The Address & Mail Manager is an adaptation of a Claris
Filemaker
II template which was originally
included with the Filemaker
II package. Because I found the original template to be useful, I modified
for use with Filemaker
Pro. Although adapted to the specific needs of my office operation, it can be easily modified and customized for other needs. The Address & Mail Manager can serve as a lookup file forC
information common to other templates. It can also be used to print business envelopes, mailing labels and telephone lists on an Apple
LaserWriter
, and rolodex-type cards and mailing labels on an Apple
geWriter
. Scripts are also included for creating a mail-merge files to be used with Microsoft
Word, and export files to be used with the DayTimer
organizing system.
To use a script, select it from the "Scripts" menu, or press the appropriate command-key combination.
You may want to search or sort records to focus on specific sub-groups. The fields named "Category" and "N
otes" may help to provide for additional criteria for searches and sorts. One of the primary goals in developing this template was to use the tremendous power of Filemaker
to automate the process of sorting aC
large database, selecting a particular group of records, and creating mail-merge files. The following scripts are provided within this template:
1 Go to Data Entry Screen
Switches to the Data Entry layout. This is the layout to use to create new records for your address
file. The information you provide in this layout is the basis forB
the data contained in other layouts and
in your mail-merge and export files.
2 Print #10 Envelopes
This layout is for printing business envelopes on a LaserWriter
printer. Be sure that your la
ser
printer is selected in the "Chooser". Also, be sure to replace the dummy return address with your own
return address logo and/or information. The page setup is automated to permDcit manual feeding of
single envelopes using the guides (centered) on the printer's feed tray.
3 Print Rolodex Cards (ImageWriter)
Prints the name, organizational affiliation, street address, city, state, Zip Code, business phone num-
ber and extension of each of the selected records (and prB
ovides a place for a Fax number). The
script is designed for use with the smaller (2 3/16" x 4") of the continuous strip, pin-feed
rolodex-type cards available at most computer stores and busin
ess supply outlets. Be sure that your
ImageWriter
printer is selected in the "Chooser" before running this script. When you get to the pre-
view screen, press the "continue" button.
4 Print D
2.75" x 1" Mailing Labels (ImageWriter)
Prints 33 mailing labels per page, using continuous strip, pin-feed mailing label sheets. Be sure that
your ImageWriter
printer is selected in t
he "Chooser" before running this script. When you get to the
preview screen, press the "continue" button.
5 Sort by Organization
Orders the records you are currently browsing by the name ofF
the Organization listed.
6 Sort by Last Name
Orders the records you are currently browsing by Last Name, First Name and Middle Initial.
7 Sort by Zip Code
Orders the records you are currently browsing by Zip Code.
8 Create Microsoft
Word Merge File
Creates a standardized output file in merge file format (all fields encloshe records you are currently browsing by Zip Code.
8 Create Microsoft
Word Merge File
Creates a standardized output file in merge file format (all fields enclos
ed in quotation marks). The
merge file format generally contains fewer errors than comma-delimited or tab-delimited text files. In
addition, because field names are listed in the first record of tC
he merge file, it is a simple matter to
copy and paste the field names as needed into your merge document.
The merge file is set up for common mailing purposes, and includes the following fields
: First Name,
MI, Last Name, Discipline, Organization, Street Address, City, State, Zip Code and Salutation
Name.
To create a file, select the cE
ommand. A dialog box will appear and ask you to name the file. After
naming it, click the "New" button. The next dialog box will ask you where you want to Save the file.
Choose the folder i
n which you want to save the file, and click "OK". That's all there is! Use Word's
mail merge procedures to use the file.
9 Filemaker to DayTimer Export File
Creates a standardized output file in merge format which can readily be used by the DayTimer
organizational system. The output of this script also provides B
a more complete merge file than
in #8, above, and can be used as a Microsoft
Word mail merge file.
The merge file created in this script includes fields for: First Name, MI, Last Name, Organization
Street Address, City, State, Zip Code, Home Phone, Business Phone, Business Phone Extension,
Category, Telephone List Name ("Last Name, First Name") and Note #1, Note #2 and Note #3.
To createD
a file, select the command. A dialog box will appear and ask you to name the file. After
naming it, click the "New" button. The next dialog box will ask you where you want to Save the file.
Choose the folder in which you want to save the file, and click "OK".
10 Find Business Records
Finds all records in the file, and searches for those that have "Business" in the Category field.
F
Go To Telephone List
Searches all records currently browsed, sorts them by Last Name and First Name, and provides
an abbreviated list by name, office telephone number, and home telephone numb
er. Will print out
telephone lists in a condensed, two-column format on a standard sheet of paper. Clicking on any
name or phone number will bring you to the Data Entry form for that particulH
(.txt)