label v5.0 User's Manual Page 7 ----------------------------------------------------------------- SYSTEM REQUIREMENTS ----------------------------------------------------------------- DOCTOR DATA Label v5.0 requires an IBM PC\XT\AT or compatible computer with at least 512K RAM and DOS v2.1 or later. A hard drive is not needed however recommended because of it's faster speed. Later in this Introduction, instructions are given for running DOCTOR DATA Label on a dual floppy system, a single 720K floppy system and on a hard drive system. ----------------------------------------------------------------- PHONE SUPPORT ----------------------------------------------------------------- Upon registration of DOCTOR DATA Label, you are entitled to phone support which means that if you get stuck trying to perform any task you can call us for step by step instruction. ----------------------------------------------------------------- SHAREWARE ----------------------------------------------------------------- DOCTOR DATA Label is "Shareware" software, meaning that you are welcome and encouraged to evaluate it and share copies with others. Registration is required if you use DOCTOR DATA Label on a regular basis for any purpose. Registered users receive the following benefits: 1) Printed user's manual, 2) One full year of phone support and 3) The next update FREE. ----------------------------------------------------------------- DEFINITION FILES ----------------------------------------------------------------- Since the first version in August of '87, DOCTOR DATA Label has saved set-up values to DEFINITION files on disk. This eliminates the need to set-up certain features each time the program is used. The definition filename extensions have changed from time to time over the years to keep them from conflicting with one another. The current filename extension used is "DF5". DOCTOR DATA Label saves a default definition file by the name of DDLABL50.DF5. A separate definition file can be saved for each database by answering "Yes" to the "Save a separate definition file for this database? (Y/N)" question when SELECTing a database file. If a definition file already exists you will not be prompted with this question. Definition files are saved only if there is adequate disk space. Definition files use about 15,000 bytes on disk. It is not necessary to save a separate definition file for each database unless you want each one set up differently. DOCTOR DATA Label v5.0 User's Manual Page 8 Any time you answer "Yes" to the "Save a separate definition for this database? (Y/N)" question, the definitions currently set in the DDLABL50.DF5 file will carry over into a separate definition file for the database. Any changes made to the setup will be saved automatically upon SELECTing another database for use, CLOSING a database, or exiting DOCTOR DATA Label. Note that whenever you RENAME, ERASE or COPY a database from within DOCTOR DATA Label, the "DF5" file for that database is also RENAMED, ERASED or COPIED. Refer to the FILE MNGMT command. EARLIER VERSION DEFINITION FILES If you are a user of a version earlier than 5.0 of DOCTOR DATA Label you will need to re-enter certain information manually from your earlier version to version 5.0. This only needs to be done once. The old definition file(s) have a "DEF", "DF" or "DF4" filename extension. The new definition files have a "DF5" filename extension. DO NOT rename your old definition files for use with version 5.0 as this will cause errors when you run the program. The information that you may need to re-enter is the settings defined under the SETUP sub-menu such as printer codes, foreign state codes, fields/carry options, colors, etc. Only the commands that have been setup before need to be setup again. An easy way to re-enter these definitions is to print the screen by holding down the <Shift> key and pressing the <PrtSc> key while the information is displayed on the screen. This is done using the earlier version of DOCTOR DATA Label. This will print your screen of definitions eliminating the need to write them down. Next, go into the current version of DOCTOR DATA Label to re-enter these definitions. Upon completion you may delete the old definition file(s) since they are no longer needed. The CODE FIELDS command which used to be located under the SETUP sub-menu has been removed as of version 4.0. The code field names can now be renamed under the FIELDS/CARRY command and the code field codes and their definitions can now be defined in the F1=Notepad command from within the EDIT/ADD RECORDS command. Also, if you have form letters from a version earlier than 3.2, you will need to rename the filename extensions from "LET" to "LTR" using the REN (rename) DOS command. This is done at the DOS prompt by typing REN *.LET *.LTR and pressing <Enter>. DOCTOR DATA Label v5.0 User's Manual Page 9 ----------------------------------------------------------------- EARLIER VERSION DATABASE FILES ----------------------------------------------------------------- If you are a user of an earlier version of DOCTOR DATA Label, you will need to import your existing database files into new files created with version 5.0. To do this: 1) Create a new database with the CREATE FILE command. 2) Select the new database file with the SELECT FILE command. 3) Import the old database with the IMPORT FROM command. You can not SELECT a database earlier than version 5.0. ----------------------------------------------------------------- CLIPPER ENVIRONMENT ----------------------------------------------------------------- If you have 640K of RAM in your computer you may: 1) Use an external TEXT editor to edit templates, the Notes field and the Notepad and 2) Exit to DOS from within DOCTOR DATA Label without quitting the program. To do either of the above, you will need to set the "R" value of the CLIPPER ENVIRONMENT to 200 or greater (explained below). The text editor that is built into DOCTOR DATA Label should be quite adequate. However this provision is for those who would like to use their own text editor. If you only have 512K of RAM, you will need to use the internal text editor to edit templates, Notes fields and the Notepad and will not be able to Exit to DOS from within DOCTOR DATA Label. DEFINE YOUR EDITOR An external text editor (NOT word processor) and editor path is defined using the EXTERNAL EDITOR command located under the SETUP sub-menu. A text editor is NOT the same as a word processor. Text editors save all data in straight ASCII text format with no hidden characters. The defined editor must be able to take a filename as a parameter i.e., ED [filename] where ED is the name of the editor and [filename], the parameter, is the file to be edited. There are several good text editors available as shareware. These shareware programs may be down-loaded from your local Bulletin Board Service (BBS) or purchased for only a few dollars from most shareware distributors. PC-Write v2.71 or earlier is a popular DOCTOR DATA Label v5.0 User's Manual Page 10 shareware text editor that will fit in memory, however v3.0 and later are too big. OUT OF MEMORY If all the conditions above are met and nothing happens when you attempt to use the external editor, it is because you have run out of memory. The two most common reasons for running out of memory are: 1) Your text editor is too big which means you will need to find an editor that uses less memory and/or, 2) Before running DOCTOR DATA Label you loaded one or more other programs some of which may be TSR (Terminate and Stay Resident). TSR programs are usually loaded automatically from your AUTOEXEC.BAT file upon boot-up. SET CLIPPER VARIABLE The CLIPPER environment variable is located in the GODOC.BAT file which is located in your root directory or "program" disk and can be edited with a text editor. You may also type at the DOS prompt SET CLIPPER=R200 and press <Enter>. This can then be checked by typing SET at the DOS prompt and pressing <Enter>. If you have 640K of RAM and set the "R" value to 200 and do NOT have enough memory to run DOCTOR DATA Label, it is because of previously loaded programs, some of which may be TSR (terminate and stay resident). In order to run DOCTOR DATA Label you will need to unload them from memory or set the "R" value back to 000. In your GODOC.BAT file on disk, you should find the statement: SET CLIPPER=V020;R000;E000;S0 This statement sets up your operating environment to run DOCTOR DATA Label in the most efficient manner possible. To change any of these parameters you will need to edit the GODOC.BAT file with a TEXT editor (not word processor). The "V020" parameter is for memory variables and should not be changed. The "R000" parameter is for running other programs from within DOCTOR DATA Label. The "E000" parameter is for using EXPANDED memory. Expanded memory is used for index buffers. Indexing operations are usually DOCTOR DATA Label v5.0 User's Manual Page 11 faster when using Expanded Memory. If this parameter is excluded and your machine has expanded memory, all expanded memory up to 1 megabyte will be allocated for DOCTOR DATA Label. Using expanded memory will allow more memory for the "R" parameter benefits. The "S0" parameter should be changed to "S1" only if you use a CGA graphics card. This will eliminate "snow" that appears on some CGA monitors. If you do NOT have a CGA monitor this should be set to "S0". ----------------------------------------------------------------- INSTALLATION AND SETUP ----------------------------------------------------------------- YOUR CONFIG.SYS FILE If you are using a floppy system, you should have a CONFIG.SYS file on your boot-up DOS disk. If you are using a hard drive, your CONFIG.SYS file is located in your root directory. If you do not have this file, you will need to create it. This file needs to contain the following two statements on separate lines by themselves: FILES=20 BUFFERS=8 OPEN_ERROR() The FILES statement can be checked with the CHECK CONFIG.SYS command located under the MISCELLANEOUS command located under the SETUP sub-menu. If it can't be found or it isn't set high enough you may get an OPEN_ERROR() message while running the program. If this happens or before this happens you will want to do one of the following: 1) Run the CONFIG.BAT batch file. This done by typing: CONFIG and pressing <Enter> at the DOS prompt. Instructions will appear on screen. Follow the instructions and if you have any questions or problems please call us. 2) Edit your existing CONFIG.SYS file or create one if there is not already one existing. The CONFIG.SYS file is an ASCII text file and must be edited with a text editor or a word processor if saved as an ASCII text file. Type FILES=20 on a line by itself then save and exit the file. IMPORTANT: No matter which one of the above you do, you MUST re- boot your system in order for DOS to re-read the CONFIG.SYS file. DOCTOR DATA Label v5.0 User's Manual Page 12 USING A SINGLE 720K FLOPPY SYSTEM To use DOCTOR DATA Label on a single 720K floppy system your disk will need two (2) files. The first is GODOC.BAT and the second will be DDLABEL.EXE. This is also where your DBF, DBT, DF5, LTR, LST, and LBL files will be created and maintained. These are filename extensions for the Database, Memo, Definition, Letter, Master List, and Label files respectively. USING A DUAL FLOPPY SYSTEM To use DOCTOR DATA Label on a dual floppy system you will need to run the INSTALL procedure. Instructions are given when you type GO and press <Enter>. Your "Program" disk will contain the DOCTOR DATA Label program. Your "Data" (work) disk is where your DBF, DBT, DF5, LTR, LST, and LBL files will be created and maintained. These are filename extensions for the Database, Memo, Definition, Letter, Master List, and Label files respectively. To use a dual floppy system you will need to execute the program on the "Program" disk from the "Data" disk drive. This is done by inserting the "Program" disk into the A: drive and the "Data" disk into the B: drive and from the B: drive type A:\DDLABEL and press <Enter>. Because the "default" drive is the B: drive, all files created and maintained will be done so on the B: drive. The CLOSE FILE command, located under the DATABASE sub-menu was written specifically for dual floppy drive users. This will allow you to close a file before switching disks. USING A HARD DRIVE SYSTEM To use DOCTOR DATA Label on a hard drive system you will need to run the INSTALL procedure. Instructions are given when you type GO and press <Enter>. It is easiest to keep all files in one directory where DDLABEL.EXE is located except GODOC.BAT which is kept in the root directory. ----------------------------------------------------------------- COMMAND AND FILE SELECTION ----------------------------------------------------------------- Throughout this program you will be prompted to make a selection in either a menu of commands or a directory of files. In either case a window will open allowing a selection to take place. This is done by highlighting the command or file with the up and down arrow keys and after highlighting the command or file you want to select, press the <Enter> key. Commands and files may also be selected by pressing the first letter or number of the command or file. To save space and redundancy in this manual, these instructions will not be given each time a selection is to be made. This will simply be referred to as making a "selection". DOCTOR DATA Label v5.0 User's Manual Page 13 Also, be sure your "brightness" and "contrast" controls on your monitor are set so that you will be able to differentiate between high and low intensity. This is important with some of DOCTOR DATA Labels' commands. ----------------------------------------------------------------- QUICK START TUTORIAL ----------------------------------------------------------------- This tutorial will explain how to create a database, select the new database for use, add a record to it and print a label. MAIN MENU The main menu consists of five sub-menus: RECORDS, DATABASE, PRINT, TOOLS, and SETUP. These sub-menus are selected using the left and right arrow keys. Pressing <Esc> from any of these five sub-menus will prompt you with "Are you sure you want to Quit?" for quitting DOCTOR DATA Label. SELECT A DATABASE The first command you will most always want to select upon entering DOCTOR DATA Label is the SELECT FILE command. Therefore, this is the first command you will be prompted with when entering the program. Selecting this command will display a directory of all database files in the default drive and directory. If there are no files available you will be informed so and will need to first CREATE a database file. Selecting a file will cause that file to be the active database file in use. CREATE A DATABASE To CREATE a new database, select the CREATE FILE command at the top of the DATABASE sub-menu. You will now be prompted to enter a name up to 8 characters in length for your new database file. Type in a name and press <Enter>. Do NOT enter a filename extension as this is done automatically for you. The database will now be created in the current drive and directory. Now that a database has been created you will need to SELECT the database for use as mentioned above. ADDING RECORDS TO A DATABASE After selecting a database for use you may start adding records to it by selecting the EDIT/ADD RECORDS command located at the top of the RECORDS sub-menu. If the database is new, you will be informed that the database is empty and that you may now start adding records. Pressing any key will add a blank record to the database. Additional records are added by pressing <F2>. Refer to the EDIT/ADD RECORDS command. DOCTOR DATA Label v5.0 User's Manual Page 14 If you do not care to use all of the fields available in DOCTOR DATA Label, you may turn them OFF with the FIELDS/CARRY command located under the SETUP sub-menu. Fields may also be set to carry-over data to added records automatically. Refer to the description of the FIELDS/CARRY command for more information. PRINTING LABELS To print labels you will need to select the LABELS command located under the PRINT sub-menu. A window will open allowing for several selections. We are at this time only going to use a few of these commands and then when finished you may refer to the appropriate section in this manual for instructions on the rest. First, you will need to select a template. Templates are used for creating label designs. A sample template is provided by the name of SAMPLE.LBL. This template can be selected by executing the "EDIT an existing template" command. A window will open allowing you to select a template to edit. If you do not have this template in the directory refer to the LABELS command located under the PRINT sub-menu for instruction on creating and editing templates. After selecting a template the screen will clear showing the template in the upper left corner of the screen. Do not edit the template at this time. We are only doing this to allow for template selection. Press <Esc> to exit the template and <Esc> again to return to the main window. You will notice now that SAMPLE.LBL is the "Template in use" at the top of the this window. Second, you will need to design the output. By default the setting for D), F) and G) are: D) Labels across ---------> 1 F) Label width in spaces -> 35 G) Lines per label -------> 6 For now, leave these as they are. If you are using a laser printer or any other single sheet feeder printer select the Sheet Feeder command to change the "N" to a "Y". H) Sheet Feeder? (Y/N) ---> N If you select the Sheet Feeder option, items I) and J) will appear allowing you to set the number of lines to skip at the top of each sheet and the number of labels per page. For now, leave these two as they are. I) Skip lines top of page > 0 J) Labels per page -------> 21 DOCTOR DATA Label v5.0 User's Manual Page 15 Now to print some labels. Be sure your printer is on-line and ready. The O) and P) commands are for printing labels. For now we are only going to use the command: O) Database From Current Record Upon selection you will be prompted with "Send output to:". This is for sending the output to a text file or a printer port other than the default printer port #1. If you leave it blank and press <Enter> the output will go the the default printer port which is LPT1 or PRN. To send output to LPT2, type LPT2 and press <Enter>. To send output to a com port, type the com port such as COM1 or COM2 and press <Enter>. Next, if you are not at the 1st record in the database you will be asked if you want to go to the 1st record in the database. Press Y or N. Next, you will be asked if you want to "Display record count?". This will display the number of records printed as they are sent to the printer. Answer Y or N. The printing should now begin. If you get an OPEN_ERROR() error message at the top of your screen, it is because your CONFIG.SYS file does NOT contain the statement FILES=20. Refer to the OPEN_ERROR() section under INSTALLATION AND SETUP in this manual for instructions. Printing master lists and form letters are very similar to labels in that templates are used for designing the output. The following will outline features and give instructions on some of the most commonly used features. MENUS AND COMMANDS User-friendly light-bar menus allow easy access to commands. All commands available for use at any time are displayed on the screen - no need to memorize commands. FILE CAPACITY Allows up to 1 Billion records per database file. Also, an unlimited number of database files may be created and maintained. RECORD FIELDS Among the 23 fields in the database are two address lines, 9 digit zip code, Comment, CAR-RT SORT, Account #, a Notes field to store up to 64K (64,000 characters) of miscellaneous information on each record and three 4-character code fields. DOCTOR DATA Label v5.0 User's Manual Page 16 USING ONLY A SUBSET OF THE DATABASE The three 4-character code fields allow for greater flexibility in categorizing records. This will allow you to easily select a subset of records for printing labels, form letters or master lists. A subset of records is less than the total number of records in the database. Refer to the FILTER RECORDS command located under the RECORDS sub-menu. INTERNATIONAL ADDRESSES Accepts international as well as domestic addresses. One feature rarely found in mailing list managers is the ability to print foreign zip codes and countries. Refer to the FIELDS/CARRY command located under the SETUP sub-menu for international zip codes and the LABELS command located under the PRINT sub-menu for printing the country under the city, state and zip code. Also, if a foreign state name can't be abbreviated to 2 characters, refer to the FOREIGN STATES command located under the SETUP sub-menu. PRINTING WITH CUSTOM TEMPLATES Design your own custom templates. Templates allow ultimate flexibility in the design of printed output. Use for printing any and all fields on any size labels up to 9 across, multiple labels of one record, roller index cards, post cards, envelopes, master lists, and form letters (mail merge). Output for all the above may be directed to a text file for transfer via modem. Refer to the LABELS, FORM LETTERS and MASTER LIST commands located under the PRINT sub-menu. IMPORTING OTHER MAILING LISTS DOCTOR DATA Label imports most other mailing lists. Importing is done with the IMPORT FROM command located under the DATABASE sub- menu. If the file to be imported is NOT a database created with DOCTOR DATA Label or NOT already in ASCII delimited format, it will first need to be converted. Refer to the dB3-2-ASCII and SDF-2-DEL commands located under the TOOLS sub-menu. BULK LABELS Print "Bulk" labels for ease in sorting mail and saving postage costs. Refer to the LABELS command located under the PRINT sub- menu. Note that the database must first be indexed on the zip code as the primary index key. Refer to the INDEX RECORDS command located under the RECORDS sub-menu. Code characters to designate zip code changes will be printed in the right margin of the label. These codes is what will allow you to easily separate and bundle the mail. There are three different codes used pending whether the zip code was a 3-digit, 5-digit or state change. DOCTOR DATA Label v5.0 User's Manual Page 17 A bulk report can be printed before the labels to know in advance what labels are to be printed. Refer to the REPORTS command located under the PRINT sub-menu. DUPLICATE CHECKING ON RECORD ENTRY Search for duplicate records upon record entry. This will alleviate the need to delete duplicate records after they are entered into the database. Refer to the <F2> command located under the EDIT/ADD RECORDS command located under the RECORDS sub- menu. DUPLICATE CHECKING ON EXISTING RECORDS Duplicate records can be located and deleted after they have been entered into a database. Refer to the CHECK DUPLICATES command located under the RECORDS sub-menu. TURN OFF UNWANTED FIELDS AND CARRY-OVER Unwanted fields may be turned off and others may be set to carry- over data from one record to the next. This allows for fast and easy data entry and alleviates entering repetitious data. Refer to the FIELDS/CARRY command located under the SETUP sub-menu. INDEXING AND SORTING A database may be indexed on up to any five fields at once per index file and sorted if desired. Up to 5 separate index files per database may be maintained at once. When a database is indexed it appears to be in alphabetical, numeric or chronological order depending on the fields used in the index. However, the records are in index order ONLY while the index is active. To permanently change the order of the records, the records will need to be exported to another file while the index is active. This is commonly known as a SORT. Refer to the INDEX RECORDS command located under the RECORDS sub-menu and the EXPORT TO command located under the DATABASE sub-menu. FILE MANAGEMENT Files on disk, in any directory, may be copied, erased or renamed. Refer to the FILE MNGMT command located under the TOOLS sub-menu. PRINTER CODES Printer codes may be used to initialize the printer before printing or to change fonts, pitch, etc. from within templates with printer macros. Refer first to the PRINTER CODES command DOCTOR DATA Label v5.0 User's Manual Page 18 located under the SETUP sub-menu to assign printer codes. After setting printer codes refer to the topic of templates in the LABELS, FORM LETTERS and MASTER LIST commands or to the SET PRINTER command located under the PRINT sub-menu. dBASE III COMPATIBLE DATABASE FILES The database files created with DOCTOR DATA Label may be used with dBASE III and compatible products. There are many programs and utilities available that will read dBASE III files and perform such things as charts, graphs, etc. ZIP CODE DATABASE An optional zip code database for auto-entry of city, state and area code upon zip code entry is available. It will also insert "P.O. Box" or any other string you specify in the "Street Address" field if the zip code is a "Post Office ONLY" zip code. This assures correct spelling and pays for itself in time saved. If a zip code has more than one city, you will be allowed to select the city name you wish to use. NOTE: A hard drive with almost 2.5 MB of free disk space is needed. ----------------------------------------------------------------- COMMAND DESCRIPTIONS ----------------------------------------------------------------- The following is a list of all the commands in DOCTOR DATA Label followed by a one-line description. This can be used as an over- view to help find commands that perform particular tasks. ---------------- RECORDS sub-menu ---------------- EDIT/ADD RECORDS -------- Edit, add, & manage records. F1=Notepad ---------- Edit/Display notepad and display, FOREIGN STATES and state abbreviations. F2=Add -------------- Add a record to the database. F3=Goto ------------- Position the record pointer. F4=Mark ------------- Mark (for deletion) records. F5=Unmark ----------- Unmark records. F6=Pack ------------- Delete marked records. F7=Seek ------------- Seek for key index field content. F8=Call ------------- Dial phone number on a modem. Alt-Beep ON/OFF ----- Turn beep on and off. Alt-Zippy ON/OFF ---- Turn zippy on and off. Alt-Marked ON/OFF --- Turn marked records on and off. Alt-F10=Carry/Edit -- Carry-over and edit. F10=Carry ----------- Carry-over from previous record. DOCTOR DATA Label v5.0 User's Manual Page 19 INDEX RECORDS ----------- Change database index status. CREATE NEW INDEX ---- Create a new index. SET INDEX ORDER ----- Select 1 of 5 indexes or none at all. FILTER RECORDS ---------- Change database filter status. CREATE NEW FILTER --- Create a new filter. MARKED ---------- Set filter to marked records. FIELDS ---------- Set filter to field requirements. SET FILTER ON/OFF --- Turn the filter on and off. CONTINUE FILTER ----- Continue field filter. CHECK DUPLICATES -------- Check for duplicate records. MISCELLANEOUS ----------- Other record & field procedures. SEARCH -------------- Search for field content. REPLACE ------------- Replace/update field content. CONVERT ------------- Convert UPPER/lower case. ZIPPY --------------- Correct, insert and lookup cities and states. ---------------- DATABASE sub-menu ---------------- CREATE FILE ------------- Create a new database file. IMPORT FROM ------------- Import files into current file. DDLABEL ------------- Import a DOCTOR DATA Label file. DELIMITED ----------- Import an ASCII DELIMITED text file. EXPORT TO --------------- Export the current database file. DDLABEL ------------- Export a DOCTOR DATA Label file. DELIMITED ----------- Export an ASCII DELIMITED text file. SELECT FILE ------------- Select a database file for use. CLOSE FILE -------------- Close the current database file. ---------------- PRINT sub-menu ---------------- LABELS ------------------ Label templates, design & print. FORM LETTERS ------------ Form letter templates, design & print. MASTER LIST ------------- Master list templates, design & print. REPORTS ----------------- Perform one of the following reports. ZIP CODE ------------ Print a zip code report. CAR-RT SORT --------- Print a carrier route sort report. SET PRINTER ------------- Use ALL PURPOSE PRINTER CODES. ---------------- TOOLS sub-menu ---------------- FILE MNGMT -------------- Rename, erase, and copy files. DATABASE ------------ Directory of database files. LABELS -------------- Directory of label templates. DOCTOR DATA Label v5.0 User's Manual Page 20 LETTERS ------------- Directory of form letter templates. LISTS --------------- Directory of master list templates. ALL FILES ----------- Directory of all files. dB3-2-ASCII ------------- Convert dBASE III to ASCII DELIMITED. SDF-2-DEL --------------- Convert SDF to ASCII DELIMITED. EXIT TO DOS ------------- Exit temporarily to DOS. ---------------- SETUP sub-menu ---------------- FIELDS/CARRY ------------ Turn fields and carry-over on/off FOREIGN STATES ---------- Define foreign state codes. SCREEN COLORS ----------- Assign screen colors. PRINTER CODES ----------- Assign optional printer codes. TEMPLATE CODES ------ Codes for use in templates. ALL PURPOSE --------- Codes used with SET PRINTER command. MODEM PARAMETERS -------- Allows auto-dialing of phone numbers. EXTERNAL EDITOR --------- Define an external text editor. MISCELLANEOUS ----------- Miscellaneous setup. CHECK CONFIG.SYS ---- Checks the CONFIG.SYS file on disk. SET "P.O. BOX" ------ Define string for "Zippy" P.O. Box's. REGISTRATION # ------ Displays registration number on screen. The remainder of this manual describes and explains how to use each command in the sub-menus starting with the RECORDS sub-menu going from top to bottom and ending with the SETUP sub-menu. Sometimes a command will refer to other commands if they are pertinent to the task at hand.