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1991-11-01
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PBH ADDRESS
version 1.0
PBH ADDRESS
version 1.0
(C) Copyright 1991 by PBH Software Services
ALL RIGHTS RESERVED
DISCLAIMER
PBH Software Services disclaims all warranties with respect to this
product, including but not limited to all warranties, express or
implied, of merchantability and fitness for a particular purpose. By
using this product you agree that neither PBH Software Services, nor
any of our employees, affiliates, owners, or other related parties
will be liable to you or any third party for any use, misuse, or
inability to use this product resulting in any damages whatsoever,
even if PBH Software Services has been advised of the possibility of
such damages.
- i -
FEATURES
- Unlimited number of entries
- Ability to group entries
- User defined reports
- User defined record selection for labels and reports
- Mouse support
- Changeable label forms
- Import data from other files
- Export data to other files
SYSTEM REQUIREMENTS
- 256K of available memory
- FILES=20
BUFFERS=15
statements in your CONFIG.SYS file.
RECOMMENDED
- Hard drive
- Color monitor
OPTIONAL
- Mouse (Microsoft compatible)
- ii -
INTRODUCTION
Thank you for choosing PBH ADDRESS.
You will soon find it is one of the most complete address and
phone number managers you have ever used.
Although PBH ADDRESS is easy to use, to make full use of its
features it's probably a good idea to go through the manual while
trying things out at the computer.
PBH ADDRESS is a professional product distributed as SHAREWARE.
You are encouraged to make complete, unaltered copies of this product
and give them to others without charge.
Make sure your copy has all the files included in the LIST OF FILES
below.
If you use PBH ADDRESS, please fill out the registration form and send
it in along with your payment. Aside from paying for the use of the
software this will register you as a PBH ADDRESS user and entitle you
to a free copy of all future enhancements.
All comments and suggestions are welcome.
LIST OF FILES
ADDRESS.EXE The address database manager and report writer.
ADDRESS.DBF The address database.
ADDRERPT.DBF The report database.
ADDRERPT.NTX The index for the report database.
ADDRESS.LBL The label specification file.
ADDRESS.DOC The manual. This file.
SETLBL.EXE The SETLBL command to change label
specifications.
ASCII.EXE The ASCII command to write records from the
address database to an ascii file, and to add
records to the address database from an ascii
file.
REGISTER.FRM The registration form. Please PRINT it, fill
it out, and send it in.
- iii -
TABLE OF CONTENTS
COPYRIGHT NOTICE. . . . . . . . . . . . . . . . . . . . . . . . . i
DISCLAIMER. . . . . . . . . . . . . . . . . . . . . . . . . . . . i
FEATURES. . . . . . . . . . . . . . . . . . . . . . . . . . . . .ii
SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . .ii
INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . iii
LIST OF FILES . . . . . . . . . . . . . . . . . . . . . . . . . iii
THE ADDRESS SYSTEM
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . 1
MOVING AROUND THE DATABASES . . . . . . . . . . . . . . . . . 1
USING A MOUSE . . . . . . . . . . . . . . . . . . . . . . . . 1
ENTERING VALUES . . . . . . . . . . . . . . . . . . . . . . . 2
THE ADDRESS DATABASE
THE DATA FIELDS . . . . . . . . . . . . . . . . . . . . . . . 4
THE COMMANDS. . . . . . . . . . . . . . . . . . . . . . . . . 5
THE REPORT WRITER
INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . 7
LABELS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
THE DATA FIELDS . . . . . . . . . . . . . . . . . . . . . . . 7
THE COMMANDS. . . . . . . . . . . . . . . . . . . . . . . . . 8
THE SETLBL COMMAND
INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . .11
ISSUING THE COMMAND . . . . . . . . . . . . . . . . . . . . .11
THE ASCII COMMAND
INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . .12
ISSUING THE COMMAND . . . . . . . . . . . . . . . . . . . . .12
THE DATA FIELDS . . . . . . . . . . . . . . . . . . . . . . .12
THE COMMANDS. . . . . . . . . . . . . . . . . . . . . . . . .13
- iii -
THE ADDRESS SYSTEM
GETTING STARTED
Make sure you are in the directory containing PBH ADDRESS.
At the DOS prompt type 'ADDRESS' (without the quotes). PBH
ADDRESS will display an introductory screen. Press any key and
PBH ADDRESS will bring you to the address database screen.
MOVING AROUND THE DATABASES
PgDn
Move to the next page. If you are on the last page of a
report pressing the PgDn key will bring you to the next
report.
PgUp
Move to the previous page. If you are on the first page of a
report pressing the PgUp key will bring you to the first page
of the previous report.
Down arrow cursor key
Move to the next record.
Up arrow cursor key
Move to the previous record.
End
Move to the last record in the database.
Home
Move to the first record in the database.
Also see the GO TO and FIND commands.
USING A MOUSE
When you start PBH ADDRESS it checks to see if you have a
mouse and a driver installed. If you do, you can use the mouse
to select a record on the page, select a command, go to a
record anywhere in the database, and page up and down. Clicking
a mouse button is the same as pressing the 'Enter' key.
Please note the mouse is not active when using the SETLBL
and ASCII commands.
- 1 -
THE MOUSE CURSOR
The mouse cursor is a diamond shape. The pointers on it are
the points on the sides. You select an object with the mouse by
moving either the left or right point of the diamond next to
it. In almost all cases you can make the selection by pointing
to either side of the object.
You may notice when screens change or an object is
highlighted that any letter under the mouse cursor will not be
overwritten. This will happen depending on how much you move
the mouse after you click and the speed of your machine. It is
nothing to be concerned about. It will not affect your data or
how PBH ADDRESS works.
THE SCROLL BAR
If you have a mouse and driver installed PBH ADDRESS will
display a scroll bar on the right side of the screen. The
marker indicates how far into the database you are. If you have
one record it will be at the bottom. If you have two records
and are on the first one it will be half way down the scroll
bar. If you click when the mouse is pointing to the scroll bar
PBH ADDRESS will issue a GO TO command to that point in the
database.
The top and bottom arrows on the scroll bar are for paging.
If you point to the top arrow and click PBH ADDRESS will move
to the previous page. If you point to the bottom arrow and
click PBH ADDRESS will move to the next page.
ENTERING VALUES
AUTOMATIC CAPITALIZATION
PBH ADDRESS will automatically capitalize the ID, STATE, and
GROUP fields, and the first position of the LAST_NAME,
FIRST_NAME, and CITY fields when you enter values in the
address database.
Enter
Accept the field value and move to the next field. When you
fill all the positions in a field PBH ADDRESS automatically
does an 'Enter' for you.
PgDn, PgUp
Accept all values. This is very convenient when you just
want to change a couple of fields. Just change the fields you
want, and instead of pressing 'Enter' on every other field,
just press the PgDn or PgUp key and PBH ADDRESS will accept
your changes and exit enter mode.
Esc
Disregard any changes that have not been 'Enter'ed, and
exit enter mode.
Down arrow cursor key
Move to the next field.
- 2 -
ENTERING VALUES (cont'd)
Up arrow cursor key
Move to the previous field.
Right arrow cursor key
Move one position to the right.
Left arrow cursor key
Move one position to the left.
Home
Move to the first position of the field.
End
Move to the last position of the field. If the field isn't
full the cursor will move to the first blank position after the
part of the field that is filled in.
Backspace
Move one position to the left and erase the character under
the cursor.
Ins
Toggles insert mode on and off. While in insert mode typing
a character will insert the character under the cursor and move
the rest of the field one position to the right.
Del
Delete the character under the cursor and move the rest of
the field one position to the left.
- 3 -
THE ADDRESS DATABASE
THE DATA FIELDS
ID
The identification field is a convenient field to use to
find or print an address. Typical entries here would be
'DOCTOR' for your doctor's address and phone numbers, or 'AUNT
ANGIE' for your aunt's address. This field is completely
optional and may be used or not used for any record you
choose.
LAST_NAME
The person or persons' last names.
FIRST_NAME
The person or persons' first names.
STREET_1 and _2
There are two lines provided for street address. This is to
accommodate apartment numbers, buildings, and titles. Just use
them as you need them. While printing labels, PBH ADDRESS will
skip any blank lines.
CITY
The city, town, or village.
STATE
The two character state abbreviation.
ZIP_CODE
The five digit zip code.
ADD_ON_ZIP
The next four digits of the zip code. If you leave this
field empty it won't print on the label.
HM_AREA_CD
The area code for the home phone number.
HM_EXCHNGE
The exchange, or first three digits, of the home phone
number.
HM_NUMBER
The last four digits of the home phone number.
WK_AREA_CD
The area code for the work phone number.
WK_EXCHNGE
The exchange, or first three digits, of the work phone
number.
- 4 -
THE DATA FIELDS (cont'd)
WK_NUMBER
The last four digits of the work phone number.
GROUP
This is a convenient way to group addresses together for a
list or set of labels. For instance, you could keep track of
everyone on a Christmas card list by putting a 'C' in their
GROUP. Then you can print a Christmas card list or labels by
selecting GROUPs equal to 'C'.
THE COMMANDS
ISSUING A COMMAND
You can perform a command by selecting the command with the
left and right cursor keys and pressing 'Enter', pointing to
the command with the mouse and clicking, or by pressing the
command's highlighted letter.
GO TO
This is an easy way to go to a particular record number, or
for positioning yourself in a general area of the database.
PBH ADDRESS will suggest a record halfway across the database.
FIND
This allows a search on any field or combination of fields
in the database. PBH ADDRESS will ask for values for each
field. Fill in values for the field or fields you want to
search on. PBH ADDRESS will then ask for a comparison operator
for each field you filled in. You can search for values equal
to, '=', less than, '<', or greater than, '>', the value you
entered.
CHANGE
This opens all fields on the record for a change. Enter any
necessary changes and leave the good fields as is.
ADD
This adds a record to the database. Technically, a blank
record is added and then changed.
DELETE
This will erase the record from the database. As a
precaution, PBH ADDRESS will ask you if you're sure with a
default answer of yes. To proceed with the delete, just press
'Enter' or 'Y'. If you don't want to delete the record, press
'N'.
REPORT
This will bring you to the report writer screen. See the
REPORT WRITER section of the manual for further instructions.
- 5 -
THE COMMANDS (cont'd)
SORT
This command allows you to sort the database on any
combination of fields. PBH ADDRESS will ask you for a sequence
number for each field on the screen. If you don't want a field
included in the sort leave the value '0', otherwise enter a
number identifying the order of importance the field has in the
sort. '1' is the highest order of importance. For every field
you entered PBH ADDRESS will ask if you want to sort the field
in ascending or descending sequence. For example, suppose you
wanted to sort on LAST_NAME within CITY, with the cities
starting with 'Z' and ending with 'A'. When asked for the sort
sequences you would enter '2' in LAST_NAME, '1' in CITY, and
leave all the other fields '0'. Then you would respond
Ascending for LAST_NAME, and Descending for CITY since you want
it from the highest to the lowest. PBH ADDRESS would then
change the order of records in the database to list all the
cities from 'Z' to 'A', and within each city, list all the last
names alphabetically.
EXIT
This will leave PBH ADDRESS and return you to DOS.
- 6 -
THE REPORT WRITER
INTRODUCTION
The PBH ADDRESS REPORT WRITER is a powerful tool that lets
you print labels and reports. You can print any fields in any
order, and group the records in any way you choose. The REPORT
WRITER also enables you to print only the records you want.
LABELS
PBH ADDRESS comes with a report set up to print labels. The
name is LABELS and the report title is MAILING LABELS. When
you issue the print command for this report, PBH ADDRESS will
print mailing labels instead of a report. You cannot delete,
or change the title or contents of this report, but you can
change the selection criteria to suit your needs. To change the
type of labels you are using see the section on THE SETLBL
COMMAND.
THE DATA FIELDS
NAME
The system report name. PBH ADDRESS uses this name to
identify the report in its report database.
REPORT TITLE
This will print on the top of each page of the report.
LINES PER PAGE
The number of lines PBH ADDRESS will print before starting a
new page.
SPACING
Either 'S' for single spacing, or 'D' for double spacing.
FIELD NAME
This column lists all the fields that make up a record in
the address database. Selecting a field allows you to change
what column it will be on your report (if at all), what the
column heading will be, and if the field will be used as a
control break.
- 7 -
THE DATA FIELDS (cont'd)
SEQUENCE
The column number on the report. Blank or zero means the
column will not print on the report. The numbers you choose
should end up being consecutive. For example, say you want a
report of LAST_NAME, FIRST_NAME, STATE, and CITY. The
SEQUENCE for LAST_NAME would be '1', FIRST_NAME would be '2',
CITY would be '4', and STATE would be '3', since you want STATE
to print before CITY on the report. The rest of the SEQUENCEs
would be empty since you don't want any other fields on the
report.
HEADING
If you assign a SEQUENCE to a field, what you enter for the
HEADING will print on each page as the column heading.
CONTROL BREAK
The order you want the records to print on the report. When
the report prints it will print the field value if SEQUENCEd,
and skip a line when a new value for the field is encountered.
Say you want to report all names by ZIP code within a
STATE. The CONTROL BREAK for STATE would be '1', because it's
the largest grouping. The CONTROL BREAK for ZIP would be '2',
because you want all the same zip codes within a STATE
together.
A field does not have to have a SEQUENCE and print on the
report to be a CONTROL BREAK. Along with the SORT database
command, the CONTROL BREAK allows you to print the records in
any order you want.
THE COMMANDS
ISSUING A COMMAND
You can perform a command by selecting the command with the
left and right cursor keys and pressing 'Enter', or by pressing
the command's highlighted letter.
GO TO
This is an easy way to go to a particular report number, or
for positioning yourself in a general area of the report
database. PBH ADDRESS will suggest a report halfway across
the database.
FIND
Searches the reports for a particular NAME. PBH ADDRESS will
ask what NAME you want to look for, and then search for an
exact match.
- 8 -
THE COMMANDS (cont'd)
ADD
Creates a new report. PBH ADDRESS will first ask for a new
report NAME. Then you will be asked for the REPORT TITLE, LINES
PER PAGE, and the SPACING. PBH ADDRESS will then ask for a
SEQUENCE, HEADING, and CONTROL BREAK for each database field
(if you make a mistake the first time through don't worry, you
can always go back and correct it later). After that, PBH
ADDRESS will display the database screen and ask for your
selection criteria. Enter a value in any fields you want to use
to limit the records to print on the report. For each field
you enter PBH ADDRESS will ask for a comparison operator to
use: equal to '= ', greater than '> ', less than '< ', greater
than or equal to '>=', less than or equal to '<=', not equal to
'<>' (less than or greater than), or range 'R '. If you select
range, PBH ADDRESS will consider the value already entered as
the low value and will ask for a high value to use. Only
records with the field equal to or between the low and high
values will be considered in the range. Only records that meet
every field comparison specified will be selected for the
report.
DELETE
This will erase the report from the database. As a
precaution, PBH ADDRESS will ask you if you're sure with a
default answer of yes. To proceed with the delete, just press
'Enter' or 'Y'. If you don't want to delete the report, press
'N'.
TITLE
Allows you to change the REPORT TITLE, LINES PER PAGE, and
the SPACING.
CONTENT
Allows you to change the SEQUENCE, HEADING, and CONTROL
BREAK for the database field selected.
SELECTION
Displays the database screen and asks for your selection
criteria. Enter a value in any fields you want to use to limit
the records to print on the report. For each field you enter
PBH ADDRESS will ask for a comparison operator to use: equal to
'= ', greater than '> ', less than '< ', greater than or equal
to '>=', less than or equal to '<=', not equal to '<>' (less
than or greater than), or range 'R '. If you select range, PBH
ADDRESS will consider the value already entered as the low
value and will ask for a high value to use. Only records with
the field equal to or between the low and high values will be
considered in the range. Only records that meet every field
comparison specified will be selected for the report.
PRINT
Prints the report or labels. Make sure your printer is ready
and the print is set the way you want it.
- 9 -
THE COMMANDS (cont'd)
EXIT
This will leave the REPORT WRITER and return you to the
database screen.
- 10 -
THE SETLBL COMMAND
INTRODUCTION
The PBH ADDRESS SETLBL command allows you to change the
labels you use when printing labels. It allows you to change
how many lines will fit on each label, how long each line is,
where the beginning of the line starts, how many lines there
are between labels, how many labels there are across the page,
and how many spaces are between the labels across.
PBH ADDRESS starts with a 5 line label, 40 characters per
line, no left margin, no lines between labels, and 1 label
across.
ISSUING THE COMMAND
Make sure you are in the directory containing PBH ADDRESS.
At the DOS prompt type 'SETLBL' (without the quotes). PBH
ADDRESS will read your current label specifications, display
them, and ask for any updates. Once you have finished entering
the label specifications they will be saved and the PBH ADDRESS
SETLBL command will return you to DOS.
- 11 -
THE ASCII COMMAND
INTRODUCTION
The PBH ADDRESS ASCII command allows you to take data from
the address database and write it to a file. It also allows you
to take data from a file and load it into the address
database. You can specify the layout of the ascii file, and
which records you want to export (write to the ascii file), or
import (read from the ascii file).
By using the PBH ADDRESS ASCII command you can share data
with any other software that can read or write plain ASCII
files.
The PBH ADDRESS ASCII command gives you a lot of flexibility
and therefore responsibility in laying out your ascii file. Be
careful. If you are importing data make sure you have a recent
backup of your ADDRESS.DBF file.
The best way to feel comfortable with the ASCII command is
to experiment a few times using the EXPORT option.
ISSUING THE COMMAND
Make sure you are in the directory containing PBH ADDRESS.
At the DOS prompt type 'ASCII' (without the quotes). PBH
ADDRESS will step you through the different options: entering
the file name, identifying the starting positions and length
for each field in the ascii file (if you make a mistake the
first time through don't worry, you can always go back and
correct it later), entering the ascii file's total record
length, and selecting the data to include. Once done you can
select any command you choose.
The values displayed when you start would create or read a
file with the fields in the order listed top to bottom. Each
field on the ascii file would equal the length of the same
field on the address database.
When you exit, PBH ADDRESS will return you to the DOS
prompt.
THE DATA FIELDS
FILE
The ascii file name. You can specify directories. If you
don't supply an extension PBH ADDRESS will use '.TXT' as a
default.
- 12 -
THE DATA FIELDS (cont'd)
FIELD NAME
This column lists all the fields that make up a record in
the address database. Selecting a field allows you to change
where the field starts in the ascii file, and how many
positions it is. If you don't want to include a field in the
ascii file zero out both the STARTING POSITION and the LENGTH.
STARTING POSITION
The beginning position of the field in the record. For
instance, say you have a record that contains two fields,
field A and field B. Field A is ten characters long and
field B is 5 characters long. The fields would fit into the
record like this, 'AAAAAAAAAABBBBB'. The starting position for
field A is 1, and for field B is 11.
The easiest way to determine a field's starting position is
to take the previous field's length and starting position and
add them together.
LENGTH
The number of characters in the field.
TOTAL LENGTH
The number of characters in a record. The total of the
individual field lengths.
THE COMMANDS
ISSUING A COMMAND
You can perform a command by selecting the command with the
left and right cursor keys and pressing 'Enter', or by pressing
the command's highlighted letter.
FILE NAME
Allows you to enter which file to write to or read from.
TOTAL
Allows you to enter the total record length.
LAYOUT
Allows you to change the STARTING POSITION and LENGTH for
the selected field. If you want to exclude a field enter spaces
or zeroes in both the STARTING POSITION and the LENGTH.
IMPORT
Will read the file specified, map the file's records
according to the ascii file layout, check the record to see if
it matches the selection criteria, and adds all matching
records to the end of the address database. IMPORT does not
check for duplicates, and adds two positions to the TOTAL
LENGTH to allow for a carriage return and line feed at the end
of each record. Any gaps in the layout will be ignored.
- 13 -
THE COMMANDS (cont'd)
EXPORT
Will read the address database, map the database's records
according to the ascii file layout, check the record to see if
it matches the selection criteria, and writes all matching
records to the ascii file specified. EXPORT adds a carriage
return and line feed at the end of each record it writes. Any
gaps in the layout will be filled with spaces.
SELECT
Displays the database screen and asks for your selection
criteria. Enter a value in any fields you want to use to limit
the records to include in the file. For each field you enter
PBH ADDRESS will ask for a comparison operator to use: equal to
'= ', greater than '> ', less than '< ', greater than or equal
to '>=', less than or equal to '<=', or range 'R '. If you
select range, PBH ADDRESS will consider the value already
entered as the low value and will ask for a high value to use.
Only records with the field equal to or between the low and
high values will be considered in the range. Only records that
meet every field comparison specified will be imported or
exported from or to the ascii file.
EXIT
This will leave PBH ADDRESS ASCII and return you to DOS.
- 14 -