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NAMES & DATES■ (Version 3.4) Program and Documentation ■1990 by WR Software P.O. Box 4819 Walnut Creek, CA 94596 U.S.A. Tel. (415) 930-0369 Permission hereby granted to make exact copies of Documentation and program diskettes for shareware distribution Effective: June 28, 1990 Introduction Welcome to NAMES & DATES■. This program is a combination address book, mailing list manager, and date reminder system. It will store an unlimited number of names, depending only on the amount of disk storage you have available. You can group your names into categories to keep track of clients, club members, pizza places, or any other grouping that is important to you. Each name can be associated with any number of "date reminders," such as birthdays, appointments, etc. You can also have an unlimited number of general "date reminders" that are not associated with names (for holidays, etc.). NAMES & DATES■ has unusually large areas for name and address information. The flexible address format is designed for U.S. and Canadian addresses, but works for addresses of almost all countries. The "notes" area for each name record will scroll to eight full lines, yet no disk storage is used if "notes" are not entered. The mail merge facility has optional salutations, which can have default or custom greeting options. The program prints mailing labels (laser labels too), address books, Rolodex cards, envelope addresses (with optional return address), custom size labels, and a variety of "page size" reports. There is also duplicate name search, file import/export, mass date add/delete, sort by name and Zip Code, and "hot key" printing for individual labels and envelopes. The screen Calendar function displays any month you choose, with "date reminders" highlighted, and date details available. Printed calendar pages, similar to a monthly wall calendar, are personalized with your date reminders. Best of all, the program is quite easy to use. It is "menu-driven" so choices are made from a list of options. Context sensitive "help" messages are displayed whenever you press the F1 function key. In addition, the bottom of each display window lists the commands and function keys that can be used. Shareware Registration NAMES & DATES■ is a shareware program, so we encourage you to try it out and make copies for friends. If you like the program and continue to use it, we ask that you become a registered user. Registration costs $25 and includes printed documentation, one free program upgrade on disk, vinyl address book cover, program support by telephone or mail, and notification of future program upgrades. You can print an Order Form from the Names & Dates diskette by typing ORDER at the DOS prompt. To register, please send U.S. $25 check or money order (sorry, no credit cards) to: WR Software P.O. Box 4819 Walnut Creek, CA 94596 U.S.A. Setting Up Disk Files To use this program you will need DOS 3.0 (or later), and at least 512K RAM computer memory. To begin, you should copy the NAMES & DATES diskettes to other floppies or your hard drive, and save the original diskettes as a backup. If you have a hard drive, use the INSTALL procedure. This will create a directory \ND or your C: drive, and then copy both diskettes to this directory (other directory names or drives are fine, but you'll have to do it "by hand"). The INSTALL also copies CONFIG.SYS to your root directory, if you don't have that file already. If CONFIG.SYS is already on your system, INSTALL won't change it, but you need to make sure that it has at least FILES=20 and BUFFERS=16 statements (larger numbers are OK too, like FILES=25). To use INSTALL, just type "A:INSTALL" at the DOS prompt, after placing either diskette in your A: drive. After finishing with INSTALL, re-boot your system (Ctrl-Alt-Del) to incorporate the new CONFIG.SYS file (Note: re-boot just the first time, when you use the INSTALL). Floppy users should format two new diskettes (FORMAT B:), and then copy each NAMES & DATES diskette to a different blank diskette placed in drive B: (COPY A:*.* B:). You will also need to copy the CONFIG.SYS file to your DOS diskette, and then re-boot your system, just this one time, to incorporate CONFIG.SYS into your computer (see above if you already have CONFIG.SYS). WARNING: The error message "Too many open files" results when the CONFIG.SYS file is not installed, or does not have minimum values as follows: FILES=20 and BUFFERS=16. Program Loading NAMES & DATES will use the date in your computer to tell you when names were added or changed on your file, and to show you a Calendar for the current month. If your system asks for the date when you turn the computer on, you should reply with the correct current date. To start the program, floppy users must first insert the PROGRAM diskette into the A: drive. Hard disk users must change to the correct directory (CD \ND if you used the INSTALL procedure). Next, type ND at the DOS prompt and press <Enter>. After the program loads, an introductory message appears. Floppy users must now remove their PROGRAM diskette, and insert the DATA diskette into the A: drive. Next, both floppy and hard disk users can press the <Enter> key to advance to the main menu (note: hard disk users can press <Enter> twice after keying ND to start, and skip this step entirely). There are 3 options for program processing that can be entered at this point. If you press '0' (zero), the program will not make use of free RAM to speed up program processing. This will result is faster startup, but slower processing of name lists, particularly when using the "View" mode. If you press '2' the program will make maximum use of free RAM to speed processing. Choosing '1' causes the program to use free RAM for "Category" data only. If you respond with <Enter> the program will choose the fastest processing possible for the RAM available. Responding with <Enter> is generally the best choice (unless you just want to make 1 or 2 quick changes or lookups, and leave the program, in which case '0' for fast startup is the best choice). Main Menu The main menu is a list of things you can do with the program. You can select menu items by pressing their first letter, and then <Enter>. For example, press "d" or "D" and then <Enter>, to select "Dates." If more than one item starts with the same letter, press the letter again to move to the next item. For example, press "c" to move to "Calendar," then press "c" again to select "Categories." You can also use the cursor arrow keys to move the "light bar" until the item you want is highlighted, and then press <Enter> to select the menu item. In addition, some menu items can be called by function keys in many places throughout the program. The following menu items have these function keys: Dates (F5), Categories (F6), Setup (F8), and Initialize (F9). HELP There are context sensitive help messages available throughout the program. To see these messages, just press the F1 function key. Usually, there are help messages for each individual type of information on the display screen. For example, move the cursor to FIRST NAME in the "name" window, then press F1 to see information about the FIRST NAME field. Move to the LAST NAME field and press F1 to see the LAST NAME help information. There are two special help screens available on the "name" window. If you move to either "Phone" area and press F1, a table of telephone Area Codes with Time Zones and states/provinces is displayed. If you move to the "State/Province" field and press F1, a list of state and province abbreviations for the U.S. and Canada is shown. In addition to help messages, the bottom of each display window has a command summary. These shorthand reminders list the specific commands and function keys that can be used with the current window. Batch (.BAT) Files The NAMES & DATES■ diskettes include several "batch" (.BAT) files to help with various tasks. The INSTALL.BAT file is discussed above in "Setting Up Disk Files." The GO.BAT file displays the READ.ME file (type GO and press the ENTER key). The ORDER.BAT file will print a one page form that you can use to register with (type ORDER and press <Enter>). The UPGRADE.BAT file will upgrade your hard drive to the latest program version from the supplied diskettes. Put the "program" diskette in your A: drive, type UPGRADE, and press the ENTER key. Then follow the directions that appear on your screen. The BACKUP.BAT file copies all the data files that contain the name and date information you have entered. This provides a complete backup for your system, except for the program files which were originally supplied by us. The backup files are copied to your A: drive, so be sure and put a blank formatted diskette in the A: drive, before keying BACKUP (Note: Copying all files with the following extensions will completely back up your data: .DAT, .MEM, .K01, and .K02). Getting Started As the program title suggests, NAMES & DATES will keep track of names (people or businesses) and date reminders. The names information can include addresses, phone numbers, etc. The date reminders can be used for appointments, birthdays, holidays, anniversaries, etc. In addition, you can use categories to help organize your names and dates. Note that "Names" "Dates" and "Categories" are the first 3 items shown on the primary (or first) menu display. If you select one of these menu items, you will see a list of all the records of that type (for example, choose "Names" to see all the names that you have stored). If you don't have any items of one of these types, then instead of a list, you will see a blank record so you can add the first record. If you have so many names (or dates) that they don't fit on your monitor, press the <PgDn> key to see more of the list (or key in the first letter or two of the name to see that part of the list). The "Name" record holds the name, address, phone numbers, salutation, comments, and "categories" for a person or business. The "Date" record holds the month, day, year, description, and additional notes for an "event reminder." The "Category" record lets you define a sub-group for your "name" records, and holds a description of the category (for example, you could add a category "T" for "Tennis," and then put a "T" on the name record of each person you play tennis with. Because "Date" records can be associated with "Name" records, dates can also be grouped by the same categories as the names they are "tied to." With the "Views" and "Printing" menu options, you can select names or dates from just one category group (for example, to see a list of just tennis friends). Use the "Initialize" (F9) menu option to choose the category you want. If you are familiar with computers, you may not need to read further. Use the F1 "Help" function key whenever you have questions about specific program options. Adding Information Adding new names, or new dates, or new categories is a similar procedure. The first step is to choose a list of the items you wish to update. For example, choose "Names" on the main menu to see an alphabetical list of the names on your file. If there are no names on the file, the program will automatically "bounce" to the window used to add a name. This is true for all "list" windows: if there are no items in the list, the program goes right to the "add" window. The "list" screens show all the names, dates, or categories on your file, one "page" at a time. Use the UP and DOWN arrows to move between items, and the <Home> and <End> keys to highlight the top and bottom items on the "page." Use <PgUp> and <PgDn> to change "pages," and Ctrl<PgUp> and Ctrl<PgDn> to go to the first and last page. On the "Names" list, the F7 key changes the display between phone numbers and addresses. If there are items shown in the selected list, press the <Ins> key to transfer to the "add" window ("Ins" is the abbreviation for "insert"). The <Ins> key is usually on the far right side of your keyboard. Be sure the "Num Lock" light is off (if "Num Lock" is on, then the <Ins> key becomes the "zero"). The <Ins> key can be pressed from the top of the list, or any point in the list. The name you add will be alphabetized correctly, regardless of your position on the "list" screen. The "add" window is used to type in data and then put it on your file. After typing a given field, press the <Enter> key to move to the next field. For example, after typing "Bill" into the "First Name" field, press <Enter> to move to the "Last or Business Name" field. You can skip a field by pressing the <Enter> key, or using the down arrow key. You can move to a prior field with the <Esc> key or the UP arrow key. If you are in the middle of typing a new field, the <Esc> key will move to the start of the field and delete what you just typed. If you are on the first field on a display, the <Esc> key will take you off that display and back to the prior display screen. Once you have keyed all the data for a name, hold down the <Shift> key and press the <Enter> key. This will update your file with the new record. You can use Shift<Enter> to update from any point on the display screen. If you decide after typing some data that you do NOT want to add the record, hold down the <Shift> key and press the <Esc> key. This will cause the program to return to the prior list window, without saving anything that you have just typed. In summary, use <Enter> after typing a field to register that piece of data (like "First Name"); or use <Esc> to remove what you have just typed and start over at the beginning of the field. Similarly, use Shift<Enter> to update an entire record; or use Shift<Esc> to skip updating, and return to the prior list window. You can think of it as "small" <Enter> adds one field, while "capital" <Enter>, or Shift<Enter>, adds an entire record (a record is a group of fields). Similarly, <Esc> stops the changes to a field, while Shift<Esc> stops the changes to an entire record. Making Changes The records for names, dates, and categories are all revised in the same way. The first step is to choose a list of the items you wish to update. For example, choose "Dates" on the main menu to see a list of the dates on your file. To change an item on a list, first position the highlight bar on the item to be revised, then press <Enter>. You can use the cursor arrow keys to move the highlight up and down, and the <PgUp> and <PgDn> keys to see a new "page" on a long list. Use CTRL <PgUp> to move back to the top of the list, and CTRL <PgDn> to move to the bottom of the list. You can also type in the first few characters of a name or date to move down a long list. For example, to get to "Smith" on a list with thousands of names, begin by typing the first few letters of "Smith." Stop typing when the name "Smith" appears on the screen, and use the down arrow key to move the highlight bar to the name. As each letter is typed, the top line of the list will be changed to the first occurrence of that item on your file. The search is not case sensitive, so it is not necessary to type an uppercase "S" to find "Smith." Once the highlight bar is positioned over the item you wish to change (say "Smith, Robert A."), press the <Enter> key and the program will display the "change" window. This window shows all the information about the item you selected from the list. The "change" window works identically to the "add" window. Use the "down arrow" or the <Enter> key to move down the screen to the place where you want to make the change, then type in the new or revised data. Press <Ins> (the "Insert" key) if you want put data in front of existing data in a field (for example, to put a "1" in front of a telephone area code, press <Ins> then "1"). Press the <Ins> key again to stop the "insert mode." The bottom of the window shows the command and function keys that can be used. Again, use Shift<Enter> to update the record with your changes. If you use Shift<Esc>, the record will not be revised, even after you type changes to some of the values. Deleting Records The records for names, dates, and categories are all deleted in the same way. The first step is to choose the list which has the item you wish to delete. For example, choose "Names" on the main menu to see a list of the names on your file. To remove an item from your file, position the highlight bar over the item, and press the <Del> key (the "delete" key). The program will display the "delete" window. You will see the details for the selected item, along with the message "Press Enter to confirm delete." If you press <Enter>, the item is removed permanently from your file, and no longer appears on the list. If you press any other key, you will return to the list, and the item will not be deleted from the list or file. There are two special cases when deleting records. If there are date records associated with a particular name, then the date records must be deleted first, before the program will allow the name record to be deleted (there is a warning message if you try to delete the name first). There is also a "mass" date delete function for deleting old date records that you no longer need, like appointments that are in the past (see the "Dates" and "Utilities" documentation sections for more information about mass deleting date records). Calendar Window The main menu "Calendar" function displays a monthly calendar for the current month and year according to your computer's date. The current day is noted, and "date reminders" that you have entered will appear as blinking days. All date reminders in the month are shown, regardless of the year in the date record. Press the F5 "Dates" key to see the date list for the month. From the date list, an individual date can be selected if further detail is desired. Date reminders can also be updated here. You can use the left or right arrow keys to select "Next" or "Prior" month on the calendar. Then press <Enter> to see the next or prior month. Any number of future or prior monthly calendars can be displayed in this manner. Categories (F6) Use a "category" to group names that have something in common. For example, you might want to assign people in your Bridge club into a "B" category. Then you can use the "B" category to print a phone list of just club members, or to print mailing labels for party invitations to a club function. With the VIEW function, you can see a display window with just Bridge club members, or see only those "date reminders" associated with the members of the Bridge club. Before you can use a category, you must first define it. To define a category, choose "Categories" from the main menu, or use the F6 "Categories" function key from elsewhere in the program. When you select "Categories," the first thing you see is a list of categories that have been defined previously. For example, you may see "S" and "Software Companies" in the data supplied with the program. If no categories have been setup, the program will "bounce" to the window where you can add a new category. If you are on the list of categories then press the <Ins> key, to move to the window for adding new categories. Now you can type any letter, number, or other symbol to represent the category. Whenever possible, you will want to use the first letter of one of the words used to describe the category. For example, "B" for "Bridge Club Members." Next type the description of the category, then press <Enter> to save the category definition. You can change or delete categories just like other records. To change a category, move the highlight bar to the desired category and press the <Enter> key. To delete a category, move the highlight bar to the item and press the <Del> key. Be very careful not to change or delete categories if there are names still using the old definitions. Now, as you add or revise names, you can assign them to the categories you have defined, by typing the category letter into the "Categories" area on the name window. This area can hold up to eight different categories. So, each name on your file can belong to as many as eight different groups that you define. If you try to add a name to a category that has not been defined yet, the program will display an error message. If you forget some of your categories while adding or changing names, just press the F6 "Categories" function key. The "Categories" list window will display your categories with their definitions. You can also add new categories at this point, while your adding or changing a name. Dates (F5) There are two types of "date reminder" records. The two types are identical, except that one is associated with a name record and the other is not. The type associated with a name record is used for birthdays, anniversaries, client meetings; in general, any date you want to "tie" to a specific name. To add this type of date record, you must first choose the name you want associated with the date. So the name must be added first. If you have just added the name, you will be on the name list, otherwise select "Names" from the main menu to see the list of all names in your file. Next move the highlight bar so the desired name is highlighted, then press the F5 "Dates" function key. This will display a list of all the dates already associated with the selected name. If no dates were previously associated with the name, the program will "bounce" directly to the "date add" window. On the date list, press the <Ins> key to go to the "date add" window. Now type in the date, description, and additional notes, if any. If the month and day are "today," just press enter and today's month and day will appear automatically (Note: you can use this feature when Autodialing from the Date "add" window, to jot down a summary of a phone conversation). Next press Shift<Enter> to add the record. The second type of date reminder is the "date only" record. The "date only" record is NOT associated with any of the names in your file. Use this type for general reminders such as national holidays, club meetings, school vacations, etc. To add this kind of date record, first choose "Dates" from the main menu. This will display a list of ALL dates, both the "date only" records and those associated with a name. Next, press the <Ins> key and the "date add" window will be displayed. Now type in the date information and press Shift<Enter> to complete adding the "date only" reminder. Note that the "Dates" item chosen from the main menu begins with dates for the current day, or the first date in your file after "today's" date (however, if you only have a few dates that can all be shown at one time, then all dates are shown). To see earlier dates just press the PgUp key, and the "Dates" window will show the earlier dates. When using the "Names," "Views," or "Calendar" functions to look at dates, then the dates are shown beginning with the date closest the start of the year. Dates appear in order by Month and then Day of the month. The optional Year is NOT used for sequencing the date lists. This allows birthdays and holidays that occur on the same day each year, to appear in their correct position. You will probably want to delete dates referring to specific meetings, appointments, etc. before they are a year old. This prevents confusion between dates from the current year and dates from prior years. You can use the "mass date delete" function for this (see the "Utilities" section for more information). You can also change or delete dates from any of the date lists, in the same way Names and Categories are revised. To change a date, just move the highlight bar to the desired date and press the <Enter> key. To delete a date, move the highlight bar to the item and press the <Del> key. Notice that the date list windows have a "Name" column. Each date that is associated with a name has a "Y" in this column. Dates not associated with names have a "-" in the column. You can use the autodialer (if you have a modem) to dial from the "date add/change" screen if the date is tied to a name. This is a handy way to process a "call back" list, and then make a record of the ensuing conversation. The program requires each date you enter to have Month, Day and Description. The Year, Mass Delete and Additional Notes fields are all optional. The Date "Description" is divided into two parts. Only the first part is required. The two parts, one on top of the other, show how the description will appear on printed calendar pages. All other printed reports and windows display the two parts of date description right next to each other on the same line. If you enter a YEAR, the program will calculate the "Age" of the event date if it is in the past (birthdays, anniversaries, etc.). If the date is in the future, within the next two years, the program calculates the time "To go" instead of "Age." The "Age" or time "To go" appear automatically next to the "Year" when entered, and on certain reports. If the "Additional Notes" area is left blank, no file space is wasted for its storage. Be sure and press the Shift<Enter> combination to save the record, when you are through keying information for that date. If you press <Enter> repeatedly until you reach the bottom of the Additional Notes area, the record will be saved, but valuable disk space will be used to save your "empty" Additional Notes. The "Mass Delete (Y/N)" field tells if the record is to be removed from your file when the "Utility" mass date delete procedure is used. Dates with a "Y" will be mass deleted if they are in the range of months selected (see the "Utilities" section for more information). Permanent date reminders (such as birthdays, anniversaries, and "same date each year" holidays like the 4th of July), should have "N" in the "Mass Delete (Y/N)" field. One-time date reminders (such as parties, meetings, and appointments) should have "Y" in "Mass Delete (Y/N)" so the dates can be mass deleted when they are no longer useful. If the "Mass Delete (Y/N)" field is left blank, the program assumes that "N" was intended (only "Y" values will be mass deleted). Names The name window is used to add or revise the basic information about a person or business. Each of the fields (Title, First Name, etc.) has a different help message. Position the cursor on each field and press the F1 "Help" key for a summary of the unique characteristics of each field. In general, your names will represent a person or a business. If the name is for a business, leave the "Title" and "First Name" areas blank. If you want to print a mailing label for a particular person at the business, use "Attn: Joe Smith" in the first "Address" line. Since the file is alphabetized on the "Last or Business Name" field, you may occasionally want to split a business name between the "First" and "Last" name fields. For example, if you put "The JC" into First Name and "Penny Company" into Last Name, then the record would appear with the "P's" using "Penny Company" but "The JC Penny Company" would print as the first line on address labels. Be sure and leave "Title" blank for all business names. If the name record is for a person, couple, or family, then the "Title" is used for "Ms." or "Mr. and Mrs." etc. But "Title" is optional for these records. The "First Name(s)" area can be used for the first name and/or initials or one or more persons. When printing address labels, the program will not show the "and" or "&" (and what follows it) from the "First Name(s)" field, if you put something in the "Title" field. For example, let's say you entered "John and Sue" into the "First Name(s)" field and "Smith" into the "Last Name" field. If you put "Mr. and Mrs." in the "Title" area, the program will drop "and Sue" and print it as "Mr. and Mrs. John Smith." If the "Title" is left blank, the same address label would read: "John and Sue Smith." For this reason, you will usually want to enter the man's name first for a married couple if a "Title" is also entered, in order to avoid "Mr. and Mrs. Sue Smith" on a label. If all this sounds confusing, there is a program feature that will help by showing you the result of these formatting rules. Just press the F7 function key after entering the name, and the name will be shown in the address label format. The "Address" area has three lines with 33 spaces each, to provide for almost any conceivable address format. You can leave any of these lines blank, and the program will discard the blank lines such that a normal looking address label will be printed. Again, the F7 key will display the final format. For U.S. and Canadian addresses, you should use the "City State Zip" fields. However, these fields can be left blank for addresses that don't fit this format. If you want to print labels in Zip order, then you must put the Zip Code into the "Zip" field. The "Zip" field can also be used for Canadian, British, and other Postal Codes. For addresses that are "foreign," put the name of the country into the Zip/Country area, and leave the City and State/Province areas blank. You can see a list of U.S. and Canadian telephone area codes by placing the cursor on any of the "phone" fields, and pressing the F1 "Help" function key. To see an abbreviation list for U.S. states and Canadian provinces, position the cursor on the State/Province field and press the F1 "Help" key. The "Categories" field is used to put a name into one or more of the category groups you have defined. Each name can belong to up to eight different category groups. See the CATEGORIES section of this document for more information about defining categories. The program checks to see if the categories you enter here have been previously defined. If the categories are not defined, there is a warning beep, an error message is displayed at the top of the screen, and the program will not save the name record until the category is corrected. Use the F6 "Categories" function key to define a new category from the name screen. The "Salutation" field is used with the mail merge function. Use "Salutation" to put names after the word "Dear" at the start of a letter. For example, you might put "Bill," into "Salutation," so mail merge letters will begin with "Dear Bill," but put "William" into First Name so that "Mr. William Jones" appears on mailing labels. If you leave "Salutation" empty, the program will create one for mail merge files using the "Title" and "Last Name" (for example, "Mr. Jones:"). See the "Setup" section for additional salutation options. If no other salutation is available, the program substitutes "Sir or Madam:" when mail merge files are created. You can use the F7 key to see the salutation format that will be used for mail merge. The "Notes" area can be used for miscellaneous comments, extra phone numbers, etc. Although you can see only three lines for "Notes," there are actually eight lines that will scroll up a line at a time, as you reach the end of the third line. This area works like a simple word processor. It has "word wrap" which lets you keep typing at the end of a line, and move automatically to the next line without dividing words in the middle. You can use the <Ins> and <Del> keys to insert and delete words in this area, as well as other places in the program. The first two lines of the "Notes" area can be printed using the (address) Book or 3x5 inch Rolodex option. The lines are divided as shown by the "Book Size" brackets over the "Notes" area, when printed in the Book or 3x5 inch Rolodex formats. Other reports print the entire "Notes" area. Another feature of the relatively large "Notes" area is that it only uses space on your disk file when you actually enter the comments (use the Shift<Enter> key combination to save the record as soon as you finish keying name information). All the names without comments will not be taking up any disk file space in the separate "Notes" area.Setup (F8) The "Setup" option is used to describe your computer environment and personal preferences. The "Setup" menu is listed on the primary menu, and can be accessed from other menus by using the F8 "Setup" function key. The are three Setup screens, each one with various options, as follows: * Labels and Envelopes * Printer, Modem, Salutation, and repeating addresses on data entry * Address Book control Setup values can be changed at any time. Use the F1 (Help) function key, as you move around on each setup screen, for more information about the setup alternatives. Labels/Envelopes Custom size labels and envelopes require a "Left Margin" value. This is used to position the "addressee" information on the envelope or label. Enter the number of spaces you want to indent before printing the address. As with most of these values, it is hard to know exactly what to enter. The best approach is to take a guess at the value, then print one envelope (or whatever), look at the result to see how you did, and then adjust accordingly. After a couple of trial runs, you'll have the correct setup that should work from then on. To place the address data from top to bottom, the program needs to know the vertical size of the envelope (or Custom label). Indicate the "Form Height" as a number of lines, figuring most printers put 6 lines per inch. For example, a standard business envelope measures 4 1/6 inches top to bottom. Therefore the form height would be 25 (6 times 4 1/6). If your printer puts 8 lines per inch, or some other value, use this to calculate form height. You can print a return address on envelopes if you wish. If you want to print return addresses, enter "Y" in the "Print Envelope Return Addresses" area. Next, enter in "Left Margin" the number of spaces to indent the return address. On dot matrix printers this will be a small number (say, 1 to 5), since the left side of the envelope is near the left edge of your printer. However, Laser printers feed envelopes in sideways, and this number can be quite large depending on the size of the envelope (the smaller the envelope, the bigger the Left Margin). A good technique is to make some trial runs using a full size sheet of paper, to see how the return address will be placed on the envelope (Note: a Left Margin of 15 is about right for business size envelopes on laser printers). Finally, enter the actual return address, as you want it to appear on envelopes. The return address can be up to 5 lines long. This return address will be used for all your envelopes, until you revise it. The sequence for standard labels, custom labels and envelopes can be set to name or Zip order. Use "1" for sequencing by last name or business name, and "2" for Zip code or country. This can be changed at any time. If you choose "2" for Zip, the Zip area of each name must contain the Zip code (or country name), for the sort to work correctly. You can define the size and number across the printer for standard mailing labels. The "Normal" formats work with all printers except lasers. The "Compress" formats require a dot matrix type of printer, while the "Laser" format work only with laser printers that "emulate" the HP LaserJet II (most laser printers have a LaserJet II mode setting). Printer/Modem/Misc (Salutation & Data Entry Carryforward of Addresses) Use the "Device Name" area to switch between printers if you have move than one, or to send reports to a disk file. Most printers use parallel hookups, and will work with either PRN or LPT1 in device name. Use COM1 for most serial printers. Other possible values are LPT2, LPT3, COM2, and AUX. Do NOT use a colon ":" at the end of the device name. You can also enter a DOS file name into Device Name, if you want to print reports to a disk file (for example, to take to another computer for printing, or to import into another program). You can use drive names and directories with the DOS name (for example, C:\FILES\PRINT.FIL or A:PRINT.RPT). Enter your printer type in "Which best describes your printer." Choice #1, the "Std. Dot Matrix" works with printers using the IBM U.S. character set (Note: this choice prints Calendars at 6 lines per inch, with a maximum of 6 "event dates" shown per day, while other choices print 8 "event dates" maximum). Choice #2, the HP LaserJet II is for all Laser printers (if you don't have a LaserJet, set your laser to "emulate" the LaserJet II). Choice #3, the "ASCII Dot Matrix" works with virtually all dot matrix printers. Most printed outputs will be correct regardless of the printer choice you make. However, if you have trouble with Calendars, Compressed labels, or address Books, it is due to a faulty setting. If you have a dot matrix printer try both the #1 and #3 choices. If you still have trouble you should choose #4, "Custom setup." The "Custom setup" requires that you read your printer manual to find the special setup codes for "compressed" size letters and "8 lines per inch" (vertical) spacing. After entering choice "4" type these special codes in the popup window that appears next. The first part of each "Custom setup" code usually requires an "Escape" code, which must be entered between "less than" and "greater than" symbols, as follows: <27>. Any codes that you enter as "decimal" values must be between their own "<" and ">" symbols (for example, <27><48>). Use the <Shift> and "," or "." keys to type the "<" and ">" symbols, respectively. For most of these printer codes, you can enter the actual character shown in your printer manual, instead of the "decimal" code. Use the actual character whenever possible (for example, use "<27>0" instead of the equivalent "<27><48>"). After printing Calendars, Labels or Books that use these codes, turn your printer off and then on again to clear the codes before printing other reports. If you have a Hayes compatible modem, you can have the program dial phone numbers for you. Specify your telephone type (rotary or touchtone), modem port number ("1" for COM1, etc.), and modem speed. Then from the "Names" or "Views" list of your names, highlight the name you want to dial, and press the F10 "Dial" function key. You can choose whether or not to include a salutation, when a mail merge file is created for your word processor. The salutation is used with the word "Dear" at the top of each letter, as in "Dear Bill,". If you choose to have a salutation included, the program will use the value you put in the "Salutation" area of the name record. If the "Salutation" in the name record is left blank, the program builds a salutation (see the "Names" section for details). You can also specify a universal default salutation (for name records that don't have a salutation), such as "Friends," or "Business Owner:". You can also specify that the "default" value be used every time, and override the salutation in the name record, if any. The "When adding names..." area lets you save keying time by using some of the information from the prior name. For example, sometimes many names have the same City, State, and Zip Code. Answer "y" to use the address data from the name you added previously. Address Book These Setup values let you describe in detail the size, style, and other criteria for address "Book" printing. "Compressed printing" uses your printer's smaller type size, and results in an address book that is less wide than with normal size letters. If you reply "Y"(es) to "Print page numbers" a page number (for example, -1-) will appear at the bottom of each address book page. Reply "N" and the additional space at the bottom of each page is used for more name and address data. The "Print border outline" option will print a cutting guide around each page, if you specify "Y"(es). If you are using special perforated address book pages that are designed for a particular size book, then specify "N" and no cutting border guide will print. Specify "Y"(es) for "Print book pages on back side too" if you want to use both sides of each sheet of printer paper. If printing both sides, first all the front sides are printed, then you must turn the pages over and feed them through the printer again to print the back sides. See "Indent" below for information on how to get the front and back sides to align properly. Using both sides makes a smaller, more professional looking book, without every other page blank. The "Indent" value is used to center the book pages, with equal left and right margins, so that "back side too" printing will line up the address book "page fronts" with the "page backs." This has to be somewhat by trial and error, but once the right setting is found, no future adjustments are required. Choose a Category with just a few names, so that only one page is used for each trial run. The "Text line width" controls the width of the area where the name, address, phone, and notes will print. Choose this area as wide as possible (without exceeding the width of your book cover), for best results. If this area is wide enough, phone numbers will print on the same line with name and address data. The "Margin for book page" refers to the smaller book pages that print two across each printer page. The "Margin" is on the left side if you choose "Left Binding" (see below), and in the middle if you choose "Center Binding." The "Margins" and "Text Widths" (left and right hand side pages) plus the "Indent" value, must not exceed the printer page width. There is a warning tone and error message if these values are too large. The "Print lines per inch" option lets you choose to print the book at either 6 or 8 lines per inch (vertical spacing). This option and the "Lines per book page" option determine the "height" of the book. The program will print as many book pages as will fit on each sheet of printer paper. This can result in up to 8 book pages on each side of an 8 1/2 by 11 inch sheet of printer paper. The "Lasers Only: Landscape mode" lets you print books "sideways" if you have a laser printer. This is useful for printing large size address books. If you choose to "Start new page when 1st letter of name changes" then there will be a new book page started when you change from the "A" names to the "B" names, and so on. You can also choose whether or not to print "Phone numbers," "Address," and "Notes" information. The "Bind pages Left or Center" option affects the basic style and page numbering of the book. The "Left" option puts the margins on the left side of each page. With this option cut between the left and right hand side pages (as well as around the other sides), and then staple or hole punch all the pages on the left side. With the "Center" option the margins are in the middle, and you should cut only around the outside of the left and right pages (NOT between them), and then staple the pages on the line in the middle between the left and right hand pages. Initialize (F9) The Initialize function is used to specify the category, title, starting month, ending month, starting year, and "last changed" date for printing reports or for viewing on your monitor. You will change these values often while using the "Printing" and "View" menu choices, and you can do it easily from these places by using the F9 (Initialize) function key. For example, if you're about to print a phone list report from the "Printing" menu, the "Title" will be displayed. If you wish to change it, press F9 to bring up the Initialize "window," key in the new title, press Shift<Enter> to return to the "Printing" menu, and press <Enter> to start the report. The "Category" entered on the Initialize window selects records for printing or "Viewing" that are in the chosen category. If you wish to print all your records, key a space into the "Category" field on the Initialize window. The Initialize function will change the time frame for date sensitive functions. The "Starting" and "Final" months for printed "Calendars" and "Dates" reports, as well as the "Mass Date Delete" can be revised. For example, enter "01" and "06" if you wish to process only the first six months of the year. It is also possible to "wrap" around the end of the year. For Example, enter "12" as the Starting Month, and "02" as the Final Month, to process December, January, and February. The "Starting Year" field is optional. Each type of date sensitive processing treats the year differently. The printed "Calendar" uses the current year if "Starting Year" is blank, otherwise it uses the "Starting Year" value. The "Dates" report prints all dates in the month range if "Starting Year" is blank, otherwise it prints only dates with a year that matches the "Starting Year." The "Mass Date Delete" removes dates with a blank year if the "Starting Year" is blank, otherwise dates are deleted if they have the same year as the "Starting Year." See the "Utilities" section for more "Mass Date Delete" rules. You can also enter a "Last Changed" date to be used for selecting from the Printing and Utilities menus (this won't affect the View function). The "Last Changed" date is kept by the program for every name record, and shows when the name was added or last revised. By entering a date on the Initialize screen, the next report or utility function (like Export), will select only names changed (or added) after the date entered. This can be handy for things like printing changes to your Rolodex card file, where you want to print cards only for new names or names changed since you last printed cards (you have to keep track of the date when you last printed Rolodex cards). This selection criteria is in addition to the Category, if any, so that names must meet both conditions to be chosen. The "Last Change" date that you enter is for one run only, and is automatically reset by the program. Printing Choose "Printing" on the main menu to see a list of report, calendar, address book, label, envelope, and rolodex printing options. All printed outputs can be printed on dot matrix or laser printers. Letter quality printers can print everything using 8 1/2 by 11 paper, except the monthly calendar pages, which are printed in a "compressed" format. Use the F9 "Initialize" key to change the "Title," "Category" or "Last Changed" date. The "Title" prints at the top of each page on reports, or on the first address label. If you enter a "Category" it will limit the printing to just names or dates in that category (a description of the category prints at the top of each page). If the "Category" is left blank (press the space bar), then ALL the names on your file will be printed. Use the "Last Changed" date to print only names added or changed after a certain date. See the "Initialize" section for additional record selection information. To begin printing, just highlight the desired output on the "Printing" menu, and press <Enter>. After the printing starts, you can press <Esc> to suspend the printing, and then decide whether to resume or quit printing that report. Full Page Reports The "Names & Phones" report will print names with home and work phone numbers. The four reports shown under "Names & Phones" each add more information to the reports shown above them. For example, "Address + above" shows address data as well as name and phone. The "Misc. + above" shows categories, salutation, and date updated, as well as name and phone data. The fifth report, "Dates + above" shows all the name data, along with any date reminders that are associated with names. The "Duplicates" report shows names that may be repeated on your file. It will print only those names that match on the first 17 letters of last name, the first five letters of first name, and positions 3-5 of Zip Code. The "Calendars" report prints a monthly wall calendar page showing the Dates on your file. Each day on the calendar shows the one or two line descriptions from your date records. If the day has more descriptions than will fit, the word "More" prints at the top of the box. The first and last calendar months and the year to be printed are shown at the bottom of the "Printing" menu. If the year is blank, the current year is used. The F9 "Initialize" key changes the month and year values. Remember to use the F8 "Setup" (Printer) to select the correct printer before printing a calendar. The calendar prints in "compressed" format and requires a laser or dot matrix printer. The "Dates" report lists the event date reminders on your file. You can change the beginning and ending months with the F9 "Initialize" key. The beginning and ending months can "wrap" around the end of the year. For example, use "11" for the beginning month and "01" for the ending month, to see a report for November, December, and January. All dates, in the selected months, are printed if the "Starting Year" is blank, otherwise only dates in that year are printed. The "Book" selection prints an address book in a variety of sizes and with many other options. See the "Setup" section of this documentation for an explanation of these options. From the "Printing" menu you can use F8 "Setup" (then choose "Address Book") to change these book options. If you choose to print "Notes" in your Book, then only the first two note lines from each name will print. These "Notes" lines will be split in half, as indicated by the "Book Size" brackets shown on the screen when names are added or revised. Mailing Labels Choose "Mail Labels" to print address labels. Use the "Setup" function to choose the label format, the width of the label, and the number across the printer. If you always use the same labels, you only need to enter the "Setup" values the first time. You can also "Setup" the label sequence to be in name or Zip order. All "Setup" values can be revised at any time. Labels can be 1, 2, and 3 across the printer, as well as in regular, compressed, or laser formats. Labels printed with the "Mail Labels" option must be 15/16 inch high. Line up labels for dot matrix printing by using the F3 "Label" function key on the name list window. Just choose "Names" on the main menu, then highlight any name and press the F3 function key to print a mailing label. The program will ask "How many copies?" Just press <Enter> to print 1 label. You can print up to 999 copies of a label by entering the number of copies at this point. Envelopes/Custom Labels The "Envelope" and "Custom Labels" options are used to print address information on envelopes and labels of any size. These options also need "Setup" values. The "Left Margin" sets the number of spaces to the left of the addressee lines. The "Form Height" is the number of lines from the top to the bottom of the form. If a printer outputs 6 lines per vertical inch (the most common value), a standard 4 1/6 inch high business envelope would need a form height value of "25" (lines). See the Setup section for information about printing return addresses on envelopes. The F2 "Envelope" function key on the name list screen is a good way to print addresses on one envelope at a time, and can be used to line up the printer for printing many envelopes in one run. Rolodex Cards Rolodex cards can be printed in the two most common sizes. From the Printing menu, choose "Rolodex 2 1/6" to print 2 1/6 by 4 inch cards, or "Rolodex 3" to print 3 by 5 inch cards. Rolodex cards print the name, address, and phone numbers from your file. The 3x5 inch card size also prints the first two lines from the "Notes" for each name. You can also print just one Rolodex card at a time from the name list screen. Just highlight the desired name and press the F4 "Sm. Rolodex" key to print a 2 1/6 by 4 inch card. Hold down the "Shift" key and press F4 "Rolodx" to print a 3 by 5 inch card. Views Choose "Views" to see the names or dates in a single category. Use the F9 "Initialize" key to enter the category you wish to see. Only those dates that are "associated" with a name, and therefore the categories that are used on the name, will be selected. You can use "Views" in a variety of ways. For example, you might want to see the names of the people you know who play bridge, so you can decide who to call for a substitute. Or you could assign deadlines to people on the ABC project (a specific category), and then display a list of just those dates. Utilities This option allows you to export and import DOS files, create a file for mail merge, and do a "mass delete" or "mass add" of date records. The "Category" value will limit the output of names to a single category, but has no effect on the "Import" function. Use the F9 "Initialize" key to change the category. If the category is left blank (press the space bar), then all names are put on the output file. You can enter a "Last Changed" date to further limit name output. See the "Initialize" section for additional name selection information. Mail Merge The "Mail Merge" selection creates an ASCII file with the name MERGE.FIL. Each name will have five lines of name and address information. Most names will probably have some blank lines, since not all the fields will have data. There is an optional sixth line for salutation, which is present if called for in the "Setup" area. See "Setup" and the salutation section of "Names" in this documentation, for more information regarding salutations. Export/Import For each selected name record, the "Export" function creates a "comma delimited ASCII" file (also called a Data Interchange File, or DIF). This is the most common format for exchanging data between different programs, and should work with most other software. The file is created with the name EXPORT.FIL. The "Import" function loads a file of names into this program. The name must be IMPORT.FIL, and the format is identical to the "Export" file described above. The expected sequence of data fields and their maximum lengths is as follows: TITLE (12), FIRST NAME (20), LAST NAME (33), ADDRESS LINE 1 (33), ADDRESS LINE 2 (33), ADDRESS LINE 3 (33), CITY (18), STATE (2), ZIP CODE (10), HOME PHONE (15), WORK PHONE (15), EXTENSION (4), SALUTATION(20), CATEGORIES (8), NOTES (254). Delete/Add Dates The mass "Delete Dates" process removes date records coded with a "Y" in the "Mass Delete" field of the individual date records. The deleting is further limited by the dates in the "Initialize" window. These dates are shown on the "Utilities" menu. Use the F9 "Initialize" key to revise the beginning and ending months for the delete processing. If the "Starting Year" is blank, the delete will only affect dates with a blank year. If the "Starting Year" has a value, then only dates with that year will be deleted. If there is a "Starting Year" value for a mass "Delete Dates" and the months "wrap around" the end of the year, then the year is incremented beginning with January. For example, if the starting month is "12" and the ending month is "02" then December will use the starting year (say "89"), while January and February will use the next year (in this case, "90"). The mass "Delete Dates" function also uses the "Category" value shown at the top of the window. If the "Category" is blank, then all dates that meet the other criteria are deleted. However, when a category is used, only dates "tied" to names in that category will be deleted. The category can be changed using the F9 "Initialize" function key. The "Add Dates" choice allows you to add repetitive "event dates" for an entire year. For example, if you want a reminder to make the rent payment on the 22nd of each month, or if your club meets the third Wednesday of each month, etc. When you select "Add Dates" another window appears where you can enter the month and day to start and end your date series. These start and end dates can cover an entire year, but they can't "wrap" the end of the year (Dec. to Jan.), and the ending month MUST be different from the starting month. Next choose whether these dates occur on a particular date in each month (say, the 15th), or if they occur on a particular day of the week (say, Wednesday). If you choose a "Day of the Week" you must then choose the type of "repetition." This can be which week in the month (for example, the second Tuesday of each month). You can also choose "every week" or "every other week." The rest of the "Add Dates" window is similar to an individual "event date." The DESCRIPTION, YEAR, MASS DELETE flag, and ADDITIONAL NOTES will appear in each "event date" record that the program creates. The YEAR value defaults to the current year if you leave it blank, except for "Day of Month" type dates which remain blank if you leave it blank. The MASS DELETE value is initially set to "Y" but you can change it if you don't want to delete these dates using the mass "Delete Dates" function. The ADDITIONAL NOTES show two lines, but as you type this will scroll to eight lines, if you need additional room. MISCELLANEOUS Phone Dialing You can automatically dial the phone numbers kept in your name records. Just highlight the name on the name list, and press the F10 "Dial" function key. Next press "H" to dial the home number, or "W" to call the work number. You can also dial from the name and date update windows. To use "autodial" your computer must have a modem, and it must be defined with "Setup." File Backup For a complete backup of all your data, copy all the files with the following extensions: .DAT, .MEM, .K01, .K02 (see BACKUP.BAT in the "Batch Files" section of this documentation for more information). Monitor Problems If you have trouble seeing some of the screens with a laptop or monochrome monitor, try keying MODE BW80 before starting the program. On color monitors, a slight adjustment of the "knobs" on the side or front of the display, will often make clear certain colors and other faint information. Screen Protection If you don't press any keys for a period of 10 minutes, the program will blank your display monitor. This protects your monitor from having a pattern "burned" into the display. To see the display again just press any key. To avoid this feature, start the program by keying ND V=0 before pressing <Enter>. Warrantee Disclaimer WR Software makes no warrantee concerning the function or fitness of this documentation or the corresponding programs, and shall have no liability or responsibility to any recipient with respect to any liability, loss, or damage, directly or indirectly arising out of the use of the documentation and programs, including but not limited to, any loss of business or other incidental or consequential damages.