Copyright: Copyright ©1996, MicroMetric, All Rights Reserved.
Citation: Copyright ©1996, MicroMetric, All Rights Reserved.


Contents
MAIL_MAN Help Contents

Introduction    A summary of MAIL_MAN's Features and Functions.

Main Menu    The Menu Functions and their items

Main Button Bar    Definition and actions of the various buttons.

Logging On and Off    Gaining access to the database, and closing your files.

Creating Messages    Both Phone and Email Message generation

Retrieving Messages    From the In and Out Boxes, and from Folders in the Filing Cabinet.

Editing Files    Description of the various file editing options.

Order Information    Licensing and Upgrading.

Technical Support    When all else fails.


Phone Message Create

Phone messages may be taken by any individual within the organization, for any other individual To create a Phone Message, click on the Main Tool Bar icon, select EDIT | NEW PHONE MESSAGE or press [F2].

Message TO List

The Phone Message TO selection box contains a list of all employees in the organization, and it is here you specify the person for which you are taking the phone message. This employee list is sorted in the Phone Message To Sort Order that is checked above the selection box.

Message From List

The Phone Message FROM selection box contains a list of those individuals that have previously left a message for the Message TO selected employee. This address list is sorted in the Phone Message From Sort Order that is checked above the selection box.If the person who is leaving the message is not currently listed, the necessary information about them can be added by clicking on Add to Address Book.

Action Check Boxes

The Phone Message Action box contains a variety of pre-defined actions any of which may be clicked.

Message

Type the message, if any, in the Phone MESSAGE edit window.

Priority Check Boxes

A single Phone Message Priority must be specified. The default is the same priority as for the last phone message taken.

Send Button

Clicking on the Send button concludes the creation of the Phone message, A verification of the message being sent will be displayed on the Status Bar on the Main Window,

Cancel Button

Clicking on the Cancel button will discard all entry and close the Phone Message window.


Phone Message TO

The first action of creating a new phone message is to select the person in the organization for whom the message is intended. This is done by clicking on the name of that person in the Message TO box.

This selection list may be sorted in any of several orders.

Change the sorted order of employee names as necessary, position the highlight on the desired individual, and click on it or press [ENTER].

Once the person for whom the message is intended has been selected, their Address Book list is displayed, and the Phone Message FROM individual may be selected or entered.


Paging Status Options
The Paging Status Options include:

All	All page records will be displayed.

QueuedOnly Queued page records will be displayed.

Paged	Only Paged page records will be displayed.

Error	Only page records with errors will be displayed.


Phone Message FROM

The Phone Message FROM List information is obtained from the Address Book of the individual for whom the message is being taken.

This selection list may be sorted in several orders

Change the sorted order of the Phone Message FROM names as necessary, position the highlight on the desired individual, and click on it or press [ENTER].

If the individual leaving the message is not listed, click on Add to Address Book.

Once the person from whom the message has been selected, the entry cursor is switched to the Phone Message edit


Phone Message Action
Actions are pre-defined, and may be independently checked. The Phone Message Actions are defined in the MAIL_SYS.INI file


Phone Message edit

Entry and editing of the Phone Message is done using the normal Windows edit keys.

When the message is complete, click on Phone Message Save, or press [TAB].


Phone Message Send

When the Send button is enabled - after the Phone Message TO and Phone Message FROM selections have both been made - and it is clicked, the Phone message is sent to the In Box of the specified individual, and optionally saved in your Out Box, depending on the options of your Configuration File.

MAIL_MAN returns to the main menu.


Phone Message Cancel
Canceling the Phone Message will lose all of the editing that has been done on the message. No phone message will be saved.


Dial a Phone Number
Dialing a Phone Number from the expanded Phone Message Display may be done except under the following conditions:

1.)	There is no phone number in the Address book for this person.

2.)	There is no modem on this system.

3.)	No COM port has been assigned for this system in the MAIL_MAN Configuration Record.

After the Dial button is clicked, the Message phone number will be dialed and a Dialing dialog box will be displayed. The dialog box Title gives the name and number of the person being called. To Cancel the call and terminate dialing, click the Cancel button. To continue the program after picking up the handset, click on OK.


Import text file
A text file may be imported into a New Email Message window. After clicking on the Import button, an Open File System dialog box is displayed. Follow normal Windows procedures to select the desired file.

Imported files replace any text that was previously in the Message window, so a file should be imported before editing the Message text. The imported file should contain only normal text characters - no Word Processing format codes - and is limited to 64K is size.


Phone Message Display

Basic phone message Information is given in the Message Summary, with full information on each message available by clicking on the Expand button. The Caption for Phone Messages shows the source of the displayed message (__ Box or __ Folder), along with your Name and Extension.

Message From

Name, Company and Phone Number of the person who left the message.

Action Check Boxes

A variety of pre-defined actions that were marked by the person taking the message.

MESSAGE

The text of the message taken.

Priority Check Boxes

Initially, the urgency assigned to this message by the person taking it. This Priority may be changed.

Status Check Boxes

The current Status of this message.

Message Taken By (In Box, Folders)

For most messages, the Date and Time the message was taken, and by whom.

Message Taken For (Out Box)

The Date and Time the message was taken, and for whom.

<< Last Button

Click Last to display the previous message, if any. This button will be grayed if this message is the first in the current Message Summary.

Next >> Button

Click Next to display the next message, if any. This button will be grayed if this message is the last in the current Message Summary.

Forward Button

Click here to Forward this message to another employee.

Delete Button

Click here to set the status of this message to deleted.

File Button

Click here to Copy or Move this message to a Storage Folder.

Dial Button

Click here to Dial the Phone Number of the person From whom the message was taken.

Print Button

Click here to Print a copy of this single message.

Summary Button

Click here to return to the Message Summary.


Message Status
Message Statuses include:

New	This message is being displayed in detail for the first time.

Read	This message has previously been displayed in detail.

Follow Up	The message has been marked for follow up action.

Hold	The message has been marked so it will not be erased during a message purge.

Sent	This is a copy of a message that was sent.


Message Priority
Message Priorities:

Normal	Default message priority.

Rush	The middle message priority.

Urgent	The highest priority.


Display Last Message
Displays the previous message of the current summary. If this is the first message of the summary, this action is not available.


Display Next Message
Displays the next message of the current summary. If this is the last message of the summary, this action is not available.


Message Folder List
The Message Folder List is an alphabetically arranged display of all of your defined Message Folders, with the number of messages that each folder currently contains. The default is to show all messages - however, selectivity can be specified by clicking on the desired Status of New, Follow up, or Hold. In the case of selectivity, only those folders having the desired type of message are displayed, and the number in brackets is the total of the status selected, not total messages.


Employee Log On

(Click any button for description)

A requirement of MAIL_MAN is that each employee MUST Log On to the system before they may take messages for others or retrieve messages of their own If the Log On button is displayed, No access to the MAIL_MAN database is available. If the Log Off button is displayed, the employee Logged On has access to the database. The Employee Log On dialog box is displayed when either Logging On or Changing Employee.

There are two styles of Log on - the default List type and the Button type. During Log on you may switch between the two styles by clicking on  the List/Button button. The style of Log on that is displayed at program start-up can be set in the Configuration Log on option.

Employee Name (List type)

The employee name is first selected from the  Employee Name List for List type Log on.

Employee Extension (Button type)

The employee extension is first selected from the Employee Extension List for Button type Log on. After an Extension is selected, the Employee's name is displayed.

Password

To gain access to the system, the Employee Password is next typed.

Accept button

Clicking on the Accept button will accept either the highlighted Employee Name/Extension or the entered Password, depending on where the current focus is located.

Cancel button

To terminate Logging on or Changing Employees, click on the Cancel button. The program will then return to the main screen awaiting Log On.


Password
The Employee Password is from zero to eight characters long. After typing the Password, press [ENTER] or [TAB] to accept it. The initial Password is set to "PASSWORD".


Employee Name List
Employee Name List for Log On

The Employee Name List for MAIL_MAN Log On is sorted by employee Last Name. The information displayed for each employee includes Last name, First name, Extension, number of New messages in brackets, and Department.

Locate the desired Employee by any of the following methods:

* Begin typing the last name.

* Use the Up and Down arrow keys to get the desired Employee name highlighted in the Edit window.

To select an employee name is in the Edit window,  either double click on it or move the highlight bar to it and press [ENTER].


Add to Address Book

An entry may be added to an employee's Address book by either another employee taking a phone message for that employee, or the employee performing maintenance on their Address Book.

The Address Book Entry Edit dialog window is opened, with all of the fields blank.


Paging Setup

MAIL_MAN can page employees with message information, as long as certain minimal requirements are met, and paging is enabled.

In order to page, at least one computer on the network must have a modem, be running MAIL_MAN in a full window, and have System Paging enabled.

In the MAIL_MAN.INI file, one of the Actions in the PhoneAction section should denote message paging. Additionally, the number of this  paging Action should be specified in the Paging section.

For each employee, Edit | Configuration | Communication. In the Modem Dialog section, specify that employee's pager number and required pager string. In the Paging Options section, select the desired paging mode. Finally, if you want this employee's system to assume the System Paging function at startup, if no other system is doing the paging, check the box "Perform System Paging". Then click on Accept twice to same the modified Configuration record for this employee.

Normally, employees that want to be paged for messages will select the "Selected Phone Msgs" Paging Option mode. With this setup, the Phone Action for paging MUST be checked at the time the message for the employee is taken. If the "All Phone Msgs" mode is selected in the configuration record, the Phone Action for paging does not need to be checked.


Reformat message
An Email message may be reformatted at any time during its creation. This reformatting follows a simple set of rules:

Single CR, LF, or CR/LF's are removed.

Multi CR, LF, CR/LF's are left as they are.

This allows paragraphs to be both displayed and printed properly, in the least amount of space.


Forward Message

Any of your messages, either Phone or Email, may be forwarded to any other employee. Your copy of the message will then either be updated with the Forwarding information, or deleted.

To forward a displayed message, click on the Forward Button. The Forward Message Dialog Window will then be opened.

Forward Message TO

The Forward Message TO selection box contains a list of all employees in the organization, and it is here you specify the person to whom you are forwarding this message.

Comment

The text entered in the Comment edit box will appear as part of the Forwarding information.

Action Radio Buttons

The Action radio buttons define how the message will be handled in your message base.

Save Button

Clicking on the Forward Message Save button concludes the forwarding of this message.

Cancel Button

Clicking on the Forward Message Cancel button will leave the message as it currently is in your message base.


Deleted message status
Deleted message status signifies that a message will be deleted from the message base the next time that it is Packed. This can be done by selecting File | Pack the Message File at the Main Menu or setting the Pack Message File Daily option in Configuration Maintenance. Deleted messages are NOT displayed in any Message Summary.


Message Folder Filing Cabinet

Message Folders contain messages that have been filed in them from either the In Box or Out Box, or moved from another Folder

Message Folder List

The Message Folder List alphabetically displays the names and number of messages in each folder. To File a message in a Message Folder, double click on it, or move the highlight to the desired Folder and press [ENTER] or click on the Save button.

Action Radio Buttons

The Action Radio Buttons determine how the message will be stored.

Save Button

Click on the Save button to store a copy of this message in the highlighted Folder. The setting of Action Radio Buttons will determine how the original message will be handled.

Add Button

Click on the Add button to create a new Message Folder. A dialog box, Create a New Folder, will be displayed.

Cancel Button

Click on the Cancel button to close the Filing Cabinet and return to the Main Menu.


Message Folder Open

Message Folders contain messages that have been filed in them from either the In Box or Out Box. When you Open any of your Message Folders, a summary of the messages in that folder will be displayed.

Status radio buttons

The default default is to show All messages - however, selectivity can be specified by clicking on the desired Status of New, Follow up, or Hold. In the case of selectivity, only those folders having the desired type of message are displayed, and the number in brackets is the total of the status messages selected, not total messages.

Message Folder List

The Message Folder List alphabetically displays the names and number of messages in each folder. To Open a Message Folder, double click on it, or move the highlight to the desired Folder and press [ENTER] or click on the Open button.

Open Button

Click on the Open button to display a Message Summary of all the messages stored in the highlighted Folder.

Cancel Button

Click on the Cancel button to close the Filing Cabinet and return to the Main Menu.


Message Summary

(Click on any button for it's description)

Messages Summaries may be displayed for messages in your In Box, Out Box or any Message Folder in your Filing Cabinet. All display summaries include message selection and can appear in a variety of sort orders.

Caption Bar

The caption bar denotes the Selected Source of the messages being viewed, and the Employee's Name and Extension.

Message Summary List

The Message Summary List contains all of the messages from the Selected Source that meet your current Message Options criteria, sorted in the current order you have specified. Information displayed includes the originator's name and company/department, it's date, time priority and type, and either it's subject or first line. To see the full details of any message, either Phone or Email, position the highlight bar on it, and either press [ENTER], double click on it, or click on the Expand button.

Type Option Radio Buttons

The Type Options determine which type of messages will be displayed in the Summary List.

Status Option Radio Buttons

The Status Options determine whether All messages will be displayed in the Summary List, or only those with a specified Status.

Priority Option Radio Buttons

The Priority Options determine whether All messages will be displayed in the Summary List, or only those with a specified Priority.

Sort By Option Radio Buttons

The Sort By Options determine the Order in which the selected messages will be displayed.

Options Check Box

The Options Check Box determines whether the Message selection Options will be shown or hidden, with their space be used by an expanded Message Summary List.

Show All Button

Clicking on the Show All button will change the Message Summary option to "All", and redisplay the Message Summary List.

Mark All Button

Clicking on the Mark All button will select and highlight all of the currently displayed messages. These selected messages may then be processed together by the Delete, File and Print actions.

Expand Button

Clicking on the Expand button will display the highlighted message in either the Phone Message Display or Email Message Display window, depending on its type.

Delete Button

Clicking on the Delete button will display the Delete Message Action window, allowing deletion of the single highlighted message or all of the messages currently selected.

File Button

Clicking on the File button will display the File Message Action window, allowing filing of the single highlighted message or all of the messages currently selected.

Print Button

Clicking on the Print button will display the Print Message Action window, allowing printing of the single highlighted message or all of the messages currently selected.

Close Button

Clicking on the Cancel button will return to the Main Menu window.


Forward Message TO

The Forward Message TO Employee Name selection list is used to specify the individual to whom this message will be forwarded to.

This selection list may be sorted in any of several orders, including:

First	First name, Last name, Department, Extension,

Last	Last name, First name, Department, Extension,

Department	Department, First name, Last name, Extension.

Extension	Extension, First name, Last name, Department.

To change the sorted order of the selection list, click on the desired Sort radio button.

To select the individual to whom this message will be forwarded to, double click on the desired name, or move the highlight to their name and press [ENTER].


Forward Comment
The Comment may be up to 80 characters in length.


Forward Action radio buttons
Copy

The default action is to forward the message AND retain a copy of it.

Move

The message is forwarded and the DELETED from your message base.


Forward Message Save
The currently displayed message will be forwarded to the selected employee.

The status of this message in your message base depends in the selected Forward Action.


Forward Message Cancel
All of the selection for forwarding the displayed message is discarded.

The Forward Dialog window is closed.


Main Button Bar

(Click on any Button for its description)

The Main Button Bar permits quick access to MAIL_MAN's most frequently accessed functions. A Status Bar appears at the bottom of the display. A Message Synopsis will also be displayed when an employee is logged on.

Appears when no employee is currently Logged On to MAIL_MAN.
All buttons, except this and the Exit button will be grayed.

Appears when an Employee is currently Logged On to MAIL_MAN. Click to Log Off. This will assure that no one will access your mail when you might be away from your computer.

Displays a dialog box for Creating a New Phone Message.

Displays a dialog box for Creating an New Email Message.

Shows a summary of all New Messages that are unread in your IN BOX.
Grayed if there are no New Messages.

Shows a summary of the Messages in your IN BOX.
Grayed if there are no Messages in your IN BOX.

Shows a summary of the Messages you have sent and that are still in your OUT BOX.
Grayed if there are no Messages in your OUT BOX.

Allows selection of  one of the Message Folders from your Filing Cabinet, and shows a summary of the Messages in that Folder.
Grayed if there are no Message Folders defined.

Shows all of the entries in your Address Book and allows their editing.

Edit the MAIL_MAN configuration files for both your preferences and the setup of your computer.

Close all open files and exits MAIL_MAN.


Email Message Create

Email messages may be created by any individual within the organization, for any other individual To create an Email Message, click on the Main Tool Bar icon, select EDIT | NEW EMAIL MESSAGE or press [F3].

Message TO List

The Email Message TO selection box contains a list of all employees in the organization, and it is here you specify the person for which you are sending this Email message.

Subject

The Subject line of the Email message is required and summarizes the message content.

Message

Type the message, in the Email MESSAGE edit window.

Priority Option Check Boxes

A single Email Message Priority must be specified. The default is the same priority as for the last Email message created.

Send Button

Clicking on the Email Message Send button concludes the creation of the Email message, A verification of the message being sent will be displayed on the Status Bar on the Main Window, This button, along with the next two are only activated after selection of the message recipient(s) and entry of the message Subject.

Import button

Clicking on the Import button will display an Open File dialog box to allow importing a text file into the message window.

Reformat button

Clicking on the Reformat button will reformat the text in the Message window.

Cancel Button

Clicking on the Email Message Cancel button will discard all entry and close the Email Message window.


Creating Messages

MAIL_MAN can generate, and display/print, two types of Messages.

Phone messages, from someone either inside or outside the company, for another employee,as typically taken on a "pink slip".

Email messages , to another employee within the company.


Retrieving Messages

Messages may be stored on, and retrieved from, several locations.

New messages in the In Box

The In Box is where all messages from other employees first appear.

The Out Box is where copies of messages that you send can be placed.

Messages may be copied or moved from both the In and Out Boxes to Folders in your Filing Cabinet


Main Menu

The Main Menu Functions and each of their Menu Items are shown below.  Click on any Menu Item for its full description and operating information. Menu items may be grayed when no employee is logged on or if there is nothing to display.

File

Log On / Log Off     Log On or Off, depending on the current status.

Change Employee    Log the current employee Off, and display the Employee Log On dialog box.

Save Configuration File    Store the current program settings in your configuration file.

Pack the Message File    Remove all messages marked for deletion.

Restore Deleted Messages     Restore any message that are marked for deletion and that have not yet been deleted.

Toggle System Paging     Change the current state of paging for this computer.

Register/Upgrade     Register your usage of MAIL_MAN or increase the maximum number of extensions available.

Exit     Close all open files and exit.

Edit

New Phone Message    Create a New Phone Message

New Email Message    Create a New Email Message

Address Book    Edit your Address Book

Configuration    Edit your program configuration

Filing Cabinet Folders    Edit the message folders in your filing cabinet

Department    Edit the Company department structure

Employee    Edit your password, or other employees information

Retrieve

In Box    Display the messages in your In Box

Out Box    Display the messages in your Out Box

Filing Cabinet    Open one of your message folders and display its messages

Paging Que/Log    Display information from the paging que and log.

Help

Contents    Display the Contents Page of this help file

Index    Display the Index of this help file

About    Message Box of program and license information

Exit    Close all open files and exit.


Editing Files

Many of the MAIL_MAN files may be directly edited within the program. Each of the is listed below:

Address Book	Each employee has their own Address book.

Configuration	A variety of program parameters may be set on an individual basis.

Filing Cabinet Folders	Each employee may establish up to 250 message folders in their filing cabinet.

Department/Division Structure	A single Department/Division is established for the company

Employee information	All employees may change their own password. Department and Company Administrators may edit the employee information.


Order Information

MAIL_MAN is being distributed as SHAREWARE. The SHAREWARE concept allows users to examine a program on a trial basis, at no (or minimal) charge, before purchasing it. In addition, by decreasing marketing costs, professional quality software may be distributed for a fraction of the cost of a comparable commercial product. Regardless of whether you register the program, please help distribute MAIL_MAN by sharing unmodified copies of it and its files with others.

You are hereby granted the right to use the MAIL_MAN program for a ninety (90) day evaluation period. Note that the program will NOT function after this evaluation without registration. If you find MAIL_MAN of value, and continue to use it after this evaluation period, YOU MUST REGISTER YOUR PROGRAM USE. This will provide you with:

*	MAIL_MAN phone or mail support for one year.

*	Notification of the next major MAIL_MAN release.

*	Removal of the evaluation reminder message displayed at program startup.

*	Continuous program operation after the end of the evaluation period.

*	Our sincere thanks for your support of the SHAREWARE concept.

MAIL_MAN is licensed directly to companies or individual for their own use, at a single location, on a specified maximum number of extensions. To Register MAIL_MAN or display pricing information, select FILE | REGISTER/UPGRADE, and follow the instructions for completing and printing the registration form.

For the most current pricing information, to obtain additional copies of the program, or to increase the maximum number of extensions that you are licensed for, please contact us as noted below:

MicroMetric

98 Dade Avenue

Sarasota, Florida  34232-1609

USA

General information or Technical support:	941.377.2515

FAX	941.377.2091

Toll free (Orders ONLY)	800.929.0184

Email	micrometric@netsrq.com


Technical Support

Technical support for MAIL_MAN is provided by MicroMetric, who may be reached by the following means:

MicroMetric

98 Dade Avenue

Sarasota, Florida  34232-1609

USA

General information or Technical support:	941.377.2515

FAX	941.377.2091

MicroMetric Support BBS	941.371.2490

CompuServe	71631,744

Internet	micrometric@netsrq.com

Home Page	http://netsrq.com/~micrometric


Introduction

Welcome to MAIL_MAN, a program designed to meet the needs of most companies for an automated method of creating and retrieving Phone and Email messages.

MAIL_MAN will run on a single computer, in a home or small office environment, or on a network, accessible by a multitude of systems.

After installation, and a quick tour of the main features of MAIL_MAN, the Company Administrator should follow these steps, to set up the program for your home or office environment:

1.	Define the Division structure of your organization, selecting Edit | Department from the Main Menu. Divisions need to be defined first, since the Departments you next define are assigned to them.

2.	Define the Department structure of your organization, selecting Edit | Department from the Main Menu. Departments need to be defined after Divisions, since the Employees, and their Extensions, you next define, are assigned to them.

3.	Review and make any necessary changes to the System Configuration File.

4.	Enter the necessary information on the persons who will be using MAIL_MAN, selecting Edit | Employee from the Main Menu.

5.	Inform the people who now have access of their password, and send them a welcoming Email message, possibly mentioning their ability to customize the system for their preferences by selecting Edit | Configuration. There is a text file, WELCOME.TXT, on the main MAIL_MAN directory, that you might want to use as an introduction to the program.

Once an Employee is granted access to MAIL_MAN, they should follow these steps:

1.	Specify your program preferences, by selecting Edit | Configuration from the Main Menu.

2.	Change your password if you desire, by selecting Edit | Employee from the Main Menu.

3.	Enter any names that you want into your Address Book, by clicking on the Address Book Button. This step is a courtesy to those taking Phone Messages for you, since they will not have to enter this information when taking your messages.

4.	To automate the Log on of this employee, you can add their Extension and Password to the MAIL_MAN Command Line.


Employee Log On Icon
The Employee Log On Icon is shown on the Employee Log On dialog box.


Log On Button
The Log On Button appears on the Main Button Bar when no employee is logged on to MAIL_MAN.


Log Off Button
The Log Off Button appears on the Main Button Bar when an Employee is logged On to MAIL_MAN.


Save Configuration File

Normally the Configuration File is saved after it is edited, or it may be automatically saved at program exit, based on the setting of the configuration options. However, since the configuration file maintains the option settings for a variety of functions, such as creating Messages and Message Summaries, there is a manual method to save this information.

To save the current program settings in your configuration file, select File | Save Configuration File at the Main Menu.


Pack the Message File

The message base file for each employee contains all of their messages. As these messages are read, any of them may be marked for deletion. Additionally, options in the Configuration file allow for automatic deletion of read messages after a specified period of time.

When your Message file is Packed, it is rewritten to a temporary file. During this process, all messages with a Record Status of "Delete" are discarded or archived. Additionally, the dates of messages with a Record Status of "Read" or "Sent" can be compared with the "Days to Hold" option in the Configuration setup. If the message date exceeds this option, it too is discarded or archived.

Note that after this operation, there is no way to retrieve these discarded messages, unless they have been archived.

There are two ways you may Pack your Message File.

1.	Manually select File | Pack the Message File from the Main Menu.

2.	Automatically run the Pack the Message File routine daily, when you first Log On to MAIL_MAN. This option can be selected in the Configuration Message Options.

An informational dialog box will be displayed if there were Deleted Messages that could be discarded or archived, showing the number of deleted messages that were processed. Click on OK to continue.

Note that archiving of deleted messages is controlled by setting in the System Configuration File.


Restore Deleted Messages

Messages that are tagged to be deleted are not removed from your Message database immediately. They will only be removed when the Pack the Message File routine is run.

Prior to packing the message file, your Messages tagged for deletion can be restored to Active Status by use of this function, which, when requested, will change the Record Status of all of your messages from "Delete" to "Active". There is no selectivity available with this function - it is an all or nothing operation.

To restore Messages that have been marked for deletion since the last time the Pack the Message File routine was run, select File | Restore Deleted Messages from the Main Menu. Note that once the Pack the Message File routine has been run, the messages marked for deletion have truly been removed from the file, and can not be restored.

An informational dialog box will be displayed if there were Deleted Messages that could be restored, showing the number of deleted messages that were restored. Click on OK to continue.


Exit
Closes all Employee Files and Exits MAIL_MAN.


Department Maintenance

MAIL_MAN group your employees into Departments, and then group Departments into Divisions. These groupings make sending a single message to groups of employees extremely easy. When you are first setting up MAIL_MAN, the person who will be responsible for the program should define the the Division and department structure to be used. Divisions should first be entered, followed by the department structure of each Division. The currently defined file totals are shown at the  bottom of the window. There are no limits to the number of Divisions and Departments that may be defined.

Division / Department List

For ease of editing, Divisions are always listed in alphabetic order, followed by an alphabetic listing of the defined Departments. To edit any defined department, either double click on it or highlight it and press [ENTER]. The Department/Division Maintenance Edit dialog box will be displayed.

Save Button

All editing is done to a temporary file. After any change or addition is made, the Save button will be activated. Clicking on it will conclude this edit session and make this temporary file the active Division/Department file.

Edit Button

Click on the Edit button to Edit the highlighted Division or Department.

Add Button

Click on the Add button to Add a new Division or Department.

Print Button

Click on the Print button to Print a listing of all of the Departments and Divisions.

Cancel Button

Click on the Cancel button to cancel this Division/Department Maintenance.


Employee Maintenance

Basic Employee information needed by MAIL_MAN is name, department, extension, password, and administration status level. Editing of the employee file may be done on any of three levels:

Employee	Each employee may edit their password.

Department	Department Administrators may edit information for any employee in their department.

Company	Company Administrators may edit information for any employee in the company.

NOTE: All editing to the employee file, EMP.DAT, is done first to a temporary file, EMP.TMP, and only one user may be editing this file at any time. If there is a system failure while this file exists, then no one will be able to edit the employee file. If this occurs, either erase EMP.DAT and rename EMP.TMP to EMP.DAT, or erase EMP.TMP.

NOTE: The number of Employees defined CANNOT be decreased, due to the indexing methods used. Deleted employee records CAN be reused, but they cannot be removed, to decrease the number of records. This is important since the MAIL_MAN license is based on the Maximum number of extension defined. Therefore, in testing, a large number of dummy employees SHOULD NOT be defined, unless their records will later be used for actual employees.

Employee Name List

The Employee Name list includes all individuals in the company for whom you Administration Status allows edit access to, and it is here you specify the person that you want to edit. This employee list is sorted in the order checked above. To edit the information of any employee on the selection list, double click on their name, or move the highlight to the desired name and press [ENTER]. The Employee Maintenance Edit dialog will then be displayed.

Save Button

All editing is done to a temporary file. After any change or addition is made, the Save button is activated. Clicking on it will make this temporary file the active Employee file.

Add Button

Click on the Add button to Add a new Employee. If the maximum number of extensions that your company is licensed for has already been reached, an informational message is displayed, and this Addition is terminated.

Print Button

Click on the Print button to Print a listing of all of the selected Employees.

Cancel Button

Click on the Cancel button to cancel this Employee Maintenance.The Cancel button is normally active; however, if during the edit of an Employee their extension number is changed, the Cancel button is disabled, since the Employee file MUST then be saved to correspond to the changes in the other files that have been made.


Configuration Maintenance

Editing your configuration options will set MAIL_MAN to operate the way you want it to. There are two segments to the editable configuration information.

The first dialog screen displayed is for the USER information - your preferences.

The second dialog screen available is for the SYSTEM information - how the computer you are currently using is configured.


Address Book Maintenance

Each employee has their own Address Book, for which they have the the responsibility of maintenance. Other employees may add to your Address Book as they take Phone messages for you, but only you may edit its entries.

To edit your Address Book, click on the Main Tool Bar icon, select EDIT | ADDRESS BOOK or press [F4]. A temporary file is created, so that others may still access your Address Book while taking messages.

Name List

The Address Book Name List is a list of individuals who have left phone messages for you in the past, along with any others that you have added. It is here you specify the individual whose entry you want to edit.

Add to Address Book button

To add a new name to your address book, click on Add to Address Book. The Address Book Entry Edit dialog will be displayed next, with all fields blank.New records will replace records previously deleted or be appended to the file.

Clone in Address Book button

To clone a name that is already in your address book, first highlight the name to use for cloning and then click on Clone in Address Book.The Address Book Entry Edit dialog will be displayed next, with all fields containing the same information as the selected record. Cloned (new) records will replace records previously deleted or be appended to the file.

Save button

The Save button is activated after any current entry has been edited or an addition has been made. Clicking on the Address Book Save button concludes this session of maintenance.

Print button

Clicking on the Print button will print a listing of all the information in your edited Address Book.

Cancel button

Clicking on the Cancel button will discard all maintenance done, and close the Address Book Maintenance window.


Message Folder Maintenance

Message Folder Maintenance allows adding new Folders, deleting Folders and the messages they contain, or changing a folders' Label.

Message Folder List

The Message Folder List alphabetically displays the labels and number of messages in each folder. To perform maintenance on any Folder, double click on it, or move the highlight to the desired Folder and press [ENTER].The Message Folder Label Edit dialog box will be displayed.

Print Button

Click on the Print button to print an alphabetical list of labels on your Message Folders

Add Button

Click on the Add button to create a new Message Folder. A dialog box, Create a New Folder, will be displayed..

Delete Button

Click on the Delete button to remove this Message Folder, and all of its message. A Message Folder Delete message box will be displayed to verify this deletion.

Close Button

Click on the Cancel button to conclude the Message Folder Maintenance and return to the Main Menu.


In Box
The In Box is where all messages to you, both Phone and Email are received. After being read, you may delete the messages, either manually or automatically or move then to any one of your Message Folder Filing Cabinet folders.

All of the messages currently in the In Box are displayed in the Message Summary.


Out Box
The Out Box is where copies of all messages you send, both Phone and Email are placed after creation, if you have so specified in your Configuration options. After being reviewed, you may delete these messages, either manually or automatically or move then to any one of your Message Folder Filing Cabinet folders.

All of the messages currently in the Out Box are displayed in the Message Summary.


Filing Cabinet

The Filing Cabinet contains contains all of the Messages Folders folders that you have defined, including both your In box and Out box, where message may be stored for easy, indexed access. To display a summary of the messages in any of these folders, first Open it.


Help Contents
Help Contents displays the Help Table of Content for MAIL_MAN.


Help Index
Help Index displays the Help Index for MAIL_MAN.


Help About
Help About displays a message  box with information about this Version of MAIL_MAN and the usage license.

It includes name of the licensee, the maximum number of extension for the license, and the license serial number.


Phone Message Button
The Phone Message Button on the Main Button Bar will display the dialog box used to create a new Phone Message.


Email Message Button
The Email Message Button on the Main Button Bar will display the dialog box used to create a new Email Message.


New Messages Button
The New Messages Button on the Main Button Bar will display the Message Summary with all New messages in the In Box initially selected and displayed.


In Box Button
The In Box Button on the Main Button Bar will display the Message Summary with all messages in the In Box available for selection and display.


Out Box Button
The Out Box Button on the Main Button Bar will display the Message Summary with all messages in the Out Box available for selection and display.


Filing Cabinet Button
The Filing Cabinet Button on the Main Button Bar will display a list of all of your Message File Folders. After selecting a Message File folder,  the Message Summary will display all of the messages in that Folder.


Address Book Button
The Address Book Button on the Main Button Bar will display the dialog box used for maintaining your MAIL_MAN Address Book.


Exit Button
The Exit Button on the Main Button Bar will Exit the program.


New Messages Summary

The New Messages Summary is the same as the In Box Message Summary, except only new messages are initially selected in the Message Status option. These New messages are displayed in the Message Summary.


Email Message Send
When the Send button is enabled - after the Email Message TO selection and Email Subject have both been made - and it is clicked, the Email message is sent to the In Box of the specified individual(s), and optionally saved in your Out Box, depending on the options of your Configuration File.

MAIL_MAN returns to the main menu.


Email Subject line
The Subject line of the Email message should concisely summarize the content of the message, as it will be what appears on the recipient's message summary. It must contain at least a single character, in order to allow it to be saved, and it can not exceed eighty characters


Email Message edit

Entry and editing of the Email Message is done using the normal Windows edit keys.

When the message is complete, click on Email Message Save, or press [TAB].


Email Message TO

The first action of creating a new Email message is to select the person or persons in the organization for whom the message is intended. This is done by clicking on the name(s) of the desired person(s) in the Message TO box.

This selection list may be sorted in any of several orders.

Change the sorted order of employee names as necessary, position the highlight on the desired individual, and click on it or press [ENTER]. Note that if the sorted order is changed, all previous selection is lost

To remove an individual from the list of recipients, just click on their name again.

Selection of recipients may also be done in groups, as specified by the selection options shown below the selection list. These options include:

Individual(s)

Department

Department +

All

To clear the recipient list, click on Clear.

Once the individual(s) for whom the message is intended has been selected, either press {TAB] or click on Subject.


Email Message Cancel
Canceling the Email Message will lose all of the editing that has been done on the message. No Email message will be saved.


Message Synopsis
The Message Synopsis provides information on the Company and the current Paging status, along with a synopsis of the Message Base for the currently logged on employee.


Email Message TO Sort Order
The Email Message To Sort Order defines the order in which the employees will be listed in the selection box.

The sorted orders available include:

First Name	First name, Last name, Ext., Dept.

Last Name	Last name, First name, Ext., Dept.

Extension	Ext., First name, Last name, Dept.

Department	Dept., First name, Last name, Ext.


Email Individual(s) selection
Email Individual(s) selection is the default and allows individuals to be selected by highlighting or clicking.


Email All selection
Email All selection will target this message to all individuals in the organization.


Email Department selection

Department selection allows adding all of the employees of a specific department to the Email recipient list.

When the Department Selection is clicked, the selection list is changed to that of a list of all of the company's department, in alphabetic order.

Double click on the desired Department, or move the highlight to it and press [ENTER]. All individuals assigned to the selected department will be added to the recipient list.

To return to the Employee Selection List, without making a department selection, just click on Individual(s).


Email Division selection

Division selection allows adding all of the employees of all of the departments of a specific Division to the Email recipient list.

When the Division Selection is clicked, the selection list is changed to that of a list of all of the company's divisions, in alphabetic order.

Double click on the desired Division, or move the highlight to it and press [ENTER]. All individuals assigned to departments that are part of the selected Division will be added to the recipient list.

To return to the Employee Selection List, without making a Division selection, just click on Individual(s).


Email Clear selection
Email Clear selection sets the number of recipient back to zero.


Status Bar
The Status Bar, at the bottom of the Main Display, is used to display information during Paging.


Address Book Name List

The Address Book Name List information is obtained from your Address Book.

This selection list may be sorted in several orders.

To edit a name, change the sorted order of the Address Book Name List as necessary, position the highlight on the desired individual, and click on it or press [ENTER].

If the individual you want is is not listed, click on Add to Address Book.

Once the person who you want to edit has been selected, the Address Book Entry Edit dialog box will be displayed.


Record Status
Record Status values include:

Active	The record is active.

Inactive	The record is only available for maintenance.

Delete	This record will be removed from the database. It can not be retrieved, except for Messages..

Messages may also have the following Record Status Codes, all of which are treated as Active:

Forward	This message was forwarded

Hold	This message was tagged by you to Hold.

New	This message has not been read.

Read	This message has been Read.

Sent	This message was sent by you.

Follow up	This message was tagged for you to follow up.


Address Book Name List Sort Order
The Address Book Name List Sort Order defines the order in which the address list will appear in the selection box.

The sorted orders available include:

First Name	First name, Last name, Company, Number

Last Name	Last name, First name, Company, Number

Company	Company, First name, Last name, Number

Phone number	Number, First name, Last name, Company


Address Book Entry Edit

Each Address Book entry consists of an individual's name, company, and telephone number. There is no minimum amount of information required in order to save an Address Book record.

First Name

The First Name may be up to 20 characters in length.

Last Name

The Last Name may be up to 20 characters in length.

Company

The Company Name may be up to 40 characters in length. This field may also be used for notes.

Area Code

The telephone Area Code may be up to 3 characters in length.

Exchange

The telephone Exchange may be up to 4 characters in length,

Extension

The telephone Extension may be up to eight characters in length. This field may also be used for notes.

Record Status

The default Record Status for new records is Active. To change this record's status, click on that desired.

Accept Button

Clicking on the Address Book Entry Edit Accept button concludes the editing of this entry,

Cancel Button

Clicking on the Address Book Entry Edit Cancel button will discard all entry/editing done and close the Address Book Entry Edit window.


Address Book Entry Edit Accept
When the Address Book Entry Edit Accept button is clicked, the record currently be edited is saved.


Address Book Save
Your Address Book is updated with all of the changes that have been made during the maintenance session. The Address Book Maintenance window is closed.


Address Book Cancel
Canceling the Address Book Maintenance will lose all of the changes and additions that have been made during this session. The Address Book will revert back to its former contents. The Address Book Maintenance window will be closed.


Phone Message Icon
The Phone Message Icon denotes that the displayed message is a Telephone message.


Email Message Icon
The Email Message Icon denotes that the displayed message is an Email message.


Message Summary Type Options
The Message Summary Type Options include:

All	All messages will be displayed.

Phone	Only Phone messages will be displayed.

Email	Only Email messages will be displayed.


Message Summary Status Options
The Message Summary Status Options include:

All	All messages will be displayed.

New	Only New messages will be displayed.

Read	Only previously read messages will be displayed.

Follow-up	Only messages marked for Follow-up will be displayed.

Hold	Only messages marked Hold will be displayed.

Sent	Only messages marked Sent will be displayed.


Message Summary Priority Options
The Message Summary Priority Options include:

All	All messages will be displayed.

Normal	Only messages with a Normal priority will be displayed.

Rush	Only messages with a Rush priority will be displayed.

Urgent	Only messages with an Urgent priority will be displayed.


Message Summary Sort By Options
The Message Summary Sort By Options are used to sort the Message Summary in the following orders:

Date	Sort by date and time created, priority and type.

Priority	Sort by priority, type and date and time created.

Name	Sort by from name, priority, type, and date and time created.

Comp/Dept	Sort by from company/department, from name, priority, type, and date and time created..


Message Summary Options Check Box
Clicking on the Message Summary Options Check Box will display the options of Type, Status, Priority and Sort By, and decrease the number of messages shown in the summary list window.


Message Summary Show All
Clicking on the Message Summary Show All button will change the select status of the options of Type, Status, Priority  to All and Sort By to Date. The Message Summary will then be redisplayed. Options, if they are not currently displayed, will still not be shown.


Message Folder Icon
The Message Folder Icon denotes selection of Message Folders from your Filing Cabinet, and the creation and editing of their labels.


Email Message Display

Basic Email message Information is given in the Message Summary, with full information on each message available by clicking on the Expand button. The Caption for Email Messages shows the source of the displayed message (__ Box or __ Folder), along with your Name and Extension.

Message From

Name, Department, and Extension Number of the person who sent the message, along with the origination Date and Time.

Priority Option Check Boxes

Initially, the urgency assigned to this message by the person sending it. This Priority may be changed.

Status Option Check Boxes

The current Status of this message.

Subject

The Subject of this Message

MESSAGE

The text of the message sent.

<< Last Button

Click Last  to display the previous message, if any. This button will be grayed if this message is the first in the current Message Summary.

Next >> Button

Click Next to display the next message, if any. This button will be grayed if this message is the last in the current Message Summary.

Forward Button

Click here to Forward this message to another employee.

Delete Button

Click here to set the status of this message to deleted.

File Button

Click here to Copy or Move this message to a Storage Folder.

Reply Button

Click here to Reply to this message. The Email Create window will then be displayed, with this message's information inserted.

Print Button

Click here to Print a copy of this single message.

Summary Button

Click here to return to the Message Summary.


Delete Message Action

Messages may be marked with a delete status, either singly or in total from any Message Summary display. or Message display, by clicking on the Delete button.

Take Action On

 The default of the Delete Message(s) Action dialog depends on where it is called from: if from the Message summary, the default is All of the selected messages; if from an Message Display, the default is just this message. To change the Action about to be taken, click on the appropriate box.

Accept

The default pushbutton Accept will initiate the selected action. The status for the selected message(s) is changed to delete. Note that the messages are NOT erased at this time, just their status changed. They may be retrieved by selecting File | Restore Deleted Messages from the Main Menu

Cancel

Clicking on the Cancel button returns to the previous display, with no changes being made to any message's status.


Printing Message Box
The Printing Message Box is displayed during any MAIL_MAN report printing operation. It displays the name of the report being printed and allows termination of the printing by clicking on the Cancel button.


Message Folder Action Radio Buttons
The Message Folder Action Radio Buttons control how messages will be will be handled in their Original location:

Copy	A copy of the message is retained in it's original location.
Move	The message is removed from it's original location.


Message Folder Create

Message Folders may be Created "on the fly", when filing a message, or through the Filing Cabinet Maintenance. A Create a New Folder dialog box is displayed for your definition of the Folder label.

Each employee may create up to 250 separate Message Folders.


Message Folder Label Edit

This dialog box is used to Create a new Message folder, or change the label on a current folder.

Message Folder Label

The Message Folder Label is blank if this is a new folder or the current folder label.

Save Button

Clicking on the Save button will create a new folder or update the current folder's label.

Cancel Button

Clicking on the Cancel button terminates the Label edit.


Message Folder Delete
The Message Folder Delete message box describes the Message Folder and the action about to be taken. If correct click on Yes. If not correct, click on No.


Configuration Printing Options

These Printing Options control how printed output will appear.

Message Note Lines

The number of lines added to the end of each printed message for annotation. The allowable range is zero through 5. The default is 2.

Reversed Print Order Check Box

Checking this option will result in printing information in the reverse order that it is displayed in. For example if a message summary has been sorted by date, the latest message received would appear last. If Reverse Print Order is specified, this message will be printed first. The default is in Reversed Order.


Configuration Message Options

Message Options control how message summaries are displayed, which messages are saved and for how long,  along with how they are deleted.

Days to Hold

The Days to Hold selection list control when  your messages are automatically deleted. Values range from 7 to 360 days, and include an option to disable automatic deletion and retain messages indefinitely  This feature is used only to delete messages whose status is Read or Sent. Those messages whose status is Hold or Follow Up are retained regardless of the setting of this option. The default is to Retain all messages indefinitely.

Pack Message File Daily

An option of MAIL_MAN is to pack your message file on a daily basis, the first time you log on each day. The default is to Pack your message file daily.

Save Sent Message

You have the ability to save a copy of each message you sent, in order to review or verify them at a later date. These copies, if saved, are originally placed in your Out box. The default is to Save Sent Messages.

Verify Delete

A Verify dialog box is normally displayed to allow option selection and verification during operations such as Delete and Print, when dealing with messages. When Verify Delete is NOT selected, the operation takes place with the default option in effect, and no dialog box display. The default is to Verify the Delete (or Print) operation.

Repetitive New Messages

Some users, such as receptionists, want to remain in the New Message dialog after a messages has been sent, to be ready for taking the next message. This can be done by checking this option. The default is NOT to take repetitive new messages and return to the Main Menu after a message is saved.


Configuration Date Display Options

Dates may be displayed and printed in a variety of formats, with the exception of dates displayed in the  Messages Summary, which always appear as YYYYMMDD, for sorting purposes.

Date Style List

This drop down list details the Date Display Styles available, with a Style name and a display example. If the example field is capitalized, the field will appear in alphabetic form, such as Feb rather than 02. The default is American, mm dd yy.

Separator

The Separator character will be place between the various fields of the date.


Configuration Time Display Options

Times may be displayed and printed in a variety of formats.

Time Style List

This drop down list details the Time Display Styles available, with a Style name and a display example. The default is 24 hour Military.

Separator

The Separator character will be place between the various fields of the time.


Configuration Phone Number Display Options

Phone numbers may be displayed and printed with a configurable separator character.

Separator

The Separator character will be place between the various fields of the phone number.


Configuration Save Options
The Configuration Save Option specifies if your configuration information will be saved each time you log off or exit the program. The default is to Save it.


Separator character
Separator characters are used for clarity between fields in dates, times, and phone numbers. Available separator characters include:

Space
Star	*
Comma	,
Period	.
Dash	-
Slash	/
Underscore	_
Colon	:


Department/Division Edit

The Department/Division Edit dialog is used to Add new divisions or Departments to the company's structure, or make changes to existing ones.

Information Type Radio Buttons

For new entries, you must specify whether you are adding a Division or a Department - the default is Department.

When editing existing entries, the Entry type is set for its current status.

Name

Type in or edit the Name of the Department or Division.

of Division (Department entry only)

A drop-down list of defined Divisions is displayed during addition or edit of Departments.

Default Extension (Department entry only)

A drop down list of this Department's employees is displayed for selection on a default extension for phone calls to this Department.

Record Status Radio Buttons

Click on the desired record status to change the default or current status.

Accept Button

Click on the Accept button to conclude editing this item and accept it.

Cancel Button

Click on the Cancel button to discard the editing done on this item.


Department Maintenance Cancel
Canceling the Department Maintenance will cause all additions and editing during this session to be discarded. The Department/Division file will be restored to the condition it was in before this editing session.


Department/Division Name
The Department/Division Name may be up to 40 characters in length. Division names will be changed to all upper case, with a leading space, after entry or editing. Department names are stored as entered.


Department/Division Edit Division List
The Department/Division Edit Division drop down list, in alphabetic order, is used to group departments within the company. Select the desired Division by double clicking on it or highlighting the desired Division and pressing [ENTER].


Department default extension
The Department Employee drop down list, in numeric order by Extension, is used to select a Default Extension that can be used as a department phone message center. The list contains all of the employees currently assigned to this department.

Select the desired Default Extension by double clicking on it or highlighting the desired Division and pressing [ENTER].


Department/Division Edit Accept
Accepting the Department / Division Edit will include this item, as edited, in the temporary Department file. It will not be updated until the Department Maintenance is saved.


Department/Division Edit Cancel
When editing of a Department or Division item is canceled, all editing of the item is lost. If this was a new item, no entry is made.


Administrative Icon
The Administrative Icon denotes editing of the administrative files, either the Department/Division file or the Employee file.


Administration Status
The Administration Status levels of MAIL_MAN include:

User	User level employees may edit only their own password. They do not have access to the data for any other employees. This is the default status assigned to new employees

Department	Department level employees may edit the data for any employee in the department, including their own.

Company	Company level employees may edit the data for any employee in the company, including their own, and also edit the Division/ Department information.


Employee Maintenance Name list

The Employee Maintenance Name list consists of those employees for whom your Administrator status grants you access.The letters shown after each employees extension are the codes for their current Administrator Status and Record Status.

This selection list may be sorted in any of several orders, including:

First	First name, Last name, Department, Extension,

Last	Last name, First name, Department, Extension,

Department	Department, First name, Last name, Extension.

Extension	Extension, First name, Last name, Department.

To change the sorted order of the selection list, click on the desired Sort radio button.


Employee First Name
The Employee First Name field may contain the first name, and optionally, middle name or initial. The maximum length is 20 characters.


Employee Maintenance Edit

The Employee Edit dialog is used to Add new Employees, or make changes to existing ones.

First Name

Type in or edit the First Name of the Employee.

Last Name

Type in or edit the Last Name of the Employee.

Department

A drop-down list of the defined Departments is displayed during addition or edit.

Extension

An Edit box is used to specify the Employee's extension.

Password

An Edit box is used to specify the Employee's Password.

Administer Status Radio Buttons

Click on the desired Administer status to change the default or current status.

Record Status Radio Buttons

Click on the desired record status to change the default or current status.

Accept Button

Click on the Accept button to conclude editing this item and accept it.

Cancel Button

Click on the Cancel button to discard the editing done on this item.


Employee Maintenance cancel
Canceling the Employee Maintenance will cause all additions and editing during this session to be discarded. The Employee file will be restored to the condition it was in before this editing session.


Employee Last Name
The Employee Last Name field contains the employees last name. The maximum length is 20 characters.


Employee Department list
The Employee Department list, in alphabetic order, contains the currently defined company Department structure. Click on the desired Department to which this Employee is assigned.


Employee Extension
The Employee Extension may be up to eight characters in length. It MUST be unique - no two Employees may be assigned to the same extension.


Employee Maintenance Edit Accept
Accepting the Employee Maintenance Edit will include this item, as edited, in the temporary Employee file. It will not be updated until the Employee Maintenance is saved. If there are errors or omissions in the Employee record, an Error Dialog box will be displayed with the error information.

Errors can include missing or blank employee Last names, Extensions or Passwords, and duplicate Extensions. Either correct the error(s) and click Accept again, or terminate editing and click Cancel.

Informational messages can include creating new employees and changing an employee's Extension. Follow the directions displayed.


Employee Maintenance Edit Cancel
Employee Maintenance Edit Cancel When editing of an Employee is canceled, all editing of the item is lost. If this was a new Employee, no entry is made.


Configuration Maintenance Icon
The Configuration Maintenance Icon Icon denotes editing of the configuration file.


Message Folder Label
The Message Folder Label may be up to 80 characters.


Message Folder Label Edit Save
Clicking on the Message Folder Label Edit Save button will create a new Message Folder or change the Label on an existing on.


Message Folder Label Edit Cancel
Clicking on the Message Folder Label Edit Cancel button will terminate this Folder Label edit. If a new folder was  to be created, it is not. If a label was to be changed, it reverts to its previous name.


Paging Que/Log

The Paging Que is a file of requested message pages that have not yet been sent. The Paging Log is a file of pages that have been sent, along with records of any errors detected during paging.

Paging Summary List

The Paging Summary List contains all of the pages that meet your current Page Options criteria, sorted in the current order you have specified. Information displayed includes the message recipient's name, it's date, time and status, and the page string which includes the pager number and the number of the message originator. To see the full details of any page or the message, position the highlight bar on it, and either press [ENTER], double click on it, or click on the Expand button.

Which Option Radio Buttons

The Which Options determine which type of pages will be displayed in the Summary List.

Status Option Radio Buttons

The Status Options determine whether All pages will be displayed in the Summary List, or only those with a specified Status.

Sort By Option Radio Buttons

The Sort By Options determine the Order in which the selected pages will be displayed.

Options Check Box

The Options Check Box determines whether the Page selection Options will be shown or hidden, with their space be used by an expanded Page Summary List.

Show All Button

Clicking on the Show All button will change the Page Summary option to "All", and redisplay the Page Summary List.

Expand Button

Clicking on the Expand button will display the full details of the highlighted page. From this display, the full Phone Message may also be displayed.

Delete Button

Clicking on the Delete button will display the Delete Page File Action window, allowing deletion of either the Que or Log page files.

Print Button

Clicking on the Print button will print copies of the selected Page file.

Close Button

Clicking on the Cancel button will return to the Main Menu window.


Phone Message TO Sort Order
The Phone Message To Sort Order defines the order in which the employees will be listed in the selection box, and, in the case of Defaults, the sub-set of employees that will be displayed.

The sorted orders available include:

First Name	First name, Last name, Ext., Dept.

Last Name	Last name, First name, Ext., Dept.

Extension	Ext., First name, Last name, Dept.

Department	Dept., First name, Last name, Ext.

Defaults	Same as Department, with only the designated Department Default Employees included.


Phone Message FROM Sort Order
The Phone Message From Sort Order defines the order in which the address list will appear in the selection box.

The sorted orders available include:

First Name	First name, Last name, Company, Number

Last Name	Last name, First name, Company, Number

Company	Company, First name, Last name, Number

Phone number	Number, First name, Last name, Company


Paging Sort By Options
The Paging Sort By Options determine the order in which the page records will be displayed. The various Paging Sort options include:

Msg Date	Message taken date/time, page status, recipient name, page string.

Que Date	Message queued date/time, page status, recipient name, page string.

Page Date	Message paged date/time, page status, recipient name, page string.

Message For	Recipient name, message taken date/time, page status, page string.

Message Taken by	Message taker name, message que date/time, page status, page string.

Message Page by	Message pager name, message page date/time, page status, page string.

Status	Page status, message taken date/time, recipient name, page string.


Paging Which Options
The Paging Which Options include:

Page Que file	All Page Que file records will be displayed.

Page Log fine	All Page Log file records will be displayed.

Log Yours only	Only Your Page Log file records will be displayed.


Paging Detail

The Paging detail displays full information on the selected Page Que/Log file record and allows display of the message for which this page was made.

Paging Detail Message For

The message Recipient name and date/time the message was taken.

Paging Detail Taken By

The message Taker's name and the date/time the message page was queued.

Paging Detail Paged By

The message Pager's name and the date/time the message page was sent. This field is blank if the selected record is in the Page Que.

Paging Detail Page String

The full message Page String that was sent to the modem. This field is blank if the selected record is in the Page Que.

Expand button

Clicking the Expand button will display the Phone Message for which the page was made.

Summary button

Clicking the Summary button will return to the Page Summary display.


Paging Show All
Clicking on the Paging Summary Show All button will change the select status of the options of Which to Page Log file, and Status, to All. The Sort By option remains unchanged. The Paging Summary will then be redisplayed. Options, if they are not currently displayed, will still not be shown.


Paging Options Check Box
Clicking on the Paging Summary Options Check Box will display the options of Which, Status, and Sort By, and decrease the number of messages shown in the summary list window.


Configuration Modem Dialing Settings

The Modem Dialing Settings define if this system has a modem, and, if so, which port it is connected to and and the modem command strings that should be used with it.

Com Port

If this system does not have a modem, the Com Port should be set to None. Otherwise, set this parameter to the Com Port to which the modem that you want to use for dialing, and possibly paging, is assigned.

Init String

This string of modem commands is used to initialize the modem when it is used with MAIL_MAN. Unless you have specific reasons for changing this string, we recommend that you use the default.

Dial String

This string of modem commands is used to initiate dialing. Unless you have specific reasons for changing this string, we recommend that you use the default.

Modem Defaults

Checking this option will reset all of the Modem Dialing Settings to their default values.

1+ Area Code

Checking this option will place a "1+" before dialing numbers with area codes.


Delete Page File Action

Either of the Page files may be deleted, by clicking on the Delete button.

Take Action On

 The default of the Delete Page file Action dialog depends on Which file is currently displayed, the Log file or the Que file. To change the Action about to be taken, click on the appropriate box.

Accept

The default pushbutton Accept will initiate the selected action. Note that the selected file is erased at this time.

Cancel

Clicking on the Cancel button returns to the previous display, with no changes being made to any Page file status.


Configuration Maintenance - System

The second configuration dialog screen available is for the SYSTEM information - how the computer you are currently using is configured.

Modem Dialing Settings

The Modem Dialing Settings define if this system has a modem, and, if so, which port it is connected to and and the modem command strings that should be used with it.

Printer

The Printer Settings define which printer to use for MAIL_MAN printed output

Font

The Font Settings define what font and pitch to use for MAIL_MAN printed output.

Perform System Paging

Clicking on this option will automatically initiate Paging by this system whenever MAIL_MAN is run, if no other system is currently performing the Paging function.

List Style Log on

Clicking on this option will present the List Style log on, while unchecking it will display the log on in Button style

Highlight [xxx.../xxx...] at Log on

Checking this option will highlight the Name or Extension of the Employee whose Extension appears first within the brackets upon Log on.The second Extension number within the bracket is that which is currently highlighted at Log on on this system.

User Button

To set the User Configuration Options, those that define your computer setup,  click on User button.

Accept Button

Clicking on the Accept button will save the configuration information for this computer system, along with your current configuration information.

Cancel Button

Clicking on the Cancel button will terminate editing the system configuration information, and erase all changes that you made during this session, to both your and the system's configuration.


Configuration Maintenance - User

Editing your configuration options will set MAIL_MAN to operate the way you want it to. Additional configuration data, which is not displayed or edited here, is also saved. This includes your settings for the options used while creating and displaying messages. When your configuration is saved, these values are those that were last used with each functions. For example, if you set the Message Summary option to display only messages whose Status is Hold, and save the Configuration data, the next time you run MAIL_MAN and display a Message Summary, the only messages shown will have a Hold Status.

Caption Bar

The caption bar denotes whose configuration file is being edited, with the Employee's Name and Extension.

Messages

Message Options control how message summaries are displayed, which messages are saved and for how long,  along with how they are deleted.

Message Printing

Printing Options control how printed output will appear.

Configuration Save Option Check Box

The Configuration Save Options controls when your configuration information is saved.

Receive Tip of the day

Controls if the Tip of the Day message will be generated. In order to lessen the MAIL_MAN learning curve, a Tip of the Day can be automatically received on a daily basis. This Tip will be one of a series, dealing will all user aspects of MAIL_MAN.

Display

Display Options control how often the Message Synopsis is updated, how the Message Summary appears, and what action will be taken when New messages arrive.

Date display

Date Display Options control how dates will appear.

Time display

Time Display Options control how time will appear.

Phone Number display

Phone Number Display Options control how phone numbers will be formatted.

Paging

The Paging Options control if paging will occur for any of your messages, and, if so, what pager number will be called.

System Button

To set the System Configuration Options, those that define your computer setup,  click on System button.

Accept Button

Clicking on the Accept button will save your current configuration information, along with that for this computer system.

Cancel Button

Clicking on the Cancel button will terminate editing your configuration information, and erase all changes that you made during this session, to both your and the system's configuration.


Configuration Paging Options

The Paging Options control if paging will occur for any of your messages, and, if so, what pager number will be called.

Paging Option

There are three paging options:

Disable	You will not be paged for any phone messages.

Selected Phone Messages	You will only be paged for phone messages when the person taking the message selects the Paging Action.

All Phone Messages	You will be paged for All phone messages.

The default Paging Option is Disable.

Pager String

Unless Paging is Disabled, the Pager String should contain the telephone number of the pager, a delay for the pager service to answer, and the information to give the pager. The delay character is ',', which will produce a two second pause. The '@" character is used to denote the telephone number of the person leaving the message. Any desired dialing characters can preceded or succeed the '@'.

Example:	The Pager string "555+1212,,,,@#" will initialize the modem, dial 555-1212, wait eight seconds, dial the number of the person who left the message, dial a '#' character, and then hang up the modem.


Configuration Display Options

Display Options control how often the Message Synopsis is updated, how the Message Summary appears, and what action will be taken when New messages arrive.

Update Seconds

The Update Seconds list box allows selection of the time interval used to determine if there are new messages for you, and to test if paging should be done by this system. The time range is from 5 to 60 seconds, with the default being 60 seconds.

Display Summary Options

Message summaries have a variety of selection options available. However, if these options are not shown, there is twice as much display room for message summaries. If you desire to see what selection options are currently in effect, just check the Show Options check box on the Message Summary dialog.

Maximize for New

If MAIL_MAN is minimized, the current number of new messages is displayed in the icon. If an additional new messages is received, the program will expand to its normal size and become the top window if this option is selected. If this option is not selected, the program will remain minimized when new messages are received, although the displayed count will be increased.


Configuration Printer

The Printer Settings define which printer to use for MAIL_MAN printed output. The currently selected printer , the driver being used for it, and its output port are shown to the right of the Select Button.

Select Printer Button

Clicking on the Select Printer button will display a standard system Print Setup dialog box. The Printer and its output may be selected. Note that this option is ONLY available if the Default Printer option has not been checked.

Default Option

Clicking on the Printer Default option will assign this system's default printer for use with MAIL_MAN. The printer shown will then be this computer's current default printer.


Configuration Font

The Font Settings define what font and pitch to use for MAIL_MAN printed output.

Select  Font Button

Clicking on the Select Print Font button will display a standard system Font dialog box. The Font, Font Style, and Size may be selected. It is recommended that Font Size be kept below 12 points, or information may be lost on the right side of printouts. The default values are Arial, Regular, 10 point. Note that using a build-in font with dot matrix printers , such as Courier, can greatly decrease printing time.

Graphics Option

Clicking on the Graphics option will suppress the graphical box that is drawn around the body of printed messages. If you are using a dot matrix printer, this may greatly speed up message printing.


File Message Action

Messages may be filed into folders, either singly or in groups from any Message Summary display. or Message display, by clicking on the File button.

Take Action On

The default of the File Message(s) Action dialog depends on where it is called from: if from the Message summary, the default is All of the selected messages; if from an Message Display, the default is just this message. To change the Action about to be taken, click on the appropriate box.

Accept

The default pushbutton Accept will initiate the selected action. The Message Folder Filing Cabinet dialog will next appear.

Cancel

Clicking on the Cancel button returns to the previous display, with no messages being moved or copied.


Print Message Action

Messages may be printed, either singly or in groups from any Message Summary display. or Message display, by clicking on the Print button.

Take Action On

The default of the Print Message(s) Action dialog depends on where it is called from: if from the Message summary, the default is All of the selected messages; if from an Message Display, the default is just this message. To change the Action about to be taken, click on the appropriate box.

Accept

The default pushbutton Accept will initiate the selected action.

Cancel

Clicking on the Cancel button returns to the previous display, with no messages being printed.


Clone in Address Book

An entry may be cloned in an employee's Address book by either another employee taking a phone message for that employee, or the employee performing maintenance on their Address Book.

The Address Book Entry Edit dialog window is opened, with all of the fields the same as the record being cloned.


Toggle System Paging

The current System Paging Status is shown on the Main window, just below the Message Synopsis. It can be in any one of three states:

Paging is Not active	No computer is doing paging for MAIL_MAN.

This system is Paging	This computer is doing the MAIL_MAN paging.

Another System [xXXX] is Paging	The computer being used by the person whose extension is XXX is currently doing the MAIL_MAN paging

This option will be grayed on the File menu if either of the following conditions occur:

1.	Another system is paging.

2.	This system is not set up to page - see Paging Setup for a discussion on the requirements and options for paging.

If this option is not grayed, clicking on it will change the Paging Status of this computer.


Register
Register/Upgrade

Registration of your use of MAIL_MAN is required for it to function properly after the initial evaluation period. This is accomplished by filling out and printing the Registration Form, by either selecting the FILE | REGISTER/UPGRADE option of MAIL_MAN or running the program MAIL_REG.EXE.


Configuration Log on Option

This option specifies which style of Log on will be displayed on this system when MAIL_MAN is run. If the option "List Style Log On" is checked, the List style will be displayed, otherwise the Button style will be used.


Employee Extension List

The Employee Extension List for MAIL_MAN Log On is sorted by employee Extension. The information displayed for each employee includes Extension, and number of New messages in brackets.

Locate the desired Employee by any of the following methods:

* Click on the desired button.

* Use the arrow keys to get the desired Employee Extension highlighted.

To select the employee Extension that has the highlight focus,  either click on it or press [ENTER]. The Employees name will be displayed, and the focus will switch to the Password.


Command Line

The parameters that can be placed on the MAIL_MAN command line allow an automated Log on as the program loads. When used, each parameter is separated from the program name and each other by at least one space.

Ext=[xxxxxxxx]

The Extension of the Employee to Log on.

PW=[pppppppp]

The Password of the Employee to Log on. For example, to log on George Jones, ext. 345, whose password is "BAMBI", the command line should read:

MAIL_MAN Ext=345 PW=bambi

Note that the command line is not case sensitive.

Path=[xxx...]

The Path command line parameter can be used where the MAIL_MAN files are NOT located in the "\DATA" directory, off of the directory in which the MAIL_MAN program resides. Both the drive and directory may be specified.


Pricing Information

The most recent pricing information for registering or upgrading MAIL_MAN can be displayed by clicking on FILE | REGISTER/UPGRADE and then clicking on the Pricing button. If this display shows that the pricing information is out-of-date, please contact MicroMetric for the latest pricing information.


Log on Button style
In the Button style of Logon, the employees are displayed in Extension order.


System Configuration File

The System Configuration file, MAIL_SYS.INI, contains MAIL_MAN system wide default parameters, and is located on the same drive and directory as the program. It should be edited using a text editor such as Notepad or Wordpad. It's sections are summarized below.

Display

The default time between checks for new messages. Its range is from 1 to 60 seconds.

Message

Switches to control archiving of deleted messages and logging MAIL_MAN activity.

If Archive=0, deleted messages will be discarded. If Archive=1, deleted messages will be appended to an archive file. This file's name is "MMyyyymm.ARC", where yyyy and mm are the current year and month.

If Log=0, no MAIL_MAN activity will be logged to the file MAIL_MAN.LOG.  If a positive value between 1 and 49 is assigned to Log=, information on various MAIL_MAN activities will be written to the Log file. The LOWER the number, the MORE activity will be recorded. See the MAIL_MAN System Manual for a full listing of the various Log= values and the actions logged. The default is 46, record errors and employee Log on only. Activity that will be recorded for various settings is summarized below.

40	Errors, Log on/off, messages generated.

30	Configuration, message summary, folder, paging activity.

20	Pack, restore, rewrite activity.

10	Forward, reply, delete, update activity.

1	Open, close files, create temporary files.

Modem

The default modem settings assigned to each new employee.

Paging

The Phone Action, if any, that will result in an employee being paged.

PhoneAction

The text displayed for the six Phone Actions. Additionally, one phone action can be checked for all new Phone Messages.


Log on List style
In the List style of Log on, employees are listed in alphabetic order by last name.


Tip of the Day

In order to help lessen the MAIL_MAN learning curve and disseminate information to all users, a Tip of the Day can be automatically generated as an Email message on a daily basis.

To receive the Tip of the Day, which is the default for New employees, click on the Configuration button, and check the "receive Tip of the Day" box. To stop receiving the Tip, just uncheck the box.

When selected, the Tip of the Day Email message will be generated each day when the employee first logs on. The next day, the next Tip will be sent. After all Tips have been sent, the process starts over again with the first Tip.