Copyright: Maximizer Technologies Inc. Copyright ® 1996


Contents

	Introduction A quick introduction to Maximizer Personal.  Also includes instructions on how to tailor Maximizer Personal to meet your personal working preferences.
	Contact Manager Step-by-step instructions to help you manage information about your clients.  Also contains directions for scheduling your meetings and tasks, making phone calls, and creating mail-merge documents.
	Administration Important instructions for backing up and restoring your database.  Includes instructions on how to transfer data from the MultiActive Business Intelligence Service into your database.  Also describes how to export data and implement security in your database so that other users cannot access your data.
	Troubleshooting  Answers to common questions, solutions to database messages, and directions on how to contact Maximizer Technologies for customer support.
	Reference  Complete reference information about Maximizer Personal.  Includes information about Maximizer Personal windows, menus and commands, and files. Instructions on how to get an upgrade for Maximizer 3.0is [image] Maximizer Technologies [image] full-featured contact management system and information about MultiActive Business Intelligence Service.


 Introduction

About Maximizer Personal

What Is Maximizer Personal?

Becoming Familiar with Maximizer Personal

Starting or Stopping Maximizer Personal

Working in the Maximizer Personal Workspace

Using the Toolbar, Menus, and Commands

Working with Maximizer Personal Windows

Working with Dialog Box Options

Working with Entries and Views

Printing with Maximizer Personal

Scheduling and Tracking Activities with Maximizer Personal

Customizing Your Workspace

Customizing Maximizer Personal Windows

Customizing the Maximizer Personal Toolbar, Ribbon Bar, Status Bar, and Help

Setting Up Maximizer Personal for Your Printer and Telephone

Setting Automatic Tracking for Maximizer Personal

Setting Up Maximizer Personal Date, Address, and System Options

Setting Up Maximizer Personal to Work with Other Applications


 Administration

Enabling or Disabling Security

Adding a Password

Changing a Password

Turning Off Security

Backing Up and Restoring Your Database

Backing Up a Maximizer Personal Database

Restoring a Maximizer Personal Database

Restoring a Corrupted Data File

Opening a Database

Exchanging Data

About MultiActive Business Intelligence Service

Importing Clients

Exporting Data (not available in all versions of Maximizer Personal)

Other Activities

Adjusting the Calendar

Setting System Defaults


 Troubleshooting

Answers to Common Questions About Maximizer Personal

Maximizer Personal Database Error Messages

Calling Maximizer Technologies Customer Support


 Reference

About MultiActive Business Intelligence Service

Upgrading to Maximizer 3.0is

Windows List

Keyboard Shortcuts

Copyright Information


Windows

For information about a specific window, click on its title.

Calendar (day)

Calendar (week)

Calendar (one month)

Calendar (two months)

Clients

Hotlist

Notes


What Is Maximizer Personal
What is Maximizer Personal?

Welcome to Maximizer Personal!

You have just opened the door to a powerful application that will help you track and manage information about clients and the activities you perform for them.

Use Maximizer Personal to:

record the names, addresses, phone numbers, and E-mail addresses of companies or contacts

use your inventory of client information when generating mail-merge documents with your favorite word processor.

keep notes about companies or contacts

record additional information about your companies and contacts

schedule and track meetings and other tasks

track communications with your clients (letters, faxes, phone calls)


Keyboard Shortcuts

The following tables list keyboard shortcuts available in Maximizer Personal.  Remember, you can also find the shortcut for any menu item by looking at the menu itself:  the keyboard equivalent is listed next to the command option.

General

The following keyboard shortcuts apply to the Maximizer Personal workspace in general, which means you can use them in any window.

Windows

Press	To
Alt+spacebar,n	Minimize Maximizer Personal
Alt+spacebar,x	Maximize Maximizer Personal
Alt+-,n	Minimize your current window
Alt+-,x	Maximize your current window
Alt+-,r	Restore your current window
Ctrl+1	Open Clients window
Ctrl+4	Open Notes window
Ctrl+6	Open Hotlist window
Ctrl+7	Open Calendar window
Ctrl+F9	Open Activity Log
Ctrl+F4	Close current window
Ctrl+Tab	Move between open windows
Shift+F4	Tile all windows vertically
Shift+F5	Cascade all windows
Shift+F6	Tile all windows horizontally
Tab	Sort by next column
Menus

Press	To
Alt+underlined letter	Select a menu
underlined letter	Select a menu option
Esc	Close a menu
Shift+F10	Access right mouse menu
Dialog Boxes

Press	To
Tab	Move to next field or button
Shift+Tab	Move to previous field or button
Enter	Close a dialog box
Entries

Press	To
Home	Go to first entry in list
End	Go to last entry in list
Insert	Add an entry
Enter	Modify the current entry
Delete	Delete the current entry
Ctrl+spacebar	Mark the current entry
Ctrl+/	Mark all entries
Ctrl+\	Unmark all entries
Ctrl+=	Reverse mark
Shift+Down Arrow	Drag and mark entries
Phone Features

Press	To
F7	Use Phone features
Shift+F7	Use Quick Dial
Ctrl+F7	Use Phone Log
Alt+F7	Receive a call
Other Tasks

Press	To
F1	See Help
F9	Use the Timer
Ctrl+z	Undo last search (up to last eight)
Alt+F4	Exit from Maximizer Personal
Drop-Down Calendars

Maximizer Personal provides keyboard shortcuts to use in a drop-down calendar.  These apply once you have accessed the calendar from a field using the right mouse button.

Press	To
Down Arrow	Move ahead one week
Up Arrow	Move back one week
PageDown	Move ahead one month
PageUp	Move back one month
Ctrl+PageDown	Move ahead one year
Ctrl+PageUp	Move back one year
Navigating

The following navigation options can be used in the Notes dialog boxes.

Press	To
Right Arrow	Move right one character
Left Arrow	Move left one character
Up Arrow	Move up one line
Down Arrow	Move down one line
Home	Jump to start of line
End	Jump to end of line
Ctrl+Home	Jump to top of document
Ctrl+End	Jump to bottom of document
PageUp	Move up one screen
PageDown	Move down one screen


Calling Maximizer Technologies Customer Service
Calling Maximizer Technologies Customer Support

If you checked your product documentation, online Help, and the README file that comes on the Maximizer Personal disks, and you cannot find the information you are looking for, contact Maximizer Technologies Customer Support.

Before calling Maximizer Technologies Customer Support

Before you call, be at your computer with the appropriate product documentation.  Be prepared with the following information.

Your Customer Support number.  You can find your Customer Support number if you select About Maximizer Personal from the Help menu.

The version number of Maximizer Personal you are using.

The type of hardware you are using.

The operating system version number you are using.

The wording of the error message, if any.

What you were trying to do, and what happened.

How you tried to solve the problem.

Locating Software Version Numbers, Maximizer Technologies Contact Numbers, and Your Customer Support Number

From the Help menu, select About Maximizer Personal.

Calling Maximizer Technologies Customer Support

Our support representatives are available from Monday to Friday from 6:00 A.M. to 6:00 P.M. (PST)


Login dialog box

Verifies your password to ensure you are authorized to use this database.

Options

Password

Type your password.  You do not see the characters as you type them.

Buttons

OK

Checks to see if you (the Password you type) are authorized to use this database.  If you are authorized, Maximizer Personal opens the database for you.

Cancel

Exits this dialog box without logging you into this Maximizer Personal database.


Print Labels dialog box

Sets the print options and then prints labels for the selected Clients.  You can also automatically record a Note for the Note logs of these Clients.

Options

Print Options

Number of Copies

Type the number of copies of the labels you want to print.

Draft Quality

To print the labels more quickly, select Draft Quality.  Draft Quality has a lower resolution than normal printing.  Low resolution printing is available only if your printer supports this feature.

To print the labels in high resolution, de-select Draft Quality.

All Caps, No Punctuation

To print the label according to postal code regulations, select All Caps, No Punctuation.

To print the label according to the address format you specified in the Preferences dialog box, de-select All Caps, No Punctuation.

Message to Log to Notes

Type a message for the Note logs of the respective Clients.

Buttons

OK

Prints the labels.

Set Start

Changes the starting location for the first label.  This is useful if you previously used some of the labels on your sheet.

Printer

Changes the label margins, measurements, orientation, and printer options.

Cancel

Exits this dialog box without printing labels.


User-Defined Field Setup dialog box

Defines, modifies, or deletes a field used to group or classify Clients.  The field can contain numbers, text, or a combination of both.  You can also assign, modify, or delete drop-downs for the field.

For example, if you add a User-Defined Field called Prospect Type, you can search for and retrieve Clients you have classified as hot prospects, warm prospects, or cold prospects.

Options

User-Defined Fields

Displays a list of User-Defined Fields you added previously.  If you want to modify or delete one of these fields, select the name of the field.

Buttons

Add

Adds a new field.

Change

Modifies the name of the field you selected.

Delete

Deletes the field you selected.

Items

Adds, modifies, or deletes values you assign to the field.

Close

Exits this dialog box without creating a User-Defined Field.


Client List Catalog dialog box

Maintains different lists or views of Client entries.  Creates one or more customized lists to quickly retrieve a particular set of Client entries whenever you need to work with it.

Options

Saved Client Lists

Displays the names of lists you previously created.  If you want to save a list you just added, modify the entries in the list, request that Maximizer Personal display the list each time you open the database, or if you want to delete an existing list, select the name of the list.

Use Client List on Startup

Displays the entries in the list each time you open the Maximizer Personal database.

Buttons

Add

Creates a new list from Client entries that are currently marked, or for all entries in the current list if no entries are marked.

Retrieve

Displays entries in the Client list you selected.

Save

Saves the list of marked entries under a name you specify.

Change

Modifies the name of the Client list you selected.

Delete

Deletes the list from Maximizer Personal.

Cancel

Exits this dialog box without adding, deleting, or changing a list.


Create Duplicate Client dialog box
Create Duplicate Client command dialog box

Creates a copy of the Client entry you selected.  All information associated with the Client is copied except the Client ID code.

Options

Copy From ID

Displays the Client identification of the original entry from which the information will be duplicated.  You cannot modify the Client ID number of the original entry.

To New ID

The Client identification associated with the new entry.  If Maximizer Personal automatically assigns Client identification codes, the new Client ID code is displayed.  If you assign Client identification codes manually, type the code for the new Client.

Buttons

OK

Creates a copy of the Client entry with a new Client identification code.

Cancel

Exits this dialog box without creating a duplicate Client.


Phone Log dialog box

Displays a log of telephone calls made and received for the current date.

Options

Phone Log

Displays an entry for each telephone call made or taken during the day.  The most recent entry is listed first.

If you want to see the Note associated with the phone call or want to redial a number, select the desired Client.

If you want to redial more than one number, select the Clients you want to phone again.  You can redial more than one number by pressing Ctrl and selecting the additional calls using the left mouse button.

Details of Call

Displays the Note you wrote when you talked to the selected Client.

Phone Log Options

Date

To display the telephone Log entries for another date, select the desired date.

Modify List

To add the selected Clients to the current list so you can phone a group of Clients, select Add to List.

To replace the current list with the selected Clients, select Replace List.

Buttons

Phone

Dials the number of the entry or entries you selected.

Print

Prints a copy of the log for the date displayed.

Cancel

Exits this dialog box without phoning or printing the log.


Search by Company/Organization dialog box

Searches Clients for entries that contain the company or organization you specify.

Options

Company/Organization

Type the name of the company or organization.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of company or organization names to search for.

Cancel

Exits this dialog box without searching.


Activities for dialog box

Displays a log of activities, both completed and planned, for the Client you selected.  If no Client is selected, your personal activities are displayed.

Options

Activities

Displays an entry for each task.  Details include the date and time, priority, description of the task, contact name, and company name and phone number.  A check mark indicates whether the task has been completed.

If you want to modify or delete an activity, select the entry.

Buttons

Add

Adds a new task to the log.

Modify

Updates the details of the task you selected.

Delete

Deletes the task you selected.

Print

Prints a copy of the log.

Close

Closes this dialog box.


Column Setup dialog box

Maintains different views of Client information.  You can create one or more customized views, each specifying which columns to display, their sequence, and their width.  You can also modify the column heading.  You can save your customized view and apply it whenever you want.

Options

Defined Views

Displays the names of views you defined previously.

If you want to modify or delete a view, select the desired column setup name.

Buttons

Add

Adds details for a new view.

Change

Modifies an existing view.

Delete

Deletes a view from the list of views.

Set as View

Applies the view you select as the current view.

Cancel

Exits this dialog box without adding, updating, or deleting a column setup.


Toolbar Settings dialog box

Sets the options you select for the toolbar.  You can relocate the toolbar, modify the size of the buttons, or add buttons to launch software applications other than Maximizer Personal.

Options

Location

Specifies if or where the toolbar is to appear.

Select	To
Top	Place the toolbar under the title bar
Bottom	Place the toolbar along the lower edge of the workspace
Right	Place the toolbar at the right edge of the workspace
Left	Place the toolbar at the left edge of the workspace
Palette	Change the fixed toolbar into a floating toolbar
None	Hide the toolbar
Button Size

To display small buttons, select Small.

To display medium-sized buttons, select Medium.

To display large buttons, select Large.

Installed Buttons

Lists the buttons you added previously to the toolbar.

To modify or remove a button, select the button.

Click on	To
Add	Add a selected button to the toolbar
Modify	Change the selected button
Delete	Remove the selected button from the toolbar
Buttons

OK

Sets the toolbar options you specified.

Cancel

Exits the command without changing the toolbar.


Phone dialog box

Records telephone calls.  You can record your phone activities as you complete them.  You can call each Client in a group you marked previously, or you can make a call.  You can also record any incoming calls.

Options

Subject

Type or select the subject of the phone call.

Name

Displays the name of the person you are calling or the name of the person who is calling you.

Select Number to Dial

Select the telephone number you want to dial.

Phone

Type or select the phone number you want to dial.

Buttons

Cancel

Exits this command without recording a call.

Previous

Selects the previous Client to call.

Next

Selects the next Client to call.

Incoming

Takes an incoming call from the selected Client.

Dial

Dials the number for a call.


Timer dialog box

Records the duration of an activity for a Client.

Options

Name

Displays the name of the Client.

Subject

Type or select the activity you are timing.

Buttons

Previous

Displays the previous Client.

Next

Displays the next Client.

Close

Closes the dialog box.

Start

Starts the timer for this Client.  This button appears if the timer is not running.

Stop

Stop the timer.  This button appears if the timer is running.


Add Hotlist Task dialog box

Schedules a task in your Hotlist.

Options

Scheduled Date and Time

Date

Type or select the date on which the task is to be done.

Time

Type the time at which the task is to be done.

Set Alarm

To set the alarm, select Set Alarm.

Prior to Task

To set the alarm for the task, specify how much earlier than the actual task the alarm should appear.  Type the number and select the time period.

Details of Task

Activity

Type or select a description to remind you of the purpose of the task.

Priority

Type or select the priority for this task.  Setting a Priority means you can rank Hotlist Activities for sorting and reporting purposes.  An example of priority ranking is A, B, and C; this means you can sort and report Activities that are High, Medium, and Low priority.

Task is Done

If you have completed this task, select Task is Done.

Icon

Displays icons for types of Hotlist tasks.  Select the one you want to appear with this Hotlist task.

Hotlist Task with

If this is a task for the Client  who is displayed, select Hotlist Task with.

Personal Hotlist Task

If this is a personal or confidential task, select Personal Hotlist Task.  This task is not associated with the selected Client.

Buttons

OK

Adds the task to your Hotlist.

Find Time

Displays your appointments and tasks so you can choose a free time slot.

Cancel

Exits the command without adding a task to your Hotlist.


Delivery Address dialog box

Prints a one-time label or envelope.

Options

Enter Name and Address for Label/Envelope

Type the name and address to be printed on the label or envelope.

Buttons

OK

Prints the label.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits this dialog box without printing an envelope or label.


Add Appointment dialog box

Schedules a meeting in your Calendar.

Options

Scheduled Date and Time

Date

Type or select the date on which the meeting is to take place.

From

Type the time at which the meeting is to start.

Until

Type the time at which the meeting should end.

Set Alarm

To set the alarm, select Set Alarm.

Prior to Appointment

To set the alarm for the appointment, specify how much earlier than the actual appointment the alarm should appear.  Type the number and select the time period.

Details of Appointment

Activity

Type or select a description to remind you of the purpose of the meeting.

Priority

Type or select the priority for this meeting.

Task is Done

If this appointment has already taken place, select Task is Done.

Icon

Displays icons for types of appointments.  Select the one you want to appear with the appointment.

Appointment with

If this is an appointment with the Client who is displayed, select Appointment with.

Personal Appointment

If this is a personal or confidential appointment, select Personal Appointment.  This appointment is not associated with the selected Client.

Buttons

OK

Adds the meeting to your Calendar.

Find Time

Displays your appointments and tasks so you can choose a free time slot.

Recurring

Adds this appointment as a recurring meeting.

Cancel

Exits this dialog box without scheduling a meeting.


Search by Last Name dialog box

Searches Clients for entries that contain the last name you specify.

Options

Last Name

Type the last name of the person.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of names to search for.

Cancel

Exits the dialog box without performing the search.


Search by First Name dialog box

Searches Clients for entries that contain the first name you specify.

Options

First Name

Type the first name of the person.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of names to search for.

Cancel

Exits the dialog box without performing the search.


Search by Position dialog box

Searches Clients for entries that contain the position you specify.

Options

Position

Type or select the position of the person.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of positions to search for.

Cancel

Exits the dialog box without performing the search.


Search by Department dialog box

Searches Clients for entries that contain the department you specify.

Options

Department

Type or select the department.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of departments to search for.

Cancel

Exits the dialog box without performing the search.


Search by Division dialog box

Searches Clients for entries that contain the division you specify.

Options

Division

Type or select the division.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of divisions to search for.

Cancel

Exits the dialog box without performing the search.


Search By Address dialog box
Search by Address Line dialog box

Searches Clients for entries that contain the address you specify.

Options

Address

Type the address.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of address lines to search for.

Cancel

Exits the dialog box without performing the search.


Search by Phone Number dialog box

Searches Clients for entries that contain the phone number you specify.

Options

Phone Number

Type the phone number.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of phone numbers to search for.

Cancel

Exits the dialog box without performing the search.


Search by Country dialog box

Searches Clients for entries that contain the country you specify.

Options

Country

Type the country.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of countries to search for.

Cancel

Exits the dialog box without performing the search.


Phone Call dialog box

Records telephone calls.

Options

Displays instructions for the phone call.

Buttons

Answered

Records that the phone call was answered.

Message

Records that a message to call back was left.

No Answer

Records that the phone call was not answered.

Busy

Records that the line was busy.

Re-dial

Dials the phone number again.

Cancel

Exits this dialog box.


Phone dialog box

Records an incoming or outgoing telephone call.  If you are using a modem, you can have Maximizer Personal do the dialing; otherwise, record your phone activities as you complete them.  You can call each Client in a list you marked previously or you can make a quick call.  You can also record incoming calls.

Options

Subject

Type or select the subject of the phone call.

Name

Displays the name of the person on the current entry.

Select Number to Dial

Select the telephone number you want to dial.

Phone

Type or select the telephone number you want to dial.

Last Result

Displays the result, if any, of a previous call you made to this individual.

Buttons

Cancel

Exits this dialog box without dialing or taking a call.

Previous

Displays the name and phone numbers of the previous entry.

Next

Displays the name and phone numbers of the next entry.

Incoming

Records a Note for the incoming call.

Dial

Dials the telephone number you selected in the Select Number to Dial field or typed in the Phone field.


Phone (elapsed time) dialog box

Records a telephone call.  The timer in the dialog box title bar shows how much time you spend on the call.

Options

Subject

Type or select the subject of the phone call.

Note

Type a description of the purpose or content of the call.

Buttons

Cancel

Exits this dialog box without recording the Note.

Hang Up

Disconnects the line if Maximizer Personal is handling the call.  Prompts you for the result of the conversation.


Search by City dialog box

Searches Clients for entries that contain the city you specify.

Options

City

Type or select the name of the city.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of city names to search for.

Cancel

Exits the dialog box.


State/Province dialog box
Search by State/Province dialog box

Searches Clients for entries that contain the state or province you specify.

Options

State/Province

Type or select the name of the state or province.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of state or province names to search for.

Cancel

Exits the dialog box.


Search by Zip/Postal Code dialog box

Searches Clients entries that contain the zip code or postal code you specify.

Options

Zip/Postal Code

Type the zip code or postal code.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of the zip codes or postal codes to search for.

Cancel

Exits the dialog box.


Search by Client ID dialog box

Searches Clients for entries that contain a Client identification code you specify.

Options

Client ID

Type the Client identification.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of the Client identification codes to search for.

Cancel

Exits the dialog box.


Search by Phone 1 dialog box

Searches Clients for entries that contain the telephone number classified as telephone number 1.

Options

Phone 1

Type the telephone number.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of the phone numbers to search for.

Cancel

Exits the dialog box.


Search by Notes dialog box

Searches Clients for entries that contain associated Notes that match the criteria you specify.

Options

Text Search

Type or select the word, phrase, or sentence to search for.

Date Range

From

Type or select the start date in the date range for the Note.

Until

Type or select the end date in the date range for the Note.

Search All Notes

To search for all Notes regardless of the date, select Search All Notes.

To search only for Notes within the date range you specified, de-select Search All Notes.

Type of Note

Select the type of Note to search for.  It must be one of the following types:  All Notes, Mail-Outs, Phone Calls, Timed Notes, Transfer Log, or Completed Tasks.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides entries in your current list that do not match the criteria you specified.

Buttons

OK

Initiates the search.

Cancel

Exits the dialog box.


Backup Database dialog box

Makes a copy of your Maximizer Personal database.

Options

Available Databases

Displays a list of the Maximizer Personal databases.

Directory Path

Displays the path to the directory in which the selected database is located.

Buttons

OK

Makes a copy of the selected database.

Cancel

Exits the dialog box.


Restore Database dialog box

Replaces the current version of your database with a copy you previously backed up.

Options

Available Databases

Displays the Maximizer Personal databases you previously backed up.

Directory Path

Displays the path to the directory in which the selected database is located.

Buttons

OK

Restores the selected database.

Cancel

Exits the dialog box.


Sign-on Security dialog box

Checks the password you type to ensure you are authorized to use this database.

Options

Password

Type your password.

If you turn on security by accident, type the password Control.

Buttons

OK

Verifies you are an authorized user.

Cancel

Exits the dialog box.


Envelope Settings dialog box

Sets the envelope margins, orientation, and the printer options for printing.

Options

Margins

Left

Type the distance between the left edge of the paper and the left end of a line with no left indent.

Right

Type the distance between the right edge of the page and the right end of a line with no right indent.

Top

Type the distance between the top of the page and the first line of text.

Bottom

Type the distance between the bottom of the page and the last line of text.

Measurements

inch

If the margin measurements are in inches, select inch.

cm

If the margin measurements are in centimeters, select cm.

Printer Settings

Printer

Select the printer at which you want to print the envelopes.

Paper Source

Select the paper tray that holds the envelopes.

Paper Size

Select the size of the envelopes.

Orientation

Portrait

If you want to print the envelopes vertically, select Portrait.

Landscape

If you want to print the envelopes horizontally, select Landscape.

Buttons

OK

Sets the options for printing envelopes.

Cancel

Exits the dialog box.

Setup

Sets extra printer options.

Fonts

Sets the font to be used when printing envelopes.


Import Clients dialog box

Copies Client data from an ASCII file into the Maximizer Personal database.

Options

Select Import File

File Name

Type the path and the name of the file that contains the data to be imported.

Browse

Select the directory path and the file that contains the data to be imported.  This replaces the file name displayed in the File Name field.

Format

Select the format of the data in the import file.  If the file is an ASCII file, the format can be comma delimited, a comma separated value (CSV), or tab delimited.

Error Handling

To display each invalid record as it is detected, select Display Each Error.

To log invalid records in a file, select Write Errors to File.  Invalid records are logged in a file called import-file name.ERO.  You find this file in the same directory as the original import file.

Buttons

OK

Copies the records from the file you specified into the active Maximizer Personal database.

Cancel

Exits this dialog box without importing the data.


Reports Settings dialog box

Sets report margins, orientation, and printer options.

Options

Margins

Left

Type the distance between the left edge of the paper and the left end of a line with no left indent.

Right

Type the distance between the right edge of the page and the right end of a line with no right indent.

Top

Type the distance between the top of the page and the first line of text.

Bottom

Type the distance between the bottom of the page and the last line of text.

Measurement

inch

If the margin measurements are in inches, select inch.

cm

If the margin measurements are in centimeters, select cm.

Printer Settings

Printer

Select the printer at which you want to print the report.

Paper Source

First Page

Select the paper tray that holds the paper for the first page of the report.

Other Pages

Select the paper tray that holds the paper for the remaining pages of the report, if the paper is different than that for the first page.

Orientation

Portrait

If you want to print the report vertically, select Portrait.

Landscape

If you want to print the report horizontally, select Landscape.

Buttons

OK

Sets the options for printing reports.

Cancel

Exits the dialog box.

Setup

Sets extra printer options.

Fonts

Sets the font to be used for printing reports.


Label Settings dialog box

Changes the label type, page margins, measurements, orientation, and printer options.

Options

Label Type

Select the type of labels you are using.

Margins

If you selected a label type of User-Defined, you can modify the margins.

Left

Type the distance between the left edge of the paper and the left end of a line with no left indent.

Right

Type the distance between the right edge of the page and the right end of a line with no right indent.

Top

Type the distance between the top of the page and the first line of text.

Bottom

Type the distance between the bottom of the page and the last line of text.

Dimensions button

Defines the dimensions of sheets or rolls of labels that are not a standard size.

Measurements

inch

If the margin measurements are in inches, select inch.

cm

If the margin measurements are in centimeters, select cm.

Printer Settings

Printer

Select the printer at which you want to print the labels.

Paper Source

Select the paper tray that holds the paper you want to use.

Paper Size

Select the size of paper for the labels.

Orientation

Portrait

If you want to print the labels vertically, select Portrait.

Landscape

If you want to print the labels horizontally, select Landscape.

Buttons

OK

Sets the options for printing labels.

Cancel

Exits this dialog box without changing the settings for printing labels.

Setup

Sets extra printer options.

Fonts

Sets the font to be used for printing labels.


Import/Export Catalogs dialog box

If you are importing, adds and saves a name in the import catalog for the set of import fields you selected.  Also modifies or deletes a name you previously created for a set of import fields.  You can also select the name to retrieve the field selection.

If you are exporting, adds and saves a name in the export catalog for the set of export fields you selected.  Also modifies or deletes a name you previously created for a set of export fields.  You can also select the name to retrieve the field selection.

Options

Saved Import/Export Catalogs

A list of named import or export field selections.  Select the name to save, modify, or delete a field selection.  Also select the name to retrieve the field selection you want.

Buttons

Add

Adds a name in the catalog for the set of fields you selected.

Save

Saves the name you selected.

Retrieve

Retrieves the field selection you saved.

Change

Changes the name of the field selection.

Delete

Deletes the name of the field selection from the catalog.

Cancel

Exits this dialog box without changing the catalog.

Close

Exits this dialog box.


Name of Import/Export dialog box
Name of Import/Export Catalog dialog box

Specifies a name for the set of fields you selected.

Options

Details of Import/Export Catalog

Name

Type a name for the set of selection fields.

Buttons

OK

Adds the name in the catalog.

Cancel

Exits the dialog box without saving the name.


Label Dimensions dialog box

Creates a customized layout for non-standard sheets of labels.

Options

Label Dimensions

Number Across

Type the number of labels in a row across the width of the sheet.

Number Down

Type the number of labels in a column down the length of the sheet.

Top Margin

Type the distance between the top of the sheet and the top edge of the first row of labels.

Left Margin

Type the distance between the left edge of the sheet and the left edge of the first label.

Label Height

Type the distance from the top edge of a label to the top edge of the label below, including the distance of the gap.

Label Width

Type the distance between the left edge and the right edge of the label.

Horizontal Gap

Type the distance between the first and the second column of labels.

Measurement

inch

If the margin measurements are in inches, select inch.

cm

If the margin measurements are in centimeters, select cm.

Buttons

Close

Sets the customized layout for printing labels.


Select Fields for Import dialog box

Associates fields in Maximizer Personal with fields in the file being imported.

Options

Available Maximizer Fields

Select the field from the list of Client fields and User-Defined Fields.

Order of Import

Displays the order in which the fields will be imported into the Maximizer Personal database.

Fields From File

Displays the fields in the file that are to be copied into the Maximizer Personal database.

Convert to Name Case

To convert text that is in capital letters (uppercase) into mixed case where appropriate, select Convert to Name Case.

To import text with the same capitalization as is in the original file, de-select Convert to Name Case.

Skip First Record

To skip the first record in the ASCII file being imported, select Skip First Record.

To include the first record in the file being imported, de-select Skip First Record.

Buttons

Import

Imports the file.

Cancel

Exits this dialog box without importing the data in the file.

Add

Associates a Maximizer Personal field with a corresponding field in the file being imported.

Remove

Removes the Maximizer Personal field from association with a field in the file.

Catalogs

Adds and saves a name in the import catalog for the set of import fields you selected.  Also modifies or deletes a name you previously created for a set of import fields.  You can also select the name to retrieve the field selection.


Start Label dialog box

Selects the starting position for printing the first label.

If you are using a laser printer, click on the position that corresponds to the first unused label on your first sheet of labels.

If you are using a dot matrix printer, click on the column that corresponds to the first unused column of labels on your first sheet of labels.

Buttons

OK

Sets the position for printing the first label.

Cancel

Exits this dialog box.  The printer will print the first label in the Start position.


Print Envelopes dialog box

Prints an envelope for the selected Client.

Options

Print Options

Number of Copies

Type the number of copies of the envelope to be printed.

Draft Quality

To print the envelope more quickly, select Draft Quality.  Low resolution printing is available only if your printer supports this feature.

To print the envelope in high resolution, de-select Draft Quality.

All Caps, No Punctuation

To print the envelope according to postal code regulations, select All Caps, No Punctuation.

To print the envelope according to the address format you specified as a preference, de-select All Caps, No Punctuation.

Message to Log to Notes

Type a message about the mail.  Maximizer Personal adds this message to the Notes for the selected Client.

Buttons

OK

Prints the envelope.

Printer

Changes the envelope margins, measurements, orientation, and printer options.

Cancel

Exits the dialog box.


Print Detailed Report dialog box

Prints a detailed report for the selected Client entries.

Options

Report Options

Print Alternate Addresses

To include alternate addresses, select Print Alternate Addresses.

To omit alternate addresses, de-select Print Alternate Addresses.

Print Appointments

To include appointments, select Print Appointments.

To omit appointments, de-select Print Appointments.

Print Hotlist Tasks

To include Hotlist tasks, select Print Hotlist Tasks.

To omit Hotlist tasks, de-select Print Hotlist Tasks.

Print User-Defined Fields

To include User-Defined Fields, select Print User-Defined Fields.

To omit User-Defined fields, de-select Print User-Defined Fields.

Print Notes

To include Notes, select Print Notes.  You can print all Notes by selecting All Notes, or you can print the most recent Note by selecting Most Recent Note Only.

To omit Notes, de-select Print Notes.

Print Options

Number of Copies

Type the number of copies of the report to be printed.

Draft Quality

To print the report more quickly, select Draft Quality.  Low resolution printing is available only if your printer supports this feature.

To print the report in high resolution, de-select Draft Quality.

New Page for Each Entry

To start the listing for each Client on a different page, select New Page for Each Entry.

To print the report with no page breaks for Client listings, de-select New Page for Each Entry.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print headings in this report, de-select Suppress Heading.

Buttons

OK

Routes the report to the destination you selected.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits the dialog box.


Print Column Report dialog box

Prints a report for the selected Clients.

Options

Report Title

Type the title for the report you are printing.

Print Options

Number of Copies

Type the number of copies of the report to be printed.

Draft Quality

To print the report more quickly, select Draft Quality.  This option is available only if your printer supports Draft Quality.

To print the report in high resolution, de-select Draft Quality.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print headings in this report, de-select Suppress Heading.

Report Options

Print Horizontally

Prints the report in columns across the width of the page.

Print Vertically

Prints each column of an entry as a row.

Print Column Titles

If you select Print Vertically, precedes each row with the title of the column heading.

Buttons

OK

Routes the report to the destination you specified.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits the dialog box.


Copyright Information dialog box

Displays the copyright information for Maximizer Personal.

Buttons

OK

Exits this dialog box.


Print Name/Address/Telephone Report dialog box

Creates a directory of selected Clients and routes it to a destination you select.

Options

Print Options

Number of Copies

Type the number of copies of the directory to be printed.

Draft Quality

To print the directory more quickly, select Draft Quality.  This option is available only if your printer supports Draft Quality.

To print the directory in high resolution, de-select Draft Quality.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print headings in this report, de-select Suppress Heading.

New Page for Each Entry

To start the listing for each Client on a different page, select New Page for Each Entry.

To print a continuous listing of Clients, de-select New Page for Each Entry.

Buttons

OK

Routes the report to the destination you selected.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits the dialog box.


Print Note Report dialog box

Creates a log of the Notes associated with selected Clients and routes it to a destination you select.

Options

Type of Report

All Notes

To print all Notes, select All Notes.

Mail-Outs

To print only Notes regarding mail you sent, select Mail-Outs.

Phone Calls

To print only Notes regarding telephone calls you made or received, select Phone Calls.

Timed Notes

To print only Notes regarding tasks you timed, select Timed Notes.

Transfer Log

To print only Notes regarding the transfer of the Client record from MultiActive Eagle, select Transfer Log.

Completed Tasks

To print only Notes regarding tasks that are done, select Completed Tasks.

Date Range

From

Type or select the start date in the date range for the Note.

Until

Type or select the end date in the date range for the Note.

Text Search

To print only Notes with a particular word or phrase, type or select the word or a phrase contained in Notes you want to print.

Report Options

Print Entire Note

To print the complete text of each Note, select Print Entire Note.

Print Abstract Only

To print only the first line of each Note, select Print Abstract Only.

Print Statistics

To print the longest, shortest, and average time of a phone call, select Print Statistics.

To omit phone call statistics, de-select Print Statistics.

Print Options

Number of Copies

Type the number of copies of the log to be printed.

Draft Quality

To print the log more quickly, select Draft Quality.  This option is available only if your printer supports Draft Quality.

To print the log in high resolution, de-select Draft Quality.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print headings in this report, de-select Suppress Heading.

New Page For Each Entry

To print each Client on a different page, select New Page For Each Entry.

To print a continuous listing, de-select New Page For Each Entry.

Buttons

OK

Routes the report to the destination you selected..

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits the dialog box.


Printing dialog box

Prints the item you requested.

Options

Current Entry Only

To print the item for only the entry you have selected, select Current Entry Only.

All Entries

To print the item for all entries, select All Entries.

Buttons

OK

Prints the item.

Cancel

Exits this dialog box without printing the item.


Schedule Recurring Appointment dialog box

Books recurring appointments in your Calendar.

Options

Frequency

Daily

If this appointment is to occur on a daily basis, select Daily.

Skip Weekends

To ignore weekends when scheduling appointments, select Skip Weekends.

Weekly

If this appointment is to occur on a weekly basis, select Weekly.

Every

Select the interval and the day of the week.

Day of Month

If this appointment is to occur on the same day each month, select Day of Month.

Every

Select the interval and select either the weekday or the day.  Select Day if the appointment can be scheduled on a weekend.

Monthly

If this appointment is to occur on a monthly basis, select Monthly.

Every

Select the interval and the day of the month.

Yearly

If this appointment is to occur on a yearly basis, select Yearly.

Move to Nearest Weekday

To ensure that the appointment is scheduled on a day from Monday to Friday, select Move to Nearest Weekday.

Duration

Start Date

Type or select the date on which your recurring appointments are to start.

End Date

Type or select the date on which your recurring appointments are to end.

Buttons

OK

Schedules the recurring appointment.

Cancel

Exits the dialog box without scheduling the recurring appointment.


List Colors dialog box

Changes the colors of various elements in the selected Maximizer Personal windows.

Options

Window

Shows the effects of the selection.

List Element

Select the part of the window in which you want to change the color.

Basic Colors

Click on the color in which you want the selected element to be displayed.

Buttons

OK

Changes the colors in the selected windows.

Cancel

Exits the dialog box without changing the colors.

Reset to Windows Default

Resets the colors to those you set in the Desktop option under the Windows Control Panel.


Phone Call Result dialog box

Records the result of an outgoing or incoming call.  You can also add a result to the list or delete one from the list.

Options

Results

Displays the possible results of a telephone call.  Select an existing result or add a new result.

Buttons

OK

Records the results of the telephone call.

Cancel

Exits this dialog box without recording the result.

Add

Adds a new item to the list.

Delete

Deletes the selected item from the list.


Add/Change Item dialog box

If you are adding a new item to a drop-down table, this adds the new item you specify.  If you are changing an item in a drop-down table, this replaces the old item with the new item you specify.

Options

Item

Type the text for the new item or the text to replace the existing item.

Buttons

OK

Adds or modifies the item in the drop-down table.

Cancel

Exits this dialog box without adding or changing the item.


Calendar Defaults dialog box

Sets the options for your Calendar.

Options

Default Settings

Alarm Lead Time

Select the amount of time before the appointment the alarm is to appear; for example, 5 minutes.

Default Interval

To divide the time periods in the daily and weekly view of the Calendar, select the time interval.  For example, if you want to schedule activities in half hour intervals, select 30 minutes.  Time periods can be as short as five minutes or as long as 60 minutes.

Ignore Conflict Checking

To suppress checking for other appointments scheduled near the same time as this appointment, select Ignore Conflict Checking.

To activate checking for other appointments scheduled near the same time as this appointment, de-select Ignore Conflict Checking.

Ignore All Alarms

To suppress all Calendar alarms, select Ignore All Alarms.

To activate all Calendar alarms, de-select Ignore All Alarms.

Do Not Display Holidays

 The holidays feature is not available in all versions of Maximizer Personal.

To hide holidays in your Calendar, select Do Not Display Holidays.  If displaying your Calendar is slow, select this option.

To show holidays in your Calendar, de-select Do Not Display Holidays.

Default View

Daily

To see the day [image] s events in your Calendar each time you open it, select Daily.

Weekly

To see the week [image] s events in your Calendar each time you open it, select Weekly.

Monthly

To see the month [image] s events in your Calendar each time you open it, select Monthly.

Bi-Monthly

To see two month [image] s events in your Calendar each time you open it, select Bi-Monthly.

Buttons

OK

Sets the options you set for the Calendar.

Cancel

Exits this dialog box without changing the Calendar options.


Modem Settings dialog box

Sets the options for your modem.  Also sets the dialing prefixes and area codes for phoning.

Options

Port

Select the port on your computer that your modem uses to send and receive data.  For more information, consult your computer manuals.

Baud Rate

Select the speed at which your modem communicates.  For more information, consult your manual or the manufacturer of your modem.

Dialing

Select the type of telephone service you have:  Pulse or Tone.  For more information, consult your telephone company.

Stop Bits

Select the number of stop bits per byte:  either 1 or 2.  For more information, consult the manual or manufacturer of your modem.

Data Bits

Select the number of data bits per byte:  either 7 or 8.  For more information, consult your manual or the manufacturer of your modem.

Parity

Select the type of parity error checking:  select one of None, Even, or Odd.  For more information, consult your manual or the manufacturer of your modem.

Active Prefix

To set which dialing prefix to use, select the type.  Your choices are None, Primary, or Alternate.  You specify the primary and alternate prefixes under Prefix/Suffix.

A prefix is the sequence of digits you normally touch before you dial the actual phone number.  For example, in some offices you need to dial 9 to get an outside line.

Active Suffix

To set which dialing suffix to use, select the type.  Your choices are None, Primary, or Alternate.  You specify the primary and alternate suffixes under Prefix/Suffix.

A suffix is the sequence of digits you touch after you dial the actual phone number (for example, your telephone credit card number).

Prefix/Suffix

Phone Primary Prefix

Type the prefix you normally use before you dial the actual phone number.  For example, in some offices you need to dial 9 to get an outside line.

Phone Alternate Prefix

Type an alternate prefix you want to use.  For example, you might have a laptop you use at two locations, each with a different prefix.

Phone Primary Suffix

Type the suffix you normally use after you dial the actual phone number (for example, your telephone credit card number).

Phone Alternate Suffix

Type an alternate suffix you want to use.  For example, you might want to charge some of your calls to your business credit card number and some to your personal credit card number.

Dialing Preferences

Local Area Code

Type the area code of the location at which you normally work.

Current Area Code

Type the area code of the location at which you currently work.

Long Distance Prefix

Type the sequence of digits you have to dial to get long distance service.

Initialization

Initialization strings for your modem can be found in your modem manual.  Maximizer Personal provides the default initialization strings for Hayes modems.

To type a carriage return, type a vertical bar (|); to type a 1 second delay, type a tilde (~).  Ask a technical person if you need help.

Hang-Up String

Type the hang-up string for your modem.

Modem Init String 1

Type the initialization string for your modem.

Modem Init String 2

Type the second initialization string for your modem.

Buttons

OK

Sets the options for your modem and for dialing.

Cancel

Exits this dialog box without changing the modem or dialing options.


History Settings dialog box

Sets the options for automatic logging of tasks you perform with Maximizer Personal.

Options

Log Envelopes

None

To ignore logging of printed envelopes, select None.

Notes

To automatically add an entry that lists each envelope you print in Client Notes, select Notes.

Log Labels

None

To ignore logging of printed labels, select None.

Notes

To automatically add an entry that lists each label you print in Client Notes, select Notes.

Log Completed Tasks

None

To ignore logging of completed tasks, select None.

Notes

To automatically add an entry about each completed task in Client Notes, select Notes.

Log Timers

None

To ignore logging of timed tasks, select None.

Notes

To automatically add an entry for each timed task in Client Notes, select Notes.

Log Phone Calls

None

To ignore logging of phone calls, select None.

Notes/Phone Log

To automatically add an entry for each phone call in Client Notes, as well as in the Phone Log, select Notes/Phone Log.

View Result Table on Hang-up

To automatically display the phone call result each time you hang up the phone with Maximizer Personal, select View Result Table on Hang-up.

To turn off  the phone call result when you hang up the phone with Maximizer Personal, de-select View Result Table on Hang-up.

Buttons

OK

Sets the options you made for logging.

Cancel

Exits this dialog box without changing the logging options.


Build Hotlist dialog box

Creates a Hotlist for the dates you specify.

Options

Date Options

Today

To create a list of today [image] s tasks, select Today.

Tomorrow

To create a list of tomorrow [image] s tasks, select Tomorrow.

Yesterday

To create a list of yesterday [image] s tasks, select Yesterday.

This Week

To create a list of this week [image] s tasks, select This Week.

Next Week

To create a list of next week [image] s tasks, select Next Week.

Range

To create a list of tasks within a specific date range, select Range.

Range

If you selected Range, enter the dates.

Start Date

Type or select the start date in the date range for the tasks.

End Date

Type or select the end date in the date range for the tasks.

Carry Forward Unfinished Tasks

To include tasks whose beginning starts outside the date range but that are uncompleted as of the specific date, select Carry Forward Unfinished Tasks.

To omit tasks that can be carried forward, de-select Carry Forward Unfinished Tasks.

Buttons

OK

Builds the new Hotlist.

Cancel

Exits this dialog box.


Client dialog box (Basic Information tab)

If you are adding or modifying a Client entry, adds or updates Client information.

Tab Options

Name

Mr/Ms

Select or type the courtesy title for the person.

First Name

Type the person [image] s first name.

Init

Type the person [image] s middle initial.

Last Name

Type the person [image] s last name.

Position

Select or type the person [image] s position in the company or organization.

Salutation

Select or type the salutation to be used in letters.  Type the chevron signs < to represent the first name and > to represent the last name.

For example, if you enter a salutation of Dear Ms. < >, the salutation in a letter to her would appear as Dear Ms. Jane Brown.

Company and Main Address

This is the primary address to be used to mail the majority of correspondence to this person.

Company

Type or select the name of the company or organization to which this person belongs.

Dept

Select or type the department in the company or organization to which this person belongs.

Division

Select or type the division in the company or organization to which this person belongs.

Address 1

Type the first line of the main address.

Address 2

Type the second line of the main address.

City

Select or type the name of the city for the main address.

State

Select or type the name of the state or province for the main address.

Zip

Type the zip code or postal code for the main address.

Country

Select or type the name of the country for the main address.

Phone Numbers

1-4

Type the telephone number and optionally type or select a telephone extension.  You can record up to four telephone numbers.

Identification and Security

ID

Displays the Identification code assigned this Client if Maximizer Personal assigns the code.  If you are setting the code, type the identification for this Client.

Buttons

OK

Adds basic information you specified in the entry.

Cancel

Exits this dialog box without adding the entry.


System Defaults dialog box

Sets the Maximizer Personal database options for assigning the Client identification and database identification codes.  You can also set accelerated database access.

Options

System Defaults

Database ID

Displays a unique identification for this Maximizer Personal database.  This ID is used for database synchronization and should only be changed under special circumstances.

System to assign ID numbers

To request that Maximizer Personal automatically assign Client identification codes, select System to assign ID numbers.

To set the numbers manually yourself, de-select System to assign ID numbers.

Enable Accelerated Access

To prevent access to the database while a transfer or import is in progress, select Enable Accelerated Access.

To set normal access, de-select Enable Accelerated Access.

Disable Creation of E-mail UDF

To eliminate the User-Defined Field, [image] *E-Mail Address [image] from the User-Defined Fields tab of the Client dialog box, select Disable Creation of E-mail UDF.

To display the User-Defined Field, [image] *E-Mail Address [image] from the User-Defined Fields tab of the Client dialog box, de-select Disable Creation of E-mail UDF.

Buttons

OK

Sets the changes you made to the system defaults.

Cancel

Exits this dialog box without changing the system defaults.


Maximizer dialog box 2
Maximizer dialog box

You are running two or more instances of Maximizer Personal and the entry you are trying to delete is being viewed in the other instance of Maximizer Personal.

Buttons

Retry

Re-attempts to delete the entry.

Skip

If you have selected two or more entries for deletion, deletes the next record.

Cancel

Exits this dialog box without deleting the current record.


Maximizer dialog box 1
Maximizer dialog box

You are running two or more instances of Maximizer Personal and the entry you are trying to view is already being viewed in the other instance of Maximizer Personal.

Buttons

Stop Waiting

Exits this dialog box without displaying the record.


Export File dialog box

Copies Client-related data into an ASCII file.

Options

Select Export File

File Name

Type the name of the directory path and name of the file that is to contain the exported data.

Directory and Files

Select the directory path and then the name of the file that is to contain the exported data.  This replaces the directory and path in the File Name field.

Directory

Displays the selected directory.

Export Options

File Format

Select the format of the data for the export file.  The ASCII file format can be comma delimited, a comma separated value (CSV), or tab delimited.

Include Field Names

To export an initial record containing the relevant field names, select Include Field Names.

Buttons

OK

Copies the records from the Maximizer Personal database into the file you specified.

Cancel

Exits this dialog box without exporting the data.


Select Fields for Export dialog box

Selects and sequences Maximizer Personal fields and copies the associated data to the selected file.

Options

Available Maximizer Fields

Select the fields you want copied, in the sequence you want in the file.

Order of Export Fields to

Displays the order in which the fields will be exported to the selected file.

Buttons

Export

Copies the selected Maximizer Personal fields into the selected file.

Cancel

Exits this dialog box without exporting the data into the file.

Add

Adds the selected Maximizer Personal field to the list to be copied into the file.

Remove

Deletes the selected Maximizer Personal field from the list.

Catalogs

Adds and saves a name in the export catalog for the set of export fields you selected.  Also modifies or deletes a name you previously created for a set of export fields.  You can also select the name to retrieve the field selection.


New Password/Retype Password dialog box

Adds or modifies your password.

Options

Password

Type the password.  The text is hidden when you type the password.

Buttons

OK

Sets the password.

Cancel

Exits this dialog box without adding or changing the password.


Search By Last Date Change dialog box
Search by Last Change Date dialog box

Searches Clients for entries that were changed during a date range you specify.

Options

Date Range

Start Date

Type or select the start date in the date range.

End Date

Type or select the end date in the date range.

Modify List

Add to List

Adds matching entries to your current list.

Narrow Marked List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Cancel

Exits this dialog box without searching.


Add Button to Toolbar dialog box

Adds a new button to the toolbar or changes the settings for an existing button that launches another software program.

Options

Button Attributes

Balloon Help

Type the text you want displayed as Balloon Help for the button you are adding.

Command Line

Type the command line for the application you wish to run.  To search for the application, click on the Browse button.

Load One Instance Only

Indicate whether or not you want to run multiple instances of the application.  Running one instance is useful for switching between Maximizer Personal and the application.  Running multiple instances is useful for working with more than one occurrence of the application; however, running multiple instances may degrade the performance of Maximizer Personal.

To restrict the application to one instance, select Load One Instance Only.

To allow multiple instances, de-select Load One Instance Only.

Browse Button

Displays the directories so you can locate the application.

Select an Image for Button

Application Icon

If you want to add its icon as a button to the toolbar, select Application Icon.

External Bitmap

If you want to use a custom button to represent the application, select External Bitmap.

File Name

If you selected External Bitmap, type the path and the name of the file that contains the bitmap.  To search for the bitmap, click on the Browse button.

Browse

Displays the directories so you can locate the file that contains the bitmap.

Buttons

OK

Adds the button for the application you specified.

Cancel

Exits the command without adding the button.


Browse dialog box

Establishes the path to the file you want or locates the file from the directory you specify.

Options

Source

Type or select the file.  This field lists files with the extension you select in the List Files of Type field.

List Files of Type

Select the type or extension of the file.

Directories

Select the directory that contains the file.

Drives

Select the drive that contains the file.

Buttons

OK

Opens or saves the file you specified.

Network

Assigns a new drive so you can locate the file if it is stored in a network directory.

Cancel

Exits this dialog box.


Change Icon dialog box

Replaces the current icon with another icon you select.

Options

Icon

Current

Select to display the current active icon.

Default

Select to display the default application icon.

From File

Select a different icon from the displayed directory.  You can type another directory or click on the Browse button to search for a directory.

Label

Type a label for the icon.

Buttons

OK

Replaces the current icon with the icon you selected.

Cancel

Exits this command without replacing the icon.

Browse

Locates another directory.

Help

Displays online help for this dialog box.


Add User-Defined Fields dialog box

Adds a User-Defined Field to the selected Client.  You can also create a new User-Defined Field.

Options

User-Defined Fields

Displays a list of the User-Defined Fields you created previously.  To add a User-Defined Field to this Client, select the field and click on Add Items.  To create a new User-Defined Field, click on New Field.

Buttons

New Field

Creates a new User-Defined Field.

Add Items

Adds the field and its value in the User-Defined Fields window.  If you selected a date User-Defined Field, you type a date as its value.  For an alphanumeric User-Defined Field, you type text as its value.  For a numeric field, you type a number as its value.  If you selected a drop-down table User-Defined Field, you select an item from the list.

Cancel

Exits this dialog box without adding a field or items to a drop-down table for a field.


Add Items dialog box

Adds an item from a User-Defined Field drop-down table to the Client you selected.  You can also add new items to the drop-down table.

Options

Displays a list of current drop-down items in the table.

Buttons

New Item

Adds a new item to the drop-down table.

Adds Items

Adds the item or items you selected to the Client.

Cancel

Exits this dialog box without adding the Client User-Defined Fields.

Close

Exits this dialog box with the changes you made.


Modify Item dialog box

Replaces the current drop-down table item in a User-Defined Field with a new item.

Options

Table

Displays the available items.  Select the new item to replace the existing one.

Buttons

OK

Replaces the existing item with the item you selected.

New Item

Adds a new item.

Cancel

Exits this dialog box without replacing the existing item.


Modify Item dialog box_1
Modify Item dialog box

Changes a number, date, or text in a User-Defined Field for this Client.

Options

Type the correction for the number, date, or text.

Buttons

OK

Updates the field.

Cancel

Exits this dialog box without updating the field.


Appointment Alarm dialog box

Displays the details of the appointment you scheduled the alarm for.

Options

Details of Appointment

Displays the details of the appointment.

Scheduled At

Displays the time of the appointment.

On

Displays the date of the appointment.

Buttons

Snooze All

Turns off all alarms for a specified period of time.

Edit

Updates the appointment details.

Turn Off

Turns off the alarm.

Add to Client List

Automatically adds the Client to your current Client list if it is not already there.  This button is unavailable if the alarm is for a personal appointment or if you are in another dialog box when the alarm appears.

Close

Closes this dialog box.


Appointment Alarm dialog box

Displays the details of the appointment you scheduled the alarm for.

Options

Details of Appointment

Displays the details of the appointment.

Scheduled At

Displays the time of the appointment.

On

Displays the date of the appointment.

Buttons

Snooze All

Turns off all alarms for a specified period of time.

Edit

Updates the appointment details.

Turn Off

Turns off the alarm.

Add to Client List

Automatically adds the Client to your current Client list if it is not already there.  This button is unavailable if the alarm is for a personal appointment or if you are in another dialog box when the alarm appears.

Close

Closes this dialog box.


Hotlist Alarm dialog box

Displays the details of the task you scheduled the alarm for.

Options

Details of the Task

Task

Displays the details of the task.

Scheduled At

Displays the time of the task.

On

Displays the date of the task.

Buttons

Snooze All

Turns off all alarms for a specified period of time.

Edit

Updates the task details.

Turn Off

Turns off the alarm.

Add to Client List

Automatically adds the Client to your current Client list if it is not already there.  This button is unavailable if the alarm is for a personal appointment or if you are in another dialog box when the alarm appears.

Close

Closes this dialog box.


Appointments dialog box

Displays appointments for a specific time during the week.  You can change or delete any of the appointments listed.

Options

Displays appointments for a specific time during the week.  If you want to change or delete an appointment, select the one you want to work with.

Buttons

Change

Reschedules or updates the details of the selected appointment.

Delete

Deletes the selected appointment.

Cancel

Exits this dialog box without changing or deleting an appointment.


Default Record dialog box (Basic Information tab)

Sets Client basic information as a template for the default record.

 The Default Record Last Name field is set to @DEFAULT RECORD and the ID field is set to @MASTER.  If necessary, you can update the information when you add the actual Client  entry.

Tab Options

Name

Mr/Ms

Select or type the courtesy title for the person.

First Name

Type the person [image] s first name.

Init

Type the person [image] s middle initial.

Last Name

Displays the Default Record Last Name of @DEFAULT RECORD.  You can change this field when you add the actual Client entry.

Position

Select or type the person [image] s position in the company or organization.

Salutation

Select or type the salutation to be used in letters.  Type the chevron signs < to represent the first name and > to represent the last name.

For example, if you enter a salutation of Dear Ms.  < >, the salutation in a Maximizer Personal letter to her would appear as Dear Ms. Jane Brown.

Company and Main Address

This is the primary address to be used to mail the majority of correspondence to this person.

Company

Select or type the name of the company or organization in which this person belongs.

Dept

Select or type the department in the company or organization in which this person belongs.

Division

Select or type the division in the company or organization in which this person belongs.

Address 1

Type the first line of the main address.

Address 2

Type the second line of the main address.

City

Select or type the name of the city for the main address.

State

Select or type the name of the state or province for the main address.

Zip

Type the zip code or postal code.

Country

Select or type the name of the country for the main address.

Phone Numbers

1-4

Type the telephone number and optionally type or select a telephone extension.  You can record up to four telephone numbers.

IDentification and Security

ID

Displays the Default Record ID field of @MASTER.  This entry is assigned a valid ID when you add the actual Client entry.

Buttons

OK

Sets the default record with the information you specified.

Cancel

Exits this dialog box without creating the default record.


Default Record dialog box (User-Defined Fields tab)

Sets Client User-Defined Fields as a template for the default record.

Tab Options

User-Defined Fields

Contains the list of User-Defined Fields starting with a special UDF called *E-mail Address.  Move to the field to add or modify information.

*E-mail Address

Type the E-mail address of the Client.

Buttons

OK

Sets the default record with the information you specified.

Field Setup

Adds, modifies, or deletes the definition for a User-Defined Field.

Cancel

Exits this dialog box without creating the default record.


Client dialog box (User-Defined Fields tab)

If you are adding or modifying a Client entry, adds or updates the User-Defined Fields for the Client.

Tab Options

User-Defined Fields

Contains the list of User-Defined Fields starting with a special UDF called *E-mail Address.  Move to the field to add or modify information.

*E-mail Address

Type the E-mail address of the Client.

Buttons

OK

Adds or updates the information you typed or selected.

Field Setup

Adds, modifies, or deletes the definition for a User-Defined Field.

Cancel

Exits this dialog box without adding the information you typed or selected.


Client dialog box (Mail Address tab)
Client dialog box (Mailing Address tab)

Adds or updates the mailing addresses for the Client.

Tab Options

Description

Contains the list of addresses for the company.  To set a mailing address or to add, update, or delete a mailing address, select the address you want to work with.

Set as Mailing Address

Set the selected address as the mailing address.

Selected Address

Contains the address you selected.

Buttons

Add

Adds an alternate address.

Change

Updates the address you selected.

Delete

Deletes the address you selected.

OK

Adds or updates the address you selected.

Cancel

Exits this dialog box without changing the mail addressing information.


Columns to Display dialog box

Sets the options for the columns you defined using the Column Setup command.

Options

Details of View

Description

Type a new description for the view.

Columns in View

Displays columns available in this view.  Fields associated with specific columns are shown in the first rows of the column.  Select the column you want to change.

Click on	To
Attributes	Change the title of the column, or its column width
Available Fields

Contains a list of all the fields available for this view.  Select the field you want to add.  You can add more than one field in a column.

Field Label

Precedes the field in the column with this prompt.  Or you can select a space or a comma if you want to format multiple fields on the same line.

Fields In Column

Displays the fields you selected for the column you are working with.

Click on	To
Add	Add the selected field to the selected column
Remove	Delete the selected field from the selected column
Buttons

OK

Makes the changes to the column setup you specified.

Cancel

Exits this dialog box without making changes to the column setup.


Set Column Attributes dialog
Set Column Attributes dialog box

Sets the title and width for the column you selected.

Options

Column Attributes

Title

Type a new title for the column you selected.

Width

Type the width, in units (relative to other columns), of the column.

Buttons

OK

Sets the title and the column width.

Cancel

Exits the dialog box without changing the title and column width.


Delete Client Information dialog box

Confirms you want to delete the selected Client.

Buttons

OK

Deletes the Client from the database.

Cancel

Exits the dialog box without deleting the Client.


Delete Appointments dialog box

Deletes all appointments within a date range you specify.

Options

Start Date

Type or select the start date for appointments you want to delete.

End Date

Type or select the end date for appointments you want to delete.

Buttons

OK

Deletes all appointments within the data range you specified.

Cancel

Exits the dialog box without deleting the appointments.


Delete Marked Activities dialog box

Confirms you want to delete the selected activities.

Buttons

Yes

Deletes the activities you selected from the database.

No

Temporarily hides activities from the current list but does not delete them.

Cancel

Exits the dialog box without deleting the activities.


Go to Calendar Date dialog box

Displays your Calendar for the date you specify.

Options

Date

Type or select the date for which you want the Calendar displayed.

Buttons

OK

Displays a view of the Calendar for the date you specified.

Cancel

Exits the dialog box without displaying the date you specified.


Select Maximizer Files To Restore dialog box

Restores the Maximizer Personal files you select.

Warning: This deletes the current database and replaces it with the most recent backup.

Options

Available Files

Displays a list of Maximizer Personal files.  To restore the entire database, select *All Files.  To restore an individual file, select the file.

Buttons

Restore

Restores the files you selected.

Cancel

Exits the dialog box without restoring the files you selected.


Drive and Directory dialog box

Locates the drive and directory in which the backup you want to restore is located.

Options

Source Drive and Directory Path

Specify the full path including the drive to the directory in which the backup files are located.

Source Directory

Select the full path to the directory in which the backup files are located.  This replaces the path displayed in the Source Drive and Directory Path field.

Buttons

OK

Locates the backup files using the directory path you specified.

Cancel

Exits the dialog box without locating the files.


Drive and Directory dialog box

Specifies the drive and directory location for your backup.

Options

Target Drive and Directory Path

Specify the full path, including the drive to the directory in which you want to back up Maximizer Personal.

Target Directory

Select the full path to the directory in which you want to back up Maximizer Personal.  This replaces the path displayed in the Target Drive and Directory Path field.

Buttons

OK

Sets the path to the directory that is to contain the backup.

Cancel

Exits the dialog box without setting the path.


Maximizer dialog box

Informs you that the distance you specified for the page margins cannot be set.  The distance you specified for one margin overlaps the distance of another or the margin is too small.


Clients dialog box
Client dialog box

Displays Client details.


Name Of Client List dialog box

Changes the name of the Client list for the list you selected.

Options

Name

Type a new name for the Client list.

Buttons

OK

Changes the name of the Client list.

Cancel

Exits the dialog box without changing the name of the Client list.


Print Calendar dialog box

Prints your Calendar for the range of dates you specify.

Options

Print Options

Number of Copies

Type the number of copies of the Calendar to be printed.

Draft Quality

To print the report more quickly, select Draft Quality.  Draft quality has a lower resolution than normal quality.  Low resolution printing is available only if your printer supports this feature.

To print the report in high resolution, de-select Draft Quality.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print this report with headings, de-select Suppress Heading.

Date Range

From

Type or select the start date in the date range for the Calendar.

Until

Type or select the end date in the date range for the Calendar.

Report Options

Print As Chart

To print your appointments in Calendar format, select Print As Chart.

Print Summary

To print a summary of your appointments, select Print Summary.

Print Full Details

To print a complete description of your appointments, select Print Full Details.  The priority assigned to the task and the associated Client are included.

Include Name/Addr/Tel

To print the associated Client name, address, and telephone number, select Print Full Details and then select Include Name/Addr/Tel.

Buttons

OK

Routes the Calendar report to the destination you selected.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits the dialog box without generating your Calendar.


Print Report dialog box

Sets the printer and report options, and then prints the report.

Options

Print Options

Number of Copies

Type or select the number of copies you want printed.

Draft Quality

To print the report more quickly, select Draft Quality.  Draft quality has a lower resolution than normal quality.  Low resolution printing is available only if your printer supports this feature.

To print the report in high resolution, de-select Draft Quality.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print this report with headings, de-select Suppress Heading.

Buttons

OK

Routes the report to the destination you selected.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits this dialog box without generating the report.


Print Report dialog box 1
Print Report dialog box

Sets the printer and options for the Notes report.

Options

Print Options

Number of Copies

Type or select the number of copies you want printed.

Draft Quality

To print the report more quickly, select Draft Quality.  Draft quality has a lower resolution than normal quality.  Low resolution printing is available only if your printer supports this feature.

To print the report in high resolution, de-select Draft Quality.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print this report with headings, de-select Suppress Heading.

Report Options

Print List Only

To print only the columns displayed in the window, select Print List Only.

Print Full Details

To print the complete entry for a Note entry, select Print Full Details.

Include Statistics

To print the longest, shortest, and average duration of phone calls, select Print Full Details and then select Include Statistics.

Buttons

OK

Prints the report.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits this dialog box without printing the report.


Print Report dialog box 2
Print Report dialog box

Sets the printer and options for the Hotlist, weekly appointment, or daily appointment reports.

Options

Print Options

Number of Copies

Type or select the number of copies you want printed.

Draft Quality

To print the report more quickly, select Draft Quality.  Draft quality has a lower resolution than normal quality.  Low resolution printing is available only if your printer supports this feature.

To print the report in high resolution, de-select Draft Quality.

Suppress Headings

To print this report without headings, select Suppress Headings.

To print this report with headings, de-select Suppress Headings.

Report Options

Print List Only

To print only the columns displayed in the window, select Print List Only.

Print Full Details

To print the complete entry for an activity or appointment, select Print Full Details.

Include Name/Addr/Tel

To print the associated Client name, address and telephone number, select Print Full Details and then select Include Name/Addr/Tel.

Buttons

OK

Prints the report.

Printer

Changes the page margins, measurements, orientation, and printer options.

Cancel

Exits this dialog box without printing the report.


Range dialog box (Starting and Ending Name)
Range dialog box

Sets the starting name and the ending name for your search.

Options

Start Name

Type the name at which to start the search.

End Name

Type the name at which to end the search.

Buttons

OK

Sets the start and end name for the search.

Cancel

Exits the dialog box without setting the range.


Range dialog box (High and Low Values)
Range dialog box

Sets the low and high values for your search.

Options

Low Value

Type the name or number at which to start the search.

High Value

Type the name or number at which to end the search.

Buttons

OK

Sets the low and high values for the search.

Cancel

Exits the dialog box without setting the range.


Range dialog box (Client ID)
Range dialog box

Sets the starting and ending Client ID for your search.

Options

Start ID

Type the Client ID code at which to start your search.

End ID

Type the Client ID code at which to end the search.

Buttons

OK

Sets the starting and ending Client ID for your search.

Cancel

Exits the dialog box without setting the range.


Search By dialog box

Searches your Clients by first name, position, department, division, address lines, country, all phone numbers, or by the last date on which you updated the entry.

Options

Type the name, number, or date.  To broaden the search, use wildcard characters.

Modify List

Add to List

Adds the matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides all entries in your current list and adds the matching entries.

Buttons

OK

Initiates the search.

Range

Sets a range of names or values to search for.

Cancel

Exits the dialog box without performing the search.


Select User-Defined Fields To Search dialog box
Select User-Defined Fields for Search dialog box

Sets the User-Defined Field to be used in the search.

Options

User-Defined Fields

Displays all the User-Defined Fields.  Select the field you want to search.

Buttons

OK

Initiates the search.

Cancel

Exits the dialog box without performing the search.


Select Items To Search dialog box 1
Select Items for Search dialog box

Sets the item from a User-Defined drop-down table that is to be used in the search.

Options

Table

Displays all the items in the drop-down table.  Select the item for which you want to search.

Buttons

OK

Sets the item that is to be used in the search.

Cancel

Exits the dialog box without performing the search.


Select Items To Search dialog box 2
Select Items for Search dialog box

Changes the item from a User-Defined drop-down table that is to be used in the search.

Options

Displays all the items in the drop-down table.  Select the item for which you want to search.

Buttons

OK

Sets the item that is to be used in the search.

Cancel

Exits the dialog box without performing the search.


Select Maximizer Files To Backup dialog box

Makes a backup of the Maximizer Personal files you select.

Options

Available Files

Displays a list of Maximizer Personal files.  To back up the entire database, select *All Files.  To back up an individual file, select the file.

Buttons

Backup

Makes a backup of the files you selected.

Cancel

Exits the dialog box without backing up the files you selected.


Drive And Directory dialog box 1
Drive And Directory dialog box

Locates the target drive and directory that is to contain the backup files.

Options

Target Drive and Directory Path

Specify the full path, including the drive to the directory in which the backup files are to be stored.

Target Directory

Select the full path to the directory in which the backup files are to be stored.  This replaces the path displayed in the Target Drive and Directory Path field.

Buttons

OK

Locates the files in the directory path you specified.

Cancel

Exits the dialog box without locating the files.


Set Priority dialog box

Sets the priority for the Hotlist tasks you marked.

Options

Priority for Marked Tasks

Type or select the priority for the tasks you marked.

Buttons

OK

Sets the priority you specified for all tasks you marked.

Cancel

Exits the dialog box without setting the priority.


Alternate Address dialog box 2
Alternate Address dialog box

Adds an alternate address for a Client.

Options

Alternate Address

Address Desc

Type the purpose or a description of this address.

Company

Type or select the name of the company.

Department

Type or select the department.

Division

Type or select the division name associated with this person.

Address 1 and 2

Type the first and second lines of the address.  For easier searching, enter the street names in the Address 1 field and suite numbers in the Address 2 field.

City

Type or select the name of the city.

State

Type or select the name of the state or province.

Zip

Type the US zip or Canadian postal code.

Country

Type or select the country.

Buttons

OK

Adds the alternate address.

Cancel

Exits the dialog box without adding the alternate address.


Note for dialog box

Adds or changes the Note you selected.

Options

Type or correct the Note.

Date

Type or select the date for this Note.

Time

Type the time for this Note.

Buttons

OK

Adds or updates the Note.

Cancel

Exits the dialog box without adding or updating the Note.


Alphanumeric Field dialog box

Changes the characteristics of this User-Defined alphanumeric (text) field.

User-Defined Field

Displays the name of the User-Defined Field whose attributes you are changing.  You can change the name of the field.

Attributes

Maximum Length

Type the highest number of characters this field is to contain.

Buttons

OK

Changes the attributes of this User-Defined Field.

Cancel

Exits this dialog box without changing this User-Defined Field.


Drop-Down List dialog box

Displays a list of items to select from.

You can add, change, or delete an entry.  See Working with a Drop-Down List.


Setup User-Defined Fields dialog box

Displays previously defined User-Defined Fields.  You can add, change, or delete a field.

User-Defined Fields

Displays previously defined fields.  To change or delete a field, select the User-Defined Field.

Buttons

Add

Adds a new User-Defined Field.

Change

Changes the name and attributes of the User-Defined Field you selected.

Delete

Deletes the User-Defined Field you selected.

Items

If you selected a drop-down table User-Defined Field, clicking on this button adds another item to the list.

Cancel

Exits this dialog box without changes you made.

Close

Exits this dialog box with the changes you made.


User-Defined Size dialog box

Sets the size of the paper, envelopes, or labels for the printer.  Setting the size is available only if your printer supports this feature.

Options

Set Dimensions

Width

Type the width, in inches, of the paper, envelopes, or labels.

Length

Type the length, in inches, of the paper, envelopes, or labels.

Buttons

OK

Sets the size of the paper, envelopes, or labels for the printer.

Cancel

Exits this dialog box without setting the size.


Date Field dialog box

Renames this User-Defined date field.

User-Defined Field

Type a new name for this UDF.

Buttons

OK

Changes the name of this User-Defined Field.

Cancel

Exits this dialog box without changing the name of this User-Defined Field.


Current Date dialog box

Displays the current calendar month and year.  Select the date you want and, if necessary, use the drop-down lists to change the month and year.

Shortcuts

Back a month	PgUp
Forward a month	PgDn
Back a year	Ctrl+PgUp
Forward a year	Ctrl+PgDn


Launch Application dialog box

Starts a different application or another instance of an application you have already started.

Launch Options

Type the pathname and the filename of the application you want to launch.  For example, to launch the Windows calculator, type c:\WINDOWS\CALC.EXE.

Launch Options

Minimize Maximizer

To display Maximizer Personal as an icon, select Minimize Maximizer.

To retain the Maximizer Personal window as currently displayed, de-select Minimize Maximizer.

Minimize Application

To display the application as an icon, select Minimize Application.

To display the application as a window, de-select Minimize Application.

Load New Instance

To start a new instance of an application you have already started, select Load New Instance.

To ensure that only one instance of the application is running, de-select Load New Instance.

Buttons

OK

Starts the application or a new instance of the application.

Cancel

Exits this dialog box without starting the application.


Missing or Invalid Field dialog box

Informs you that there is a missing or invalid field when importing a file.

Field Name

Type the correction for the invalid or missing field.

Buttons

Continue

Accepts the correction to the invalid field and moves to the next field.

Skip

Skips the entry that contains the invalid field and moves to the next entry.

Abort

Exits the import process.


User-Defined Field dialog box

Sets or changes a range of values for the User-Defined Field you are searching.

From

Type the text or number that starts the range.

To

Type the text or number that ends the range.

Buttons

OK

Sets or changes the range for this User-Defined Field search.

Cancel

Exits this dialog box without setting or changing the range.


Numeric Field dialog box

Changes the characteristics of this User-Defined numeric field.

User-Defined Field

Displays the name of the User-Defined Field whose attributes you are changing.

Attributes

Decimal Places

The number of decimal places cannot be changed.

Buttons

OK

Changes the attributes of this User-Defined Field.

Cancel

Exits this dialog box without changing this User-Defined Field.


Save Note dialog box

Saves the Note in the Note Log for the Client you select.

Options

Save Note to

Displays the Clients you selected.  Select the Client for whom the Note is to be saved.

Buttons

OK

Saves the Note in the Note Log for the Client you selected.

Cancel

Exits this dialog box without saving the Note.


Find Free Time dialog box

Displays the time slots you have booked for the week.

Options

Click on a free time slot for your appointment or task.  If the time you require spans more than one time slot, click on the starting time slot and drag your mouse to the ending time slot.

To check a different date, press Ins.

To display time slots for	Click on
Next week
Last week
A specific week
Buttons

OK

Sets the time slot for your appointment or task.

Cancel

Exits this dialog box without setting a time slot.


User-Defined Field Name dialog box

Displays the items in a User-Defined Field that is a drop-down table.  You can add, change, or delete an item in the list.

Options

Items

Lists the items in the drop-down table.  To change or delete an item, select the item.

Buttons

Add

Adds a new item to the drop-down table.

Change

Changes an item in the drop-down table.

Delete

Deletes an item in the drop-down table.

Cancel

Exits this dialog box without the changes you made.

Close

Exits this dialog box with the changes you made.


Search Catalogs dialog box

Saves the criteria you define for a User-Defined Field search under a name you specify.  Instead of retyping the criteria, you simply select the search name the next time you want to retrieve the data.  You can also change the search name or delete the search from the catalog.

Options

Saved Search Catalogs

Displays a list of searches you previously defined.  To save, retrieve, or delete the search, or to change its name, select the search name.

Buttons

Add

Adds the search you previously defined to the catalog.

Save

Saves the search criteria you previously defined under the name you specified.

Retrieve

Retrieves the search criteria you previously selected.

Change

Changes the name of the search you selected.

Delete

Deletes the search you selected from the catalog.

Cancel

Exits this dialog box without saving the search criteria.


Name of Search Catalog dialog box

Adds or changes the name you specify for the User-Defined Field search catalog.

Options

Name

Type a name for the search catalog.

Buttons

OK

Adds the name of the search.

Close

Exits this dialog box without naming the search.


Fonts
Fonts dialog box

Sets the font for your report, envelope, or label.  Also sets the font for the window.

Options

Font

Select the font to be used.  Maximizer Personal lists the fonts available with the current driver as well as additional fonts installed in your system.  Verify your choice by checking the Sample box.

Font Style

Select the font style to be used.  Verify your choice by checking the Sample box.

Size

Select the size of the font.  The sizes available depend on the device and the selected font.  Verify your choice by checking the Sample box.

Effects

Select the effects you want:

To draw a fine line through the text, select Strikeout.

To underline the characters, select Underline.

Color

This option is not available.

Sample

Displays the font with the style, size, and effect you have selected.

Buttons

OK

Sets the font options for displaying or printing.

Cancel

Exits this dialog box without changing the font for displaying or printing.


Print Phone Log Report dialog box

Sets the destination and report options, and then prints the Phone Log report.

Options

Print Options

Number of Copies

Type or select the number of copies you want to print.

Draft Quality

To print the report more quickly, select Draft Quality.  Draft quality has a lower resolution than normal quality.  Low resolution printing is available only if your printer supports this feature.

To print the report in high resolution, de-select Draft Quality.

Suppress Heading

To print this report without headings, select Suppress Heading.

To print this report with headings, de-select Suppress Heading.

Report Options

Print List Only

To print the columns displayed in the window, select Print List Only.

Print Full Details

To print the complete entry for a Phone Log entry, select Print Full Details.

Include Address/Tel #

To include the associated address and telephone number with the Phone Log entry, select Print Full Details and then select Include Address/Tel #.

Include Statistics

To print the longest, shortest, and average duration of phone calls, select Print Full Details and then select Include Statistics.

Buttons

OK

Routes the report to the destination you selected.

Printer

Changes the page margins, measurements, orientation, printer options, and routing.

Cancel

Exits this dialog box without printing the report.


Clients window

Displays Clients you previously added.  You can add a new Client entry, update a Client entry, or delete a Client entry.

Clicking on the right button on your mouse pops up a convenient list of commands you can use to manage your Clients.


Notes window

Displays the Notes for the Client you selected in the Clients or Hotlist window.  You can add a new Note, update a Note, or delete a Note.

Clicking on the right button on your mouse pops up a convenient list of commands you can use to manage Client Notes.


Hotlist window

Displays the action items in your Hotlist.  You can add a new entry, update an entry, or delete an entry.

You can also mark an entry as completed by double-clicking on the task in the Complete column (the column where checkmarks indicate a completed tasks).

Clicking on the right button on your mouse pops up a convenient list of commands you can use to manage your Hotlist.


Calendar window (day)

Displays your appointments for the day.  You can add a new appointment, update an appointment, or delete a range of appointments.  For your convenience, your Hotlist tasks are also displayed.

To assist you with your scheduling, in the daily and weekly views of the Calendar, color bars indicate the status of each time period.

Green indicates an appointment is booked.

Red indicates a time period is double-booked with conflicting appointments.  When you see a red bar, you should change one of the appointments.

Clicking on the right button on your mouse pops up a convenient list of commands you can use to manage your Calendar.


Calendar window (week)

Displays your appointments for the week.  You can add a new appointment, update an appointment, or delete a range of appointments.

To assist you with your scheduling, in the daily and weekly views of the Calendar, color bars indicate the status of each time period.

Green indicates an appointment is booked.

Red indicates a time period is double-booked with conflicting appointments.  When you see a red bar, you should change one of the appointments.

Clicking on the right button on your mouse pops up a convenient list of commands you can use to manage your Calendar.


Calendar window (one month)

Displays your appointments for the month.  You can add a new appointment, update an appointment, or delete an appointment.

Clicking on the right button on your mouse pops up a convenient list of commands you can use to manage your Calendar.


Calendar window (two months)

Displays your appointments over a two-month period.  You can add a new appointment, update an appointment, or delete an appointment.

Clicking on the right button on your mouse pops up a convenient list of commands you can use to manage your Calendar.


Search by User-Defined Fields dialog box

Searches Clients for entries that contain the User-Defined Field you specify.

Options

User-Defined Fields for Search

If the User-Defined Field you want is not displayed in this list, click on the Add button.  Otherwise, select the User-Defined Field you want to modify or remove.

Click On	To
Add	Select the field and item to search for
Change	Modify the field value and item to search for
Remove	Remove the field and item to search for
Equal	Find entries that match the field and item
Not Equal	Find entries that do not match the field and item
Search Condition

Must Match All

Retrieves entries that match all User-Defined Fields you specified.

Match One or More

Retrieves entries that match one or more of the User-Defined Fields you specified.

Modify List

Add to List

Adds matching entries to your current list.

Narrow List

Hides non-matching entries from the list of entries that are currently marked, or hides non-matching entries from the current list if no entries are marked.

Replace List

Hides entries in your current list that do not match the criteria you specified.

Buttons

OK

Initiates the search.

Catalogs

Saves the criteria you defined for this search under a name you specify.  Retrieves entries for a previously defined search.  Modifies the search name or deletes the search from the catalog.

Cancel

Exits the dialog box.


Change User-Defined Field dialog box

Renames the User-Defined Field you selected.

Options

User-Defined Field

Type the new name of the User-Defined Field.

Buttons

OK

Changes the name of the User-Defined Field.

Cancel

Exits this dialog box without changing the name of the User-Defined Field.


Preferences dialog box

Customizes Maximizer Personal to meet security, date and address format, scheduling, and logging needs.  Additionally tailors Maximizer Personal for printing, and communications.  Also sets Maximizer Personal Client identification code and access controls.

Options

Security

Click on	To
Security Is Off/On	Disable or enable password protection.
Set Password	Add or change the password for the user identification you selected
Date Format

To display and print the date in long date format, select the long date format; for example, October 20, 1995.

 	To display and print the date in short date format, select the short date format; for example, 10/20/95.

Address Format

Zip Code Placement

To print the address in city, state, and zip code sequence, select City, State, Zip.

To print the zip code on a line by itself, select Separate Line.

To print the address in zip code, city, state sequence, select Zip, City, State.

Position Placement

To print the position of the individual after the name line, select After Name Line.

To print the position of the individual on the same line as the name line, select On Name Line.

To not print the position of the individual, select Do Not Print.

Company/Organization

To print the name of the company or organization after the name line, select Below Name.

To print the name of the company or organization on the first line, select First Line.

Country Placement

To print the name of the country on the same line as the city, select Same Line as City.

To print the name of the country on a different line, select Separate Line.

To print the name of the country on the last line of the address, select Separate Last Line.

Buttons

OK

Saves changes you made to preferences.

Cancel

Exits this dialog box without saving changes you made to the preferences.

Envelopes

Changes the user [image] s page and printer options for printing envelopes.

Labels

Changes the user [image] s page and printer options for printing labels.

Reports

Changes the user [image] s page and printer options for printing reports.

Calendar

Changes the user [image] s alarms, security, and view for the Maximizer Personal Calendar.

Modem

Sets or changes the user [image] s configuration options for the modem.  Also sets their telephone number prefixes for phoning and faxing.

History

Changes the user [image] s options for automatically logging activities in Maximizer Personal.

Defaults

Changes the database options for assigning database and Client identification codes and accelerated access.


Add User-Defined Field dialog box

Adds a new User-Defined Field to your list of User-Defined Fields.

Options

User-Defined Field

Type the name of the field you want to add.

Type

Table

If this field is to use a drop-down list, select Table.

Date

If this field is to include dates only, select Date.

Alphanumeric

If this field is to contain free-form text composed of both letters and numbers, select Alphanumeric.

Numeric

If this field is to contain figures only, select Numeric.

Attributes

Maximum Field Length

If you selected a field type of Alphanumeric, type the highest number of characters that this field is to contain.  The maximum length is 119 characters.

Number of Decimal Places

If you selected a field type of numeric and the field contains a decimal, type the number of decimal places required.  The maximum number of decimal places is 10.

Buttons

OK

Adds this field to your list of User-Defined fields.

Cancel

Exits this dialog box without adding to your list of User-Defined fields.


Maximizer dialog box (follow-up task)
Maximizer dialog box

Presents a hotlist task so that you can schedule a follow-up activity for the appointment or task you just marked complete.

Buttons

Yes

Presents a hotlist task or appointment so that you can schedule a follow-up activity or appointment for the task you just marked complete.

No

Does not present a hotlist task or appointment for the activity marked complete.

No to All

Does not present hotlist tasks or appointment for the multiple tasks you marked completed.


Group Edit dialog box (Basic Information tab)

Modifies Client entries with the same set of basic information changes you specify.  The group can include all entries in your current list or those you have marked.

Tab Options

Name

Mr/Ms

Select or type the courtesy title for the person.

First Name

Type the person [image] s first name.

Init

Type the person [image] s middle initial.

Last Name

Type the person [image] s last name.

Position

Select or type the person [image] s position in the company or organization.

Salutation

Select or type the salutation to be used in letters.  Type the chevron signs < to represent the first name and > to represent the last name.

For example, if you enter a salutation of Dear Ms.  < >, the salutation in a letter to her would appear as Dear Ms. Jane Brown.

Company and Main Address

This is the company [image] s main address.

Company

Select or type the name of the company or organization.

Dept

Select or type the department in the company or organization.

Division

Select or type the division in the company or organization.

Address 1

Type the first line of the main address.

Address 2

Type the second line of the main address.

City

Select or type the name of the city for the main address.

State

Select or type the name of the state or province for the main address.

Zip

Type the zip code or postal code for the main address.

Country

Select or type the name of the country for the main address.

Phone Numbers

1-4

Type the telephone number and optionally type or select a telephone extension.  You can record up to four telephone numbers.

Buttons

OK

Sets the basic information changes for the group of entries.

Cancel

Exits this dialog box without setting the changes.


Group Edit dialog box (Note tab)

Adds the note you type to each Client entry that is updated.  For example, you can add a note explaining what information is being changed.

Tab Options

Type the content of the note.  This is useful for tracking major updates to groups of Clients.


Group Edit dialog box (User-Defined Fields tab)

Modifies Client entries using the set of User-Defined Field changes you specify.  The group can include all entries in your current list or those you have marked.

Tab Options

User-Defined Fields

Contains the list of User-Defined Fields starting with a special UDF called *E-mail Address.  Move to the field to add or modify information.

*E-mail Address

Type the E-mail address of the Client.

Buttons

OK

Sets the User-Defined Field changes for the group of entries.

Field Setup

Adds, modifies, or deletes the definition for a User-Defined Field.

Cancel

Exits this dialog box without setting the changes.


Group Edit dialog box (Rules tab)
Group Edit dialog box (Group Edit Rules tab)

Sets the rules for modifying the group of entries.  The group includes all entries in your current list or those you have marked.

Tab Options

User-Defined Field Rules

Add Table Values

To add the new User-Defined table values you specified on the User-Defined Fields tab, select Add Table Values.  Any date, alphanumeric field value, or numeric field value is replaced by the one you specified.

Replace Table Values

To replace existing User-Defined table values with those you specified on the User-Defined Fields tabs in the group of entries, select Replace Table Values.

Update Options

Only Marked Entries

To update only entries you have marked, select Only Marked Entries.

All Entries in List

To update all entries in the current list, select All Entries in List.

Buttons

OK

Updates the entries with the changes you specified.

Cancel

Exits this dialog box without updating the entries.


Transfer Summary dialog box

Displays statistics about the elapsed time, and settings, as well as the number of records inserted, modified, bypassed, or deleted while transferring data.

Buttons

Print

Prints the summary.

Close

Exits the dialog box.


Maximizer dialog box 1
Maximizer dialog box

Informs you that the transfer is in progress.  The indicator shows the percentage of the file that has been transferred.


Copy Link Field dialog box

Copies the field you select for the current Client to the Clipboard.  The field can be used for DDE purposes.

Options

Available Fields

Contains a list of all the fields you can copy.  Select the field you want to copy.

Buttons

Select

Copies the data from the selected field into the Clipboard.

Close

Exits the dialog box.


About Maximizer for Windows 3.0is
About Maximizer 3.0is

As a user of Maximizer Personal, you can upgrade to Maximizer 3.0is by paying the upgrade price at:

Your local CompUSA, Computer City, Egghead or other computer store

Maximizer Technologies.  To order your upgrade, call our toll-free line at 1-800-804-MAXX (1-800-804-6299)

When you upgrade to Maximizer 3.0is, you acquire a wealth of additional functionality.  Here are just a few of the features you [image] ll find in Maximizer 3.0is.

Multiple databases [image] keep an unlimited number of Maximizer databases on your computer or on your LAN.  You can even set up different databases for different purposes; for example, you can set up separate databases for clients, friends, suppliers, prospects, and employees.

Multiple users [image] as the owner of the database, you can grant an unlimited number of users access to your Maximizer databases.  You assign each user a different login name and password, as well as their access rights.  Let your organization share the wealth of contact information contained in your Maximizer databases.

Multilevel contact tracking [image] you can associate an unlimited number of contacts per company.  If you know an individual works at ABC Corporation but can [image] t remember their name, find the company in Maximizer to see its list of contacts.

Unlimited User-Defined Fields (UDFs) [image] you know how useful the 10 UDFs are for sorting and searching in Maximizer Personal.  With Maximizer 3.0is you can create as many as you need.  All UDFs are full searchable to quickly target your attention on important contacts you previously designated by the UDF.

Maximizer Editor [image] use our full-functioned word processor to create letters and documents to send to your contacts.  Use one of the available templates or create one yourself.  As you compose the text, you can merge information about the contact into the document, check your spelling and use the thesaurus to find a better word.

E-mail and fax [image] store your contacts [image] E-mail addresses and fax phone numbers in Maximizer and automatically E-mail or fax your messages from Maximizer to your clients.  You can even send files containing documents or data as attachments to your message.  For E-mail, you can route messages using either your LAN E-mail system or the Internet.

OLE [image] dynamically link documents from any Windows application to your contacts.  Imagine how convenient it would be to have all client data at hand when they call, be they spreadsheets, documents, graphics, or video clips.

Personal Journal [image] record confidential notes.  Each note is date and time stamped and can only be read by you.

Expense Tracker [image] maintain and track your income and expenses.  Income and Expenses can be kept private or shared with other users.


Sign-on Security dialog box 1
Sign-on Security dialog box

Checks your password you type to ensure you are authorized to back up, restore, or convert the database.

Options

Password

Type your password.

Buttons

OK

Verifies that the password you typed is correct.

Cancel

Exits the dialog box without checking authorization.


About Maximizer Personal dialog box

Displays credits, program version and series numbers, and Maximizer office addresses and telephone numbers.


Maximum Clients Reached

Indicates that you have added the maximum number of Clients permitted in this version of Maximizer Personal. (The maximum number is 101.)

To continue using Maximizer Personal:

Call toll-free 1-888-804-5483 during support hours and request the unlock code. This code allows you to store an unlimited number of Clients.  Your credit card will be charged a small fee, and you will become a registered owner.

Call 1-800-804-MAXX (800-804-6299) during support hours and request an upgrade to the full-featured version of Maximizer 3.0is. The sales representative will give you an unlock code. This code allows you to continue to use Maximizer Personal until your copy of Maximizer 3.0is arrives. For more information about Maximizer 3.0is, on the Help menu, choose About Maximizer 3.0is.

Continue to use this version of Maximizer Personal. This means that you cannot store more than 101 Clients unless you upgrade. You can, however, make room for more Clients by deleting Clients who are no longer required.

 If you see this message after support hours, record the Support and Key Codes that are displayed on this screen, as well as the toll-free number. You need these numbers when you phone the sales representative. Phone any time between Monday and Friday from 6:00 A.M. to 6:00 P.M. PST. Be sure to record the unlock code that the sales representative gives you. The next time you see this message, type the unlock code so that you can record as many Clients as you want.

Options

Support Number

Your Maximizer Personal support number. The sales representative will ask you for this number.

Key Code

Your Maximizer Personal key code. The sales representative will ask you for this number.

Unlock Code

Type the unlock code given you by the sales representative. This code authorizes you to store over 100 clients.

Buttons

Purchase

Authorizes you to store more than 101 clients.

Cancel

Denies authorization to store more than 101 clients.

 Make room for more clients by deleting clients that you no longer require.


Starting Maximizer Personal

Start a Maximizer Personal session from your Maximizer group.

To start Maximizer Personal on Windows 3.1 or Windows NT

In the Maximizer group window, double-click on the Maximizer Personal icon.

The Maximizer Personal workspace appears.

To start Maximizer Personal on Windows 95

Click on the Start button, and then point to Programs.  Then click Maximizer Personal.

The Maximizer Personal workspace appears.

See Also

Exiting Maximizer Personal


Exiting Maximizer Personal

When you are finished your session with Maximizer Personal, exit from the program.

To exit Maximizer Personal

Select Exit from the File menu.

See Also

Starting Maximizer Personal


Displaying a Drop-Down List

Many of the dialog box fields include a drop-down list utility.  The utility allows you to create a list of items, which you can then select from each time you add another entry.  This saves you from typing in the same items each time.

To display a drop-down list

In a dialog box field, click on the right mouse button.

The drop-down list appears.

To select an entry from a drop-down list

In the drop-down list, double-click on the appropriate entry.

The selected entry appears in the selected field.

See Also

Adding or Deleting an Entry in a Drop-Down List


Adding or Deleting an Entry in a Drop-Down List

You can add and delete entries from your drop-down list.

 You can [image] t modify an entry in a drop-down list.  Instead, delete the entry and then re-add it.

To add an entry to a drop-down list

1.	In the drop-down list, press Insert.

2.	In the Add Item dialog box, type an entry.

3.	Click on OK.

Maximizer Personal adds the new entry to the drop-down list.

To delete an entry from a drop-down list

1.	In the drop-down list, select the entry you want to delete.

2.	Press Delete.

3.	In the Maximizer dialog box, click on OK to confirm the deletion.

Maximizer Personal deletes the selected entry.

See Also

Displaying a Drop-Down List


Selecting a Date from the Drop-Down Calendar
Selecting a Date from a Drop-Down Calendar

Use the calendar to select a date from the calendar rather than having typing it each time.  Drop-down calendars appear mainly in dialog boxes within the Calendar and Hotlist windows.

 For information on using keyboard shortcuts in the drop-down calendar, see Working with Dates

To select a date

1.	In a dialog box date field, click on the right mouse button.

The drop-down calendar appears.

2.	In the drop-down calendar:

Click on the appropriate calendar date.

or

a.	Select a different date using the month and year drop-down lists.

b.	Click on the appropriate calendar date.

The selected date appears in the Date field.


Copying the Contents of a Field

To save typing, you can copy text from one field to another field.

 Use this procedure between different windows and dialog boxes.  For example, you can copy text from a field in the Client dialog box and paste it into the text field in the Notes dialog box.

To copy the contents of a field into another field

1.	Select a dialog box field.

2.	Highlight the text you want to copy.

3.	Press Ctrl+c.

4.	Select another dialog box field where you want the text copied.

5.	Press Ctrl+v.

Maximizer Personal pastes the highlighted text into the selected field.


Opening the Clients Window

Maximizer Personal opens the Clients window when you start Maximizer Personal.  Use the Clients window to maintain a list of your clients.  If you need to open the window, complete one of the following steps.

 In the Maximizer Personal workspace, the Clients window is the main controlling window.  It controls what appears in other windows.  This means as you scroll through your Clients window, the other window that scrolls to match your Clients is the Notes window.

To open the Clients window

Click on the Clients button on the toolbar.

or

Select Clients from the Window menu.

See Also

Maintaining Client Information

Viewing or Printing Client Information


Adding a Client Entry

To record information about a client, such as their name, address, phone numbers, and fax numbers, add a Client entry.

To add a Client

1.	Click on the Clients window to make it active.

2.	Select Add from the Edit menu.

or

Double-click in a blank Clients field.

or

Click on the Add button on the ribbon bar.

or

Click on the right mouse button and select Add.

The Add Client dialog box appears.

3.	Fill in the Name group box.

Use the Salutation field to provide a greeting for letters and faxes.  Use the chevron (<) to indicate First Name and (>) to indicate Last Name.  For example, a salutation of [image] Dear Mr. < > [image] would appear in a letter as [image] Dear Mr. Fred Smith. Drop-down lists are available for the Mr/Ms, Position, and Salutation fields.

4.	Fill in the Company and Main Address group box.

Drop-down lists are available for the Company, Dept., Division, City, State, and Country fields.

Use U.S. zip or Canadian postal codes.  Maximizer Personal automatically capitalizes any letters you type.

5.	Fill in the Phone Numbers group box.

You can enter phone numbers without dashes; Maximizer Personal adds these for you.  Include the area code for long distance numbers.

Use the Extension field for an extension number or label such as HOME or FAX.  A drop-down list is available for the Extension field.

 If you are using fax software and an internal modem/card to send faxes, enter the word FAX after each fax number in the Extension field.

6.	Fill in the Identification and Security group box.

By default, Maximizer Personal assigns ID numbers to each Client.  However, you can set up the system so you can assign these numbers manually.  For more information on assigning numbers manually, see Setting System Defaults.

The following table shows the breakdown of the ID number:

941216	yy/mm/dd
00019	5-digit number that increases by 1 for each insert.
1458277753	Database ID number
7.	When you are finished, click on OK.

See Also

Opening the Clients Window

Viewing or Printing Client Information

Maintaining Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Adding an Alternate Address
Adding an Alternate Address for a Client

Some of your Clients may use more than one mailing address.  For example, a company might have different shipping and billing destinations.  You can include as many alternate addresses as you need in Maximizer Personal.

To add an alternate address

1.	In the Clients window, double-click on the Client you want to modify.

2.	In the Client dialog box, click on the Mailing Address tab.

The Mailing Address tab moves to the front.

3.	Click on the Add button.

The Alternate Address dialog box appears.

4.	Fill in the information fields as you prefer.

In the Address Desc field, type a short description of the address.  For example, you could describe a shipping address as [image] Ship to.

Drop-down lists are available for the Department, Division, City, State, and Country fields.

5.	When you are finished, click on OK.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Setting the Default Address

If a Client has a number of alternate addresses, you can specify which address is to be used by default.

To set the default mailing address

1.	In the Clients window, double-click on the Client you want to modify.

2.	In the Client dialog box, click on the Mailing Address tab.

The Mailing Address tab moves to the front.

3.	In the Mailing Address tab, select the Description of the address you want to set as the default.

4.	Click on the Set as Mailing Address button.

5.	Click on OK.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Modifying a Client Entry
Modifing a Client Entry

When your Clients move or change phone numbers, you can easily reflect these modifications.

 If some of your Clients are not in the list, select All Clients from the View menu to display the entries so you can easily find the one you want to modify.

To modify a Client

1.	In the Clients window, select the Client you want to modify.

2.	Select Modify from the Edit menu.

The Client Name dialog box appears.

3.	Modify the fields you want to change.

4.	When you are finished, click on OK.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Modifying an Alternate Address
Modifing an Alternate Address

If your Client changes one of their alternate addresses, make sure to update the address in Maximizer Personal.

To modify an alternate address

1.	In the Clients window, double-click on the Client you want to modify.

2.	In the Client dialog box, click on the Mailing Address tab.

The Mailing Address tab moves to the front.

3.	In the Mailing Address dialog box, select the address you want to modify.

4.	Click on the Change button.

5.	In the Alternate Address dialog box, modify the fields you want to change.

6.	When you are finished, click on OK.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Deleting a Client Entry

You may sometimes need to delete a Client entry.  This can occur if the client has gone out of business or is no longer your customer.

 Deletions are permanent and can [image] t be undone.  You may want to back up your database first.

To delete a Client

1.	In the Clients window, select the Client you want to delete.

2.	Select Delete from the Edit menu.

The Delete Client Information dialog box appears.

3.	If you are sure you want to delete the selected Client, click on OK.

4.	In the Maximizer dialog box, click on OK to confirm the deletion.

Maximizer Personal deletes the Client and all its associated Notes from your database.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Deleting an Alternate Address

If a Clients [image] alternate address is no longer valid, be sure to remove it from the database.

 You can [image] t delete the Main Address using this procedure.  If you want to change the Main Address, click on the Basic Information tab and modify the address fields there.

To delete an alternate address

1.	In the Clients window, double-click on the Client you want to modify.

2.	In the Client Name dialog box, click on the Mailing Address tab.

3.	In the Mailing Address dialog box, select the address you want to delete.

4.	Click on the Delete button.

5.	In the Maximizer dialog box, click on OK to confirm the delete.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Copying a Client Entry

You may find it easier to modify a copied Client entry than to create a new one, or you might want to change the ID number of a Client.

To copy a Client

1.	In the Clients window, select the Client you want to copy.

2.	Select Create Duplicate Client from the Edit menu.

3.	In the Create Duplicate Client dialog box, change the default ID number if you prefer.

4.	Click on OK.

Maximizer Personal duplicates the Client entry and gives it a different ID number.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Performing a Group Edit

You can update a number of Clients entries at the same time with the Group Edit command.  For example, you may want to add a FAX extension to several Clients.

To perform a group edit

1.	In the Clients window, mark the Clients you want to modify.

2.	Select Group Edit from the Edit menu.

The Group Edit dialog box appears.

3.	Click on the Group Edit Rules tab.

4.	Select the checkboxes in the Mailing Rules group box as you prefer.

You have three options for each checkbox:  de-select to turn the option off, select to turn the option on, and select grey to leave the option unchanged from the current setting.

5.	Select the appropriate item in the User-Defined Field Rules group box.

This group box applies only to table-type User-Defined Fields.  To replace the current User-Defined Fields with a new list, select Replace Table Values.  To add new table-type User-Defined Fields to the current list, select Add Table Values.  For more information about working with User-Defined Fields, see Maintaining User-Defined Fields for Clients.

6.	Select the appropriate item in the Update Options group box.

This group box applies only if you are working with a marked list of Clients.  For more information on marked lists, see Creating and Working with Lists.

7.	Click on the Basic Information tab.

or

Click on the User-Defined Fields tab.

8.	Modify the Client information as you prefer.

9.	Click on the Note tab and add any text if you prefer.

This will add the Note you type to your list of Clients.  The Note appears in the Notes window.

10.	When you are finished, click on OK.

11.	In the Maximizer dialog box, click on OK to confirm the changes.

See Also

Opening the Clients Window

Marking and Unmarking Entries

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses


Creating a Default Client Entry

You can set up a default Client.  This is a useful if you often enter Clients with many fields in common, such as the same city or country.  When you use a default Client, each new Client you add appears with the default fields already filled in.

To create a default Client

1.	In the Clients window, select Default Record from the Edit menu.

The Default Record dialog box appears.

2.	Fill in the group boxes for which you want to include default information.

3.	Click on the Mailing Rules tab to modify any mailing information.

4.	When you are finished, click on OK.

Now, when you create a new Client, the Client dialog box appears with all of your default fields already filled in.

The default Client will affect all the new Clients you create.  When you no longer want to use default information, you should delete the default Client.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Modifying a Default Client Entry

If information you previously entered for a default Client changes or no longer applies, you can modify the default Client entry.

To modify a default Client

1.	In the Clients window, select Default Record from the Edit menu.

2.	In the Default Record dialog box, modify the fields you want to change.

3.	When you are finished, click on OK.

See Also

Opening the Clients Window

Maintaining Client Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Deleting a Default Client Entry

If you no longer require a default Client entry, you can remove it from the database.

 If the default Client doesn [image] t appear in the window, select Default Record from the Edit menu, and then close the dialog box.  This adds the default to the Client list.

To delete a default Client entry

1.	In the Clients window, select the default Client.

The default record is indicated by @DEFAULT RECORD.

2.	Select Delete from the Edit menu.

3.	In the Delete Client Information dialog box, click on OK.

4.	In the Maximizer dialog box, click on OK to confirm the deletion.

See Also

Opening the Clients Window

Maintaining Client  Information

Viewing or Printing Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients


Adding a User-Defined Field

You can create User-Defined Fields (UDF)s using the Clients window.  You can add up to 10 UDFs.

To add a UDF

1.	In the Clients window, double-click on the entry where you want to add a UDF.

2.	In the Client Name dialog box, click on the User-Defined Fields tab.

The User-Defined Fields tab moves to the front.

3.	Click on the Field Setup button.

4.	In the Setup User-Defined Fields dialog box, click on Add.

5.	In the Add User-Defined Field dialog box, type a descriptive name.

6.	Select an item from the Type group box.

7.	Select any items from the Attributes group box as you prefer.

8.	Click on OK.

The new UDF appears in the Setup User-Defined Fields dialog box.

9.	In the Setup User-Defined Fields dialog box, click on Close

The new UDF appears in the User-Defined Fields tab.

See Also

Opening the Clients Window

Maintaining User-Defined Fields for Clients

Maintaining Client Information

Viewing or Printing Client Information


Modifying a User-Defined Field

When necessary, you can rename User-Defined Field (UDF)s.

To modify a UDF

1.	In the Clients window, double-click a Client entry.

2.	In the Client Name dialog box, click on the User-Defined Fields tab.

The User-Defined Fields tab moves to the front.

3.	Click on the Field Setup button.

4.	In the Setup User-Defined Fields dialog box, select the UDF you want to rename.

5.	Click on Change.

6.	In the Change User-Defined Field dialog box, change the items as you prefer.

7.	Click on OK.

8.	In the Setup User-Defined Fields dialog box, click on Close.

See Also

Maintaining User-Defined Fields for Clients

Maintaining Client

Viewing or Printing Client Information


Deleting a User-Defined Field

You can remove a User-Defined Field (UDF)s from the database.

 Deletions are permanent and can [image] t be undone.

To delete a UDF

1.	In the Clients window, double-click on a Client entry.

2.	In the Client Name dialog box, click on the User-Defined Fields tab.

The User-Defined Fields tab moves to the front.

3.	Click on the Field Setup button.

4.	In the Setup User-Defined Fields dialog box, select the UDF you want to delete.

5.	Click on the Delete button.

6.	In the Maximizer dialog box, click on OK to confirm the deletion.

Maximizer Personal deletes the UDF from your database.

7.	In the Setup User-Defined Fields dialog box, click on Close.

See Also

Maintaining User-Defined Fields for Clients

Maintaining Client Information

Viewing or Printing Client Information


Adding an Item to a User-Defined Field Drop-down List

When you create a table User-Defined Field (UDF)s, you create a drop-down list of items for the table.  You can add items to a table UDF from a Client entry.

To add an item to a table UDF from a Client entry

1.	If you have not already done so, add or modify a client entry.

2.	In the User-Defined Fields tab, select a table-type UDF.

3.	Click on the right mouse button.

The Add Items dialog box appears.

4.	Click on the New Item button.

5.	In the Add Item dialog box, type an item.

6.	Click on OK.

7.	In the Setup User-Defined Fields dialog box, click on Close

See Also

Opening the Clients Window

Maintaining User-Defined Fields for Clients

Maintaining Client Information

Viewing or Printing Client Information


Modifying an Item in a User-Defined Field Drop-down List

If an item in a table User-Defined Field (UDF)s requires updating, you can modify it.

To modify a table UDF item

1.	If you have not already done so, double-click on a Client entry.

2.	In the Client Name dialog box, click on the User-Defined Fields tab.

The User-Defined Fields tab moves to the front.

3.	Click on the Field Setup button.

3.	In the Setup User-Defined Fields dialog box, select a table UDF to modify.

4.	Click on the Items button.

5.	In the UDF Name dialog box, select an item to modify.

6.	Click on the Change button.

7.	In the Change Item dialog box, modify the Item name.

8.	When you are finished, click on OK.

9.	In the UDF Name dialog box, click on the Close button.

10.	In the Setup User-Defined Fields dialog box, click on the Close button.

See Also

Maintaining User-Defined Fields for Clients

Maintaining Client Information

Viewing or Printing Client Information


Deleting an Item from a User-Defined Field Drop-down List

If an item in a table User-Defined Field (UDF)s is no longer required, you can remove it from the table.

To delete a table UDF item

1.	If you have not already done so, double-click on a Client entry.

2.	In the Setup User-Defined Fields dialog box, select a table UDF.

3.	Click on the Items button.

4.	In the Name of Item dialog box, select an item to delete.

5.	Click on the Delete button.

6.	In the Maximizer dialog box, click on OK to confirm the delete.

Maximizer Personal deletes the UDF item from your database.

7.	In the UDF Name dialog box, click on the Close button.

8.	In the Setup User-Defined Fields dialog box, click on the Close button.

See Also

Maintaining User-Defined Fields for Clients

Maintaining Client Information

Viewing or Printing Client Information


Modifying a User-Defined Field in a Client Entry

When information in a User-Defined Field (UDF)s assigned to a Client should be changed, specify the correct value for the field.

To modify a UDF on a Client entry

1.	In the Clients window, double-click on a Client entry.

The Client Name dialog box appears.

2.	Click on the User-Defined Fields tab.

3.	For date UDFs, click on the right mouse button and select a different date.

or

For alphanumeric or numeric UDFs, type a different character string.

or

For table UDFs, click on the right mouse button.

a.	In the Add Item dialog box, select a different item.

b.	Click on the Add Items button.

4.	Click on OK.

See Also

Opening the Clients Window

Maintaining User-Defined Fields for Clients

Maintaining Client Information

Viewing or Printing Client Information


Opening the Notes Window

Use Notes to record your contact management activities.

To open the Notes window

Click on the Notes button on the toolbar.

or

Select Notes from the Window menu.

See Also

Adding a Note

Searching for a Note

Modifying a Note

Deleting a Note

Printing a Note Report


Adding a Note

You can add an unlimited number of Notes to a Client.  Each Note you add is tagged with a time and date.  This tag is useful when you want to search for Notes that fall within a particular date range.

 The title bar in the Notes window shows the currently highlighted Client.  This means if you now add a Note, it will be attached to this Client.

To add a Note

1.	In the Clients window, select an entry to which you want to add a Note.

2.	Click on the Notes window to make it active.

3.	Select Add from the Edit menu.

or

Double-click on a blank Notes field.

or

Click on the Add button on the ribbon bar.

or

Click on the right mouse button and select Add.

 To add a Note, you can also drag a Client to the Notes window or button.

4.	In the Add Note dialog box, type your Note.

5.	Adjust the Date and Time if you prefer.

A drop-down calendar is available for the Date box.

6.	When you are finished, click on OK.

If you always want a Note to appear at the top of the list in the Notes window, type or select a date that is a few years ahead of the current date.

See Also

Opening the Notes Window

Searching for a Note

Modifying a Note

Deleting a Note

Printing a Note Report


Modifying a Note

You can update or correct information in a Note or alter the time and date.  The note can be a Note you created or a Note logged by Maximizer Personal (such as a record of a phone call).

To modify a Note

1.	In the Clients window, select the entry to which the Note is attached.

2.	In the Notes window, select the Note to modify.

3.	Select Modify from the Edit menu.

4.	In the Note dialog box, modify your Note.

5.	When you are finished, click on OK.

Using the above steps, you can also modify any Notes created by automatic logging (such as a record of a phone call).

See Also

Opening the Notes Window

Adding a Note

Searching for a Note

Deleting a Note

Printing a Note Report


Deleting a Note

You can delete a Note at any time.  Remember, deletions are permanent and can [image] t be undone.

To delete a Note

1.	In the Clients window, select the entry to which the Note is attached.

2.	In the Notes window, select the Note you want to delete.

3.	Select Delete from the Edit menu.

4.	In the Maximizer dialog box, click on OK to confirm the deletion.

Maximizer Personal deletes the Note from the database.

 Deletions are permanent and can [image] t be undone.

See Also

Opening the Notes Window

Adding a Note

Searching for a Note

Modifying a Note

Printing a Note Report


Opening the Hotlist Window

The Hotlist is a to-do list of tasks and reminders.  Use the Hotlist window to maintain a list of your current tasks.

 The Hotlist is a controlling window.  As you scroll through the Hotlist window, the Notes window scrolls along with it.

To open the Hotlist window

Click on the Hotlist button on the toolbar.

or

Select Hotlist from the Window menu.

See Also

Adding a Task to the Hotlist

Assigning a Priority to a Task

Timing Tasks

Modifying a Hotlist Task

Marking a Task as Complete

Deleting a Task from the Hotlist

Building the Hotlist Task List

Refreshing the Hotlist Task List

Printing a Hotlist Report


Adding a Task to the Hotlist

You can add a Hotlist task for a particular Client.  You can also add personal tasks, such as a reminder to pick up groceries.

You can add Hotlist tasks using the Clients window, the Actions menu, or the Hotlist window.

To add a Hotlist task from the Clients window

1.	In the Clients  window, drag a name to the Hotlist window.

The Add Hotlist Task dialog box appears.

2.	Fill in or modify information in the Scheduled Date and Time group box.

A drop-down calendar is available for the Date field.

3.	Fill in the Details of Task group box.

Drop-down lists are available for the Activity and Priority fields.

If you want to add a small graphic to the Hotlist task, select an icon in the Type box.

4.	Click on the Find Time button if you want to select a time.

a.	In the Find Free Time dialog box, click on the time you prefer.  Click on the right or left arrow buttons to select a different week.

Click on the Go To button to select a specific date.  In the Go to Calendar Date dialog box, indicate a date and click on OK.

b.	Click on OK.

5.	When you are finished, click on OK.

Maximizer Personal adds the task to the Hotlist.

To add a Hotlist task from the Actions Menu

1.	In the Clients window, select an entry.

2.	From the Actions menu:

Select Schedule a To-do.

or

Select Schedule a Call.

3.	In the Add Hotlist Task dialog box, fill in the group box information.

4.	When you are finished, click on OK.

To add a Hotlist task from the Hotlist window

1.	In the Clients window, select an entry.

2.	In the Hotlist window, select Add from the Edit menu.

or

Double-click in a blank Hotlist field.

or

Click on the Add button on the ribbon bar.

or

Click on the right mouse button and select Add.

3.	In the Add Hotlist Task dialog box, fill in the group box information.

4.	When you are finished, click on OK.

See Also

Opening the Hotlist Window

Timing Tasks

Assigning a Priority to a Task

Setting and Responding to a Task Alarm

Marking a Task as Complete

Scheduling and Tracking Tasks


Assigning a Priority to a Task

You may want to assign a priority to a Hotlist task.  This allows you to order your tasks in the Hotlist window so you can deal with the important items first.

To assign a priority to a task

1.	In the Hotlist window, select a task to which you want to assign a priority.

2.	Once you select a task:

a.	Select Set Priority from the Edit menu.

b.	In the Set Priority dialog box, type a priority letter or select one from the drop-down list.

or

a.	Double-click on the task.

b.	In the Hotlist Task dialog box, click in the Priority field.

c.	Type up to a three-letter priority code or select one from the drop-down list.

3.	Click on OK.

See Also

Opening the Hotlist Window

Timing Tasks

Setting and Responding to a Task Alarm

Scheduling and Tracking Tasks


Modifying a Hotlist Task

If you have to update a Hotlist task or change the date, use the Modify command.

To modify a Hotlist task

1.	In the Hotlist window, select the task you want to modify.

2.	Select Modify from the Edit menu.

3.	In the Hotlist Task dialog box, modify the task.

4.	When you are finished, click on OK.

See Also

Opening the Hotlist Window

Timing Tasks

Marking a Task as Complete

Assigning a Priority to a Task

Setting and Responding to a Task Alarm

Scheduling and Tracking Tasks


Marking a Task as Complete

Check off your Hotlist tasks as they are completed.

 When you check off a task, it continues to appear in the current day [image] s Hotlist.  Completed tasks do not appear in the Hotlist for the next day.  However, they are still in your database;  you can see them by building a Hotlist for an earlier date.

To mark a task as complete

1.	In the Hotlist window, select the task(s) you have completed.

2.	Double-click in the check-mark column.

or

Select Tag as Done from the Edit menu.

Maximizer Personal displays a dialog box that asks if you want to schedule a follow-up activity.

Click on the Yes button to open the Add Hotlist Task dialog box.

or

Click on the No button.

or

Click on the No to All button, if you have marked more than one task as complete.

A check mark appears in the completed column.

To unmark a task as complete

1.	In the Hotlist window, double-click on the check-marked task.

2.	In the Hotlist Task dialog box, de-select the Task is Done checkbox.

3.	Click on OK.

Maximizer Personal removes the check mark from the task.  This is a useful feature if you incorrectly mark a task as complete.

See Also

Opening the Hotlist Window

Marking and Unmarking Entries

Scheduling and Tracking Tasks


Deleting a Task from the Hotlist

If a Hotlist task is no longer required because it has been completed or is not applicable, you can delete the task from the database.

To delete a Hotlist task

1.	In the Hotlist window, select the task you want to delete.

2.	Select Delete from the Edit menu.

3.	In the Delete Marked Activities dialog box, click on Yes to confirm the deletion.

If you click on Yes, Maximizer Personal permanently deletes the Hotlist task  from the database.  If you click on No, the task is removed temporarily from the Hotlist window.  It will appear again if you rebuild the Hotlist.

See Also

Opening the Hotlist Window

Marking a Task as Complete

Refreshing the Hotlist Task List

Scheduling and Tracking Tasks


Building the Hotlist Task List

By default, the Hotlist window always displays the tasks for today.  You can build a different Hotlist range which lets you see tasks from yesterday or for tomorrow, next week, or next month.  The new Hotlist build applies until you regenerate it or until you exit Maximizer Personal.  When you re-start the program, the default is once again displayed.

 Periodically, you should delete old Hotlist tasks.  To do this, build the Hotlist using a range of earlier dates.  Mark the old entries in the Hotlist build and select Delete from the Edit menu.  This will free up your hard disk space.

To build a new Hotlist

1.	In the Hotlist window, select Build Hotlist from the View menu.

or

Click on the Date Range button on the ribbon bar.

The Build Hotlist dialog box appears.

2.	Select an item from the Date Options group box.

If you select Range, indicate a Start Date and End Date in the Range group box.  Drop-down calendars are available for these fields.

3.	De-select Carry Forward Unfinished Tasks if you prefer.

This option lets you see incomplete tasks from earlier dates.

4.	When you are finished, click on OK.

Maximizer Personal creates a Hotlist for the specified dates.

See Also

Opening the Hotlist Window

Refreshing the Hotlist Task List

Scheduling and Tracking Tasks


Refreshing the Hotlist Task List

The Hotlist doesn [image] t automatically update your view of the tasks when you modify or complete tasks.  Use the Refresh command to update your view.

To refresh the Hotlist

In the Hotlist window, select Refresh Hotlist from the View menu.

or

In the Hotlist window, click on the Refresh button on the ribbon bar.

Maximizer Personal rebuilds the Hotlist to reflect recent changes or additions.

See Also

Opening the Hotlist Window

Building the Hotlist Task List

Scheduling and Tracking Tasks


Setting and Responding to Task Alarms

You can set alarms for your Hotlist tasks.  These alarms will sound audibly at a prescribed time, reminding you to attend a meeting or make a call.  To hear the alarm, your computer must be on with Maximizer Personal running.

You can set your Hotlist alarms to go off up to several weeks ahead of time.  When the alarm goes off, you hear an audible beep to indicate an alarm.  Once the alarm sounds, Maximizer Personal offers several options for responding to it.  One option is to [image] snooze [image] the alarm for a period of time; after the time interval, the alarm sounds again.

To set an alarm

1.	In the Hotlist window, select a task where you want to set an alarm.

2.	Double-click on the task.

or

Click on the Edit button on the ribbon bar.

3.	In the Hotlist Task dialog box, select the Set Alarm checkbox.

4.	Modify the alarm lead time in the Prior to Task field.

5.	When you are finished, click on OK.

A bell icon appears beside the task to indicate that an alarm is set.

To respond to an alarm

When an alarm goes off, the Hotlist Task Alarm dialog box appears.  Choose one of the following options:

Click on the Snooze All button.

a.	In the Snooze Time dialog box, select a time option.

b.	Click on OK.  After the allotted time, the alarm sounds again.

Click on the Edit button.

a.	In the Hotlist Task dialog box, modify the task.

b.	When you are finished, click on OK.

Click on the Turn Off button to turn off the alarm and remove the alarm icon.

Click on the Add to Client List.

This option highlights the associated Client in the Clients window.  It is greyed out if it is a personal task or if you are in a dialog box.

See Also

Scheduling and Tracking Tasks


Displaying the Activity Log

The Activity Log displays Hotlist tasks for a particular Client.  This is a useful feature if you want to focus in on a customer; for example, to examine the tasks to be completed before a meeting or presentation.

If you don [image] t select a Client, the Log displays a list of personal activities.  From the Activity Log, you can add, modify, delete, and print Hotlist tasks.

To open the Activity Log

Select Activities for Client Name from the View menu.

or

Click on the Activity Log button on the toolbar.

The Activities dialog box appears.

See Also

Adding a Task to the Activity Log

Modifying a Task in the Activity Log

Deleting a Task from the Activity Log

Scheduling and Tracking Tasks


Adding a Task to the Activity Log

You can add a Hotlist task for the Client or Contract directly from the Activity Log.

To add a task

1.	In the Activities dialog box, click on the Add button.

3.	In the Hotlist Task dialog box, fill in the group boxes as you prefer.

4.	When you are finished, click on OK.

See Also

Displaying the Activity Log

Modifying a Task in the Activity Log

Deleting a Task from the Activity Log

Scheduling and Tracking Tasks


Modifying a Task in the Activity Log

If a Hotlist task date or description must be changed, you can modify the entry from the Activity Log.

To modify a task

1.	Select the Client and select Activities for Client Name from the View menu, or click on the Activity Log button on the toolbar

2.	In the Activities dialog box, click on the Modify button.

3.	In the Hotlist Task dialog box, modify the group boxes as you prefer.

4.	When you are finished, click on OK.

See Also

Displaying the Activity Log

Adding a Task to the Activity Log

Deleting a Task from the Activity Log

Scheduling and Tracking Tasks


Deleting a Task from the Activity Log

When a task is no longer required, you can delete it from the Activity Log.

To delete a task

1.	Select the Client and select Activities for Client Name from the View menu, or click on the Activity Log button on the toolbar

2.	In the Activities dialog box, click on the Delete button.

3.	In the Delete Marked Activities dialog box, click on the Yes button to confirm the delete.

This permanently removes the task from both the Activity Log and the Hotlist.

See Also

Displaying the Activity Log

Adding a Task to the Activity Log

Modifying a Task in the Activity Log

Scheduling and Tracking Tasks


Opening the Calendar Window

To open the Calendar window, complete one of the following steps.  Use the Calendar to schedule appointments, meetings, and tasks.

To open the Calendar window

Click on the Calendar button on the toolbar.

or

Select Calendar from the Window menu.

See Also

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Changing Calendar Views

By default, the Calendar displays the current month.  You can change the Calendar view so it displays a day, week, different month, or two-month period.  When you move from a monthly or two-month period to a daily or weekly view, be sure to click on the day or day in the week first.  Then change views.

You can also display future or past Calendar periods.

To change the Calendar view

Select a Calendar period from the View menu.

or

Click on the Daily, Weekly, Monthly, or Two-Monthly button on the ribbon bar.

or

Click on the right mouse button and select a view.

To change the Calendar period

Click on the Forward button on the ribbon bar to move ahead.

or

Click on the Backward button on the ribbon bar to move back.

or

Select Go to Day from the View menu.  Then, type or select a date in the Go to Calendar Date dialog box, and click on OK.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Creating and Printing Mail-Merge Documents

Maximizer Personal provides full mail-merge capability, which lets you print hundreds or thousands of personalized letters to any or all of your Clients.  To print a mail-merge, you need to create a form letter that includes merge codes for names and addresses.

To create and print a mail-merge

1.	In the Clients window, select the entries you want to include in your mail-merge.

2.	Click on the Word Processor button.  For example, if your word processor is Word, click on the Word button.

3.	Type your letter or document.  When you want to insert a Maximizer Personal field, click on the Maximizer Merge button.

The Select Merge Field dialog box appears.

4.	Select the field you want to insert and click OK.

The field from the current Client appears in your document.

5.	When the document is complete, click on the Maximizer Personal Print Merge button.

The Print Merge dialog box appears.

6.	Select one of the items in the Print group box.

To print the document for	Click
All Clients currently listed in the Clients window	Current List
Clients currently  marked in the Clients window	Marked List
The currently highlighted Client	Current Client
7.	In the Note field, type a comment if you prefer.  What you type will appear as a Note for each Client included in your print merge.

8.	Click List Document in Note if you want this documents name to appear in a Note for each client included in your print merge.

9.	When you are finished, click on OK.

Maximizer Personal displays each document with the merge codes replaced by the appropriate fields from your current Client before printing the documents.


Scheduling a Regular Appointment

When you schedule an appointment, it appears in both the Calendar and Hotlist windows.  You can schedule appointments from the Calendar, Clients, Hotlist window, or from the Actions menu.

To make an appointment from the Calendar window

1.	In the Calendar window, click on a date.

2.	Select Add from the Edit menu.

or

Click on the Add button on the ribbon bar.

or

Click on the right mouse button and select Add.

The Add Appointment dialog box appears.

3.	Fill in or modify the information in the Scheduled Date and Time group box.

A drop-down calendar is available for the Date field.

4.	Fill in the Details of Appointment group box.

Drop-down lists are available for the Activity and Priority fields.  Use the Priority field to indicate the importance of the appointment.  This priority information only appears in the Hotlist.

If you want to add a small graphic to the appointment, select an icon in the Icon box.

Select the appropriate checkbox to indicate whether this is a Client-related task or a personal task.

5.	Click on the Find Time button to select an appointment time.

a.	In the Find Free Time dialog box, click on the time you prefer.

Drag the cursor to include more than one hour.  Click on the right or left arrow buttons to select a different day.

Click on the Go to button to select a specific date.  In the Go to Calendar Date dialog box, indicate a date and click on OK.

b.	Click on OK.

6.	When you are finished, click on OK.

The appointment is marked on the Calendar.  It is also entered as a task in the Hotlist window; you [image] ll see it when you refresh the Hotlist.

 In the daily view of the Calendar, Maximizer Personal displays a column of Hotlist tasks.  You can add, modify, or delete these tasks by clicking in the Hotlist column and selecting the appropriate command from the Edit menu.

To schedule an appointment from the Clients or Hotlist window

1.	In the Clients or Hotlist window, drag a name to a date in the Calendar window.

2.	In the Add Appointment dialog box, fill in the group box information.

3.	When you are finished, click on OK.

To schedule an appointment from the Actions Menu

1.	From the Actions menu, select Schedule a Meeting.

2.	In the Add Appointment dialog box, fill in the group box information.

3.	When you are finished, click on OK.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Scheduling a Recurring Appointment

You may sometimes have a regular commitment, such as a staff meeting or conference call that recurs every week or month.  Instead of adding the appointment each time, you can create a recurring appointment in your Calendar.

To schedule a recurring appointment

1.	In the Calendar window, select a date, and add an appointment

2.	In the Add Appointment dialog box, click on the Recurring button.

The Schedule Recurring Appointment dialog box appears.

3.	Select a time period in the Frequency group box.

Use this option to set the frequency of the appointment.  The default is daily.

If you select Weekly, Day of Month, or Monthly, a drop-down field appears in the Occurrence group box.  In this field, select the preferred frequency.  For example, to schedule regular Tuesday meetings, select Weekly and then select Tuesday.

4.	Fill in the Duration group box.

Use this option to schedule when to start and end the recurring appointment period.

Drop-down calendars are available for the Start Date and End Date fields.

5.	When you are finished, click on OK.

The appointment is marked in the Calendar for each week or month in the specified time period.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Rescheduling an Appointment

If your meeting or appointment is moved, you can reschedule the appointment.

To move an appointment

1.	Change to the daily or weekly view.

2.	Select the appointment you want to move and drag it to a new day or time.

The appointment appears in the new time slot.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Tracking Appointments

Scheduling and Tracking Tasks


Finding a Client from an Appointment

From the Calendar, you can quickly find the Client  entry associated with an appointment.  This is useful if you want to check an address or phone number.

To find a Client in the Clients window

1.	In the Calendar window, select an appointment.

If you don [image] t have the Calendar set to the daily or weekly view, double-click on the appointment.  Maximizer Personal changes to the daily view.  Select the appointment again.

2.	Select Find Client from the Search menu.

or

Click on the Add to Client List button on the ribbon bar.

or

Click on the right mouse button and select Put into Client List.

Maximizer Personal highlights the Client associated with the appointment in the Clients window.

See Also

Opening the Calendar Window


Assigning a Priority to an Appointment

You may want to assign a priority to an appointment in your Calendar.  This allows you to order your appointments so you can deal with the important items first.

To assign a priority to an appointment

1.	In the Calendar window, select an appointment where you want to assign a priority.

2.	Double-click on the appointment.

or

Click on the Edit button on the ribbon bar.

If you don [image] t have the Calendar set to the daily or weekly view, Maximizer Personal changes to the daily view.  Double-click again on the appointment.

3.	In the Appointment dialog box, click on the Priority field.

4.	Type a priority letter or select one from the drop-down list.

5.	When you are finished, click on OK.

 Appointment priority information appears in the Hotlist window, not in the Calendar window.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Modifying a Regular Appointment

If your meeting or appointment is moved or changed, you can use the Modify command to update it in your Calendar.

To modify an appointment

1.	In the Calendar window, click on the appointment you want to modify.

If you don [image] t have the Calendar set to the daily or weekly view, double-click on the appointment.  Maximizer Personal changes to the daily view.  Select the appointment again.

2.	Select Modify from the Edit menu.

3.	In the Appointment dialog box, modify the appointment.

4.	When you are finished, click on OK.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Modifying a Recurring Appointment

If a recurring meeting or appointment is moved or changed, you can use the Modify command to update it in your Calendar.

 Modify changes the information for the current appointment only; it does not update subsequent appointments.

To modify a recurring appointment

1.	In the Calendar window, select the recurring appointment you want to modify.

2.	Select Modify from the Edit menu.

3.	In the Appointment dialog box, click on the Recurring button.

4.	In the Schedule Recurring Appointment dialog box, modify the recurring appointment.

5.	When you are finished, click on OK.

The modified appointments are displayed in the Calendar window.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Marking an Appointment as Complete

You can check off your appointments as they are completed.  Completed appointments appear in both the Calendar and Hotlist windows.

 When you complete an appointment, it continues to appear in the current day [image] s Hotlist.  It will not appear in the Hotlist for the next day.  Completed appointments do not appear in the next day [image] s Hotlist.  You can see these appointments by building a Hotlist for an earlier date.

To mark an appointment as complete

1.	In the Calendar or Hotlist window, find the appointment you have completed.

2.	Double-click in the check-mark column.

or

Select Tag as Done from the Edit menu.

Maximizer Personal displays a dialog box that asks if you want to schedule a follow-up activity.

Click on the Yes button to open the Add Appointment dialog box.

or

Click on the No button.

A check mark appears in the check-mark column and also appears next to the appointment task in the Hotlist window.

 The check-mark column only appears in the daily view of the Calendar

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Deleting an Appointment

If you cancel or complete an appointment, you can delete it from your Calendar.

 Deletions are permanent and can [image] t be undone.

To delete an appointment

1.	In the Calendar or Hotlist window, click on the appointment you want to delete.

2.	Select Delete from the Edit menu.

If you are using the monthly or two-monthly view, the Delete Appointments dialog box appears.

a.	In this dialog box, modify the Start Date and End Date to delete all appointments within the specified period.

or

Leave the default dates as is.

b.	Click on OK.

3.	In the Maximizer dialog box, click on OK to confirm the deletion.

Maximizer Personal deletes the appointment(s) from the database.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Setting and Responding to an Appointment Alarm

You can set alarms for your Calendar appointments.  These alarms will sound audibly at a prescribed time to remind you of a meeting.  To hear the alarm, you need to have your PC turned on and Maximizer Personal running.

You can set your appointment alarms to go off up to several weeks ahead of time.  To set an alarm, complete the following steps.  When an alarm goes off, you hear an audible beep to indicate an alarm.  Once an alarm goes off, you can respond in several ways.  One option is to [image] snooze [image] the alarm for a period of time; after the time interval, the alarm sounds again.

To set an alarm

1.	In the Calendar window, select an appointment for which you want to set up an alarm.

2.	Double-click on the appointment.

or

Click on the Edit button on the ribbon bar.

If you don [image] t have the Calendar set to a daily or weekly view, Maximizer Personal  changes to this view.  Double-click again on the appointment.

3.	In the Appointment dialog box, select the Set Alarm checkbox.

4.	Modify the alarm lead time in the Prior to Appointment field.

5.	When you are finished, click on OK.

A bell icon appears beside the appointment to indicate that an alarm is set.

To respond to an alarm

When an alarm goes off, the Appointment Alarm dialog box appears.  Select one of the following options:

Click on the Snooze All button.

a.	In the Snooze Time dialog box, select a time option.

b.	Click on OK.

Click on the Edit button.

a.	In the Appointment dialog box, modify the appointment.

b.	When you are finished, click on OK.

Click on the Turn Off button to turn off the alarm.

Click on the Add to Client List button.

This option highlights the associated Client in the Clients window.  It is greyed out if it is a personal appointment or if you are in a dialog box.

See Also

Opening the Calendar Window

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Making a Single Phone Call

You can make a single phone call to a Client, and in the process select a subject, and choose the phone number you want to use (you can have up to four phone numbers in your Client entry).

To make a single call

1.	In the Clients, Hotlist, or Calendar window, click on an entry.

2.	Click on the Phone button on the toolbar.

or

Select Phone from the Tools menu.

The Phone dialog box appears.

3.	In the Subject field, type a subject.

A drop-down list is available for this field.

4.	Select a phone number from the list in the Select Number to Dial field.

5.	Select an alternate format for the number in the Phone field if you prefer.

6.	Click on the Dial button.

The Phone Call dialog box appears.  Maximizer Personal dials the selected number or asks you to dial the number yourself.

 How Maximizer Personal handles a call depends on your call setup.  For more information, see Adjusting the Modem.

7.	If you don [image] t reach the party you called, click on one of the following buttons:

Message

No Answer

Busy

The Phone dialog box re-appears and displays the results in the Last Result field.

8.	If the party answers, click on the Answered button.

The Phone timer dialog box appears.

a.	In the Subject field, type a subject for the call and any notes if you prefer.

b.	Click on the Hang Up button when you finish the call.

The Phone Call Result dialog box appears.

c.	Select a Results field item.

To add a Results item, click on the Add button.  Type an item and click on OK.

d.	Click on OK to end the call.

The Phone dialog box re-appears and displays the Results field item in the Last Result field.

9.	When you are finished with the call, click on Cancel to close the Phone dialog box.

By default, Maximizer Personal automatically logs your phone call activities in the Notes window.

See Also

Making a Series of Phone Calls

Making a Quick Phone Call

Receiving a Phone Call

Viewing the Phone Log

Making a Phone Call from the Phone Log


Making a Series of Phone Calls

You can work through a list of Clients, calling each one in turn.  For each, you select a subject and choose the phone number to use (you can have up to four phone numbers in your Client entry)

To make a series of calls

1.	In the Clients or Hotlist window, click on an entry.

2.	Click on the Phone button on the toolbar.

3.	In the Phone dialog box, select a number and click on the Dial button.

4.	In response to the call, click on one of the following buttons:

Answered

Message

No Answer

Busy

5.	When you complete the first call, click on the Next button to move to the next Client in the window.

The next Client is displayed in the Phone dialog box.

6.	Repeat steps 3-5 for each call in the series.

7.	When you are finished making calls, click on Cancel to close the Phone dialog box.

See Also

Making a Single Phone Call

Making a Quick Phone Call

Receiving a Phone Call

Viewing the Phone Log

Making a Phone Call from the Phone Log


Making a Quick Phone Call

To quickly call one Client, use Quick dial.  Quick dial is faster; you do not add a subject and the first phone number in the entry is dialed by default.

To make a quick call

1.	In the Clients or Hotlist window, click on an entry.

2.	Drag the Client to the Phone button.

or

Select Make a Call from the Actions menu.

The Phone Call dialog box appears.  Maximizer Personal dials the first number in the phone list or asks you to dial the number yourself.

3.	In response to the call, click on one of the following buttons:

Answered

Message

No Answer

Busy

By default, Maximizer Personal automatically logs the phone call activities in the Notes window.

See Also

Making a Single Phone Call

Making a Series of Phone Calls

Receiving a Phone Call

Viewing the Phone Log

Making a Phone Call from the Phone Log


Receiving a Phone Call

You can keep track of incoming calls.  When you receive a call, just click on the Phone button.  You can then search for the associated Client.  When you complete the call, it is attached to the selected Client and logged in the Notes window.

To receive a call

1.	Click on the Phone button on the toolbar, and click on the Incoming button in the Phone dialog box.

or

Select Receive a Call from the Actions menu.

2.	In the Subject field of the Phone timer dialog box, type a subject for the call and any notes if you prefer.

3.	If the caller is a Client, find and select their name in the Clients window.

4.	Click on the Hang Up button.

5.	In the Save Note dialog box, select the Client for which you want to save the phone Notes and click on OK.

6.	In the Phone Call Result dialog box, select an item in the Results field.

7.	Click on OK.

8.	When you have finished the call, click on Cancel to close the Phone dialog box.

See Also

Making a Single Phone Call

Making a Series of Phone Calls

Making a Quick Phone Call

Viewing the Phone Log

Making a Phone Call from the Phone Log


Viewing the Phone Log

The Phone Log lists all incoming and outgoing calls for the current date.  This gives you a quick overview of your phone activities.  By default, the Phone Log displays the current date.  You can change the date to review past or future time periods.

To view the Phone Log

Click on the Phone Log button.

or

Select Phone Log from the View menu.

To change the Phone Log date

1.	In the Phone Log, go to the Date field.

2.	Use the up or down arrow to select a different day.

or

Use the drop-down calendar to select a day from a different month or year.

See Also

Printing a Phone Log

Making a Single Phone Call

Making a Series of Phone Calls

Making a Quick Phone Call

Receiving a Phone Call

Making a Phone Call from the Phone Log


Making a Phone Call from the Phone Log

You can use the phone log to find and redial any uncompleted calls.

To make a call from the Phone Log

1.	Click on the Phone Log button.

or

Select Phone Log from the View menu.

2.	In the Phone Log, select one or more entries.

Press Ctrl+click to select more than one entry.

3.	Select Add to List to add the entries to the existing Client list.

or

Select Replace List to replace the existing Client list with the selected entries.

4.	Click on the Phone button.

Maximizer Personal adds the selected entries to your Client list and displays the Phone dialog box.

5.	In the Phone dialog box, select a number and click on the Dial button.

6.	In response to the call, click on one of the following buttons:

Answered

Message

No Answer

Busy

7.	When you complete the first call, click on the Next button to move to the next Client in the window.

The next Client  is displayed in the Phone dialog box.

See Also

Making a Single Phone Call

Making a Series of Phone Calls

Making a Quick Phone Call

Receiving a Phone Call

Viewing the Phone Log

Printing a Phone Log


Showing All Clients

When you want to display all the Clients  in your database, Maximizer Personal provides three types of lists to choose from.

 If your database is large, it may take awhile to build the list.  At any time, you can press Esc to stop the build and display a partial list.

To show all Clients

1.	Click on the Clients window to make it active.

2.	From the View menu, select All Clients

Maximizer Personal displays a list of Clients.

See Also

Clearing a Client List

Showing a Client List


Clearing a List
Clearing a Client List

You can clear a list at any time.  This removes all the Clients from the Clients window.  However, it doesn [image] t mean the Clients are deleted.  They still reside in the database.  You can retrieve them again by building another list.

To clear a list

In the Clients window, select Clear List from the View menu.

Maximizer Personal clears the list that is currently displayed in the Clients window.

See Also

Showing All Clients

Showing a Custom-Made Client List


Marking and Unmarking Entries

Once you display a list, you can narrow it further by marking some of the entries and rebuilding it.  If a marked entry is no longer required or if you make a mistake, you can reverse an entry (toggle the entry between marked and unmarked), unmark an entry, or unmark all entries in the list.

For example, you can use the marking feature to set up a pre-selected mailing list or a list of key businesses.  You can also mark lists in other Maximizer Personal windows, such as Notes, and use them for operations such as deleting more than one entry.

To mark entries in a list

1.	In the Clients window, click on an entry to mark the beginning of the list.

2.	Shift+drag over the entries you want to mark.

or

Select Mark One from the Edit menu for each entry you want to mark.

Maximizer Personal highlights your selected entries.

To reverse marked entries in a list

1.	In the Clients window, create a marked list.

2.	Select Reverse Mark from the Edit menu.

Maximizer Personal unmarks all the marked entries and marks the unmarked entries.

To unmark an entry in a marked list

Select Unmark One from the Edit menu.

To unmark all entries in a marked list

Select Unmark All from the Edit menu.

See Also

Clearing a Client List

Creating a Custom-Made Client List


Creating a Custom-Made Client List

You can create and save a custom-made list, so you can retrieve it whenever you need it.

To display a new Client list

1.	In the Clients window, create a marked list.

2.	Select Make Marked List Current from the Edit menu.

Maximizer Personal displays the marked list in the Clients window.

To create a custom-made list

1.	In the Clients window, create a marked list.

2.	Select Catalog of Saved Lists from the View menu.

3.	In the Client List Catalog dialog box, click on the Add button.

4.	In the Name of Client List dialog box, type a descriptive name for the list.

5.	When you are finished, click on OK.

See Also

Marking and Unmarking Entries

Checking a Client List for Duplicate Entries

Clearing a Client List

Modifying a Custom-Made Client List

Deleting a Custom-Made Client List

Showing a Custom-Made Client List

Setting a Startup Client List


Modifying a Custom-Made Client List

If you decide that you need to update a custom-made list you previously created and saved, you can retrieve it to add or remove entries, modify its name, and re-save it.

To retrieve a saved Client list

1.	In the Clients window, select Catalog of Saved Lists from the View menu.

2.	In the Client List Catalog dialog box, select the catalog you want to retrieve from the Saved Client Lists field.

3.	Click on the Retrieve button.

Maximizer Personal displays the selected list.

To modify the name of a custom-made Client list

1.	If you haven [image] t already done so, in the Clients window, select Catalog of Saved Lists from the View menu.

2.	In the Client List Catalog dialog box, select the list you want to modify.

3.	Click on the Change button.

4.	Type a new name.

5.	Click on OK.

To re-save a Client list

1.	In the Client List Catalog dialog box, select the existing list in the Saved Client Lists field.

2.	Click on the Save button.

See Also

Deleting a Custom-Made Client List

Showing a Custom-Made Client List

Clearing a Client List

Setting a Startup Client List


Deleting a Custom-Made Client List

When a custom-made list is no longer required, you can delete it.

To delete a Client list

1.	In the Client List Catalog dialog box, select the list you want to delete.

2.	Click on the Delete button.

3.	In the Maximizer dialog box, click on OK to confirm the deletion.

Maximizer Personal deletes the list.

See Also

Showing a Custom-Made Client List

Creating a Custom-Made Client List

Checking a Client List for Duplicate Entries

Modifying a Custom-Made Client List

Showing a Custom-Made Client List

Setting a Startup Client List


Showing a Custom-Made Client List

You can retrieve a custom-made Client list you previously created.

To retrieve a Client list

1.	In the Clients window, select Catalog of Saved Lists from the View menu.

2.	In the Client List Catalog dialog box, select the catalog you want to retrieve from the Saved Client Lists field.

3.	Click on the Retrieve button.

Maximizer Personal displays the selected list.

See Also

Creating a Custom-Made Client List

Checking a List for Duplicate Client Entries

Modifying a Custom-Made Client List

Clearing a Client List

Deleting a Custom-Made Client List

Setting a Startup Client List


Setting a Startup Client List

Any saved Client list can be assigned as your startup list.  The startup list is the default list displayed in the Clients window when you start the Maximizer Personal program.  If you prefer, you can also display an empty list on startup.

To select a Client list for startup

1.	In the Clients window, select Catalog of Saved Lists from the View menu.

2.	In the Client List Catalog dialog box, select a catalog name from the Saved Client Lists field.

3.	Select Use Client List on Startup.

4.	Click on the Close button.

The selected list is displayed the next time you start Maximizer Personal.

To select an empty Client list for startup

1.	In the Clients window, select Clear List from the View menu.

2.	Select Catalog of Saved Lists from the View menu.

3.	In the Client List Catalog dialog box, click on the Add button.

4.	In the Name of Client List dialog box, type a descriptive name for the list, such as `Startup.

5.	Click on OK.

6.	Select Catalog of Saved Lists again from the View menu.

7.	Select the empty startup list you just created.

8.	Select Use Client List on Startup.

9.	Click on the Close button to close the dialog box.

The empty list is displayed the next time you start Maximizer Personal.

See Also

Creating a Custom-Made Client List

Checking a Client List for Duplicate Entries

Modifying a Custom-Made Client List

Clearing a Client List

Deleting a Custom-Made Client List

Showing a Custom-Made Client List


Checking a Client List for Duplicate Entries

When working with large lists, it [image] s fairly easy to add a duplicate entry for a Client that already exists.  Duplicate entries can be costly, especially if you are doing large mailings.

Maximizer Personal lets you check for duplicates quickly and easily.  If any are found, you can combine them into one up-to-date entry.

To check a Client list for duplicates

1.	Select Check for Duplicates from the Search menu.

Maximizer Personal displays any duplicate entries it finds in the current Clients list.

2.	Mark the duplicate entries.

3.	Select the most up-to-date entry.

4.	Select Combine Marked Entries from the Edit menu.

5.	In the Maximizer dialog box, click on OK.

Maximizer Personal combines the entries into the selected entry.

6.	Select Unmark One from the Edit menu.

7.	Select Delete from the Edit menu.

8.	In the Delete Client Information box, click on OK.

9.	In the Maximizer dialog box, click on OK again to confirm the deletion.

Maximizer Personal deletes the marked duplicate entries.

 Deletions are permanent and can [image] t be undone.

See Also

Creating a Custom-Made Client List

Modifying a Custom-Made Client List


Searching for a Client

There are two levels of Client information that you can search:  main and secondary information.  The search function is virtually the same for both, though you may find that searching by main Client information is slightly faster in a very large database.

The search fields correspond to the Client record fields, such as Last Name and City.

To search using Client information

1.	Open the Clients, Notes, Hotlist, or Calendar window.

2.	From the Search menu, select one of the following:

Last Name

Company/Organization

City

State/Province

Zip/Postal Code

Client ID

Phone Number 1

The Search by... dialog box appears.

3.	Type a name or number in the search field.

 You can use wildcards in your search.  Use a question mark (?) in place of a character.  For example,  [image] 4?? Main Street [image] would find address numbers from 400 to 499 on Main Street.  Use an asterisk (*) in place of a word or phrase.  For example, [image] 416* [image] would find all phone numbers with an area code of 416.

4.	Select one of the listed items in the Modify List group box.

Use this group box to determine how to merge the Clients that Maximizer Personal finds during the search.

If you select Narrow List, Maximizer Personal searches only the current list in the Clients window, rather than the entire Clients database.

5..	When you are finished, click on OK.

Maximizer Personal searches for the specified entry and displays a list of matching Clients in the Clients window.

To search using secondary Client information

1.	Open the Clients, Notes, Hotlist, or Calendar window.

2.	Select Other from the Search menu.

3.	In the Other sub-menu, select one of the following:

First Name

Position

Department

Division

Address Line 1 or 2

Country

Phone Number 2-4

All Phone Numbers

Last Change Date

The Search by... dialog box appears.

4.	Type a name or number in the search field.

5.	Select any items in the Find Matching group box as you prefer.

6.	Select one of the listed items in the Modify List group box.

7.	When you are finished, click on OK.

Maximizer Personal searches for the specified entry and displays a list of matching Clients in the Clients window.

See Also

Searching for by User-Defined Fields

Showing All Clients

Searching by a Range

Undoing a Search


Searching by a Range

You can search by a range of values depending on the search criteria.

To search using a range

1.	If you haven [image] t already done so, start a search.

2.	In the Search by... dialog box, click on the Range button.

The Range dialog box appears.

3.	Type the data range in the range fields.

For example, if you are searching by last names, [image] aa [image] and [image] bz [image] in these fields would find all people whose surnames begin with A or B.

4.	When you are finished, click on OK.

in the Search by... dialog box, Maximizer Personal displays the range information in the search field.

See Also

Undoing a Search


Searching for Clients by User-Defined Fields

If you want to find any Clients attached to a User-Defined Field, you can search by that field.

To search by User-Defined Fields

1.	Select User-Defined Fields from the Search menu.

2.	In the Search by User-Defined Fields dialog box, click on the Add button.

3.	In the Select User-Defined Fields for Search dialog box, select one or more fields and click on OK.

4.	In the Select Items for Search dialog box, select one or more User-Defined Field items and click on OK.

or

A From/To dialog box appears if you select a Date, Alphanumeric, or Numeric User-Defined Field.

a.	Type the lowest value to search for in the From field.

b.	Type the highest value to search for in the To field.

c.	Click on OK.

5.	In the Search by User-Defined Fields dialog box, select one of the listed items in the User-Defined Fields for Search group box.

6.	Select the items in the Search Condition group box as you prefer.

7.	Select items in the Find Matching group box as you prefer.

8.	Select one of the listed items in the Modify List group box.

9.	In the User-Defined Fields for Search group box, click on any of the buttons to modify the search criteria.

10.	When you are finished, click on OK.

Maximizer Personal searches the database and displays a list of matching Clients in the Clients window.

See Also

Searching for a Client

Undoing a Search

Saving Searches by User-Defined Fields in a Catalog


Saving Searches by User-Defined Fields in a Catalog

You can save the information regarding a User-Defined Field search in a catalog.  Saving the search means you can then retrieve it later if you have to do the same kind of search again.

To save a search by User-Defined Fields

1.	Select User-Defined Fields from the Search menu.

2.	In the Search by User-Defined Fields dialog box, click on the Add button.

3.	In the Select User-Defined Fields for Search dialog box, select one or more Fields and click on OK.

4.	In the Select Items for Search dialog box, select one or more User-Defined Field items and click on OK.

or

A From/To dialog box appears when you select a Date, Alphanumeric, or Numeric User-Defined Field.

a.	Type the lowest value to search for in the From field.

b.	Type the highest value to search for in the To field.

c.	Click on OK.

5.	In the Search by User-Defined Fields dialog box, select one of the listed items in the User-Defined Fields for Search group box.

6.	Select items in the Find Matching group box as you prefer.

7.	Select one of the listed items in the Modify List group box.

8.	Click on any of the buttons in the User-Defined Fields for Search group box to modify or change the search criteria.

9.	Click on the Catalogs button.

10.	In the Search Catalogs dialog box, click on the Add button.

11.	In the Name of Search Catalog dialog box, type a catalog title.

12.	Click on OK.

13.	Click on the Close button.

Once you save a search catalog, you can retrieve it by clicking on the Retrieve button in the Search Catalogs dialog box.  This displays the search criteria in the Search by User-Defined Fields dialog box.

See Also

Undoing a Search

Searching for Clients by User-Defined Fields


Undoing a Search

Maximizer Personal lets you undo any of your searches.  When you undo a search, the search list is replaced by the previously displayed list.  You can undo up to eight previous searches.

To undo a search

Select Undo Search from the Search menu or ribbon bar.

Maximizer Personal deletes the list of search items from the Clients window and reverts to the previous window display.


Searching for a Note

You can search through all your Notes and find those that match a particular string of text.  You can also find all the Notes you created within a specified time period.

When you do a search, you need to specify the type of Note to look for.  There are six types to choose from:

Type	Description
All Notes	Includes your own Notes and those logged by the program.
Mail-Outs	Notes logged when you print a label, an envelope, or a letter.
Phone Calls	Notes logged when you dial a phone number.
Timed Note	Notes logged when you use the Maximizer Personal Timer.
Transfer Log	Notes logged when you transfer Clients from MultiActive Eagle.
Completed Tasks	Notes logged when you complete an appointment or Hotlist task.
To search for a Note

1.	Select Notes from the Search menu.

The Search by Notes dialog box appears.

2.	In the Text Search field, type a string of text to search for.

A drop-down list is available for this field.

3.	In the Date Range group box, indicate a calendar period.

4.	In the Type of Note group box, select one of the listed items.

5.	Select items in the Find Matching group box as you prefer.

6.	Select one of the listed items in the Modify List group box.

7.	When you are finished, click on OK.

Maximizer Personal searches the database and displays a list of matching Clients in the Clients window.

As well, a list of matching Notes is displayed in the Notes window.  To view all Notes again, select All Notes from the View menu.

See Also

Undoing a Search


Adding a Client found by a Hotlist Task to the Client List

From a task in your Hotlist, you can find the associated client and then add the client to the current Client list.

To add a Client found by a Hotlist task to the Client list

1.	In the Hotlist window, select a task.

2.	Select Find Client Name from the Search menu.

or

Click on the Add to Client List button on the ribbon bar.

or

Click on the right mouse button and select Put into Client List.

Maximizer Personal highlights the Client associated with the task in the Clients window.


Setting Envelope Print Options

Before you print envelopes, you must adjust some of the printer settings.  Many of these adjustments are optional, but you do need to specify the paper source and size.

To set envelope preferences

1.	From the File menu:

a.	Select Print Setup.

b.	Select Envelopes from the Print Setup sub-menu.

or

a.	Select Preferences.

b.	In the Preferences dialog box, click on the Envelopes button.

2.	In the Envelope Settings dialog box, adjust the group boxes as you prefer.

Specify the envelope and its size in the Paper Source and Paper Size fields.

Click on the Setup button if you want to change any default printer settings.  This links you to the Windows Setup dialog box.  For more information, see the [image] Print Manager [image] chapter in your Microsoft Windows User [image] s Guide.

Click on the Fonts button if you want to change the default font.  This takes you to the Windows Fonts dialog box.

3.	When you are finished, click on OK.

See Also

Printing Envelopes

Printing a One-Time Envelope


Printing Envelopes

You can print envelopes from your Clients or Hotlist window.

To print an envelope

1.	In the Clients or Hotlist window, mark the entries you want to print.

or

Leave the list unmarked.

2.	Click on the Print button on the toolbar.

or

Select Print from the File menu.

3.	Select Envelopes from the Print sub-menu.

4.	In the Print Envelopes dialog box, adjust the Print Options group box as you prefer.

5.	Type a description in the Message to Log to Notes field if you prefer.

6.	Make sure your printer is loaded with the appropriate envelopes.

7.	When you are finished, click on OK.

8.	The Printing dialog box appears if you didn [image] t mark any entries.

Select Current Entry Only and click on OK to print the current selection.

or

Select All Entries and click on OK to print the entire list.

Maximizer Personal prints the envelopes for your Clients.

See Also

Setting Envelope Print Options

Printing a One-Time Envelope


Printing One-Time Envelope
Printing a One-Time Envelope

You can quickly print an envelope with an address that is not recorded in Maximizer Personal.

To do a quick print

1.	Select Print an Envelope from the Actions menu or ribbon bar.

2.	Fill in the Print Envelope for dialog box.

3.	When you are finished, click on OK.

Maximizer Personal prints an envelope for the current Client.

See Also

Setting Envelope Print Options

Printing Envelopes


Setting Label Print Options

Before you print your labels, you must adjust some of the printer settings.  Many of these adjustments are optional, but you do need to specify the type of label you are using.

To set label preferences

1.	From the File menu:

a.	Select Print Setup.

b.	Select Labels from the Print Setup sub-menu.

or

a.	Select Preferences.

b.	In the Preferences dialog box, click on the Labels button.

2.	In the Label Settings dialog box, modify the group boxes as you prefer.

Select a standard label format from the drop-down menu in the Label Type field.

If you select User Defined in the Label Type field, click on the Dimensions button.

a.	In the Label Dimensions dialog box, change the default information fields to indicate the dimensions of your customized labels.

b.	Click on OK.

3.	When you are finished, click on OK.

See Also

Printing Labels

Printing a One-Time Label


Printing Labels

You can print labels from your Clients or Hotlist window.  One of the most convenient features about printing labels in Maximizer Personal is that you can select any label to start printing from.  This allows you to finish a sheet of labels before starting the next one, saving unnecessary waste and expense.

To print a label

1.	In the Clients or Hotlist window, mark the entries you want to print.

or

Leave the list unmarked.

2.	Click on the Print button on the toolbar.

or

Select Print from the File menu.

3.	Select Labels from the Print sub-menu.

4.	In the Print Labels dialog box, modify the Print Options group box if you prefer.

5.	Type a description in the Message to Log to Notes field if you prefer.

6.	Click on the Set Start button if you want to specify a starting label other than the default.

a.	In the Start Label dialog box, click on the label at which you want to start printing.

b.	Click on OK.

7.	Make sure your printer is loaded with the appropriate labels.

8.	When you are finished, click on OK.

9.	The Printing dialog box appears if you didn [image] t mark any entries.

Select Current Entry Only and click on OK to print the current selection.

or

Select All Entries and click on OK to print the entire list.

Maximizer Personal prints the labels for your Clients.

See Also

Setting Label Print Options

Printing a One-Time Label


Printing a One-Time Label

You can quickly print a label with an address that is not recorded in Maximizer Personal.

To print a one-time label

1.	Select Print a Label from the Actions menu or ribbon bar.

2.	Fill in the Print Label for dialog box.

3.	When you are finished, click on OK.

Maximizer Personal prints a label for the current Client.

See Also

Setting Label Print Options

Printing Labels


Setting Report Print Options

Before you print reports, you may want to adjust some of the printer settings.

To set report preferences

1.	From the File menu:

a.	Select Print Setup.

b.	Select Reports from the Print Setup sub-menu.

or

a.	Select Preferences.

b.	In the Preferences dialog box, click on the Reports button.

2.	In the Reports Settings dialog box, modify the group boxes as you prefer.

 By clicking on the Setup button, you can go directly to the printer driver [image] s setup dialog box.  For more information on Windows setup, see the Microsoft Windows User [image] s Guide.

3.	When you are finished, click on OK.


Printing a Column Report

A column report shows the same information you see displayed in the window, such as names and addresses.

To print a column report

1.	In the Clients window, mark the entries you want to print.

or

Leave the list unmarked.

2.	Click on the Print button on the toolbar.

or

Select Print from the File menu.

3.	Select Column Report from the Print sub-menu.

The Print Column Report dialog box appears.

4.	Modify the default text in the Report Title if you prefer.

5.	Fill in the Print Options and Report Options group boxes as you prefer.

6.	When you are finished, click on OK.

7.	The Printing dialog box appears if you didn [image] t mark any entries.

Select Current Entry Only and click on OK to print the current selection.

or

Select All Entries and click on OK to print the entire list.

Maximizer Personal prints the column report.

See Also

Opening the Clients Window

Printing a Detailed Report

Printing a Name/Address/Telephone Report

Setting Report Print Options


Printing a Detailed Report

A detailed report can include, for each Client, any related appointments or Hotlist tasks.

To print a detailed report

1.	Select Detailed Report from the Print sub-menu.

The Print Detailed Report dialog box appears.

2.	Modify the Report Options group box if you prefer.

3.	Fill in the Print Options group box as you prefer.

4.	When you are finished, click on OK.

Maximizer Personal prints the detailed report.

See Also

Opening the Clients Window

Printing a Column Report

Printing a Name/Address/Telephone Report

Setting Report Print Options


Printing a Name/Address/Telephone Report

A name/address/telephone report provides address and telephone information for each Client.  It is similar to a column report but is formatted differently.

To print a name/address/telephone report

1.	Select Name/Addr/Tel Report from the Print sub-menu.

The Print Name/Address/Telephone Report dialog box appears.

2.	Fill in the Print Options group box as you prefer.

3.	When you are finished, click on OK.

Maximizer Personal prints the name/address/telephone report.

See Also

Opening the Clients Window

Printing a Column Report

Printing a Detailed Report

Setting Report Print Options


Printing a Note Report

A Note report lists the Notes attached to your Clients.  You can specify the type of Notes you want to see.  There are six types to choose from:

Type	Description
All Notes	Includes your own Notes and those logged by the program.
Mail-Outs	Notes logged when you print a label, an envelope, or a letter.
Phone Calls	Notes logged when you dial a phone number.
Timed Note	Notes logged when you use the Maximizer Personal Timer.
Transfer Log	Notes logged when you transfer Clients from MultiActive Eagle.
Completed Tasks	Notes logged when you complete an appointment or Hotlist task.
To print a Note report

1.	Open the Clients window and select the clients whose notes are to be included in the report.

2.	Select Note Report from the Print sub-menu.

The Print Note Report dialog box appears.

3.	Select an item from the Type of Report group box.

4.	Indicate a calendar period in the Date Range group box.

Drop-down calendars are available for these fields.

5.	Type a text string in the Text Search field if you prefer.

Filling in this field limits the number of Notes printed to those that match the search criteria.

A drop-down list is available for this field.

6.	Fill in the Report Options and Print Options group boxes as you prefer.

7.	When you are finished, click on OK.

Maximizer Personal prints the Note report.

See Also

Opening the Clients Window

Marking and Unmarking Entries

Opening the Notes Window

Setting Report Print Options


Printing a Hotlist Report

A Hotlist report shows you a list of current tasks and activities.

To print a Hotlist report

1.	In the Hotlist window, mark the entries you want to print.

or

Leave the list unmarked.

2.	Click on the Print button on the toolbar.

or

Select Print from the File menu.

3.	Select Hotlist Report from the Print sub-menu.

The Print Report dialog box appears.

4.	Fill in the Print Options group box if you prefer.

5.	When you are finished, click on OK.

6.	The Printing dialog box appears if you didn [image] t mark any entries.

Select Current Entry Only and click on OK to print the current selection.

or

Select All Entries and click on OK to print the entire list.

Maximizer Personal prints the Hotlist report.

See Also

Opening the Hotlist Window

Marking and Unmarking Entries

Setting Report Print Options


Printing a Calendar

You can print a copy of the Calendar in a daily, weekly, monthly, or two-monthly view.

To print a Calendar

1.	In the Calendar window, select a Calendar period from the View menu.

2.	Click on the Print button on the toolbar.

or

Select Print from the File menu.

3.	Select Appointments from the Print sub-menu.

The Print Report dialog box appears.

4.	Fill in the Print Options group box as you prefer.

5.	Select an item from the Report Options group box.

6.	When you are finished, click on OK.

Maximizer Personal prints the Calendar.

See Also

Opening the Calendar Window

Setting Report Print Options


Printing a Phone Log

The Phone Log provides a list of your phone call activities for the day.

To print a Phone Log

1.	In the Phone Log, click on the Print button.

The Print Report dialog box appears.

2.	Fill in the Print Options and Report Options group boxes as you prefer.

3.	When you are finished, click on OK.

Maximizer Personal prints the Phone Log.

See Also

Viewing the Phone Log

Setting Report Print Options


Timing Tasks

With the timer, you start a stopwatch running when you begin a task and turn it off when the task is finished.  You can time one activity or a series of activities.

To use the timer

1.	In the Clients or Hotlist window, select an entry.

2.	Select Time a Task from the Actions menu.

or

From the Tools menu:

a.	Select Timer.

b.	In the Timer dialog box, type a descriptive term in the Subject field.

c.	Click on the Start button.

In some versions of Maximizer Personal, a running stopwatch icon appears at the bottom of the screen.

3.	Double-click on the stopwatch icon when you want to stop timing.

or

From the Tools menu, select Timer.

4.	In the Timer dialog box, click on the Stop button.

5.	Click on the Close button.

Maximizer Personal creates a timer Note for the selected Client in the Notes window.

To use the timer for a series of Clients

1.	In the Clients or Hotlist window, select Timer from the Tools menu.

2.	In the Timer dialog box, type a Subject and click on the Start button.

3.	When you complete the task, double-click on the stopwatch icon and click on the Stop button.

4.	Click on the Previous button.

or

Click on the Next button.

The previous or next Client in the list is displayed in the Timer dialog box.

5.	Repeat steps 2-4 for each task in the series.

6.	When you are finished timing tasks, click on the Close button.


Launching an Application from the Toolbar

You can launch other applications, such as Microsoft Word for Windows, from the Maximizer Personal toolbar.

To launch an application from the toolbar

1.	Select Toolbar from the View menu.

The Toolbar Settings dialog box appears.

2.	Click on the Add button in the Installed Buttons group box.

3.	Fill in the Button Attributes group box.

4.	Fill in the Select an Image for Button group box.

5.	When you are finished, click on OK.

Maximizer Personal creates a toolbar button for the selected application launch.

6.	Click on the application button to launch the application.

See Also

Launching an Application from the Control Menu


Launching an Application from the Control Menu

You can launch other applications from the Control menu, such as Microsoft Word for Windows, from within Maximizer Personal.

To launch an application from the Control menu

1.	Select Launch from the Control menu.

The Launch Application dialog box appears.

2.	Type the name (including the pathname) of the application in the Program to Launch field.

3.	Select an item from the Launch Options group box if you prefer.

4.	When you are finished, click on OK.

Maximizer Personal launches the application.

See Also

Launching an Application from the Toolbar


Relocating the Toolbar

To move the toolbar or adjust the toolbar buttons, complete the following steps.

To change the location of the toolbar

1.	Select Toolbar from the View menu.

2.	In the Toolbar Settings dialog box, select an item in the Location group box.

3.	Click on OK.

Maximizer Personal moves the toolbar to the selected new position.

See Also

Launching an Application from the Toolbar

Resizing Toolbar Buttons


Resizing Toolbar Buttons

You can change the size of the toolbar buttons.

To change the size of toolbar buttons

1.	Select Toolbar from the View menu.

2.	In the Toolbar Settings dialog box, select an item in the Button Size group box.

3.	Click on OK.

Maximizer Personal changes the size of the buttons on the toolbar.

See Also

Launching an Application from the Toolbar

Relocating the Toolbar


Showing or Hiding the Ribbon Bar

The ribbon bar provides a sub-set of command buttons for each Maximizer Personal window.  You can toggle this feature on or off.

To show or hide the ribbon bar

Select Ribbon Bar from the View menu.

This toggles the view of the ribbon bar from visible to not visible.

See Also

Showing or Hiding the Status Bar

Showing or Hiding Balloon Help


Showing or Hiding the Status Bar

The status bar appears at the bottom of your screen.  It displays information about your current options in the program.  You can turn this feature on or off.

To show or hide the status bar

Select Status Bar from the View menu.

See Also

Showing or Hiding the Ribbon Bar

Showing or Hiding Balloon Help


Showing or Hiding Balloon Help

When you move the mouse to a button, Balloon Help displays a caption that describes the command name and function.  You can turn this feature on or off.

To show or hide Balloon Help

Select Balloon Help from the View menu.

This toggles Balloon Help from visible to not visible.

See Also

Showing or Hiding the Ribbon Bar

Showing or Hiding the Status Bar


Arranging Windows

When you open several Maximizer Personal windows at the same time, they may begin to overlap and obscure each other.  With the tiling feature, you can arrange the open windows so they are all visible at once.  Or you may choose to cascade the windows, so each overlaps the next with only their title bars showing.

To tile windows vertically

Select Tile Vertically from the Window menu.

To tile windows horizontally

Select Tile Horizontally from the Window menu.

To cascade windows

Select Cascade from the Window menu.

To close all open Maximizer Personal windows

Select Close All from the Window menu.

See Also

Sizing Windows

Changing Window Fonts

Changing Window Colors

Saving Window Settings

Restoring Default Window Settings

Restoring Window Settings Saved Last


Sizing Windows

As in most Windows programs, you can minimize, maximize, or restore any of your Maximizer Personal windows.  When you minimize, you reduce a window to an icon.  Maximizing a window means to enlarge it to fill the screen.  When you restore, you bring a window back to its previous size before it was minimized or maximized.

To minimize a window

Click on the Minimize button in the top right corner of the window.

Maximizer Personal reduces the window to an icon at the bottom of the screen.

To restore a minimized window

Double-click on the minimized window icon.

Maximizer Personal restores the window to the size it was before it was minimized.

To maximize a window

Click on the Maximize button in the top right corner of the window.

Maximizer Personal expands the window to fill the workspace area.

See Also

Arranging Windows

Changing Window Fonts

Changing Window Colors

Saving Window Settings

Restoring Default Window Settings

Restoring Window Settings Saved Last


Changing Window Fonts

You can adjust the default fonts in your Maximizer Personal windows.  Choose to use a different typeface or select a larger font size for better visibility.

You can change the fonts in a single window or you can modify the fonts in all your windows at once.

To change fonts in a single window

1.	Click on a window in which you want to change the display fonts.

2.	Select Set Font from the Window menu.

3.	Select Current Window from the Set Font sub-menu.

The Font dialog box appears.

4.	In the Font, Font Style, and Size fields, select the desired items from the drop-down menus.

5.	In the Effects group box, select an item if you prefer.

6.	When you are finished, click on OK.

Maximizer Personal changes the display fonts in the selected window.

 You can also use the ribbon bar buttons to change window fonts.

To change fonts in all windows

1.	Select Set Font from the Window menu.

2.	Select All Windows from the Set Font sub-menu.

The Font dialog box appears.

3.	In the Font, Font Style, and Size fields, select the desired items from the drop-down menus.

4.	In the Effects group box, select an item if you prefer.

5.	When you are finished, click on OK.

Maximizer Personal changes the display fonts in all the windows.

See Also

Arranging Windows

Sizing Windows

Changing Window Colors

Saving Window Settings

Restoring Default Window Settings

Restoring Window Settings Saved Last


Changing Window Colors

You can adjust the default colors in your Maximizer Personal windows.  Change the colors in a single window if you want a window to stand out from the others.  You may also want to modify the colors in all your windows.

If you decide you don [image] t like the changes you have made, you can return your windows to the default colors.

To change colors in a single window

1.	Click on a window in which you want to change the font.

2.	Select Set Color from the Window menu.

3.	Select Current Window from the Set Color sub-menu.

The List Colors dialog box appears.

4.	In the List Element field, select an item from the drop-down list.

5.	Click on one of the Basic Colors.

6.	When you are finished, click on OK.

Maximizer Personal changes the colors in the selected window.

To change colors in all windows

1.	Select Set Color from the Window menu.

2.	Select All Windows from the Set Color sub-menu.

The List Colors dialog box appears.

3.	In the List Element field, select an item.

4.	Click on one of the Basic Colors.

5.	When you are finished, click on OK.

Maximizer Personal changes the colors in all the windows..

 You can also use the ribbon bar buttons to change window colors.

To undo a color change

In the List Colors dialog box, click on the Reset to Windows Default button.

See Also

Arranging Windows

Sizing Windows

Changing Window Fonts

Saving Window Settings

Restoring Default Window Settings

Restoring Window Settings Saved Last


Saving Window Settings

Once you have changed your window displays to suit your own preferences, you can save them.  This way, your new window setup will appear again each time you start the Maximizer Personal program.  If you make further window modifications, you can save these changes as the new default.

If you change the window setup and then decide you don [image] t want to save it, you have two options.  You can revert to the system default setup or you can recover the last saved window display.

 Window positions are not saved if you minimize Maximizer Personal and then choose the Close command from the minimized Maximizer Personal icon.

To save your settings

Select Save Settings on Exit from the Window menu.

When you exit Maximizer Personal or close a window, this option saves the current window colors, fonts, position, size, and column height and width.

You can toggle this option on or off.

See Also

Arranging Windows

Sizing Windows

Changing Window Fonts

Changing Window Colors

Restoring Default Window Settings

Restoring Window Settings Saved Last


Restoring Default Window Settings

If you change the window setup and then decide you don [image] t want to save it, you can recover the last saved window display.

To restore default settings

1.	Select Reset Default Workspace from the Window menu.

2.	In the Maximizer dialog box, click on OK to confirm the reset.

Maximizer Personal erases your changes and restores the workspace to the default settings.

See Also

Arranging Windows

Sizing Windows

Changing Window Fonts

Changing Window Colors

Saving Window Settings

Restoring Window Settings Saved Last


Restoring Window Settings Saved Last
Restoring Last Saved Window Settings

If you change the window setup and then decide you don [image] t want to save it, you can restore the last saved window display.

To restore last saved settings

Select Restore Saved Workspace from the Window menu.

Maximizer Personal reverts to your last saved window settings.

See Also

Arranging Windows

Sizing Windows

Changing Window Fonts

Changing Window Colors

Saving Window Settings

Restoring Default Window Settings


Sorting Data in Columns

Information in each window is sorted by a default column.  For example, the Hotlist window is always sorted by Date.

You can select a different window column to re-sort the information in another way.  This gives you several [image] views [image] of your database.  In the Hotlist window, for example, you could sort the information by Name if you wanted to quickly find a Client.  Or you might select the Priority column to determine what tasks should be done first.

To sort columns

1.	Open or click on a window in which you want to sort the columns.

2.	Click in the title area of the column you want to sort by.

or

Select the column you want to sort by from the View menu.

See Also

Resizing a Column

Displaying a Different View of Columns

Changing a Column Setup

Deleting a Column Setup


Resizing a Column

You may sometimes want to increase or decrease the size of a column.  You can resize any window column using your mouse.

To resize a column

1.	Move the cursor to the column border you want to resize.

2.	Grab the vertical border of the column and drag it left or right to change the width.

or

Grab the horizontal border of a column entry and drag it up or down to change the height.

See Also

Sorting Data in Columns

Displaying a Different View of Columns

Changing a Column Setup

Deleting a Column Setup


Creating a Column Setup

Maximizer Personal provides a default column setup for the Clients window.  If you prefer, you can create your own column setup for this window.  This allows you to display different information fields in various combinations.

You can create as many column setups as you wish.

To create a column setup

1.	In the Clients window, select Column Setup from the View menu.

2.	In the Column Setup dialog box, click on the Add button.

The Columns to Display dialog box appears.

3.	Type a description in the Details of View group box.

4.	Click on a column title button in the Columns in View box.

5.	Click on the Attributes button to modify the name of the column.  In the Set Column Attributes dialog box, modify the name and click on OK.

6.	Select a field in the Available Fields box.

7.	Click on the Add button to add it to the current column.

8.	Change the name of the field label in the Field Label group box if you prefer.

9.	Repeat steps 4-9  for each field you want to add to the column setup.

10.	When you are finished, click on OK.

Maximizer Personal adds the column setup to the list in the Column Setup dialog box.

See Also

Sorting Data in Columns

Resizing a Column

Displaying a Different View of Columns

Changing a Column Setup

Deleting a Column Setup


Changing a Column Setup

Maximizer Personal lets you modify the attributes of a column setup.

To change a column setup

1.	In the Clients window, select Column Setup from the View menu.

2.	In the Column Setup dialog box, select the column setup you want to modify.

3.	Click on the Change button.

4.	Modify the column setup attributes.

5.	When you are finished, click on OK.

6.	Click on the Close button to close the Column Setup dialog box.

See Also

Sorting Data in Columns

Resizing a Column

Creating a Column Setup

Displaying a Different View of Columns

Deleting a Column Setup


Deleting a Column Setup

You can also delete any of your column setups.  Remember, deletions are permanent and can [image] t be undone.

To delete a column setup

1.	In the Clients window, select Column Setup from the View menu.

2.	In the Column Setup dialog box, select the column setup you want to delete.

3.	Click on the Delete button.

4.	In the Maximizer Personal dialog box, click on OK to confirm the deletion.

Maximizer Personal deletes the column setup.

See Also

Sorting Data in Columns

Resizing a Column

Creating a Column Setup

Displaying a Different View of Columns

Changing a Column Setup


Displaying a Column Setup

When you want to display a view you previously created, you select the column setup from a list.  Maximizer Personal then reformats the window according to the column setup.

To select a column setup

1.	In the Clients window, select Column Setup from the View menu.

2.	In the Column Setup dialog box, select your preferred view from the Defined Views field.

3.	Click on the Set as View button.

See Also

Sorting Data In Columns

Resizing a Column

Creating a Column Setup

Changing a Column Setup

Deleting a Column Setup


Opening a Maximizer Personal Database
Opening a Maximizer Database

If you have closed your database, you must re-open it to work with your Clients again.

To open a database

Select Open Database from the File menu.

See Also

Opening a Maximizer Personal Database

Backing Up a Maximizer Personal Database

Restoring a Maximizer Personal Database

Restoring a Corrupted Data File


Backing Up a Maximizer Personal Database

Backup your database on a regular basis.  If a problem occurs and you have to restore the database, you will have to re-enter all of the information since that backup.  While one backup copy is often enough, many people keep two or three copies on a rotating basis.

 If you plan to do some radical work on your databases, such as purging old Notes or deleting a large number of inactive Clients, make a backup copy and set it aside.  This way, if you need to restore anything you deleted, you have the backup copy to work from.

To back up a database

1.	Select Close Database from the File menu to close the current database.

2.	Select Backup from the Utilities menu.

The Backup Database dialog box appears.

3.	Select a database from the Available Databases field.

4.	Click on OK.

The Select Maximizer File(s) to Backup dialog box appears.

5.	In the Available Files field:

Select the individual files you want to back up.

or

Select All Files.

6.	Click on the Backup button.

The Drive and Directory dialog box appears.

7.	Click on OK to back up the database to drive A:\.

or

Type an alternate drive directory and click on OK.

8.	In the Maximizer Personal warning dialog box, click on OK to confirm the backup.

9.	Insert a formatted disk in the appropriate drive and click on OK in the Maximizer dialog box.

Maximizer Personal backs up the selected database.  If the database is large, a Maximizer Personal alert box asks for the next disk.

10.	When the backup is complete, click on the Close button to close the Select Maximizer File(s) to Backup dialog box.

11.	Click on the Close button again to close the Backup Database dialog box.

 Be sure to label each backup disk with the date and disk number.  Store the disks in a safe place, away from direct sunlight, magnetic fields, and dust.

See Also

Restoring a Maximizer Personal Database

Restoring a Corrupted Data File

Opening a Maximizer Personal Database


Restoring a Maximizer Personal Database

If you have lost or damaged your working database, you can restore an earlier version of the database that you previously backed up.  You can restore an entire database at once or just the selected files from it.

 This command replaces your existing data with the backup data.

To restore a database

1.	Select Close Database from the File menu.

2.	Select Restore from the Utilities menu.

The Restore Database dialog box appears.

3.	Select a database from the Available Databases field.

4.	Click on OK.

The Select Maximizer File(s) to Restore dialog box appears.

5.	In the Available Files field:

 Select the individual files you want to restore.

or

Select All Files.

6.	Click on the Restore button.

The Drive and Directory dialog box appears.

7.	Click on OK to restore the database from drive A:\.

or

Type an alternate drive directory and click on OK.

8.	In the Maximizer warning dialog box, click on OK to confirm the restore.

9.	Insert the backup disk in the appropriate drive and click on OK in the Maximizer dialog box.

 This command replaces your existing data with the backup data.

10.	When the restore is complete, click on the Close button to close the Select Maximizer File(s) to Restore dialog box.

11.	Click on the Close button again to close the Restore Database dialog box.

See Also

Backing Up a Maximizer Personal Database

Restoring a Corrupted Data File

Opening a Maximizer Personal Database


Restoring a Corrupted Data File

On rare occasions, your Maximizer Personal data files may get corrupted through unusual circumstances or computer problems; for example, a database may be stored in an area of your hard disk that gets damaged.  If this occurs, use the following procedure.

If you receive an error message about a corrupted file, stop what you are doing and note it down immediately.  See Maximizer Personal Database Error Messages.

In most cases, you can uncorrupt a file by closing the database, backing up the corrupted file, and then restoring it again.  For faster results, it [image] s better to use a directory on your hard disk than a diskette for this purpose.

To restore a corrupted data file

1.	Select Close Database from the File menu.

2.	Select Backup from the Utilities menu.

3.	In the Backup Database dialog box, select a database from the Available Databases field.

4.	Click on OK.

The Select Maximizer File(s) to Backup dialog box appears.

5.	In the Available Files field, select the corrupted file to back up.

6.	Click on the Backup button.

7.	In the Drive and Directory dialog box, type a directory name on your hard disk and click on OK.

8.	In the Maximizer warning dialog box, click on OK to confirm the backup.

9.	When the backup is completed, click on the Close button twice to close the backup dialog boxes.

10.	Click on the Minimize button to reduce Maximizer Personal to an icon.

11.	Open the File Manager.

12.	Find and re-name the corrupted file by giving it a .BAD extension.

13.	Double-click on the Maximizer Personal icon.

14.	Select Restore from the Utilities menu.

The Select Maximizer File(s) to Restore dialog box appears.

15.	In the Available Files field, select the backup file you want to restore.

16.	Click on the Restore button.

17.	In the Drive and Directory dialog box, type the backup directory name and click on OK.

18.	In the Maximizer warning dialog box, click on OK to confirm the restore.

19.	When the restore is complete, click on the Close button twice to close the restore dialog boxes.

20.	Delete the corrupted file with the .BAD extension.

See Also

Backing Up a Maximizer Personal Database

Restoring a Maximizer Personal Database

Opening a Maximizer Personal Database


Importing Client Information

You can import client information from an ASCII (text) file into your Maximizer Personal database.

To import client information

1.	Select Import from the File menu.

The Import Clients dialog box appears.

2.	In the Client Import dialog box, indicate the import filename and path in the Select Import File group box.

a.	Click on the Browse button.

b.	In the Select File to Import dialog box, specify the filename and path.

c.	Click on OK.

3.	Select the appropriate item in the Format field.

4.	Select the appropriate item in the Error Handling group box.

5.	Click on OK.

The Select Fields for Import dialog box appears.

6.	In the Available Maximizer Fields box, select an item and click on the Add button.

or

Double-click on the item.

The item appears in the Order of Import list box.

7.	Select <Skip Field> to skip any fields in the import file.

8.	Repeat steps 6-7 until you have associated a Maximizer field with each field in the import file.

If you want to insert a new field between two fields in the Order of Import list box, use the Up Arrow to move to the selected line.  Then add the field.

9.	Select Convert to Name Case if you prefer.

Use this option if you want to convert any text that is in capital letters (uppercase) to mixed case.

10.	Select Skip First Record if you prefer.

Use this option to skip the first record in the import file if it contains any fields.

11.	When you are finished, click on the Import button.

Maximizer Personal imports the database file.

If you selected Display Each Error in the Error Handling group box, Maximizer Personal displays any invalid fields.  Complete the following sub-steps:

a.	In the Missing or Invalid Field dialog box, enter a correction in the text field and click on the Continue button.

or

Click on the Skip button if you don [image] t want to import the record.

b.	Repeat step a for each error display.

or

Click on the Abort button to cancel the rest of the import.


Adjusting the Date Format

If you prefer, you can adjust the default date format.  Complete the following steps.

To adjust the date format

1.	Select Preferences from the File menu.

2.	In the Preferences dialog box, select the appropriate item in the Date Format group box.

3.	Click on OK.

See Also

Adjusting the Address Format

Adjusting the Calendar

Adjusting the Modem

Adjusting Logging History

Setting System Defaults


Adjusting the Address Format

You can adjust the address format, which determines where the address fields appear when you print labels, envelopes, and reports.

To adjust the address format

1.	Select Preferences from the File menu.

2.	In the Preferences dialog box, adjust the default checkboxes in the Address Format group box as you prefer.

3.	When you are finished, click on OK.

See Also

Adjusting the Date Format

Adjusting the Calendar

Adjusting the Modem

Adjusting Logging History

Setting System Defaults


Adjusting the Calendar

Maximizer Personal lets you make several adjustments to the Calendar, including showing or hiding holidays, turning off conflict checking, and setting default lead times for alarms.

 The holidays feature is not available in all versions of Maximizer Personal.

To adjust Calendar preferences

1.	Select Preferences from the File menu.

2.	In the Preferences dialog box, click on the Calendar button.

The Calendar Defaults dialog box appears.

3.	Adjust the Default Settings group box as you prefer.

Use the Alarm Lead Time field to determine the length of time in advance of an appointment your alarm goes off.  You can specify the lead time in minutes, hours, days, or weeks.

Use the Default Interval field to divide the time periods in the daily and weekly view of the Calendar.  Time periods can be as short as five minutes or as long as 60 minutes.

If you want Maximizer Personal to ignore any conflicts between existing appointments and any new ones you make, select Ignore Conflict Checking.

4.	Select the appropriate checkbox in the Default View group box.

5.	When you are finished, click on OK.

See Also

Adjusting the Date Format

Adjusting the Address Format

Adjusting the Modem

Adjusting Logging History

Setting System Defaults


Adjusting the Modem

Your modem preferences tell Maximizer Personal where your PC [image] s modem is connected and how it performs.  Some of these settings are more critical than others.  For example, if you set up your port incorrectly, your modem will not work at all; but if you set up your baud rate incorrectly, the modem will operate but at a slower speed.

 For more information about modem settings and options, refer to your modem manual.

 If you are using 1200 baud or higher, you can quickly check that you [image] ve selected the appropriate options:  count even and odd parity as one bit, and then check that the stop bits, data bits, and parity bits add up to at least nine.

To adjust modem preferences

1.	Select Preferences from the File menu.

2.	In the Preferences dialog box, click on the Modem button.

The Modem Settings dialog box appears.

3.	Adjust the checkboxes in the Port group box.

Leave the default option of None if you have no modem.  This disables the auto-dial feature of the Phone button.

4.	Adjust the checkboxes in the Baud Rate group box.

5.	Adjust the checkboxes in the Dialing group box.

Select Pulse for rotary dial service.

6.	Adjust the checkboxes in the Stop Bits, Data Bits, and Parity group boxes.

These three group boxes determine the stream of bits that your modem sends to the outside world.

7.	Adjust the checkboxes in the Active Prefix and Active Suffix group boxes.

A prefix is any digit you need to dial before a number, such as [image] 9.  A suffix is any digit that follows a number, such as an account number.

8.	Fill in the Prefix/Suffix group box if you prefer.

9.	Fill in the Dialing Preferences group box if you prefer.

When you travel, you can change the number in the Current Area Code field to the area code where you are currently located.  If the Current Area Code and Local Area Code are different, Maximizer Personal modifies the numbers you dial accordingly.

10.	Adjust the fields in the Initialization group box.

By default, Maximizer Personal uses Hayes modem settings.

Use this group box if you need to use any special initialization strings.  To indicate a carriage return, type a vertical bar (|); to indicate a one-second delay, use a tilde (~).

11.	When you are finished, click on OK.

See Also

Adjusting the Date Format

Adjusting the Address Format

Adjusting the Calendar

Adjusting Logging History

Setting System Defaults


Adjusting Logging History

History controls whether to create automatic Note entries for activities, such as making a phone call.  The default is to log these activities in your Notes window.  You can change this default by adjusting the history preferences.

To adjust history preferences

1.	Select Preferences from the File menu.

2.	In the Preferences dialog box, click on the History button.

3.	In the History Settings dialog box, modify the group box checkboxes as you prefer.

If you want to turn off the automatic logging feature, select None.

De-select the View Result Table on Hang-up checkbox to turn off the Phone Call Result dialog box display after a phone call.

4.	When you are finished, click on OK.

See Also

Adjusting the Date Format

Adjusting the Address Format

Adjusting the Calendar

Adjusting the Modem

Setting System Defaults


Setting System Defaults

You can adjust four system defaults:  assignment of Client ID numbers and accelerated access, as well as the disabling of E-mail address and the database identification.

By default, Maximizer Personal automatically assigns a unique ID number to each new Client you create.  You can change the system default so that you can assign these numbers to each Client manually.

Accelerated access prevents other users from accessing a database during a file import.  By default, this option is turned off.

To set system defaults

1.	Select Preferences from the File menu.

2.	In the Preferences dialog box, click on the Defaults button.

The System Defaults dialog box appears.

3.	De-select the System to Assign ID Numbers checkbox if you prefer.

4.	Select the Enable Accelerated Access checkbox if you prefer.

5.	When you are finished, click on OK.

See Also

Adjusting the Date Format

Adjusting the Address Format

Adjusting the Calendar

Adjusting the Modem

Adjusting Logging History


Turning Off Security

If you previously set password protection and no longer require it, you can turn security off.

To turn off security

1.	In the Preferences dialog box, click on the Security is On button.

This toggles the button to Security is Off.

2.	Click on OK.

See Also

Adding a Password


Adding a Password

You can set a password so that others cannot access your data.

 If you have [image] already changed it, the password is Control.

To add password protection

1.	Select Preferences from the File menu.

2.	In the Preferences dialog box, click on the Security is Off button.

This toggles the button to Security is On.

3.	Click on the Set Password button.

4.	In the New Password dialog box, type the new password and click on OK.

5.	In the Retype Password dialog box, re-type the same password and click on OK.

6.	Click on OK.

See Also

Changing Your Password


Changing Your Password

You can change your own password.

To change your own password

1.	In the Preferences dialog box, click on the Set Password button.

2.	In the New Password dialog box, type the new password and click on OK.

3.	In the Retype Password dialog box, re-type the same password and click on OK.


Exporting Data

When you export a database, you send it out to another application.  You can export all or part of your Maximizer Personal database.  Be sure to order the data exactly as you want it to appear in the export file.

 Export is not available in all versions of Maximizer Personal.

 Only Client information, User-Defined Fields, and Notes can be exported.

To export a Maximizer Personal database

1.	In the Clients window, build a list of entries sorted in the order in which you want it exported.

2.	Select Export from the File menu.

The Export File dialog box appears.

3.	In the Select Export File group box, Indicate the export filename and path.

4.	In the File Format field, select the appropriate item.

If you select the CSV format, you must strip any commas in address lines or Notes before you export.

5.	De-select the Include Field Names checkbox if you prefer.

This checkbox determines whether to export a first record that shows all the field names in your export file.

6.	Click on OK.

7.	In the Maximizer dialog box, click on OK to confirm the command.

The Select Fields for Export dialog box appears.

8.	In the Available Maximizer Fields box, select an item.

9.	Click on the Add button to place the item in the Order of Export Fields box.

10.	Select <Empty Field> to export a blank field.

11.	Repeat steps 7-9 until you have all the fields you need in your export file.

12.	When you are finished, click on the Export button.

Maximizer exports the database to the selected file.

See Also

Importing Clients


About MultiActive Business Intelligence Service

Need information for business or marketing? Statistics to analyze potential customers, competition, product offerings? Need directories of potential clients for surveys or advertising your product or service? An ever-expanding library of business, residential, and demographic data is just keystrokes away!

With a World Wide Web browser such as Netscape, you can develop new sales and other business leads.  Find new leads by conducting searches of the Eagle database by company name and title, zip code, S.I.C. code, city, state, sales volume code or employee size code.  After importing selected data into Maximizer Personal, you can continue the contact management process with the familiar look and feel of Maximizer Personal.

Using your favorite World Wide Web Browser, simply connect to the MultiActive Business Intelligence Service web site at http://www.maximizer.com/eagle or link from the Maximizer web site.  When you provide registration and credit card information and accept the license agreement, you can use Eagle to search millions of North American Business listings for sales leads and potential customers.  After entering your search criteria and clicking the Download button, a file of the search results is transferred to your computer.  When the transfer is complete, Maximizer Personal automatically starts, decompresses the downloaded file and displays the search results in your Clients window.  Not only are these clients added to your database, but also a Client List is created as well as a Note detailing the date and time of the transfer for each Client.

Requirements

World Wide Web (WWW) Browser such as Netscape, Mosaic, or Microsoft Internet Explorer

Credit card information

See Also

Setting Up Your WWW Browser for Client Transfer

Transferring Client Information from MultiActive Eagle


Setting Up Your WWW Browser for Client Transfer

You can set up your Browser so that Maximizer Personal automatically decompresses and transfers the search results when you download the file from Eagle.  To do this you must specify the following settings in your WWW Browser.  You generally find these settings in the Options menu under Setup Viewer or a similar command.  If you forget to specify these before downloading search results, you will be prompted for the required information when downloading.

If you are running Maximizer Personal on Windows 3.1

Path to Viewer	C:\MAXWIN\MAXWIN.EXE  (or appropriate program folder)
MIME File Type	application/x -mel
File Extension	.MEL
If you are running Maximizer Personal on Windows 95 or Windows NT

Path to Viewer	C:\PROGRAM FILES\MAXIMIZER\MAXWIN.EXE  (or appropriate program folder)
MIME File Type	application/x -mel
File Extension	.MEL
See Also

About MultiActive Eagle

Transferring Client Information from MultiActive Eagle


Transferring Client Information from MultiActive Eagle

Maximizer Personal transfers Clients from the Eagle search result file into your Maximizer Personal database along with a Note detailing the date and time of the import.  A Client List representing these Clients is also added to the Client List catalog.  You can access the Client List catalog from the View menu of Maximizer Personal.

To transfer Client information from Eagle into your database

1.	Go to the World Wide Web site called http://www.maximizer.com/eagle

2.	Provide the requested registration and credit card information.  You only need to provide this once.

3.	Using Eagle, type your search request.  A preview of the results is displayed.  If the search results are acceptable:

a.	In the comment field, type the content you want to appear as the name for the Client List of these transferred Clients.

b.	Download the file in compressed format.

See Also

Setting Up Your WWW Browser for Client Transfer

About MultiActive Eagle


Starting or Stopping Maximizer Personal

You can easily start or stop Maximizer Personal session.

For instructions about how to start, or stop, click on the appropriate topic.

Starting Maximizer Personal

Changing a Password

Exiting Maximizer Personal


Working with Entries and Views

Working with Entries

Marking and Unmarking Entries

Sorting Data In Columns

Resizing a Column

Working with Views

Creating a Column Setup

Displaying a Column Setup

Changing a Column Setup

Deleting a Column Setup


Customizing Maximizer Personal Windows

Using the Window [image] s Control Panel

Arranging Windows

Sizing Windows

Changing Window Fonts

Changing Window Colors

Saving Window Settings

Restoring Default Window Settings

Restoring Window Settings Saved Last

Adjusting the Calendar

Resizing a Column

Setting a Startup Client List


Customizing the Toolbar, Ribbon Bar, Status Bar, and Help

Relocating the Toolbar

Resizing Toolbar Buttons

Showing or Hiding the Ribbon Bar

Showing or Hiding the Balloon Help

Showing or Hiding the Status Bar


Setting Up Maximizer Personal for Your Printer and Telephone

Setting Up Maximizer Personal for your printer

Setting Report Print Options

Setting Envelope Print Options

Setting Label Print Options

Setting Up Maximizer Personal for your telephone

Adjusting the Modem


Setting Automatic Tracking for Maximizer Personal

Adjusting Logging History


Scheduling and Tracking Activities with Maximizer Personal

You can schedule, modify, and track your tasks:

Scheduling and Tracking Tasks

You can also schedule, modify, and track your appointments.

Scheduling Regular or Recurring Appointments

Tracking Appointments


Setting up Maximizer Personal Date, Address, and System Options

Adjusting the Date Format

Adjusting the Address Format

Adjusting the Calendar

Setting System Defaults


Setting up Other Maximizer Personal Database Options
Setting up Maximizer Personal to Work with Other Applications

Launching an Application from the Toolbar

Launching an Application from the Control Menu


 Contact Manager

Clients are the most fundamental element of Maximizer Personal, just as they are in your business.  They can be your customers, colleagues, patients, club members, suppliers, or any other group of people you deal with on a regular basis.  Once you have a database of Clients, you can use Maximizer Personal to carry out many of your day-to-day business activities.

Managing Client Information

Viewing or Printing Client Information

Maintaining Client Information

Maintaining Alternate Addresses

Maintaining User-Defined Fields for Clients

Maintaining Notes about a Client

Creating Client Letters and Other Documents

Creating and Printing Mail-Merge Documents

Exchanging Phone Calls with Clients

Making a Single Phone Call

Making a Series of Phone Calls

Making a Quick Phone Call

Receiving a Phone Call

Viewing the Phone Log

Making a Phone Call From the Phone Log

Printing a Phone Log

Scheduling Meetings and Activities

Viewing or Printing the Calendar

Scheduling Regular or Recurring Appointments

Tracking Appointments

Scheduling and Tracking Tasks


Viewing and Printing Client Information
Viewing or Printing Client Information

Viewing Client Information

Opening the Clients Window

Searching for Client Information

Searching for a Client

Searching for Clients by User-Defined Fields

Adding a Client found by a Hotlist Task to the Client List

Showing All Clients

Undoing a Search

Printing Client Information

Creating and Printing Mail-Merge Documents

Printing a Column Report

Printing a Detailed Report

Printing a Note Report

Printing a Name/Address/Telephone Report

Working with Client Lists

Creating a Custom-Made Client List

Checking a Client List for Duplicate Entries

Showing a Custom-Made Client List

Modifying a Custom-Made Client List

Deleting a Custom-Made Client List

Clearing a Client List

Adding a Client found by a Hotlist Task to the Client List


Maintaining Client Information

Maintaining Client Information

Adding a Client Entry

Searching for a Client

Modifying a Client Entry

Copying a Client Entry

Deleting a Client Entry

Timesaving Features

Performing a Group Edit

Creating a Default Client Entry

Modifying a Default Client Entry

Deleting a Default Client Entry

Saving Searches by User-Defined Fields in a Catalog


Maintaining Alternate Addresses

Adding an Alternate Address for a Client

Setting the Default Address

Modifying an Alternate Address

Deleting an Alternate Address


Maintaining User-Defined Fields for Clients

Setting Up User-Defined Fields for Clients

Adding a User-Defined Field

Modifying a User-Defined Field

Deleting a User-Defined Field

Adding an Item to a User-Defined Field Drop-Down List

Modifying an Item in a User-Defined Field Drop-Down List

Deleting an Item from a User-Defined Field Drop-Down List

Searching for Clients by User-Defined Fields

Searching for Clients by User-Defined Fields

Saving Searches by User-Defined Fields in a Catalog

Undoing a Search


Maintaining Notes about Clients

Opening the Notes Window

Adding a Note

Searching for a Note

Modifying a Note

Deleting a Note

Printing a Note Report


Viewing or Printing the Calendar

Viewing a Calendar

Opening the Calendar Window

Changing the Calendar Views

Printing the Calendar

Printing a Calendar


Scheduling Regular or Recurring Appointments

Scheduling Regular Appointments

Scheduling a Regular Appointment

Setting and Responding to an Appointment Alarm

Assigning Priority to an Appointment

Finding a Client from an Appointment

Rescheduling an Appointment

Modifying a Regular Appointment

Deleting an Appointment

Scheduling Recurring Appointments

Scheduling a Recurring Appointment

Setting and Responding to an Appointment Alarm

Assigning Priority to an Appointment

Finding a Client from an Appointment

Rescheduling an Appointment

Modifying a Recurring Appointment

Deleting an Appointment


Tracking Appointments

Setting and Responding to an Appointment Alarm

Marking an Appointment as Complete

Deleting an Appointment


Scheduling and Tracking Tasks

Viewing and Printing Your Tasks

Opening the Hotlist Window

Displaying the Activity Log

Building the Hotlist Task List

Refreshing the Hotlist Task List

Printing a Hotlist Report

Scheduling and Tracking Tasks using the Hotlist

Adding a Task to the Hotlist

Setting and Responding to a Task Alarm

Assigning a Priority to a Task

Timing Tasks

Modifying a Hotlist Task

Marking a Task as Complete

Deleting a Task from the Hotlist

Adding a Client found by a Hotlist Task to the Client List

Scheduling and Tracking Tasks using the Activity Log

Displaying the Activity Log

Adding a Task to the Activity Log

Modifying a Task in the Activity Log

Deleting a Task from the Activity Log


Working in the Maximizer Personal Workspace

The name of the program appears in the title bar.  The Control menu and the Maximize and Minimize buttons function just as they do in other Windows applications.

The menu bar appears below the title bar.  It provides the menus of commands for performing Maximizer Personal tasks.  Below the menu bar is the toolbar.  It includes command buttons for opening windows and using utilities such as the phone feature and printer.

When you open a new database, Maximizer Personal opens the Clients window by default.  The window will be empty until you add information about your Clients.

After you open a database, click on the right mouse button to bring up a floating menu.  Like the ribbon bar, the floating menu provides a subset of commands from the main menu bar.  This provides another convenient way to use the commands available in Maximizer Personal.

See Also

Opening a Maximizer Personal Database

Using the Toolbar, Menus and Commands

Working with Maximizer Personal Windows

Working with Dialog Box Options


Using the Maximizer Personal Toolbar, Menus, and Commands
Using the Maximizer Personal Toolbar, Menus and Commands

A command is a direction you give Maximizer Personal to carry out.  You can choose the most common Maximizer Personal commands by clicking buttons on the toolbar.  For example, to work with Clients, you click the Clients button

 Clients button

In the Maximizer Personal workspace, commands are grouped under menus located on the menu bar.  Some carry out an instruction immediately, while others present you with a dialog box to collect additional information.

To choose a command from the toolbar using the mouse

On the toolbar, click a button.

  To see additional information about a button, position the cursor over the button.  A description of the button appears on the screen, and additional information about the function appears in the status bar.

To choose a command from a menu using the mouse

1.	Point to a menu name, and click the left mouse button.

2.	Point at a command name and click the left mouse button.

A command name followed by an ellipsis (...) indicates that the command has additional options or requires additional information to complete the function.

To choose menus and commands using the keyboard

To make the menu bar active, press the Alt key, and then press the underlined letter in the menu name to display the menu.

To choose a command, press the underlined letter in the command name.  For example, to choose Exit from the file menu, press Alt, F, X.

To choose commands from the floating menu

The floating menu provides a subset of commands from the main menu bar.  This provides another convenient way to use the commands that are available in Maximizer Personal.

To display the floating menu, click on the right mouse button.

To interrupt a command

Press Esc.

If Maximizer Personal does not halt processing the command, press Esc again.


Using Maximizer Personal Windows

Open the Maximizer Personal windows to view the information maintained in your Maximizer Personal database.  From these windows you can easily add, correct, delete or print related information.  Some windows also provide the additional capability of sorting or displaying different views of the information.  For example, when opening the calendar, you have the option of displaying your schedule for a specific day, week, month, or two-month views.

Open	To see information about
Clients window	Clients
Notes window	Notes about a Client
Calendar window	Calendar of appointments present, future or past
Hotlist window	Hotlist of your tasks present, future or past
You open a Maximizer Personal window by choosing the appropriate window command from the Window menu or by clicking the appropriate button on the toolbar.

For example, to see a list of your Clients, choose Clients from the Windows menu or click on the Clients button located in the toolbar.  When you open this window, the menu bar commands, ribbon bar, and right mouse menus change.

See Also

Opening the Clients Window

Opening the Notes Window

Opening the Calendar Window

Opening the Hotlist Window


Specifying Dialog Box Options

Some Maximizer Personal commands carry out an instruction immediately, while others present you with a dialog box to collect or display additional information.  Just follow the normal Windows conventions to provide the dialog box with information Maximizer Personal needs.

However, there are a number of convenient data entry features unique to Maximizer Personal.  For example, you can create your own drop-down lists for certain fields in Maximizer Personal.  You can also choose dates directly from the electronic calendar.

See Also

Working with a Drop-down Table

Working with Dates


Printing and Phoning

Printing and phoning is easy with Maximizer Personal.

Printing

Maximizer Personal can print all kinds of business-related items, including reports, labels, documents, and envelopes.  As well, you can print addresses and appointments.

To print, you must have a printer installed and initialized for Windows.  This information is provided in your Microsoft Windows User [image] s Guide.  After you have a printer set up, you can adjust the settings, such as page orientation and paper size.  Windows itself handles many of these settings, but you can still make the adjustments from within Maximizer Personal.

For more information, see:

Setting Report Print Options

Setting Envelope Print Options

Setting Label Print Options

Phoning

Maximizer Personal provides a phone utility to assist you with your telephone activities.  You can phone from any window.  The program finds the phone number for the current Client and, in most cases, dials the number for you.

All your calls are automatically logged in the Notes window and the Phone Log, so you can keep track of calls made and received.

To connect Maximizer Personal with your phone, you must have a modem installed on your computer.  You must tell Maximizer Personal where the modem is connected and specify its settings.  Some of these settings are more critical than others.  For example, if you set up your port incorrectly, your modem will not work at all; but if you set up your baud rate incorrectly, the modem will operate but at a slower speed.

For more information, see you modem manual and Adjusting the Modem.


Using the Window [image] s Control Panel

Maximizer Personal is affected by many settings in the Windows Control Panel.  In particular, the International option of the Control Panel controls the formatting of your dates, times, and numbers.

To adjust any of your Control Panel settings, you should refer to the [image] Control Panel [image] chapter of your Microsoft Windows User [image] s Guide.  Any changes you make there will appear in the Maximizer Personal program and your other Windows applications.

See Also

Customizing Maximizer Personal Windows


About Exchanging Data with Other Applications

You can exchange data between Maximizer Personal and other software applications using the program [image] s sophisticated import and export features.  This way, you don [image] t need to create data each time you use a different database product.

 Export is not available in all versions of Maximizer Personal.

File Formats

Maximizer Personal supports three types of text file formats:  comma-delimited, comma-separated values (CSV), or tab delimited.

Comma-delimited is the most popular type of format.  It is widely supported and practical for exporting Note text.

CSV is also widely supported, but it has some limitations when handling text with commas.  You will have to scan the data and take out any text commas before importing/exporting with this format.

Finally, tab-delimited is an older format, which is not as commonly used.  The following table illustrates these three file formats:

Type	Format	Empty Field Format
Comma-delimited	field1 [image], [image] field2	,
CSV	field1,field2	,,
Tab-delimited	field1Tabfield2	TabTab
Importing Data

When you import a file, you bring information from another program into Maximizer Personal.  Before you begin to import your files, you should consider a few issues.  First, dates must be in a compatible format in both programs.  This means you should review your import file to check the date format.  Then check your date preferences in Maximizer Personal to ensure they are compatible.  For more information on preferences, see Adjusting the Date Format

Secondly, you should check your import file and note any User-Defined Fields (UDF)s it contains.  To capture these fields in Maximizer Personal, you need to set up new UDFs that match those in the import file.

Finally, you should first back up the database.  This way you still have a good copy of the database in case something goes wrong during the import.

See Also

Backing Up a Maximizer Personal Database

Importing Clients

Exporting Data


Working with a Drop-down List

You can save time and standardize entries by creating drop-down lists for certain fields in Maximizer Personal.  Fields where you can create drop-downs are listed at the end of this topic.

To select a drop-down item

1.	In the field press Ins or click on the right mouse button.  The drop-down list appears.

2.	Select the desired item.  Double-click on the item or press the DOWN or UP ARROW to move to the item and then press Enter.

To add a drop-down item

1.	Move to the box where you want to add the item.

2.	Press Ins or click on the right mouse button.

3.	Press Ins again.

4.	In the Add Item field, type the text for the item to appear in the drop-down list.

5.	Click on the OK button.

To delete a drop-down item

1.	Move to the field where you want to add the item.

2.	Press Ins or click on the right mouse button.

3.	Select the item to delete.

4.	Press Del.

5.	Confirm the deletion.  Click on the OK button.

To replace a drop-down item

1.	Delete a drop-down item.

2.	Add a drop-down item.

Fields with the Drop-down Feature

Client	Hotlist	Phone	Appointment
Mr/Mrs	Activity	Subject	Activity
Position	Priority		Priority
Salutation
Company
Department
Division
City
State
Country
Phone Extensions


Working with Dates

You can type the date or select it from the calendar.  After you have specified the date, you can change it if necessary.

To type a date

Type the date in one of the following formats:

January 30, 1995 (month dd, yy)	Jan 30 95 (mmm dd yy)
013095 (mmddyy)	01/30/95 (mm/dd/yy)
To select a date using the calendar

1.	In any date field, click on the right mouse button or press Ins.  The calendar appears.

2.	Select the year and month.

3.	To select the desired date, click on the date.

To quickly change a displayed date

With the cursor in the date field, use one of the following:

To go	Press
Forward a day	DOWN ARROW
Back a day	UP ARROW
Forward a month	PgDn
Back a month	PgUp
Forward a year	Ctrl+PgDn
Back a year	Ctrl+PgUp


Working With Wildcard Characters

The asterisk (*) and question mark (?) are wildcard characters.  Use these characters to search for text, numbers, or codes that begin with specific characters or that match a certain pattern.

Symbol	Example	Usage
*	he* finds helen, henrietta, henry, etc. *it finds fit, gambit, rabbit, etc. *on* finds pond, fondly, personal, etc.	Use * to match any number of characters.
?	p?t finds pat, pet, pit, pot, etc.	Use ? to match any single character in the same position in a word or text string with the same number of characters.


Working with Telephone Numbers

You can specify telephone numbers for local, long distance, and fax calls.  You can also set an option to adjust the dialing sequence if you are using Maximizer Personal when traveling outside your normal local calling area.

If you are using your modem to dial calls, be sure to set the local and current area code as well as the long distance prefix for the modem.

To enter a telephone number

1.	In the phone number field, type the telephone number.  Maximizer Personal automatically inserts dashes for you.  Remember to include the area code if it is long distance.

Call	Type	Maximizer Display
Local	666999	666-9999
Long distance	12226669999	222-666-9999
2.	In the extension field, do one of the following:

Type the extension number for the telephone.

Select or type a label to identify the type of telephone.

To enter a fax number

1.	In the phone number field, type the telephone number.  Maximizer Personal automatically inserts dashes for you.  Remember to include the area code if the call is long distance.

Call	Type	Maximizer Display
Local	666999	666-9999
Long distance	2226669999	222-666-9999
2.	In the extension field, type FAX.

To make calls when traveling

1.	Under File, select the Preferences command.

2.	In the Preferences window, select the Modem button.

3.	Under Dialing codes, change the code to the area code from which you are calling.

4.	Select the OK button.


Maximizer Personal Database Error Messages

This topic lists error messages produced by Btrieve, Maximizer Personal [image] s database engine.  If you see an error message, stop what you are doing and note the number and file name.  Then try to solve the problem immediately.

If you ignore an error message, the result could be serious problems in your database(s).  If you can [image] t resolve an error message, please call Maximizer Technologies Customer Support for assistance.

Data Manager Errors

Error code 02:  I/O Error

This error occurs during a disk read/write, and indicates a damaged file.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 03:  File Not Open

This error indicates Maximizer Personal was not able to perform a successful Open operation.  For assistance, please call Maximizer Technologies Customer Support.

Error code 04:  Key Not Found

This message occurs when the specified key value in the index path is not found, and indicates a damaged file.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 05:  Duplicate Key Value

This message indicates that an attempt was made to add a record with a key field containing a duplicate key value to an index that doesn [image] t allow duplicate values.  For assistance, please call Maximizer Technologies Customer Support.

Error code 06:  Invalid Key Number

This error may occur because your data is damaged.  For assistance, please call Maximizer Technologies Customer Support.

The error can also occur if you attempt to restore data and abort the restore before it is completed.  If you abort a restore and then open a database, one or more files will not have the index built for that file.  Try the restore again.

Error code 07:  Different Key Number

This error occurs when the key number changes before a Get Next, Get Previous, Update, or Delete operation.  It indicates a damaged file.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 08:  Invalid Positioning

This message occurs when an attempt is made to update or delete a record without first performing a Get or Step operation to establish the current position.  It indicates a damaged file.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 09:  End of File

The error occurs if you read past the end of the file, and indicates it is damaged.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 10:  Modifiable Key Value Error

This message occurs when you try to modify a key field which is defined as non-modifiable.  It indicates a damaged file.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 11:  Invalid Filename

This error occurs if you try to convert a database that contains an invalid path, such as a directory that no longer exists.

Error code 14:  Pre-Image Open Error

This error indicates the pre-image file could not be created or opened.  There are three possible causes:

Your hard disk directory is full.  To resolve the error, delete any unnecessary files to free up disk space.

 	Both the file and its pre-image file have been erased or damaged.  Try to back up and restore the file.  If unsuccessful, restore the file from its most recent backup.

The current user has no access rights to the pre-image file.  Ensure the current user has all the appropriate rights.

Error code 15:  Pre-Image I/O Error

This message indicates an I/O error occurred during pre-imaging.  It may indicate the disk is full.  Delete any unnecessary files to free up disk space.

The pre-image file could also be damaged.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 18:  Disk Full

This error occurs when the disk is full and will not allow a file to be expanded to hold an insertion.  Delete any unnecessary files to free up disk space.

This code may also occur on Novell network drives, where each file has an owner name.  If the owner of a particular Maximizer Personal data file is deleted from the system.

To resolve the error, the system administrator should assign a new owner to the file using the Novell utilities.  Alternatively, another user can copy the file elsewhere and then back again.  This process of copying will assign the user as the owner of the affected file.

Error code 20:  Record Manager Inactive

This message indicates Btrieve has not been loaded.  For assistance, please call Maximizer Technologies Customer Support.

Error code 22:  Data Buffer Length

This error occurs when the data buffer parameter is not long enough to hold the data record.  For assistance, please call Maximizer Technologies Customer Support.

Error code 24:  Page Size Error

To avoid this error, the page size must be at least 4096 Bytes.  For assistance, please call Maximizer Technologies Customer Support.

Error code 25:  Create I/O Error

This error indicates the specified filename could not be created.  If the disk is full, delete any unnecessary files to free up disk space.  The disk may also be write-protected.  If so, remove the diskette [image] s write protection.

Error code 42:  Incomplete Accelerated Access

This message occurs when you try to open a file that was previously accessed in accelerated mode and was never successfully closed.  The file may be damaged.  Restore the file from your most recent backup or follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 43:  Invalid Record Address

This error occurs when the address is outside the file [image] s boundaries, i.e., it is not on a record boundary within a data page or on a data page.  The file may be damaged.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 56:  Incomplete Index

This error indicates a supplemental index is damaged.  Restore the file from your most recent backup or follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 58:  Compression Buffer Too Short

This error occurs when the record manager attempts to read or write a record that is longer than the specified value for the compression buffer.

This error can be caused by an incorrect setting of  the compression buffer parameter.  This can be found on the Options line of BTI.INI or in the Windows Registry.  If you are a Windows 3.1 user, edit BTI.INI in the \WINDOWS directory, and add /U:2 to the Options= line.  If you are a Windows 95 or NT user, re-install Maximizer Personal.

Another possible cause may be a corrupted record.  To repair a corrupted file, see Restoring a Maximizer Personal Database.

Error code 80:  Conflict

This error indicates you can [image] t update or delete a record because it has been changed by another workstation (applies in network configurations only).

To resolve the error, ensure NetBIOS is loaded on all workstations.  If this doesn [image] t work, your network may not be NetBIOS compatible.  Contact your network dealer.

Error code 81:  Lock Error

This error indicates the Btrieve lock table is full, indicating the locks parameter is too low.

Error code 82:  Lost Position Error

This message indicates a record being retrieved has been deleted or had its key value modified by another application.  The file may be damaged.  To resolve the error, follow the procedure [image] To restore a corrupted data file.  See Restoring a Maximizer Personal Database.

Error code 84:  Record in Use

This error occurs when you attempt to lock a record that is currently locked by another workstation.  Try again.

Error code 85:  File in Use

This message occurs when the application attempts to open a file, lock a record, or access a record while another handle holds the transaction lock on the file or has opened it in accelerated mode.  Try again.

Error code 88:  Incompatible Mode Error

This message indicates that a file being opened is in an incompatible mode.  If the first handle to access a file opens in accelerated mode, all others must open it in accelerated mode.  Try again.

Error code 93:  Incompatible Lock Type

This error occurs when the application attempts to mix single record locks and multiple record locks.  Try again.

Error code 94:  Permission Error

This error occurs when you try to open or create a file in a directory where you don [image] t have sufficient rights.  Ensure you have the appropriate rights.

Error code 1002:  A Memory Allocation Error Occurred

In this case, not enough conventional memory was made available before running Windows (memory below 640K).  You can free up more conventional memory by loading fewer Terminate and Stay Resident (TSR) programs.  Or, try running the MS-DOS 6 Memmaker.

Error Code 2001:  Insufficient Memory

This error occurs when the requester cannot allocate enough memory for the parameters specified in the BRQPARMS environment variable.  This error may happen if conventional system memory is low.

To resolve the error, reduce the /D: startup option value when using BREQUEST.

Error code 2003:  No Local Access Allowed

This error occurs when the application attempts to access a file stored on a local drive.  The version of WBTRCALL.DLL installed at the workstation does not allow access to local files.  This may be caused if WBTRLOCL.DLL does not exist in the WINDOWS\SYSTEM directory.

Other Errors

Error Code 105:  Unable to load/start IS launcher.

This error code is often caused by a memory resident virus checker interfering with the install program.  To resolve the error, disable the virus checker, run the install, and then re-engage the checker afterward.


Answers to Common Questions about Maximizer Personal

Here are answers to questions Maximizer Personal customers ask most frequently.

What do each of the margin setting screens refer to in label setup?

The Label Setting dialog box that appears lists margin settings for the page of labels.  When you click on the Dimensions button, the Label Dimensions dialog box lists the margin settings for the label itself.

Why can [image] t a Table User-Defined Field named [image] Associate [image] be added to a client?

Table User-Defined Fields require a two level approach.  First, you must create the table by defining the table and adding items in the table.  For example, create a table called [image] Relations [image], and then add the items that make up the table, such as [image] Friend [image], [image] Associate [image], [image] Partner [image], [image] Employee [image], etc.  Second, after the table is created, you select the item [image] Associate [image] for the client.

How can a search be conducted to find a list of clients that do NOT match a specific criteria?  For example, all those not contacted in the last three months?

Easily.  First perform a search to find all those clients you contacted in the last three months.  Once this is accomplished, mark the entire list of all those contacted during the last three months by selecting Mark All from the Edit menu.  Next, search for all other entries in the database, for example, search by phone 1 with an asterisk (*) in the search field and the modify list options set to Add to List.  This results with a list of all those people you contacted during the last three months; entries for those client entries being marked, and all others whose entries are not marked.  At this point, select Reverse Mark from Edit, and then select Make Marked List Current from Edit.  This final version is a list of all those not contacted during the last three months.

When I select a file for import, the import dialog box appears and there is nothing in the column labeled Fields From File.  Why?

If the Fields From File column is blank, the file you specified for import likely differs in format from the import format you specified.  Try a different import format.

When I restart Maximizer Personal, there are no windows displayed even though I set the Save Settings on Exit option and I had the windows opened in the position I preferred.  Why?

You likely closed the database (selected Close from the File menu) before you exited.  Open and position the windows where you want, then select Exit from the File menu.

When I previously looked at the View menu it contained all types of options, such as All Clients, etc.  Now these options are not available.  Why?

The menus are context sensitive and depend on which window is active  The menu commands always apply to the current, active window.

It appears that all clients were deleted except the last one I was working with.  Where did the others go?

Maximizer Personal uses the Clients window for listing the entries you are working with.  What is displayed in this window is not always indicative of the database as a whole, rather only small sections of it.  You likely conducted a search for one entry and exited Maximizer Personal.  When a Maximizer Personal database is closed, the current client list is saved as it appears when you exit.  Saving the list in this way means you can pick up where you left off when you start your next session.  In this case, you retrieved only one entry then exited so only this entry appears when you started this session; to list the entire database, select All Clients from the View menu.

I can [image] t create a mail-merge document.

If Microsoft Word is your word processor:

Check which version of Microsoft Word you are using.  Only version 6.0 or higher is supported.

Ensure the file, TML_LITE.DOT, is in your Word STARTUP directory.

If the Maximizer Personal Print Merge toolbar does not appear when you start Microsoft Word, you can link the template to your document.  From View, select Toolbars.  Click on TeamMate Link Personal and click on OK.

When doing mail-merges, you may experience poor response in Maximizer Personal if both Maximizer Personal and Word windows are open.  You can improve Maximizer Personal response by changing the merge codes from hot links to cold links.  This means each time you move to a different Client, you must press F9 to update the fields.

To change hot links to cold links, edit the TML_LITE.INI file in your Windows directory.  Then under the [Misc] section, add DDEAuto=No as shown below

[Misc]
DDEAuto=No

If Corel WordPerfect is your word processor:

Check which version of WordPerfect you are using.  Only version 6.1 or higher is supported.

Ensure the file, MAXWP.WPT, is in your WordPerfect TEMPLATE directory. A backup copy of MAXWP.WPT is in your Maximizer directory if the template is accidently deleted from your WordPerfect directory.


Copyright Information

The following copyrights/trademarks are acknowledged:

Portions of this program copyright 1982-1996 Btrieve Technologies, Inc.  All Rights Reserved.

Other product names mentioned in this document may be trademarks of Maximizer Technologies Inc. or other hardware, software, or service providers and are used herein for identification purposes only.


Calendar definition

The Calendar is where you schedule your business meetings and appointments.  It is much like a wall or desk Calendar.  The difference is you can interact with the Maximizer Personal Calendar; you just select a day and time, and add your appointment.


Client definition

An organization for which you supply a service or product.


Clipboard definition

The Clipboard is a temporary storage area for Maximizer Personal information or other information that you copy.  While in another software application, you can use the Paste command to insert the Maximizer Personal information you copied.  Information remains in the Clipboard until you perform another cut or copy.


DDE definition
DDE (Dynamic Data Exchange) definition

Use Dynamic Data Exchange (DDE) to exchange unformatted data between applications.  Data can be shared between applications if you link the data.  Data can be shared using a hot link, a warm link, or a cold link.  If a hot link is used, the target application automatically updates information whenever information changes.  If a warm link is used, a message is sent to the target application indicating source information has changed, at which point it is up to the target application to request the updated information.  If a cold link is used, the target application must initiate a request for data each time data is updated, with no prompting from the source application.


pop-up table definition
Drop-down table definition

A drop-down table is a type of list that drops from a field when you click on the right mouse button or press Ins while the cursor is in the field.  You can then select an item for a field without having to type it.


Hotlist definition

The Hotlist is a to-do list of tasks and reminders.  Tasks include calling, writing to, and meeting with Clients.  For example, you can use the Hotlist to schedule a phone call to a Client who is out of town for a week.  When the week is up, the Hotlist will remind you to call again.

Many users start their business day by opening the Hotlist window and checking their current list of tasks.  They continue working with it all day long, completing and adding tasks as they come up.

When you open the Hotlist window and select a Hotlist task, Maximizer Personal automatically locates the associated Client and Notes.


Notes definition

Notes are used to record your contact management activities.  By default, Maximizer Personal automatically logs all your phone calls and completed appointments in the Notes window.

You can also use Notes to jot down your ideas and impressions about a customer.  Some people even use them for short company profiles or to summarize contracts and business agreements.

You can easily view Notes for a Client by locating the Client and opening the Notes window.  You can also search all of your Notes for a Note that has a particular word or phrase in the Note or which was written on a certain date (or within a specific date range).


postal code regulations
Postal code regulations definition

Postal code regulations dictate that the entire address must be printed in capital letters, use the standard 2-letter state or province abbreviation, and the postal code or zip code must be printed in capital letters with no punctuation.  The code must be preceded by two spaces.


User-defined field definition

User-Defined Fields (UDF)s are categories you use to classify your Clients.  You can use UDFs to combine and group Clients in many different ways such as by occupation, hobby, income level, or any other criteria you want to use.

A stock broker, for example, might create a UDF for the type of stock each of her Clients is interested in (Gold, Blue Chip, High Tech, Transportation) and their investment approach (Conservative, Speculative, High Risk).  This would allow her to, say, pull together all the Speculative investors interested in High Tech stocks from her database.  (You [image] ll find other examples in your Max Personal for Windows guide.)

In Maximizer Personal, you can create four types of UDFs:

Type	Description
Table	A table UDF is used for general classifications.  It consists of a heading, such as Personal Interests, and a drop-down list of items, say, Gardening, Sports, and Theater.  You set up the headings and add the items to a drop-down list.  You can then select an item whenever you assign the UDF to a Client.
Alphanumeric	An alphanumeric UDF is used for code numbers or special identifiers that are unique to each Client.  Typical examples are social security numbers, policy codes, and serial numbers.  This type of UDF can contain text and/or numbers, just like table-type UDFs.
Date	A date UDF is used for dates only; for example,  a review date on a big project.  For this type of UDF, you can select from a drop-down calendar.
Numeric	A numeric UDF is used for figures only.  Examples might be total company sales, number of employees, purchasing volume, and courier slip numbers.


Status bar definition

Located along the bottom edge of the workspace, the status bar provides information about the field in which your cursor is positioned as well as the current date and time.

Status bar


Toolbar definition

Located under the title bar, the toolbar displays buttons you can click on to quickly access the different parts of Maximizer Personal.

Toolbar


Ribbon bar definition

Located under the toolbar, the ribbon bar displays buttons for adding, modifying, and deleting entries, formatting text, as well as changing the colors used to display information in your Maximizer Personal windows.

Icons on the right end of the ribbon bar change depending on which window is active.  This is the ribbon bar for the Clients window.

 Ribbon bar


backup definition
Backup

A backup is simply another copy of your database which can be used if the original copy on your PC is ever damaged.  For example, you might accidentally delete part of a database or your PC might go down.  If this happens, you just restore your backed-up files with no loss of time or information.

A backup also checks and cleans up your data, and compresses it up to 80 per cent.  This does take a little time, so you should allow a few minutes to back up a large database.  You can back up an entire database at once or just selected files from it.


restore definition
Restore

Restoring means copying your backup file(s) from diskette back into your working directories on your hard disk.  Since it replaces all your existing data, you should only restore files when you have lost or damaged your working databases.

Sometimes, you may also want to do a restore to [image] pack [image] your data.  For example, if you delete six months of old Hotlist entries, the data files are still quite large.  A backup/restore will compress this data and free up a lot of disk space.