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Reliance Mailing List ver. 2.0 Page 1
User Documentation
3/11/86
RELIANCE MAILING LIST USER DOCUMENTATION
Copyright (c) 1986
William Meacham
1004 Elm Street
Austin, Tx 78703
THIS PROGRAM AND DOCUMENTATION
ARE HEREBY RELEASED TO THE PUBLIC DOMAIN
If you find this program useful, please make a
contribution to encourage me to write some more. Thanks!
Reliance Mailing List ver. 2.0 Page 2
User Documentation
3/11/86
TABLE OF CONTENTS
Section Page
------- ----
Chapter One -- Introduction ......................... 4
How to use this manual ............................ 4
Overview of the chapter ........................... 4
Program Overview .................................. 4
Equipment needed .................................. 4
Starting the program .............................. 5
How to enter data ................................. 5
The Enter key ................................... 5
Using the cursor control keys.................... 6
Entering negative numbers........................ 7
Entering dates .................................. 7
Yes/No answers .................................. 8
Correcting mistakes ............................. 8
Press space bar ................................. 8
The first time you run the program ................ 9
Saving the data to disk ........................... 9
Using more than one data diskette ................. 10
Make a working copy of the program ................ 10
Back up your files! ............................... 10
Chapter Two -- Program Functions .................... 12
Overview of the chapter ........................... 12
Starting the program --
Title screen, date and disk drive ............... 12
Overview of the Main Menu ......................... 13
MAIN MENU options:
1 The Set-Up Menu .............................. 15
Overview of the Set-Up Menu
SET-UP MENU options:
1 Compute maximum names allowed ........... 16
2 Set up your printer ..................... 17
3 Define selection categories ............. 19
4 Change data file ID ..................... 20
5 Count names used ........................ 20
6 Display system control information ...... 21
7 Print system control information ........ 21
2 Add a name ................................... 22
3 Display or Change a name ..................... 24
4 Delete a name ................................ 25
5 Record contributions ......................... 25
6 Print list of names .......................... 26
7 Print labels ................................. 28
8 Create MailMerge file ........................ 29
9 Change data diskette ......................... 30
Reliance Mailing List ver. 2.0 Page 3
User Documentation
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Chapter Three -- Compiling the Source Code .......... 31
Overview of the chapter ........................... 31
Source code files ................................. 31
To compile for CP/M ............................... 31
To compile for MS/PC-DOS .......................... 32
Data file structure ............................... 32
Reliance Mailing List ver. 2.0 Page 4
User Documentation
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CHAPTER ONE -- INTRODUCTION
HOW TO USE THIS MANUAL
The program is completely menu-driven, so you can probably get by
without reading much of the documentation, but please read
Chapter One anyway. It tells you how to use the cursor keys to
enter data and other such basic information. Refer to Chapter
Two as needed for detailed information about each program
function. Chapter Three tells how to compile the program; read
it only if you want to modify the program and recompile it.
OVERVIEW OF THIS CHAPTER
This chapter contains background information you need to know in
order to run the program. It does not discuss each program
function -- that is left for Chapter Two. At least read "How to
enter data" and "The first time you run the program." If you are
an experienced computer user you can safely skip the rest, but if
you are relatively new to computers, read the whole chapter.
PROGRAM OVERVIEW
The Reliance Mailing List program maintains a data file of names
and addresses and other information. Designed for a political
campaign, it can be used by individuals, charitable organizations
or small businesses as well. It is extremely easy to use; menus
show all program functions. It is available in CP/M and PC-DOS
(MS-DOS) versions. It prints two-across mailing labels and
creates a "mailmerge" file to export data to other programs. You
can select the names to print in a variety of ways and sort them
by last name or zip code.
EQUIPMENT NEEDED
To run the program you will need:
* A Kaypro computer (CP/M) with two floppy disk drives or a
hard disk and one floppy disk drive.
OR
An IBM PC, PC-XT or compatible computer with two floppy disk
drives or a hard disk and one floppy disk drive.
* At least 128K of Random Access Memory (RAM) for IBM, 64K for
Kaypro.
Reliance Mailing List ver. 2.0 Page 5
User Documentation
3/11/86
* A copy of the Operating System for your computer -- PC-DOS
or MS-DOS version 2.0 or greater for IBM, CP/M for Kaypro.
* A dot-matrix printer that can print 132 columns in
"compressed" mode.
* Mailing labels, 2-across, 4" X 15/16" on 9 1/2" pin feed
paper -- Avery 4143 or equivalent.
* Diskettes, paper, printer ribbon, etc.
STARTING THE PROGRAM
The program is contained in two files, MAIL.COM and MAIL.000;
both must be present on the logged disk and user area (CP/M) or
directory (MS/DOS).
Floppy disks
Start the computer as you usually do with your DOS or CP/M
diskette. Put the Mailing List Program diskette in drive A and a
data disk in drive B.
Type: MAIL and press the Enter key.
Hard disk
Start the computer as you usually do. Go to the user area (CP/M)
or subdirectory (PC or MS-DOS) where you keep your mailing list
program and data.
Type: MAIL and press the Enter key.
NOTE: The Enter key may be labelled "Return" or "Enter" (Kaypro)
or show an arrow going down and to the left (IBM).
If there are no data files (for instance, the first time you run
the program) you are asked if you want to create them. See
detailed instructions in Chapter Two.
HOW TO ENTER DATA
You enter data by filling in blanks on forms that are displayed
on your screen. Type the information requested, then press the
Enter key. The cursor then moves to the next data entry field.
(The "cursor" is the blinking underline or solid block that
indicates where the next character you type will be displayed.)
The Enter Key
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User Documentation
3/11/86
The Enter key on the IBM PC is the arrow going down and to the
left. On the Kaypro it is labeled "Return" or "Enter."
To enter data,
Type: the data
and press the Enter key.
Using the cursor control keys
You may move around the screen to enter data and make corrections
as follows:
* To erase a character
The left-arrow, the Backspace, the Del key and, on the IBM,
the F1 key all erase the character to the left of the
cursor. You may also type Ctrl-S (press and hold down the
"Ctrl" key and type "S").
* To erase the entire entry
Type Ctrl-Y or, on the IBM, the F2 key to erase everything
in a data entry field.
* To move down one line
The Return, Enter, down-arrow and IBM F4 keys move the
cursor to the next data entry field. You may also type
Ctrl-X. After you type the data requested, use one of these
keys to move on. For simplicity we shall refer to all these
keys as the "Enter" key. Whenever this manual says "the
Enter key," it means one of these keys. (On the IBM the
Enter key is an arrow going down and to the left.)
* To move up one line
The up-arrow or, on the IBM, the F3 key, moves the cursor to
the previous data entry field. You may also type Ctrl-E.
* To skip to the end of the screen
Press Ctrl-C or F8 (IBM) to go immediately to the bottom of
the form displayed on the screen.
* To skip to the beginning of the screen
Press Ctrl-R or F7 (IBM) to go immediately to the first line
of the form displayed on the screen.
* To cancel data entry
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The ESC, or Escape key cancels data entry. Use this key to
throw away everything you have entered on a particular
screen and start all over again.
* SUMMARY
Action Labelled Arrow Ctrl Function
key key key (*) key (IBM)
DELETE character Del, left S F1
to left Backspace
DELETE entire Y F2
entry
MOVE DOWN Return, down X F4
a line Enter
MOVE UP up E F3
a line
FAST FORWARD PgDn C F8
to end of screen (IBM)
FAST BACKWARD PgUp R F7
to beg. of screen (IBM)
CANCEL data entry Esc
(*) Ctrl key: Hold down the "CTRL" key, push the letter
key, then release both keys.
Entering negative numbers
To enter a negative number type a minus sign first, then the
number, then the Enter key. For instance, to enter "-123.58,"
Type: -123.58
and press the Enter key.
Entering dates
To enter a date enter the month, the day and the year separately.
The data entry field looks like this:
MM/DD/YYYY
For instance, to enter April 25, 1986, do the following:
1. The cursor starts at the Month field.
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Type: 4 or 04
and press the Enter key.
2. The cursor moves to the Day field.
Type: 25
and press the Enter key.
3. The cursor moves the the Year field.
Type: 85 or 1986
and press the Enter key.
You may omit the century when entering the year. If you enter
"86," the century is added and "1986" is displayed. If you enter
a year between 80 and 99 the century is assumed to be 19; if you
enter a year between 00 and 79 the century is assumed to be 20.
You may enter any century you wish by typing all four digits.
For instance, to enter the year 1950,
Type: 1950
and press the Enter key.
Yes/No Answers
Sometimes a question will appear, such as "Do you wish to add
another name?" Type "Y" for Yes or "N" for No. You do not need
to press the Enter key.
In some cases the answer to the question ("Yes" or "No") is
already displayed. To accept the answer displayed, press the
Enter key. To change the answer displayed, type "Y" or "N"
without pressing the Enter key.
Correcting mistakes
If you make an error, use cursor commands to correct it. The
easiest way is:
1. Move the cursor to the line where the mistake is.
2. Press the "delete entire entry" key (Ctrl-Y on Kaypro and
IBM, F2 on the IBM).
3. Type: the correct information
and press the Enter key.
Press space bar . . .
When you get to the end of a data entry screen, the following
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message appears:
--------------------------------------------------
PRESS SPACE BAR TO CONTINUE OR UP-ARROW TO GO BACK
--------------------------------------------------
This give you one last chance to review what you have entered and
go back and change it if you wish. After you press the space
bar, you cannot go back and change it, so be sure everything is
correct before you press the space bar.
THE FIRST TIME YOU RUN THE PROGRAM . . .
Before you enter data, choose Main Menu Option 1, "Set-up Menu,"
then Option 1 of the Set-up Menu, "Compute maximum names
allowed." Use this option to tell the program how much data
space you have available on your disk. The program computes how
many names you can store and will not let you enter more names
than this. (You can use this option to change what you have
entered later.) Before you use this option, the program will not
let you enter any names, so do this first.
Before you print your mailing list or labels, select "Set up your
printer," Option 2 of the Set-up Menu, to tell the program how to
make your printer print in "compressed print" (132 characters on
8 1/2" wide paper). The program comes set up for Epson and
compatible printers, so if you have an Epson you do not need to
do this.
You may also wish to use "Define selection categories," Option 3
of the Set-up menu, to enter the labels that will appear on your
data entry screen for selection categories.
All these menu options are explained in more detail later.
SAVING THE DATA TO DISK
The program saves the data onto disk whenever you return to the
Main Menu (unless you have thrown it away by pressing the Escape
key.) There is no menu option for saving your data. To be sure
your data is saved, always return to the Main Menu before exiting
the program.
Caution
Please do NOT reset or turn off your computer before you exit the
program, or you may lose some of the data you have entered. The
operating system keeps the data you have entered in an internal
area, called a "buffer," in the computer's memory and only
Reliance Mailing List ver. 2.0 Page 10
User Documentation
3/11/86
periodically actually writes it to disk. If the power should
fail before the data were written, you could lose it. For
safety's sake, always exit the program before turning off your
computer.
USING MORE THAN ONE DATA DISKETTE
You can use more than data diskette, but you must use Main Menu
Option 9 to change diskettes. In the CP/M version of the
program, this resets the disk system so you will be able to write
on the new diskette. In both CP/M and PC/MS-DOS, this reads in
the appropriate system control information for the new diskette.
If you change diskettes without using this menu option, you may
lose data, so always use this menu option to change diskettes!
MAKE A WORKING COPY OF THE PROGRAM
Before using the program make a working copy (for computers with
two floppy disk drives) or copy the program to the hard disk if
you have one. The program is contained in two files, MAIL.COM
and MAIL.000; both must be on the logged disk and user area or
subdirectory to run the program! You will also need one or two
blank diskettes for your data files, one if you are using a
computer with a hard disk drive, two if you are using a computer
with two floppy disk drives.
Two floppy disk drives
If you are using a computer with two floppy disk drives, make a
copy of the program diskette that we send you (we call this the
"distribution diskette"). Use the copy for everyday use. Store
the distribution diskette in a safe place, free from dust,
magnetism and extremes of heat or cold, so you can always make
another copy if your working copy becomes damaged. The operating
system manuals that come with your computer will tell you how to
make a copy of the distribution diskette.
Hard disk
If you are using a computer with a hard disk, copy the program
files from the distribution diskette to your hard disk and always
run the program from your hard disk. Store the distribution
diskette in a safe place, free from dust, magnetism and extremes
of heat or cold, so you can always make another copy if your
working copy becomes damaged.
BACK UP YOUR FILES!
Always make a backup copy of your data files after you have run
the program and entered data! Store the backup diskette
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User Documentation
3/11/86
separately from your everyday data diskette. If something should
happen to your data diskette, make a copy of the backup diskette
and use it. Diskettes are cheap; your time and data are not.
Always make a backup copy of your data files!
Use the copy program or operating system command that comes with
your computer, such as "PIP" or "Copy." You may also copy the
whole data diskette using a "Copy" or "Diskcopy" program.
The data files all have the extension RML. If you use PIP or the
Copy command, specify the files to be copied as "*.RML." This
specifies all files with the extension "RML."
Note -- if your data files occupy more than half of a data
diskette, you may not be able to copy them with PIP, because PIP,
when it copies a file to diskette which already has a file of
the same name on it, writes a new copy of the file on the
diskette before erasing the old copy. If the file is too big,
there will not be enough room for both the new and the old copy.
In this case, you should copy the whole diskette using a "Copy"
program that copies the whole diskette.
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CHAPTER TWO -- PROGRAM FUNCTIONS
OVERVIEW OF THIS CHAPTER
This chapter explains each program function. Use it as a
reference when you need more information than is given on the
screen.
STARTING THE PROGRAM -- TITLE SCREEN, DATE AND DISK DRIVE
The title screen identifies the program; press the Space Bar to
continue, or press ESC to cancel and return to the operating
system.
You are asked for the current date. This date appears on all
printed output. You cannot enter an invalid date, but it is up
to you to enter the correct date.
You are asked where your data files are. On a system with two
floppy disks this would normally be drive B, although you may
keep the data on your program disk (drive A) if you wish. On a
hard disk, this would normally be drive C. Valid drives are A
through P, but if you enter a non-existent drive the program will
crash.
You can use the cursor keys to move between the entries on this
screen or press ESC to cancel and return to the operating system.
The first time you run the program
If the program does not find all the files on the drive you
enter, it displays a message:
-------------------------------------
DATA FILES DO NOT EXIST ON DRIVE X
Do you wish to create them? (Y/N) NO
-------------------------------------
"No" is displayed because that is the default answer if you just
press the Enter key. If you type "N" or just press Enter you
return to the operating system. If you type "Y," new data files
are created. You are asked for a descriptive ID for these data
files; you would use this to identify, for instance, different
data diskettes.
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THE MAIN MENU
Next the Main Menu appears:
--------------------------------------------------
RELIANCE MAILING LIST MAIN MENU
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Please select:
1 Set-Up Menu
2 Add a name
3 Display or Change a name
4 Delete a name
5 Record contributions
6 Print list of names
7 Print labels
8 Create MailMerge file
9 Change data diskette
ESC Exit the program
==> _
--------------------------------------------------
Overview of the Main Menu
1. The SET-UP MENU allows you to enter and change global or
system information, such as how much disk space you wish to
use for your data, how to make your printer print in
compressed print, etc. You MUST select this option then
select the first item on the Set Up Menu, "Compute maximum
names allowed," before you can add any names.
2. ADD A NAME. Just what it says.
3. DISPLAY OR CHANGE A NAME. This allows you to view
information that you have already entered and to change it
if you wish. You can browse the file; after you select a
name to view, you can view the next one or the previous one.
If you don't remember how to spell a name, you can still
find it with this option.
4. DELETE A NAME. Just what it says.
5. RECORD CONTRIBUTIONS. A subset of changing information for
an existing name, this option lets you enter the most recent
date and amount of contribution or payment. The program
computes the total amount of contributions.
Reliance Mailing List ver. 2.0 Page 14
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6. PRINT LIST OF NAMES. You can select which names to print in
a variety of ways and how to sort them, by last name or zip
code.
7. PRINT LABELS. Prints two-across, 4" X 15/16" labels. You
can select which names to print in a variety of ways and how
to sort them, by last name or zip code.
8. CREATE MAILMERGE FILE. This creates a file usable by the
MailMerge function of WordStar. You select which
information to put in the file, which names to use and how
to sort, as well as the file name.
9. CHANGE DATA DISKETTE. You MUST use this option if you want
to change data diskettes. Do NOT change data diskettes
while you are in the program except by using this option.
When you use this option the program reads in the system
control information for the new set of data files and, for
CP/M, resets the disk system. If you change data diskettes
without using this information you risk damaging your data!
ESC EXIT THE PROGRAM. The ESC key always gets you out of
whatever function you are in. In this case it gets you out
of the program altogether. You are asked if you really want
to quit, so don't worry about hitting the ESC key
accidentally.
Reliance Mailing List ver. 2.0 Page 15
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THE SET-UP MENU (Main Menu Option 1)
This menu allows you to enter and change a number of system
control data items.
--------------------------------------------------
SET-UP MENU
Please select:
1 Compute maximum names allowed
2 Set up your printer
3 Define selection categories
4 Change data file ID
5 Count names used
6 Display system control information
7 Print system control information
ESC Return to Main Menu
==> _
--------------------------------------------------
Overview of the Set-Up Menu
1. COMPUTE MAXIMUM NAMES ALLOWED. You tell the program how
much disk space you have available for data and the program
tells you how many names you can enter. You MUST do this
before entering any names.
2. SET UP YOUR PRINTER. Install your printer so the program
can make it print in compressed print.
3. DEFINE SELECTION CATEGORIES. Enter a label or
description for each of eight categories used to select
names for printing.
4. CHANGE DATA FILE ID. Change the descriptive ID entered when
you first create data files.
5. COUNT NAMES USED. Find out how many names there are in your
data files, based on a variety of selection criteria.
6. DISPLAY SYSTEM CONTROL INFORMATION. This shows at a glance
how many names are allowed and how many are used, what the
printer installation is, etc.
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7. PRINT SYSTEM CONTROL INFORMATION. This prints the same
information as Option 6.
Following is an explanation of each of these options.
COMPUTE MAXIMUM NAMES ALLOWED (Set-Up Menu Option 1)
This tells the program how many names, maximum, you want to
enter, based on how much disk space is available. The data entry
screen looks like this:
--------------------------------------------------------------
How many "K" are available on drive X for your data files? ___
You may have a maximum of _____ names.
Is this satisfactory? (Y/N) ___
--------------------------------------------------------------
When you enter the number of K available the program computes the
maximum number of names. (A "K" is 1024 bytes -- a standard IBM
DOS 2.x diskette contains 360K; a Kaypro single-sided disk is
191K and a double-sided disk is 390K.) The program will not let
you enter more names than this; this prevents you from filling up
the disk and then crashing the program.
However . . . It is up to you to make sure you have all the
space you say you have! The program does not check to see that
enough space is available. Also, the program uses up space as it
goes; it does not allocate it all at once. When you first start,
you will not fill a disk by any means. Just be sure you don't
put other files on your data disk. Hard disk users must make
sure there is always enough space on the disk.
Before you enter anything on this screen the maximum number of
names allowed is zero, so you cannot add any names at all. That
is why you have to enter this data before you add names.
Reliance Mailing List ver. 2.0 Page 17
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SET UP YOUR PRINTER (Set-Up Menu Option 2)
Use this option to install your printer. The program prints
132-column labels and lists. To fit on 4" wide 2-across
labels, it must print in compressed print. Most dot matrix
printers and a few daisy wheel printers can do this; the
program has to send the printer special non-printing control
codes to make it do so. Use this option to enter these codes.
The data entry screen looks like this:
--------------------------------------------------------------
SET UP YOUR PRINTER
This program prints mailing labels and lists in compressed
print. Please enter the codes needed to control your printer.
INITIALIZATION:
Enter the decimal equivalents of up to four control codes
to turn ON compressed print:
==> 15 ==> ___ ==> ___ ==> ___
RESET:
Enter the decimal equivalents of up to four control codes
to turn OFF compressed print:
==> 18 ==> ___ ==> ___ ==> ___
--------------------------------------------------------------
The codes are the decimal equivalents of the control characters
used for your printer. The program comes set up for the Epson
printers (FX-80, etc.); the codes shown above are just like
entering /015 and /018 in Lotus 123. Your printer manual should
list the control codes to put your printer into compressed print,
and then back to normal print. They are often found as part of a
BASIC program to control the printer, like this:
10 LPRINT CHR$(15); REM TURN ON COMPRESSED PRINT
The number you want here is 15. (Note -- the actual number or
numbers will differ from printer to printer; this is only an
example.)
Sometimes the codes are listed in a table as the names of the
characters to be sent to the printer, like this:
ESC "P" 16.5 lines per inch
In this example you should send two characters, first the Escape
character, then an upper-case "P." You will have to find the
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decimal equivalents of each character and enter them; do not try
to enter the characters themselves. Look for an ASCII chart in
the printer manual which lists all the characters and their
numeric equivalents (use decimal equivalents, not hexadecimal).
To test the printer, go to "Print Labels" on the Main Menu and
start to print some labels, just on plain paper. Before the
labels are printed the program prints a test pattern. If the
test pattern looks OK, you have the right codes installed. You
can cancel before actually printing all the labels.
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DEFINE SELECTION CATEGORIES (Set-Up Menu Option 3)
Selection categories are a way for you to print only part of your
file of names. There are eight categories, and for each name in
your file you can enter "Yes" or "No" in each category. When you
print the names you can select only those who have a "Yes" in
Category 1, for instance, or only those who have a "Yes" in
Category 1 or 2. This program option allows you to define the
meaning of each category. The data entry screen looks like this:
-------------------------------------
DEFINE SELECTION CATEGORIES
1 ____________________
2 ____________________
3 ____________________
4 ____________________
5 ____________________
6 ____________________
7 ____________________
8 ____________________
-------------------------------------
On each line, enter a label that describes the selection
category. You can change these at any time, but be aware that
there is no inherent link between what you enter here and the "Yes"
or "No" you enter in the name information. Suppose you define
category 1 as "Republican" and 2 as "Democrat", then enter names,
some with "Yes" for 1 and some with "Yes" for 2. You could then come
back to this screen and change "Democrat" to "Republican" and
vice versa. But this would not change the "Yes" in the name
information. All the people that used to be listed as
Republicans would now be listed as Democrats and vice versa!
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CHANGE DATA FILE ID (Set-Up Menu Option 4)
The data file ID is the descriptive information you enter when
you first create your data files. Use this option to change it if
you wish, for instance to correct misspellings.
COUNT NAMES USED (Set-Up Menu Option 5)
You can count the total number of names you have on file or the
number of names that meet certain criteria. The criteria are
displayed as follows:
------------------------------------------------------------------
SELECT FOR OUTPUT
1 All the names 5 Those who have contributed
2 Only certain categories since a certain date
3 One precinct 6 Those whose total contribution
4 One zip code is at least a certain amount
------------------------------------------------------------------
Depending on which one you select, you are asked to define the
selection further. If you select "one zip code," for instance,
you are then asked to enter the zip code; if you select "those
whose total contribution is at least a certain amount," you are
asked to enter the amount.
If you select "only certain categories," you are asked to type a
"Y" or an "N" for each category. The program counts the names
which have a "Yes" in one or more of the categories you select.
In other words, you select an "OR" criterion. Suppose you type a
"Y" for category 1 and a "Y" for category 3. The program counts
all the names with a "Yes" for category 1 or a "Yes" for category
3 or a "Yes" for both of them. You cannot select "1 or 3 but
not both."
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DISPLAY SYSTEM CONTROL INFORMATION (Set-Up Menu Option 6)
PRINT SYSTEM CONTROL INFORMATION (Set-Up Menu Option 7)
These options display or print the information that you have
entered in the Set-Up Menu. Here is a picture of the display:
--------------------------------------------------------------
SYSTEM CONTROL INFORMATION
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Today's date: MM/DD/YYYY
Disk space available for data: ____ K
Maximum names allowed: ____
Number of names used: ____
Number of names left: ____
Printer: Selection categories
Turn compressed print ON: 1 XXXXXXXXXXXXXXXXXXXX
2 XXXXXXXXXXXXXXXXXXXX
XXX XXX XXX XXX 3 XXXXXXXXXXXXXXXXXXXX
4 XXXXXXXXXXXXXXXXXXXX
Turn compressed print OFF: 5 XXXXXXXXXXXXXXXXXXXX
6 XXXXXXXXXXXXXXXXXXXX
XXX XXX XXX XXX 7 XXXXXXXXXXXXXXXXXXXX
8 XXXXXXXXXXXXXXXXXXXX
--------------------------------------------------------------
There is no data entry for these options; they are merely a quick
way to get a summary of the status of your files, particularly
how many more names you can enter.
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ADD A NAME (Main Menu Option 2)
Use this menu option to add names to your data file. When you
select this option, the data entry screen appears:
------------------------------------------------------------------------------
ADD A NAME
Last Name: ______________________________ Contributions
First Name: ____________________ Last amount: $ ____________
Last date: MM/DD/YYYY
Title: ___________ Total amount: ____________
Salutation: ___________
Selection categories
Address: _________________________ 1 ____________________ XXX
_________________________ 2 ____________________ XXX
City: _______________________ 3 ____________________ XXX
State: __ Zip Code: _________ 4 ____________________ XXX
5 ____________________ XXX
Home Phone: ______________ Precinct ___ 6 ____________________ XXX
Work Phone: ______________ 7 ____________________ XXX
8 ____________________ XXX
------------------------------------------------------------------------------
Fill in the blanks to enter the information requested. You must
enter something for the last name; you can skip everything else.
Use the cursor control keys to move back and forth around the
screen to correct mistakes.
Most of the data fields are self explanatory. Title is, for
example "Ms." or "Professor." Salutation is how the person would
be addressed in a letter. John Harker might be addressed as
"Dear Jack," so you would enter "Jack" for the salutation. (Note
-- this program does not print letters; this field is available
if you wish to use the MailMerge file output with a word
processing program to print letters.)
Selection categories are a way for you to print only part of your
file of names. When you print the names you can select only
those who have a "Yes" in Category 1, for instance, or only those
who have a "Yes" in Category 1 or 2. The selection categories
are "Yes/No" entries. Type a "Y" to include this name in the
category; type "N" or just press the Enter key to leave it out of
the category.
When you get to the end of the data entry screen, the following
message appears:
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--------------------------------------------------
PRESS SPACE BAR TO CONTINUE OR UP-ARROW TO GO BACK
--------------------------------------------------
This gives you one last chance to review what you have entered and
go back and change it if you wish. After you press the space
bar, you cannot go back and change it, so be sure everything is
correct before you press the space bar.
You are then asked if you wish to save the information. Type "Y"
to add the name to your data file or "N" to cancel and not add
it. You are then asked if you wish to add another name. Type
"Y" to get a fresh data entry screen or "N" to quit and return to
the Main Menu.
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DISPLAY OR CHANGE A NAME (Main Menu Option 3)
Use this option to display a name, to browse through the file of
names, and to change the information recorded for a name. You
are asked for the name you wish to display or change.
-----------------------------------------
DISPLAY OR CHANGE A NAME
Press ESC to cancel
Last name: ______________________________
-----------------------------------------
If the program cannot find the name you enter, the following
message appears:
-----------------------------------------
NAME NOT FOUND
Do you wish to view the closest one found?
(Y/N) ___
-----------------------------------------
If you type "Y," or if the program found the name you entered,
the data entry screen appears. At the bottom of the screen, the
following choices are displayed:
-----------------------------------------
SELECT: 1 Display previous record
2 Display next record
3 CHANGE this record
ESC Cancel ==> _
-----------------------------------------
You can now browse forward and backward through the file. When
you find the name you wish to change, enter "3;" the cursor moves
to the data entry portion of the screen, where you can move it
around and change the information displayed. If you do not wish
to make any changes, press the ESC key; you can then enter
another name to look up or go back to the menu.
Note -- the names are stored alphabetically by the first five
characters of the last name. If you look up Joanna Johnson, you
might find James Johnson instead, or Johnston or Johns. The
ability to browse forward and backward lets you move to the one
you want.
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DELETE A NAME (Main Menu Option 4)
Use this option to remove a name you no longer wish to have in
your data file. It works just like changing or displaying a
name. First you enter the name, then you get to browse through
the file to find the exact one you want. When you find the one
you want, enter "3" to delete it or ESC to cancel and not delete
it.
RECORD CONTRIBUTIONS (Main Menu Option 5)
This option makes it easy to keep track of who has contributed
money to your organization, how much and when. You could use the
Change option to record each contribution, but then you would
have to add up the total contribution yourself. With this option
the program adds it up for you.
To select a name for whom to record a contribution, first enter
the name, then browse through the file to find the exact one you
want, just like in the Display or Change option. When you find
the one you want, enter "3." The following appears:
-----------------------------------------
Previous total: $ 999999999.99
Contribution: ------------
New total: 999999999.99
Date: MM/DD/YYYY
-----------------------------------------
The previous total is displayed. When you enter the
contribution, the new total is added up and displayed. After you
enter the date, the "Press space bar ..." message appears, then
you are asked if you wish to save the information. At any point
before you press the space bar you can press ESC to cancel.
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PRINT LIST OF NAMES (Main Menu Option 6)
This prints the names you have in your data file. The report is
132 columns wide, so if your paper is 8 1/2 inches wide you must
print in compressed mode, and you must set up your printer using
Set-Up Menu Option 2 before you print.
Before you print the list you must select which names to print.
First the following choices appear:
------------------------------------------------------------------
SELECT FOR OUTPUT
1 All the names 5 Those who have contributed
2 Only certain categories since a certain date
3 One precinct 6 Those whose total contribution
4 One zip code is at least a certain amount
------------------------------------------------------------------
Depending on which one you select, you are asked to define the
selection further. If you select "one zip code," for instance,
you are then asked to enter the zip code; if you select "those
whose total contribution is at least a certain amount," you are
asked to enter the amount.
If you select "only certain categories," you are asked to type a
"Y" or an "N" for each category. The program will print the
names which have a "Yes" in one or more of the categories you
select. In other words, you select an "OR" criterion. Suppose
you type a "Y" for category 1 and a "Y" for category 3. The
program will print all the names with a "Yes" for category 1 or a
"Yes" for category 3 or a "Yes" for both of them. You cannot
select "1 or 3 but not both."
Next you are asked how to sort the names:
-----------------------------------------
SORT BY: 1 Last name
2 Zip code ==> _
-----------------------------------------
Sorting by last name sorts by the first five characters of the
last name, so Joanna Johnson might be printed before Bill Johns.
Sorting by zip code prints the names alphabetically within each
zip code. After you choose how to sort, the following appears:
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--------------------------------------------------
PLEASE PUT PLAIN PAPER IN THE PRINTER
PRESS SPACE BAR TO CONTINUE OR UP-ARROW TO GO BACK
--------------------------------------------------
You can go back and change your selection and sort choices now;
after you press the space bar you can't. When you press the
space bar, the list of names starts to print. To stop before it
is finished, press ESC. You will be asked if you really want to
quit, so don't worry about pressing ESC by accident.
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PRINT LABELS (Main Menu Option 7)
The program prints labels two across. It is designed for Avery
4143 labels or the equivalent; each label is 4" wide by 15/16"
high. The procedure is the same as for printing the list of
names; first you choose which ones to print, then how to sort
them. When you press the space bar to start printing, a test
pattern is printed and the following message appears:
------------------------------------------
PRINTING TEST PATTERN
Use the test pattern to align your printer
Please select:
1 Print test pattern again
2 Print the labels
ESC Cancel and return to menu
==> _
------------------------------------------
Use the test pattern to make sure the labels will be printed
properly. Adjust the printer and print the test pattern again
until you get it the way you want it.
Since you can cancel at the point without printing any names, you
can use this option to test your printer set-up. If the test
prints small enough to fit across 8 1/2" wide paper, your printer
is set up correctly.
Once the labels are printing, you can press ESC to stop. You
will be asked if you really want to quit, so don't worry about
pressing ESC by accident.
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CREATE MAILMERGE FILE (Main Menu Option 8)
You can create a disk file of your name and address information
in a format that the MailMerge function of WordStar can use.
(Need I say that "MailMerge" and "WordStar" are trademarks of
MicroPro International, Inc.?) PC-Write (tm Quicksoft) and many
other programs can also use this format to read data, so this is
a way you can transfer your information to other data bases or
word processing programs.
The file is in ASCII format, with each name and address record on
one line of text. Each data item (such as first name, last name,
etc.) is separated from the next by a comma. If the data item
contains a comma, it is enclosed in double quotes (""). You must
read the manual for the program to which you are transferring the
information to find out how to use this file.
The procedure is much like printing names or labels; first you
select which names to write to the file, then how to sort them.
There is an additional step, however. You must select which
data items to include in the mailmerge file and what to name the
file. To do this, the data entry screen appears with a Yes/No
choice next to each data item. Type "Y" to include the item in
the mailmerge file or "N" to leave it out. At the bottom of the
screen you enter the name of the file to create. You can enter
any valid file name that contains nothing but letters and
numbers; no special characters are allowed.
Please note -- the program does not check to see if there is
enough disk space to create the mailmerge file. If there is not,
the program will crash. The mailmerge file will be much smaller
than the Reliance Mailing List data files, so you can most likely
fit it on your A drive with your program files. If the program
does crash, you will not lose any data; the program is only
reading, not writing, your data files.
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CHANGE DATA DISKETTE (Main Menu Option 9)
To change data diskettes while running the program, you must use
this option. When you use this option, the program reads the
system control information from the new diskette, so it knows how
many names have been used and how many are left, what the
selection categories are called, etc. In the CP/M version of the
program, it resets the disk system so you can write on the new
diskette (this step is not necessary under MS/PC-DOS.) If you
change diskettes without using this option, you may damage your
data files.
When you select this option, the following instructions appear:
------------------------------------------
Put in the new data diskette,
THEN press the space bar . . .
------------------------------------------
Do just what it says; when you press the space bar, the program
reads the new system control information.
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CHAPTER THREE -- COMPILING THE SOURCE CODE
OVERVIEW OF THIS CHAPTER
This chapter is for those who want to know how the program is
compiled so they can make changes. You do not have to read this
chapter just to run the program.
SOURCE CODE FILES
The program is written in Turbo Pascal, version 2.0 for CP/M and
3.0 for MS/PC-DOS. Version 3.0 does not use BCD reals or the
8087 support. The program uses the Turbo Access routines found
in the Turbo Database Toolbox. Most of the procedures are
overlayed, so the object code is in two files, MAIL.COM, the
root, and MAIL.000, the overlay file.
The program source code is contained in the following files:
MAIL.PAS The main program
ACCESS.BOX, GETKEY.BOX, Turbo Access routines -- not
ADDKEY.BOX, DELKEY.BOX included with the program --
you must buy them from Borland
International
IO20.INC Formatted input/output routines
MAILDATE.INC Reading and writing dates
MAILGLOB.INC Global declarations
MROOT1.INC, MROOT2.INC Miscellaneous routines that are
called by more than one procedure
MINIT.INC Routines to initialize the
program when it is first started
MSETUP.INC The Set-Up menu
MADDETC.INC Add, change, delete a name and
record contributions
MPRINT.INC Print list of names and labels
MAILMERG.INC Create mailmerge file
TO COMPILE FOR CP/M
In file IO20.INC, comment out the version of procedure KEYIN that
is for MS/PC-DOS and un-comment the version that is for CP/M,
specifically the Kaypro. In file MINIT.INC, make sure that the
two calls to the BDOS procedure are NOT commented out. These are
the only places the source code differs between CP/M and
MS/PC-DOS. This is one of the many reasons I like Turbo Pascal
so much -- the code is very portable.
Compile to a COM file with the End address set to $D440. This
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leaves plenty of room for different size operating systems.
TO COMPILE FOR MS/PC-DOS
In file IO20.INC, comment out the version of procedure KEYIN that
is for CP/M and un-comment the version that is for MS/PC-DOS. In
file MINIT.INC, make sure that the two calls to the BDOS
procedure are commented out (they are plainly marked). These are
the only places the source code differs between CP/M and
MS/PC-DOS.
You probably do not have to overlay the program for MS/PC-DOS,
although I have done so just to ensure source code portability.
The overlay procedures are in files MINIT.INC, MSETUP.INC,
MADDETC.INC, MPRINT.INC, and MAILMERG.INC. Search for the
keyword "overlay" and delete it before compiling.
DATA FILE STRUCTURE
There are four data files, defined in MAILGLOB.INC:
SCR.RML File of one record, the System
Control Record. This is read at
the beginning of the program and
when the user changes diskettes
using Main Menu Option 9 and is
written only when the information
changes.
MASTER.RML The master file containing the
name and address records. It is
of type Datafile, defined in the
Turbo Access routines.
INDEX1.RML Turbo Access Indexfile,
containing the last name index,
which is the first five
characters of the last name,
purged of blanks and made all
upper case.
INDEX2.RML Indexfile containing the zip
code index, the zip code plus the
last name key.
The program can print records in name or zip order without
resorting because it keeps both indexes current.
