 	Address Database Professional Edition Help

The Contents lists Help topics available for Address Database Professional.  Use the scroll bar to see entries not currently visible in the Help window.  To learn how to use Help, press F1 or choose Using Help from the Help menu.

Address Database Professional Basics:

Introduction

How to use Address Database Professional Edition

Using Address Database Professional on a Server (LAN/WAN)

Special Considerations for Non-USA Users

Menu Commands:

File Menu

Edit Menu

Labels Menu

Reports Menu

View Menu

Tools Menu

Help Menu


Introduction

Address Database Professional is an extremely powerful electronic name and address book that is specifically designed to handle a large number of names and addresses.  Address Database Professional is ideal for home or office use.  Since it is a Windows program, it is simple to use.

Features of Address Database

Hardware Required

Installing Address Database Professional

Upgrading to Address Database Professional 1.0

How to purchase a copy of Address Database Professional


How to use Address Database Professional

The main screen for Address Database Professional contains a Summary List which gives you a preview of the names and phone numbers in Address Database Professional.   Each time you click on a name in the Summary List, the detailed information is displayed on the right half of the screen.   The total number of names is displayed along with the total number of names that have been deleted but not purged.

Opening a File

Find a Name

Apply Changes to an Existing Record

Adding Names

Deleting Names

Adding Notes to a Name

Creating a Holiday List

Intelligent Zip Code

Intelligent Phone Numbers

Intelligent Capitalization

Dialing a Phone Number

Shortcuts (CTRL + Letter)


Using Address Database Professional on a server (LAN/WAN)

Address Database Professional can be used on a server as well as stand-alone.    This is very useful because it allows you to install one copy of the software on the server allowing everyone in your organization to use it.    You can configure it so that everyone has access to your corporate phone book on the server and also allow it to keep their personal phone book on their own PC.   This can be done with only one copy of Address Database Professional installed.    Additionally, you can make the corporate phone book READ ONLY as to allow each user to view the corporate directory while still allowing them to READ and WRITE to their own phone book which resides on their PC.

Site licenses are required for server installation.   Address Database Professional is licensed per user.   The first user is $54.99 plus $5 shipping/handling and each additional user is $40 plus $3 shipping/handling.    For example, a 100 user license is:

        59.99     (1st copy)

+ 4257.00     (next 99 copies)

-------------

   4316.99      (this includes 100 User Guides)

Another site license that is available is the "Unlimited User" license.   For a flat fee of $15,000  all users of one corporation can use Address Database Professional.    For this price, you receive 1 networking copy and one copy of the User's Guide.   You are given permission to reproduce the User's Guide as many times as needed (as long as each user works for your corporation).

Address Database Professional has been stress tested with 100,000 names and is very quick and efficient.    For more information about site licenses or server configuration, contact Pragmatic Software at 214-517-2540.


Special Considerations for Non-USA Users

If you are using Address Database Professional outside of the United States, there are a couple of considerations you should know.  First, as you enter phone numbers, they are automatically converted to USA standards.   To bypass this automatic conversion, check the box labeled "Allow Non-USA Phone Numbers" on the EDIT / PREFERENCES screen.

Last, if you are a registered user, Address Database Professional comes installed with all valid USA city, state, and zip codes.   For Non-USA users, you may add your own list of valid zip codes via the Maintain Zip Code Information screen or  import a file containing a list of valid city, state (or province,etc), postal codes.


File Menu

The File Menu in Address Database Professional allows you to create new files, open existing files, rename a file, delete a file, import a file, export a file, convert an Address Database standard version file to Address Database Professional edition,  and exit Address Database.   Additionally, it displays the last 7 files you have opened.

New (Create a new file)

Open (Open an existing file)

Rename (Rename an existing file)

Delete (Delete an existing file)

Import (Importing a file into Address Database)

Import File from MS Excel

Export (Exporting a file for other applications)

Export file for mail merging with MS Word

Convert Standard Address Database file to Address Database Professional

Exit (Exit Address Database)


Edit Menu

The Edit Menu in Address Database Professional allows you to copy a field, copy all information (name, address, etc.), paste a copied field, find a particular name, undelete a previously deleted name, purge the deleted names.

Copy Field (Copy information to Clipboard)

Copy All Information (Copy Name/Address,Etc.)

Paste (Paste information from Clipboard)

Find (Find a particular name)

Undelete (Recover deleted information)

Purge Deletes (Get Rid of Undeletes)

Purge Deletes on Exit

Preferences


Labels Menu

The Labels Menu in Address Database Professional allows you to specify the type of labels you will be using, obtain mailing label instructions, print mailing labels, and print file folder labels.

Adjust Label Alignment

Mailing Label Instructions

File Folder Instructions


Reports Menu

The Reports Menu in Address Database Professional allows you to print a phone list, address books, a holiday list of names and addresses,  report of stored notes and custom reports that you can design to display  any fields you wish.

Print Phone List

Print Address Book

Print Address Book (Compressed)

Print Address Book with Notes

Print Holiday List

Custom Reports


View Menu

The View Menu in Address Database Professional allows you to view all names in the currently displayed file or filter the display so that only certain names appear based on selection criteria.

All (View all names in currently opened file)

Filter (View particular names based on selection criteria)


Tools Menu

The Tools Menu in Address Database Professional allows you to display a to-do list, see a list of available products sold by Pragmatic Software Company, maintain zip codes, maintain user-defined fields, send the author suggestions, and purchase Address Database Professional (if you are not a registered customer).

To Do List

Calendar

Other Available Products

Maintain Zip Code Information

Maintain User Defined FieldsSuggestion Box

Purchase Address Database Professional


Help Menu

The Help Menu in Address Database Professional allows you to display this help text and display information about Address Database Professional and it's author.

Context Sensitive Help

About Address Database


Features of Address Database

Address Database Professional allows you to:

1.	Store all your names and addresses.

2.	Store and print notes about each person in your address book; If you have previously stored notes for a person, the notes button contains the file name next to it to alert you of the stored notes.

3.	Change and delete information in your address book; Quickly find a particular person in your address book.

4.	Undelete (restore) names previously deleted;  once you are sure you will never need them, you may purge your undeleted names.

5.	Maintain a list of people you generally send holiday cards and gifts to;  print a report of the holiday list.

6.	Print a phone list or address book of names in the address book; customize the report by choosing the font size, font characteristics,  how many lines to skip between names and the number of lines to skip prior to printing the page.

7.	Print an address book of the names; print them on standard paper or in Day-Timer Jr. size.

8.	Print a report named  "Address Book with Notes".  This report prints an address book that contains all the notes stored for each person.  You can choose to print only those names that have stored notes or all names in your address book.

9.	Print a compressed Address Book Report.  This is a small-font report that lists all names and addresses in a two-line per record format.

10.	Print mailing labels of people you choose; print multiple copies.

11.	Keep a list of your file folders;  print file folder labels.

12.	Copy a single field and paste it to another field; or copy all information for a person and paste it into another application (such as Notepad, Write,  MS Word, etc.).

13.	Filter your address book by category (based on their category or any other criteria).  You may specify wild cards when filtering on this criteria.

14.	Keep a  "To Do List "to help you get more organized.

15.	Create and memorize custom reports.  You choose the fields you wish to appear on the report, sort order, report font size, and name of the new report.  You can memorize it for later use.

16.	Import names and address from other applications

17.	Export names and address from Address Database Professional to other applications (for mail merge, etc.).

18.	Convert alphabetic phone numbers to numeric.  For example, it will convert 800-94steve to 800-947-8383.

19.	Customize the mailing labels to use any type of labels. You simply tell Address Database Professional the characteristics of your labels and it handles the rest.

20.	Automatically dial any of the numbers in your phone book by simply clicking a button.

21.	Send Pragmatic Software suggestions for future releases.

22.	Access frequently used files by clicking on the file name under the File Menu.

23.	Automatically retrieve any valid City, State and Zip Codes when a zip code is entered.   This functionality can be turned on or off at any time.  Allows you to look up any City, State and Zip Code.  Allows you to add, change, and delete the list of valid City, State and Zip Codes.

24.	Define 10 fields per file to be named anything you like.  Since you can define 10 per file, they can be different for your Home vs. your Office files.

25.	Name the 4 phone fields anything you like.  They can be different for each file.  For example, one file can have phones of  "Home",  "Business",  "Beeper "and  "Car "while another file can have phones of   "Home",  "Work",  "Sky Pager", and  "Cellular".   The 5th phone is always  "Fax".

26.	Use long file names.  For example,  now you can name your file  "Business Contacts "rather than  "BUSINESS.ADB".

27.	Use the database in any application that supports Microsoft Access files.

28.	Sort mailing labels by person's name, city, state or zip code.  Sorting them by zip code will allow you to obtain a postage discount.

29.	Enter non-USA phone numbers so that it may be used in countries other than the United States.


Hardware Required

Address Database Professional is designed to work with:

1.	IBM 286 or higher compatible computer running Microsoft Windows version 3.0 or higher

2.	A monochrome or color EGA, VGA, or better monitor

3.	A hard disk with 5 Megabytes of available disk space

4.	1 Megabyte of memory

5.	Any type of printer

6.	Windows Notepad (installed)


Installing Address Database
Installing Address Database Professional

To install Address Database Professional, simply run SETUP.EXE from the installation diskette.  This automatically creates a program group in Program Manager.  If you would like for Address Database Professional to be automatically run each time Windows is started, drag the Address Database Professional icon into the  "STARTUP" program group.

Quick Tip!

If you have been using the unregistered shareware version and are now purchasing a registered version, you can save the information that you entered into the unregistered version.   To do this, make sure you install the registered version into a different directory than your unregistered version (you will prompted for the directory name when you run SETUP.EXE).   Once installed, follow these steps:

1.	  Run Address Database Professional from the unregistered directory.  Open the file by clicking FILE / OPEN.  Then choose the file you wish to export to the registered version.   Once you have the file opened and displayed, click on FILE / EXPORT.   Enter a unique file name.   This will create a comma-delimited file which can be imported into the registered version.

2.	  Go to file manager (or DOS) and copy all files that have an extension of TXT (*.TXT) from the unregistered directory to the registered directory.  This copies all notes you have stored for each name.

3.	  Exit the unregistered version and run Address Database Professional from the registered directory.  Import the file you just created by clicking on FILE / IMPORT.   Enter the file name you are importing, the name of the file you would like to create and click on the  "Select All" button.   Then click on  "Import Now...".    Congratulations, your names have been saved!


Upgrading to Address Database 3.0
Upgrading to Address Database Professional 1.0

If you have a previous version of Address Database (standard version) installed and would like to install the new version, simply run the SETUP.EXE program.   Then copy all text (*.TXT) and Address Database (*.ADB) files from your old Address Database directory into the new Address Database Professional directory.  Then you must convert each of the standard version files to Address Database Professional database format.

To do this, click FILE / Convert Standard ADB File to ADB Pro from the main Address Database Professional file menu.   It will present you with all files ending with an extension of ".ADB".   Choose the file you wish to convert and click  "OK".

Enter the new name and click  "OK".   Remember, you can enter up to 35 characters for the file name so make the name descriptive.  If you decide later that you would like to change the name, you can do so by renaming it.

Once you click  "OK", the file will be converted.  If it is a large file (over 100 - 800 records), it may take a few minutes to complete.  It will display the number of records processed and the percent complete.   Once converted, it will display a message stating that the conversion was successful.  Once you press  "OK" from the message, the File Information screen is displayed.

From the File Information screen, you can specify the name of each of the 10 user-defined fields, the name of 4 types of phone numbers, and a default category to be used when none is entered.   This feature is extremely powerful because it allows you to name the fields anything you like.  For example, if in you just converted a file named  "Business Contacts", you may want to keep track of the person's spouse, hobbies, office hours, Date of Last Call, Total Purchases, and Last Purchase Date.  You do this by simply entering the fields names in User defined fields 1 through 6:

Field 1: Spouse Name	Field 4: Last Call Date

Field 2: Hobbies	Field 5: Tot Purchases

Field 3: Office Hours	Field 6: Purchase Date

Additionally, you could change any of the phone number names and enter a default category to be used when none is entered.  To make the changes permanent, click on  "Apply Changes".  Once this is done, click  "Open File" and the main Address Database Professional screen is displayed.  Once displayed, notice that the user-defined fields have the name you entered on the File Information screen!


How to purchase a copy of Address Database
Purchase a copy of Address Database Professional

There are 3 ways to purchase Address Database Professional:

1.	Check, cash, cashiers check or money order - Send $54.99 plus $5 shipping and handling ($10 S/H outside of USA) to:

Pragmatic Software Co.
Attn: Steve Miller
6728 Bellehaven Drive
Plano, TX 75023

2.	American Express - Call 214-517-2540 (available 24 hours) and leave a message stating your name (as it appears on the American Express card), address, phone number, American Express card number and expiration date.   Or, mail this information to:

Pragmatic Software Co.
Attn: Steve Miller
6728 Bellehaven Drive
Plano, TX 75023

3.	Visa or MasterCard - Place your order by calling NorthStar Solutions at 1-800-699-6395 from 10:00 a.m. to 10:00 p.m., Eastern Standard Time.   NorthStar Solutions also accepts registrations via CompuServe (71561,2751) or the Internet (71561.2751@compuserve.com).


Opening a File

To open an existing Address Database Professional file, click FILE / OPEN or press CTRL + O.  It will display the File Information screen which shows all files and their user-defined fields.  Double click on the file name you wish to open.  Click  "Open File" to select the file or click the  "Cancel" button to cancel the operation.

When you initially start Address Database Professional, it automatically remembers the last file you had open, and will open that file.


Finding a Name

To find a name in the Address Database Professional, click EDIT / FIND or press CTRL + F.  The cursor will be placed on the  "Find Last Name" field on the screen.  Enter the last name and press TAB or ENTER.  The Summary List will show the first name that matches the name entered.  If no match is found, it displays the name that is greater than the one entered.


Applying Changes to an Existing Record

To change information for a person, bring up the person by clicking on the person in the Summary List.  Then enter the new information and press the  "Change" button.

Quick Tip!

If you are entering a business name in the "Last Name" field, you can have the "First Name" appear on a separate line of the mailing label if you begin the First Name with "Attn".   For example, if you enter a "Last Name" of  "Pragmatic Software Company" and a "First Name" of "Attn: Steve Miller", the label will be displayed like this:

Pragmatic Software Company

Attn: Steve Miller

6728 Bellehaven Drive

Plano, TX  75023

The is especially useful if you need to use both address lines.


Adding New Names

To add a new person, click on the  "Clear" button.  This clears all the fields for entry.  Enter information about the person, including the phone number if applicable.    Once done, click the  "Add" button.

Quick Tip!

If you are entering a business name in the "Last Name" field, you can have the "First Name" appear on a separate line of the mailing label if you begin the First Name with "Attn".   For example, if you enter a "Last Name" of  "Pragmatic Software Company" and a "First Name" of "Attn: Steve Miller", the label will be displayed like this:

Pragmatic Software Company

Attn: Steve Miller

6728 Bellehaven Drive

Plano, TX  75023

The is especially useful if you need to use both address lines.


Deleting Names

To delete an existing person,  bring up the person by clicking on the person in the Summary List.  Then click the  "Delete" button.  It will ask you if you really want to delete this person.  Press  "Yes" to delete or  "No" to cancel.


Adding Notes to a Name

To add notes for a person, bring up the person by clicking on the person in the Summary List.   Then click the  "Notes" button.  Enter notes in the Notepad and exit when done.  Each time you press  "Notes" for this person, the notes that were stored will appear.  Notice that if no notes are stored for the person, the button displays  "Notes".  If there are notes stored, the button displays  "Notes: filename.txt" (where filename.txt is the name of the notepad file in which the notes are stored).  This is done to alert you as to the people you have notes stored.

Quick Tip!

You may print an Address Book that contains the notes of each person you have stored.  To do this, simply select  REPORTS / PRINT ADDRESS BOOK WITH NOTES from the menu.


Creating a Holiday List

To have a person appear on the Holiday List report, bring up the person by clicking on the person in the Summary List.  Then click the  "Holiday List" checkbox.  Click  "Change" to save the changes.

Quick Tip!

You may print the Holiday List. To do this, simply select  REPORTS / PRINT HOLIDAY LIST from the menu.


Intelligent Zip Code

Address Database Professional contains an  "Intelligent Zip Code" which automatically enters the city and state if the zip code is the same as any of those stored in the zip code database  (all USA zip codes are stored in this database upon installation).   Because of this, you will notice that the cursor appears in the zip code field prior to going to the city field.   If a zip code is not found on the zip code file, it will ask you if you would like to permanently store it.  If you click  "OK", you will enter the zip code, city and state and press  "ADD".  This will permanently add it to the zip code database.    You can also add, change, delete and import zip codes into the database (see "Maintain Zip Code Information" topic under the Tools Menus section of this Help Guide for more detail).

Quick Tip!

You can turn Intelligent Zip Code off by clicking on the  "Automatic City / State Look Up" check box on the EDIT / PREFERENCES screen.  If this check box contains an  "X", Intelligent Zip Code is turned on; otherwise, Intelligent Zip Code is turned off.


Intelligent Phone Numbers

Address Database Professional contains  "Intelligent Phone Numbers" which automatically reformats the phone number you enter to the format 111-111-1111 x1111.  It will also convert alphabetic to numeric (i.e. 800-94PHONE is converted to 800-947-4663).   Note: If you enter an extension number, always enter the phone number (without the extension), then a space followed by an X, then the extension number.   For example: 214-517-2540 x445.   This ensures that it does not convert the 'x' to a number.

Quick Tip!

If you have the "Allow Non-USA Phone Numbers" checked on the EDIT / PREFERENCES screen, it will bypass the Intelligent Phone feature.


Intelligent Capitalization

Address Database Professional contains  "Intelligent Capitalization" which automatically capitalizes the first character of each line.  For example, if you enter a last name of miller and a city of plano, it will change them to Miller and Plano.


Dialing a Phone Number

You can have Address Database Professional dial a phone number for you by simply clicking the  "Dial" button next to the phone number in the Detailed Information section of the screen.  Once this is clicked, it will display the number it is dialing.  Simply pick up the phone and press the  "OK" button.

Notice that Address Database Professional will prefix the phone number if a prefix is specified in the EDIT / PREFERENCES screen.  Also, Address Database Professional automatically prefixes phone numbers that contain an area code with a '1'.


Shortcuts (CTRL + Letter)

Address Database Professional allows you to use the following keys as shortcuts.  By pressing these keys, the function is automatically executed.  (CTRL + LETTER means to hold down the CTRL key and press the letter.)

1.	File New	CTRL + N

2.	File Open	CTRL + O

3.	File Delete	CTRL + D

4.	Copy Field	CTRL + C

5.	Paste	CTRL + V

6.	Find Name	CTRL + F

7.	Undelete	CTRL + U

8.	Print Mailing Labels	CTRL + M

9.	View All Names	CTRL + A

10.	Filter Names	CTRL + I

11.	To Do List	CTRL + T

12.	Custom Reports	CTRL + R

13.	Help	F1


New (Create a new file)

To create a new Address Database Professional file, click FILE / NEW or press CTRL + N.  It will prompt you for a file name.  Enter the name of a file that is not currently being used.  The file name can be up to 35 characters (so be descriptive).    Press  "OK" to create a new file or click the  "Cancel" button to cancel the operation.   Once the file is created, it displays a message stating that the File Information screen will be shown to allow you to customize the fields names.

From this screen, you can specify the name of each of the 10 user-defined fields, the name of 4 types of phone numbers, and a default category to be used when none is entered.   This feature is extremely powerful because it allows you to name the fields anything you like.  For example, if in you just converted a file named  "Business Contacts", you may want to keep track of the person's spouse, hobbies, office hours, Date of Last Call, Total Purchases, and Last Purchase Date.  You do this by simply entering the fields names in User defined fields 1 through 6:

Field 1: Spouse Name	Field 4: Last Call Date

Field 2: Hobbies	Field 5: Tot Purchases

Field 3: Office Hours	Field 6: Purchase Date

Additionally, you could change any of the phone number names and enter a default category to be used when none is entered.  To make the changes permanent, click on  "Apply Changes".  Once this is done, click  "Open File" and the main Address Database Professional screen is displayed.  Once displayed, notice that the user-defined fields have the name you entered on the File Information screen!


Open (Open an existing file)

To open an existing Address Database Professional file, click FILE / OPEN or press CTRL + O.  It will display the File Information screen which lists all files (see the prior topic,  "Create a new file",  for a layout of the File Information screen).  Double click on the file name you wish to open or click on  "Open File".   To cancel, click  "Cancel".


Rename (Rename the file as a new name)
Rename (Rename an existing file)

To rename an existing Address Database Professional file, click FILE / RENAME.  Enter the name of a file that is not currently being used.  The file name can be up to 35 characters (so be descriptive).  Click on  "OK" to rename the file or  "Cancel"  to quit.

Note:  The rename function is also available from the File Information screen.


Delete (Delete an existing file)

To delete an existing Address Database Professional file, click FILE / DELETE.   You will be asked if you really want to delete the file.   If you choose  "Yes", this file will be permanently deleted and can not be  "undeleted".   Click  "No" if you wish to abandon the deletion.

Deleting a file may take a few minutes.   The title bar of Address Database Professional will display the progress of the delete process.   Once the file is deleted, a message will appear that informs you that it was successful.   Once you click  "OK", you will be sent to the File Information screen so that you can open a new file.  Double click on the file you wish to open.

Note:  The delete function is also available from the File Information screen.


Import (Import a file into Address Database)
Import (Importing a file into Address Database)

To import a file into  Address Database Professional, click FILE / IMPORT.   A screen will be displayed that allows you to let Address Database Professional know the layout of the import file.  This screen also has a list of instructions at the top of the screen.  To cancel the import, click the  "Cancel" button.

To import a file you must do the following:

1.	Create the import file in comma-delimited format.

2.	Enter the  "Import File Name" and  "File to Create".  You can click on  "Find File" to choose the Import File Name.   The File to Create can be up to 35 characters, so be descriptive.

3.	Choose the fields that appear on the Import file in the order in which they appear on the file.  Do this by clicking each field name in the order as it appears on the file.  Once you click it, you will see it move to the box on the right.  If a field name is on the Import file but not in the list, click on one of the User Defined field names.

Quick Tip!

If you are importing a file that was previously exported using Address Database Professional, simply click on the  "Select All" button.  It will automatically select the fields in the proper order.

4.	If you make a mistake,  click the  "Reset" button.

5.	Click the  "Import Now" button to begin the Import.  Once imported, a record count will be displayed and the imported file will be automatically opened.


Import File from MS Excel

You may currently have your name and address book stored in Excel.  If you would like to import that file into Address Database Professional, do the following:

1.	Access MS Excel and open the file you would like to import.

2.	Click  FILE / SAVE AS and save the file as a CSV (delimites each record by a comma).  To do this, click on File Type of  CSV (Scroll box at the bottom of the screen) and save the file (C:\ADBPRO\IMPORT.TXT)

3.	Follow the directions in the previous topic for importing the records into Address Database Professional.


Export (Exporting a file for other applications)

To export a file from Address Database Professional, click FILE / EXPORT.  It will prompt you for a file name.  Enter the name of a file that is not currently being used.  Press  "OK" to create a new file or press the  "Cancel" button to cancel the operation.

Once the file is exported, it will ask you if you would like a report showing the layout of the exported file.  The report contains the file name exported, the number of records, and a record layout of the exported file.  Press  "Yes" to print the report or  "No" to exit.  The exported file is created in comma-delimited format.

Quick Tip!

You can use the Export feature to filter records and reimport them back into Address Database Professional.  You can also export multiple files, merge them together outside of Address Database Professional, and then import them back into Address Database Professional.   Importing the records back into Address Database Professional is easy due to the  "Select All "button from the Import Form.  This automatically selects the fields in the correct sequence when performing the import.  See the  "Import (Importing a File into Address Database)" topic under the File Menu section of this Help Guide for more information.


Export file for mail merging with MS Word

To export a file from Address Database Professional, open the file you wish to export by clicking  FILE / OPEN.

Once opened, click  FILE / EXPORT.  A dialog box will appear asking you for a file name to create.  Enter EXPORT.TXT and press  "OK".

It then displays the total number of records exported.  It asks you if you would like a report showing the layout of the exported file.  Turn your printer on and click "Yes".  Once this is done, access MS Word for Windows by clicking on the Icon in Program Manager.

Create a new Word Document by clicking  FILE / NEW - NORMAL.  Create a sample mail-merge document.  For example, enter this as the letter:

  	John Doe and Associates
  	123 Main Street
Plano, TX

Dear Sirs:

Please buy our Widgets, thank you.

Sincerely,

John Doe

To make this a mail-merge document, click  FILE / PRINT MERGE.  Then click  ATTACH DATA FILE.  Enter C:\ADBPRO\EXPORT.TXT as the file name.

Then put your cursor just before  "Dear Sirs:" and click  INSERT MERGE FIELD  (located on the tool bar).  Highlight FIRST NAME and press  "OK".  Enter a space and Click  INSERT MERGE FIELD again.  Highlight LAST NAME and press  "OK".

Press Enter for a new line.  Click  INSERT MERGE FIELD again.   Highlight Address 1 and press "OK".

Press Enter for a new line.  Click  INSERT MERGE FIELD again.  Highlight CITY and press  "OK". Enter a comma and a space after the City.  Click  INSERT MERGE FIELD again.  Highlight STATE and press  "OK".

You have now set up the fields you would like to merge (you could have entered other fields such as zip code, etc.).  Now you are ready to merge and print the form letter.

Click  FILE / PRINT MERGE again.  Click  MERGE.  From here you can click on  MERGE TO PRINTER to get printed results or  MERGE TO NEW DOCUMENT to see your results first.  Select  MERGE TO PRINTER and press  "OK" to get a printout.

This information assumes you have MS Word for Windows, version 2.0.  For further instructions, see your Word for Windows manual.   To export into other word processors, see your word processor manual.


Convert Standard Address Database File to Address Database Professional

To convert a standard Address Database file to Address Database Professional database format. click FILE / Convert Standard ADB File to ADB Pro from the main Address Database Professional file menu.   It will present you with all files ending with an extension of ".ADB".   Choose the file you wish to convert and click  "OK".

Enter the new name and click  "OK".   Remember, you can enter up to 35 characters for the file name so make the name descriptive.  If you decide later that you would like to change the name, you can do so by renaming it.

Once you click  "OK",  the file will be converted.  If it is a large file (over 100 - 800 records), it may take a few minutes to complete.  It will display the number of records processed and the percent complete.   Once converted, it will display a message stating that the conversion was successful.  Once you press  "OK" from the message, the File Information screen is displayed.

From the File Information screen, you can specify the name of each of the 10 user-defined fields, the name of 4 types of phone numbers, and a default category to be used when none is entered.   This feature is extremely powerful because it allows you to name the fields anything you like.  For example, if in you just converted a file named  "Business Contacts", you may want to keep track of the person's spouse, hobbies, office hours, Date of Last Call, Total Purchases, and Last Purchase Date.  You do this by simply entering the fields names in User defined fields 1 through 6:

Field 1: Spouse Name	Field 4: Last Call Date

Field 2: Hobbies	Field 5: Tot Purchases

Field 3: Office Hours	Field 6: Purchase Date

Additionally, you could change any of the phone number names and enter a default category to be used when none is entered.  To make the changes permanent, click on  "Apply Changes".  Once this is done, click  "Open File" and the main Address Database Professional screen is displayed.  Once displayed, notice that the user-defined fields have the name you entered on the File Information screen!


Exit (Exit Address Database)

To exit Address Database Professional, click FILE / EXIT.


Copy Field (Copy information to Clipboard)

To copy a field on the screen, put the cursor on the field and click EDIT / COPY FIELD or press CTRL + C.  The contents of the field will be copied and placed into the Windows Clipboard.  You can now paste this information into any Windows application.


Copy all Information (Copy Name/Address,Etc.)

To copy the name, address and phone number of the name currently displayed, click EDIT / COPY ALL INFORMATION.  The information will be copied and placed into the Windows Clipboard.  The copied text is formatted so that it can be pasted into a word-processor or text-editor.  Below is an example:

Pragmatic Software Company
6728 Bellehaven Drive
Plano, TX  75023
214-517-2540 (Home)


Paste (Past information from clipboard)
Paste (Paste information from Clipboard)

To paste a copied piece of information, put the cursor on the receiving field and click EDIT / PASTE or press CTRL + V.  The contents of the field will be pasted into the field.


Find (Find a particular name)

To find a name in the Address Database Professional, click EDIT / FIND or press CTRL + F.  The cursor will be placed on the  "Find Last Name" field on the screen.  Enter the last name and press the TAB or ENTER key.  The Summary List will show the name that matches the name entered.  If no match is found, it displays the name that is greater than the one entered.


Undelete (Recover deleted information)

To undelete a previously deleted name in the Address Database Professional, click EDIT / UNDELETE or press CTRL + U.   It will display all names that are available to be undeleted.  Double Click the name(s) to undelete.

Once double clicked, <<UNDELETE>> appears next to the record.  Double click again to turn off <<UNDELETE>>.   To turn off all <<UNDELETE>>, press the  "Reset" button.  To undelete the items marked <<UNDELETE>>, click the  "Undelete and Exit" button.   Click on  "Cancel" to cancel the operation without undeleting any names.


Purge Deletes (Get rid of Undeletes)

To purge the deleted names in the Address Database Professional, click EDIT / PURGE DELETES.   It will physically delete from the file all records marked as deletes.  Notice that the new  "Delete Count "is zero.  Once this is done, an Undelete can no longer be done on those names that were purged.


Purge Deletes on Exit

To purge the deleted names in the Address Database Professional every time you open a new file or exit Address Database Professional, click EDIT / PURGE DELETES ON EXIT.   It will physically delete from the file all records marked as deletes each time you open each new file or you exit Address Database.


Preferences

To specify report, screen and mailing label preferences, click EDIT / PREFERENCES.

Below are the options available:

1.	Report Preferences - Enter the following preferences:

A. Font...: Click on the button to choose a valid font name.  Once a font is chosen, the name automatically appears next to the Font button.

B. Font Size in points: Specifies how large to make the font that is printed on the reports.  The larger the number, the larger the print.

C. Left Margin Tab: Specifies where to tab prior to printing  the report information.  Increase this value if you wish to move the printed output to the right.  This is useful when  you are putting your printed report in a binder as to allow for the binder holes.

D. Blank Lines at Top: Tells Address Database Professional to skip this many lines prior to printing the report on the page.  This can be useful when printing reports on Day-Timer or smaller than normal paper.

E. Italics Font: Prints the reports in italics print.

F. Bold Font: Prints the reports in bold print.

G. Page Break on New Alphabet:  Specifies that when a new alphabet is reached when printing the reports, go to the next page.  This is useful when printing an address book that is inserted into a binder that has tabs by alphabet.  For example, Day-Timers has the telephone book separated by alphabetic tabs.  If you click this, it will create each alphabet on separate pages.

H. Skip a Line Between each Name: Specifies that each time a name/address is printed on the report, skip a line before printing the next name/address (double space).

2.	Dialing Preferences - Click on the appropriate communications port and enter a prefix number to be used when dialing a phone number.  In other words, a prefix of  "9 "will use 9 as a prefix prior to dialing the number.   Notice that if the phone number begins with an area code, Address Database Professional will automatically dial a '1' first.

3.	Screen Preferences - Enter the following preferences:

A. Automatic City / State Look Up:  Check this box if you want Address Database Professional to automatically find the city and state when a new zip code is entered.

B. Allow Non-USA Phone Numbers: Check this box if you enter non-USA phone numbers.  If checked, it bypasses all edits on the phone number.

4.	Your Name and Address -  Enter your name and address.  This is used by Address Database Professional to display your name on the main Address Database Professional screen under  "Custom Designed for (your name)".  It uses the address to create the suggestion box, purchase and additional products letters.

5.	Mailing Label Setup -  See  "Adjust Label Alignment" topic under the Labels Menu Section of this Help Guide.

6.	User Defined Fields -  See  "Maintain User Defined Fields" topic under the Tools Menu Section of this Help Guide.

7.	Maintain Zip Codes -  See  "Maintain Zip Code Information" topic under the Tools Menu Section of this Help Guide.


Adjust Label Alignment

To tell Address Database Professional what type of labels you are using click on LABELS / ADJUST LABEL ALIGNMENT.

From here, follow the instruction listed on the screen:

1.	Choose the font characteristics for the labels.  Specify the font size in points (the bigger the number the larger the print), whether to print in italics and / or bold print.   Also specify how you would like the mailing labels sorted.  You may sort by:

1.	City, State, Last Name

2.	Last Name

3.	State, Last Name

4.	Zip Code, Last Name

2.	Print the alignment guide on the label paper you will be using.   The alignment guide should be printed only after you have specified the font characteristics.  Once this done, press the  "Print Alignment Guide" button.   Once the Alignment guide has been printed, use the guide to answer the remaining questions on the screen.

3.	How many Labels are across the page (1 - 3)?   Enter the number of labels that appear horizontally across the page.  For example:

1 Label Across	2 Labels Across	3 Labels Across

=	=  = 	=  =  =

=	=  = 	=  =  =

=	=  = 	=  =  =

=	=  = 	=  =  =

=	=  = 	=  =  =

4.	Based on the alignment guide, enter the tab stops for each column of labels.   Look at the Alignment Guide that was printed on the label sheet.  Find the  "Tab= "that is printed in the first column of labels.  This is the number you must tell Address Database Professional to tab prior to printing that column of labels.  Do the same for the second and third columns.

5.	How many rows of labels are down the page (1 - 20)?   Enter the number of rows of labels that appear vertically down the page.  For example:

3 Rows	 5 Rows	7 Rows

Row 1:	 =  =  =	  =  =  =	  =  =  =

Row 2:	 =  =  =	  =  =  =	  =  =  =

Row 3:	 =  =  =	  =  =  =	  =  =  =

Row 4:	  	  =  =  =	  =  =  =

Row 5:	 	  =  =  =	  =  =  =

Row 6:	 	  	  =  =  =

Row 7:	  	   	  =  =  =

6.	Based on the Alignment Guide, enter the line each row of  labels should begin.   Look at the line numbers printed on the left side of the Alignment Guide.  Each number represents the line number.   If the first line number that is printed on the first row of labels is line 3, enter  "3" in the  "Row 1" field.  If the first line number that is printed on the second row of labels is 9, enter  "9" in the  "Row 2" field.  Continue to do this for each row of labels.

Notice that Address Database Professional will only allow you to enter information into the number of fields specified in item (5) above.

Once all of the information above is entered, press  "OK "to store this information.  If you have made mistakes, press the  "Cancel "button.


Mailing Label Instructions

To see instructions for creating mailing labels, click LABELS / MAILING LABEL INSTRUCTIONS.

This describes how to print mailing labels:

1.	Print the alignment guide to determine the parameters to enter in the  "Adjust Label Alignment" screen.  See the  "Adjust Label Alignment" topic under the Labels Menu section of this Help Guide  for more details.

2.	Put address label paper in printer.

3.	Filter the list so that it displays only the names you wish to create labels for.  Hint: Use VIEW / FILTER or press CTRL + I.  To print a single label multiple times, VIEW / FILTER the label to print, and enter the total number of labels on the page to print a full page of labels for this name.

4.	Use the LABELS / PRINT MAILING LABELS command, or press CTRL + M, to begin printing.


File Folder Instructions

This describes how to print file folder labels.  Notice that when these are printed, up to four fields are printed on the file folder label (last name, first name, address1 and address2).  To print file folders:

1.	Print the alignment guide to determine the parameters to enter in the  "Adjust Label Alignment" screen.   See the  "Adjust Label Alignment" topic under the Labels Menu section of this Help Guide for more details.

2.	Put address label paper in printer.

3.	Filter the list so that it displays only the names with a category of FILEFOLDER.  Hint: Use VIEW / FILTER or press CTRL + I.  More simply, click  "Yes" at the prompt and it will automatically filter them for you.

4.	Use the LABELS / PRINT MAILING LABELS command, or press CTRL + M, to begin printing.


Print Phone List

Click on this to create a phone list of all names currently displayed.  Notice that you can print a phone list of selected names by first  "Filtering" the list and then printing this report.  Once done, the total number of names printed is displayed.


Print Address Book

Click on this to create an address book of all names currently displayed.  Notice that you can print an address book of selected names by first  "Filtering" the list and then printing this report.  Once done, the total number of names printed is displayed.


Print Address Book (Condensed)
Print Address Book (Compressed)

Click on this to create an address book of all names currently displayed.  Notice that you can print an address book of selected names by first  "Filtering" the list and then printing this report.  Once done, the total number of names printed is displayed.  The only difference between this report and the Address Book report is that this report has compressed font which allows you to print a maximum of 2 lines per name/address.


Print Address Book with Notes

Click on this to create an address book of all names currently displayed, followed by all the notes stored for each name.  When this report is run, it asks you if you would like to include only the names that have stored notes or if you would like to include all names.  Notice that you can print an address book of selected names by first  "Filtering" the list and then printing this report.  Once done, the total number of names printed is displayed.

Quick Tip!

When storing notes for each name using Windows Notepad, press the ENTER key after each line of text.  If this is done, this report will display the information in a cleaner format.


Print Holiday List

Click on this to create an address book of all names that have the Holiday List field clicked.

To have a person appear on the Holiday List report, bring up the person by clicking on the person's name in the Summary List.  Then click the  "Holiday List" checkbox.  Click  "Change" to save the changes.


Custom Reports

Custom Reports allow you create a report that meets your particular needs.  You can choose what data is displayed on the report, the font size, the sort sequence, and the name of the report.

To access the Custom Reports screen, click  REPORTS / CUSTOM REPORTS... from the menu.    Each memorized report is listed on the left side of the screen.  Each time you click on a different memorized report name, the Report Layout information  is displayed on the right side of the screen.

Run a Custom Report

Change the Report Layout

Create a new Custom Report

Delete a Custom Report

Rename a Custom Report

Exit Custom Reports


Run a Custom Report

To run the report, double click the report name or click the  "Run Report..." button.   Notice that the title bar of this screen displays the record and page that is currently being printed.  Once printed, a message will appear that states that the report was successfully printed.

Quick Tip!

When running a custom report (or any other report), you may first  "Filter "the list and then print the report (See the  "View Names by  Selection Criteria" topic under the View Menu section of this Help Guide for more information).    If no filter has been entered, all names and addresses will be printed.


Change the Report Layout

To change the Report Layout, click the name of the report you wish to change.   Once clicked, the report layout information is displayed on the right side of the screen.  Click the fields you wish to include on the report (those with an 'X' will be included), click on the sort sequence (you can have up to 3 sort sequences), and enter the font size in points.

If you print the report and the columns are too wide (you would like to be able to get more information on one line), simply change the field size of each field to be smaller.  For example, if you generally store CATEGORIES that are 10 characters or less, enter 10 in the field size of CATEGORY.  It will then display 10 characters rather than 30.   Do the same for other fields you may shorten.

Want totals on the report?  If you store numeric information in any of the user-defined fields, you can get report totals by clicking the "Totals" check box next to the field name.   For example, I store 2 user-defined fields in my address book: the date a person registered the program and the registration amount.  I created a custom report that displays the registration date and amount and totals by registration amount.    When totals are printed, it prints a sum of the numeric values, an average, and the total number of numeric occurrences it found.   If it encounters a non-numeric value in the field, it ignores it.

Once you are satisfied with the report layout, click the  "Change" button.

Quick Tip!

If the  "Deleted Names" field has an 'X' next to it, only names that have been deleted will appear on the report.   If no 'X' appears next to this, all actively filtered names will appear on the report.


Create a new Custom Report

To create a new custom report, click the  "New Report" button.   It will prompt you for a 35 character report name.  Click  "OK" to create the report or  "Cancel" to cancel the new report process.   Notice that a default report layout is displayed.  To change the report layout, click the fields you wish to include on the report (those with an 'X' will be included), click on the sort sequence (you can have up to 3 sort sequences), and enter the font size in points.   Once you are satisfied with the report layout, click the  "Change" button.

Quick Tip!

When naming a report, it may be wise to include the file name as part of the report name.  Since fields can be named differently for each file, this allows you to create custom reports for each file, or general reports that are not file specific.  For example, if you have a file named  "Friends and Family "that contains user defined fields of  "Anniversary "and  "Birth Date", you may want a report that lists every name, address, anniversary and birth date.  You may name the report  "Friends - Anniversary and Birth Dates".

Likewise, you may have another file named  "Business Contacts" whose user defined fields are named  "Pymt Method",  "Pymt Date", and  "Pymt Amount".   You may name the report  "Business - Payment Information".

Finally, you may create reports that are general to all files.  For example, you may want a general report that lists all names, addresses, sorted by state and city.   You may name the report  "General - Names by State, City".

As you create many reports, all the report names particular to each file will appear next to each other in the Custom Reports list.

Quick Tip!

If any of your user-defined fields contain information that you would like to see totaled on the report, click the  "Totals "circle next to the name of the field you wish to have totaled.   The total amount, number of occurrences and average will be displayed at the end of the report.


Delete a Custom Report

To delete a custom report, click the name of the report you wish to delete.   Once clicked, press  the  "Delete" button.  It will ask you if you really want to delete the report.  Click  "Yes" to process the delete or  "No" to cancel.  Once the report is deleted, a message will appear that states that the report was successfully deleted.


Rename a Custom Report

To rename an existing custom report, click the name of the report you wish to rename.   It will prompt you for a new 35 character report name.  Click  "OK" to rename the report or  "Cancel" to cancel.


Exit Custom Reports

To exit Custom Reports, click  "Cancel".


All (View all names in currently opened file)

Click on this to take off all filters.  This will display all names in the opened file.


Filter (View particular names based on selection criteria)
Filter (View names based on selection criteria)

To display only the names that meet specific rules, click VIEW / FILTER or press CTRL + I or press the  "Filter" button from the main screen.   When clicked, it displays a screen that allows you to enter the information to filter by.  Additionally, it allows you to choose the categories to include in the display.   To cancel, click the "Cancel" button.

Below are detailed instructions on filtering:

1.	First enter the selection criteria for each field.  You may use wild cards.  Below are some examples of searches you may enter:

Exact Matches	Last Name: Alberthol

Returns all last names of Alberthol

Wildcards	Last Name: A*

Returns all last names beginning with 'A'

Last Name: *son

Returns all last names ending with 'son'

Last Name: *jon*

Returns all last names containing 'jon'

Range of Values	Last Name: Between 'A' and 'C'

Returns all last names that begin with A, B, or C.

Note: A and C must be surrounded by SINGLE

QUOTES (not double quotes)

Multiple Values	Last Name: IN ('Miller','Smith')

Returns all last names of Miller or Smith

Note: Miller and Smith must be surrounded by SINGLE

QUOTES (not double quotes)

2.	Choose the categories that appear in the  "AVAILABLE CATEGORIES" box.  Once you click a category, you will see it move to the box on the right.  This means that this category will be included.

3.	If you make a mistake, click the  "Reset" button.

4.	Click the  "Filter Now" button to filter based on the categories selected.


To Do List

To open a To Do List, click  TOOLS / TO DO LIST or press CTRL + T.   When clicked, it prompts you for a To Do List file name.  If one is not found, a sample one is created, named SAMPLE.TOD.

Use this To Do List each day to record the things you must do each day, in the future, and to record things that have been done.  At the end of each day, you may want to save the file as something that you can remember, such as the date.  For example, you may want to save it as ME010196.TOD which says it is for  "ME", for the date of  "010196".

Make sure you save it with an extension of ".TOD" to let Address Database Professional know that it is a To Do List.  The To Do List uses the Windows Notepad and may be printed.


Calendar

To display a calendar of the current month, click  TOOLS / CALENDAR.   A calendar of the current month is displayed.  You may enter a date to jump to.  Once entered, a calendar for that month is displayed along with the Julian Date.   To print the calendar, click on  "Print Calendar".


Other Available Products

To obtain a list of other products available from Pragmatic Software Co., click  TOOLS / OTHER AVAILABLE PRODUCTS...  When clicked, it creates a letter in Notepad named REGISTER.TXT.


Maintain Zip Code Information

To maintain the list of valid zip codes, cities and states, click  TOOLS / MAINTAIN ZIP CODE INFORMATION... or click "Find Zip..." from the main Address Database Professional screen.  When clicked, the Zip Code Information screen is displayed.    From here, you can add, change and delete zip code information.  You can also import zip codes from a file.

Search for a Specific Zip Code

Add a new Zip Code, City and  State

Change an existing Zip Code, City and State

Delete an existing Zip Code, City and State

Import Zip Codes


Search for a specific Zip Code, City or State

To search for a specific zip code, city or state, enter the zip code, city, and/or state in the fields at the top of the screen and click the  "Search Now..." button.   For example, to search for the zip code of Iron City, Georgia, enter  "Iron City "in the city field, and  "GA "in the state field and click  "Search Now...".  Address Database Professional will search for the values entered and will return the resulting city, state and zip code if a match is found.  In this example, it returns a zip code of 31759.   If no match had been found, a message would be displayed alerting you of this.

Note: Some cities have multiple zip codes.  To display each zip code, simply click on the scroll bars at the bottom of the screen.   Below are the scroll buttons:

|< 	scrolls to the first record

< 	scrolls to the prior record

> 	scrolls to the next record

>| 	scrolls to the last record


Add a new Zip Code, City and State

To add a new zip code, city and state, click the  "Clear" button.   Then enter the zip code, city and state in the bottom portion of the screen and click the  "Add" button.  If this zip code, city and state already exists, an appropriate message will be displayed.


Change an existing Zip Code, City and State

To change information for an existing record, first search for the record (see the  "Search for a specific Zip Code, City or State" topic above).  Once the zip code is displayed, overtype the fields you wish to change.


Delete an existing Zip Code, City and State

To delete an existing zip code record, first search for the record (see the  "Search for a specific Zip Code, City or State" topic above).    Once the zip code is displayed, click the "Delete" button.  It will ask you if you really want to delete the zip code.  Click  "Yes" to permanently remove the record or   "No" to cancel.


Import Zip Codes

To import a list of zip codes, cities and states from a comma-delimited file, make sure the file is comma-delimited with the zip code first, then the city, and the state last.  Below is an example:

31745, Donalsonville, GA

31759, Iron City, GA

75023, Plano, TX

To begin the process, click the  "Import..." button.  You will be prompted for a file name:

Enter the name of the file you wish to import (include the path if not in your Address Database Professional directory).   Once the file name is entered, Address Database Professional will begin importing the zip codes.  If a duplicate zip code is found, the city and state from the import file will override the existing city and state.   Notice the Zip Information screen title displays the number of records imported thus far.  Once done, a message will be displayed that indicates that the process was successful.


Maintain User Defined Fields

To maintain the user-defined fields for each file, access the File Information screen by clicking  TOOLS / MAINTAIN USER DEFINED FIELDS...

From the File Information screen, you can specify the name of each of the 10 user-defined fields, the name of 4 types of phone numbers, and a default category to be used when none is entered.   This feature is extremely powerful because it allows you to name the fields anything you like.  For example, if in you just converted a file named  "Business Contacts", you may want to keep track of the person's spouse, hobbies, office hours, Date of Last Call, Total Purchases, and Last Purchase Date.  You do this by simply entering the fields names in User defined fields 1 through 6:

Field 1: Spouse Name	Field 4: Last Call Date

Field 2: Hobbies	Field 5: Tot Purchases

Field 3: Office Hours	Field 6: Purchase Date

Additionally, you could change any of the phone number names and enter a default category to be used when none is entered.  To make the changes permanent, click on  "Apply Changes".  Once this is done, click  "Open File" and the main Address Database Professional screen is displayed.  Once displayed, notice that the user-defined fields have the name you entered on the File Information screen!


Suggestion Box

To send me a suggestion or to register a problem, click TOOLS / SUGGESTION BOX.   When clicked, it creates a letter in Notepad named SUGGEST.TXT.

Enter your suggestions for new releases.  You may also use this to identify problems you find with Address Database.  Print the letter and send it to the address listed.  Letters will be given prompt attention.


Purchase Address Database Professional

To register your copy of Address Database professional, click  TOOLS / PURCHASE ADDRESS DATABASE PRO...   When clicked, it creates a letter in Notepad named REGISTER.TXT.

There are 3 ways to purchase Address Database Professional:

1.	Check, cash, cashiers check or money order - Send $54.99 plus $5 shipping and handling ($10 S/H outside of USA) to:

Pragmatic Software Co.
Attn: Steve Miller
6728 Bellehaven Drive
Plano, TX 75023

2.	American Express - Call 214-517-2540 (available 24 hours) and leave a message stating your name (as it appears on the American Express card), address, phone number, American Express card number and expiration date.   Or, mail this information to:

Pragmatic Software Co.
Attn: Steve Miller
6728 Bellehaven Drive
Plano, TX 75023

3.	Visa or MasterCard - Place your order by calling NorthStar Solutions at 1-800-699-6395 from 10:00 a.m. to 10:00 p.m., Eastern Standard Time.   NorthStar Solutions also accepts registrations via CompuServe (71561,2751) or the Internet (71561.2751@compuserve.com).


Context Sensitive Help

Press  to receive help on any topic.  It is context sensitive which means that when F1 is pressed, the appropriate help topic is displayed based on where you are positioned on the screen.  For example,  if you would like help learning how to change a record, place the cursor on the Change button and press F1.


About Address Database

Click HELP / ABOUT ADDRESS DATABASE PROFESSIONAL to display the name of the software, the version, copyright information, address for purchasing and the purchase price.