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STAMPBASE FOR WINDOWS Stamp Collection Inventory System for Microsoft WindowsTM USER'S GUIDE STAMPBASE FOR WINDOWS USER'S GUIDE Version 1.0 This product was developed with Microsoft Visual BasicTM. ■Copyright 1992 by Mark L. Hetzel If you are an individual, (not a company or an institution) you may use the program on any other computer(s) that you personally own. You may make backup copies of the program only for your use. However, no part of this user guide may be photocopied. I am relying primarily on your good faith not to violate my copyright. Microsoft, Windows and Visual Basic are trademarks of Microsoft Corporation. The author warrants for a 90-day period commencing on the date you receive delivery of a registered copy of the program, that, if properly installed and operated on a computer for which it was designed, the program will perform substantially in accordance with the User's Guide. The author's liability shall, in any event, be limited to the purchase price of the program and shall not include consequential damages, such as loss or destruction of data resulting from use of the program. The author will not honor any warranty unless you own a registered copy of the program. Table of Contents Chapter 1 - Getting Started Introduction 1 Hardware and Software Requirements 1 System Files 1 Overview of StampBase Features 2 Installing StampBase 2 Chapter 2 - Using StampBase Starting and Exiting StampBase 6 Working with the Menu Bar 7 Selecting Menu Commands 7 Using StampBase's Control Menu 7 Chapter 3 - Building a Database Opening a Database File 9 Adding Records 11 Editing Records 12 Sorting Records 15 Pack Records 15 Saving Files 16 Chapter 4 - Database Reports Types of Reports 17 Displaying and Printing Reports 17 Chapter 5 - Technical Support 20 CHAPTER 1 - GETTING STARTED Introduction Welcome to StampBase for WindowsTM. StampBase is stamp collection inventory system developed specifically for Microsoft Windows 3.0. StampBase takes advantage of Windows' Graphical User Interface (GUI) and its memory management capabilities. StampBase is a Windows application, therefore the program will not work outside the Windows environment. StampBase for Windows was developed with Microsoft Visual BasicTM. Hardware and Software Requirements 80286 PC or better 1 MB RAM Hard Drive Microsoft Windows 3.0 or better System Files Files included with StampBase: README Basic information about program and a registration form in ASCII text format. SBGUIDE.DOC User's Guide in ASCII text format. STAMPWIN.EXE StampBase for Windows application. VBRUN100.DLL Visual Basic run time file required to use StampBase. Overview of StampBase Features * Create one or more database files. Each file is limited to 32,767 records. * Intuitive data entry and edit features. * Uses stamp numbering system used by most popular catalogs and publications. * Records sorted by country and catalog number. * Easy record retrieval. * Reports display records and collection statistics on screen or in printed form. * Mouse and keyboard supported. Installing StampBase StampBase files should be copied to your hard drive before attempting to run the program. Windows' File Manager will help you create a directory and copy the program files from the diskette to the new directory on the hard drive. File Manager is in the first position in the Main Group window of Program Manager. Mouse * Double-click the File Manager program icon. Keyboard * Press the left or right arrow key to move the highlight to the File Manager program icon and press ENTER. Create a New Directory: Mouse 1. Point to File on the menu bar and click. 2. Point to the Create Directory menu item and click. The Create Directory dialog box will appear. 3. Type the new directory name including the drive, if different then the current one. 4. Point to the OK button and click to create directory. Keyboard 1. Press ALT, F to open the File menu. 2. Press E to select Create Directory. The Create Directory dialog box will appear. 3. Type the new directory name including the drive, if different then the current one. 4. Press ENTER to create directory. Copy StampBase Files to New Directory: Make sure the source and destination disk drive icons are visible. Mouse 1. Point to the source disk drive icon (A or B) and click. 2. Point to File on the menu bar and click. 3. Point to the Copy menu item and click. The Copy dialog box will appear. 4. Type the destination disk drive and directory. Example: C:\StampBas 5. Point to the OK button and click. KeyBoard 1. Press CTRL and letter of disk drive containing the program files. 2. Press F8. The Copy dialog box will appear. 3. Type the destination disk drive and directory. Example: C:\StampBas 4. Press ENTER to begin copying files. Exit File Manager: Mouse 1. Point to File on the menu bar and click. 2. Point to Exit menu item and click. The Exit File Manager dialog box will appear. 3. If an X appears in the Save Settings check box, point to the OK button and click. Point to the Save Settings check box and click if the box is empty. Keyboard 1. Press ALT, F to open the File menu. 2. Press X. The Exit File Manager dialog box will appear. 3. If an X appears in the Save Settings check box, press the OK button. If the Save Settings check box is empty, press S to place an X in the box and press ENTER. Add StampBase to Windows Application Group: Mouse 1. Double-click the Windows Setup program icon. The Windows Setup dialog box will appear. 2. Point to the Options menu item and click. 3. Point to Set Up Applications and click. The Setup Applications will appear. 4. Point to the OK button and click. Windows will search your hard drive(s) for applications to set up for use with Windows. 5. Point to StampBase in the list box on the left and click. 6. Point to the Add-> button and click. StampBase will move from the left list box to the one on the right. 7. Point to the OK button and click. Keyboard 1. Press the direction arrow key(s) to move the highlight to the Windows Setup Program icon and press ENTER. The Windows Setup dialog box will appear. 2. Press ALT, O to open the Options menu. 3. Press S. The Set Up Applications dialog box will appear. 4. Press ENTER. The Windows Setup dialog box will appear. Windows will search the hard drive(s) for applications to set up for use with Windows. 5. Press TAB to highlight the left list box. 6. Use UP or DOWN arrow keys to move to StampBase then press the SPACEBAR to select it. 7. Press ALT, A to move StampBase from the left list box to the one on the right. 8. Press Tab to highlight the OK button and press ENTER. 9. Press ALT, SPACEBAR to open the Windows Setup control menu. 10. Press C to close the dialog box and exit from Windows Setup. StampBase will now be included in the Windows Applications window with its own program icon. CHAPTER 2 - USING STAMPBASE Starting and Exiting StampBase Starting StampBase from Program Manager: Mouse 1. Open the Program Manager window, if not already open, by double-clicking the Program Manager icon. 2. Open the Windows Application Group window, if not already open, by double-clicking the Windows Application Group icon. 3. Double-click the StampBase icon. The StampBase title page will appear. 4. Point to the Continue button and click. The StampBase menu bar will appear. KeyBoard 1. Open the Program Manager window, if not already open, by using direction keys to highlight the Program Manager icon and press ENTER. 2. Open the Windows Applications Group window, if not already open, by pressing CTRL, TAB to highlight the Windows Applications Group icon and press ENTER. 3. Use the direction arrow keys to highlight the StampBase program icon and press ENTER. The StampBase title page will appear. 4. Press ENTER. The StampBase menu bar will appear. Exiting StampBase: Mouse 1. Point to File on the menu bar and click. 2. Point to the Exit menu item and click. The StampBase for Windows order form will appear if you are using a review copy. Keyboard 1. Press ALT, F. 2. Press X. The StampBase for Windows order form will appear if you are using a review copy. Working the Menu Bar Select a Menu: Mouse * Point to the name of the menu item on the menu bar and click to open the menu. Keyboard * Press ALT and the underlined letter of the menu item you want. Cancel a Menu: Mouse * Click the menu name or any where outside the menu. KeyBoard * Press ALT to cancel the menu and move back to the application workspace. Or press ESC to cancel the menu but remain on the menu bar so that you can select another menu. Selecting Menu Commands Choose an Item from a Selected Menu: Mouse * Point to the menu item and click. Keyboard * Type the underlined letter in the item name. Using StampBase's Control Menu Open StampBase's Control Menu: Mouse * Point to the Control Menu box in the upper-left corner of the window and click. Do not double-click or you will close the window. Keyboard * Press ALT and SPACEBAR. Control Menu Commands Command Action Restore Restores the window to its size before it was enlarged or shrunk to an icon. Move Allows window to be moved to another position of the screen. Size Allows you to change the size of the window. Minimize Shrinks the window to an icon. Maximize Enlarges the window to full screen. Close Closes window and exits from StampBase. Switch To... Starts Task List, which lets you switch among running applications. Screen Color: The background color of each StampBase screen can be changed through Windows' Control Panel. The color of text, data entry fields and on screen reports cannot be changed. CHAPTER 3 - BUILDING A DATABASE Opening a Database File StampBase allows you to create one large database or several small database files for your stamp collection. The StampBase Title Screen will appear first. Point to the Continue button and click or press ENTER to display the StampBase menu bar. Note: Only one database file can be open at a time. Create a Database File: Mouse 1. Point to File on the menu bar and click to open the menu. 2. Point to the Open File menu item and click. The File Selection screen will appear. 3. Enter the file name to be created. The current drive and path is displayed below the file name entry box. The file name must have the extension .DAT. (Example: Postage.Dat) Change the drive - a. Point to the Drive List box arrow in the lower right hand corner of screen and click. A list of the available drives will appear. b. Point to the appropriate drive and click. The new drive will appear below the file name box. Change the directory - a. Point to the current drive in the Directory List box and double-click. b. Point to the new directory and double-click. The drive and new directory will appear below the file name text box. 4. Point to the OK button and click. The File Selection screen will disappear when a proper file name is entered. Point to the Cancel button and click to cancel your selection and return to the menu bar. Keyboard 1. Press ALT, F to open the menu. 2. Press O. The File Selection screen will appear. 3. Enter the file name to be created. The current drive and path is displayed below the file name entry box. The file name must have the extension .DAT. (Example: Postage.Dat) Change the drive - Type the drive letter followed by a colon and press ENTER. (Example: B:) Change the directory - a. Press TAB to highlight the Directory List box. b. Press the direction key(s) to highlight the new directory and press ENTER. The drive and new directory will appear below the file name text box. 4. Press TAB to highlight the OK button and press ENTER. The File Selection screen will disappear when a proper file name is entered. Press ALT, C to cancel your selection and return to the menu bar. Open an Existing Database File: Mouse 1. Point to File on the menu bar and click to open the menu. 2. Point to the Open File menu item and click. The File Selection screen will appear. 3. Point to the file listed in file list box and double-click. The database file will be opened and the File Selection screen will disappear. Keyboard 1. Press ALT, F to open the menu. 2. Press O. The File Selection screen will appear. Follow the instructions for Creating a Database File to change the drive and directory. 3. Press TAB until the first item in the file list box is highlighted. 4. Press the DOWN arrow to highlight the file to be opened and press ENTER. The database file will be opened and File Selection screen will disappear. Adding Records Mouse 1. Point to Records on the menu bar and click to open the menu. 2. Point to the Update menu item and click. If you have already opened a database file, the Data Entry and Edit Screen will appear. If a file is not open, a menu dialog box will appear. Point to the OK button and click. The dialog box will disappear. See the instructions for Opening a Database File. Keyboard 1. Press ALT, R to open the menu. 2. Press ENTER. If you have already opened a database file, the Data Entry and Edit Screen will appear. If a file is not open, a menu dialog box will appear. Press ENTER. The dialog box will disappear. See the instructions for Opening a Database File. The following list is the data entry fields for each record stored in the database: Length Field Description (Characters) Format Country * Issuing stamp 25 Text Catalog No. * Catalog number 6 Alpha/Numeric Category Stamp type 20 Text Issue Year Year issued 4 Numeric Description Stamp description 35 Text Stamp Grade Condition 6 Text Purchase Date Date purchased 8 MM/DD/YR Cost Purchase price 8 $0-$99,999.00 Market Value Catalog value 8 $0-$99,999.00 Comments Remarks 50 Text * Fields must contain data before record can be stored in database file. Enter Data: Data entered does not become part of a record until the cursor is moved to another field by pressing TAB, pointing to a field and clicking or pressing SHIFT, TAB. Press TAB to move the cursor forward from field to field and button to button. Press SHIFT, TAB to move backward. A mouse can be used to move around the screen by pointing to a field and clicking once. Within each field the direction, DELETE and INSERT keys can be used to edit. The program does not require fields to be edited when the data from the previous record is the same as the current record you are entering. Press TAB to skip to the next field without changing the current field entry. Each data entry field has built-in edit checking to verify valid information was entered. For example, you cannot enter alpha characters in the Cost field. A Data Entry Error dialog box will appear if an invalid entry is made. Press ENTER to remove the dialog box. Data Entry and Edit Command Buttons: The command buttons at the bottom of the screen can be activated by pointing to a button and clicking or pressing ALT and the key for the underlined letter. Also, TAB can be used to move the highlight to a button and pressing ENTER to activate that button. Save a Record: Mouse * Point to the Add button and click. Keyboard * Press ALT, A. This will save the record currently displayed on the screen. The cursor will then be move to the Country field. Editing Records The Data Entry and Edit Screen is used also used to edit records in your database. Find a Record: StampBase provides two ways to find records in a database file. If you know the country that issued the stamp and/or the stamp's catalog number, you can use the following method: 1. Move the cursor to the country and catalog number fields. Enter the appropriate information. 2. Point to the Find button and click or press ALT, F. 3. StampBase will now search the file for the record you specified. StampBase will display in the Data Entry and Edit Screen the first record meeting the criteria. The Find Record dialog box will appear if the record is not found. Press ENTER to clear the dialog box from the screen. Attempt another search if an error was made when entering the country or catalog number. The second method for locating a record is "paging" through the database one record at a time. Use the Next button to move forward through the database. Use the Previous button to move backward. Mouse * Point to the Next or Previous buttons and click to display record on the screen. KeyBoard * Press ALT, N for Next or ALT, P for Previous to display record on the screen. You also can press TAB to highlight the Next or Previous buttons and press ENTER. Note: Next button - When you reach the last record in the database, the Edit Record dialog box will appear. Press ENTER to clear the dialog box from the screen. The next record displayed is the last record in the database. Previous button - When you reach the first record in the database, the Edit Record dialog box will appear. Press ENTER to clear the dialog box from the screen. The next record displayed is the first record in the database. Change a Record: The Change button is used to save changes made to the record currently displayed in the Data Entry and Edit Screen. After editing the record do the following to save the change(s): 1. Point to the Change button and click or press ALT, C. The Edit Record dialog box will appear requesting verification to save the change(s). 2. Point to the YES button and click or press ENTER to save the change(s). Point to the NO button and click or press TAB to highlight the NO button and press ENTER to cancel the change(s). Changes will be saved to disk when you exit from the Data Entry and Edit Screen. Delete a Record: The Delete button is used to delete the record currently displayed in the Data Entry and Edit Screen. 1. Point to the Delete button and click or press ALT, D. An Edit Record dialog box will appear requesting verification. 2. Point to the YES button and click or press ENTER to mark the record for deletion. Point to the NO button and click or press ALT, A to cancel Delete. If the record deletion was not cancelled, another Edit Record dialog box will appear notifying you that the record is marked for deletion. Point to the OK button and click or press ENTER to clear the dialog box. The data entry fields will now be blank. See the instructions for Pack Records to remove deleted record(s) from the database file. Print a Record: The Print button is used to print the record displayed in the Data Entry and Edit Screen. Point to the Print button and click or press ALT, R to print the record. Exit the Data Entry and Edit Screen: Point to the Exit button and click or press ALT, X to leave the Data Entry and Edit Screen. Exiting from the Data Entry and Edit Screen will save all additions, changes and deletions made to the database. You will be returned to the StampBase menu bar. The database file will require sorting if records are added. Sorting may be required if changes are made to a record's country or catalog number fields. Sort Records StampBase sorts records first alphabetically by the country that issued the stamp and secondly by the stamp's catalog number. The catalog numbers are sorted using the numbering system used by most stamp catalogs and publications. Mouse 1. Point to Records on the menu bar and click to open the menu. 2. Point to Sort and click. The Sort Record screen will appear. 3. Point to the Sort button and click to begin sorting the database. The screen will display the sorting progress and notify you when the sorting is done. 4. Point to the Exit button and click to exit the Sort screen. The database file will be saved with the new sort order. Keyboard 1. Press ALT, R to open the menu. 2. Press S. The Sort Record screen will appear. 3. Press ENTER to begin sorting. The screen will display the sorting progress and notify you when the sorting is done. 4. Press TAB to highlight the Exit button and press ENTER to exit the Sort screen. The database file will be saved with the new sort order. Pack Records StampBase will remove record(s) marked for deletion by creating a temporary file. Records not marked for deletion are copied to this temporary file. The file containing the deleted records is erased. The temporary file's name is changed to the erased file's name. The temporary file created during record packing will be the same size as the database file less the space used by deleted records. Make sure your hard drive has enough space before you begin packing. Mouse 1. Point to Records on the menu bar and click to open the menu. 2. Point to Pack and click. The Pack Records screen will appear. 3. Point to the Pack button and click to begin removing deleted records. The screen will display the packing progress and notify you when the process is done. 4. Point to the Exit button and click to exit Pack Records. The database file will be saved. Keyboard 1. Press ALT, R to open the menu. 2. Press P. The Pack Records screen will appear. 3. Press ENTER to begin removing deleted records. The screen will display the packing progress and notify you when the process is done. 4. Press ALT, X to exit Pack Records. The database file will be saved. Saving Files The database file is automatically saved when you exit from Update, Sort and Pack. CHAPTER 4 - REPORTS Types of Reports StampBase can generate two different reports that can be either displayed on your computer screen or printed. The Stamp Inventory List will list the records in sorted order. The Collection Analysis Report will show statistical information about your stamp collection database. Reports are setup to print on an 80 column printer. Stamp Inventory List: Display List on Screen Mouse 1. Point to Reports on the menu bar and click to open the menu. 2. Point to the List Records menu item and click. The report screen will appear. 3. Point to the Screen button and click. The List Records dialog box will appear. 4. Point to the YES button and click to list all records in the database. Point to the NO button and click to list the stamps issued by a particular country. a. If NO was selected, enter the country. b. Point to the OK button and click to display the report or point to the Cancel button and click to clear the dialog box. All or part of the records you selected will be displayed on the screen. The first record in the database or the first record for the country you specified above. A maximum of twenty records can be displayed on the screen at once. Scroll through the database by pointing to a Scroll button and clicking. The following buttons are used to scroll through the database: Home - Scrolls to first record. Up - Scrolls up one record. Down - Scrolls down one record. PgUp - Scrolls up one screen. PgDn - Scrolls down one screen. End - Scrolls to last record. Keyboard 1. Press ALT, E to open the Report menu. 2. Press L. The Report screen will appear. 3. Press ENTER. The List Records dialog box will appear. 4. Press ENTER to list all records or TAB to highlight the NO button and press ENTER to list the stamps issued by one country. a. If NO was selected, enter the country. b. Press TAB to highlight the OK button and press ENTER to display the report or press TAB to highlight the Cancel button and press ENTER to clear the dialog box. The following methods can be used to scroll through the database: 1) Press TAB to highlight a Scroll button and press ENTER. 2) Press ALT and letter underlined on the Scroll button. (Example: ALT, E for the End button) Print Report Follow the same procedure for displaying records on the screen except click or press the Printer button. Exit List Records Point to the Exit button or press TAB to highlight the Exit button and press ENTER. Collection Analysis Report: Display Report on Screen Mouse 1. Point to Reports on the menu bar and click to open the menu. 2. Point to the Analysis menu item and click. The Report screen will appear. 3. Point to the Screen button and click. StampBase will display the report on the screen after searching through the database. Keyboard 1. Press ALT, E to open the Records menu. 2. Press C. The Collection Analysis Report screen will appear. 3. Press ENTER and StampBase will display the report on the screen. Print Report Follow the same procedure for displaying records on the screen except click or press the Printer button. Exit Collection Analysis Report Point to the Exit button or press TAB to highlight the Exit button and press ENTER. CHAPTER 5 - TECHNICAL SUPPORT I have attempted to design StampBase to be easy to use. Still, I will be happy to help you if you encounter a problem. Contact me by one of the following methods: Telephone (608) 273-2739 Probably the best way to solve a problem. It is easier to provide assistance when I can speak with you directly. Call me during the following times: Monday - Friday 7 - 9 PM Saturday 9 AM - 4 PM All times are Central Standard Time. Please try to be in front of your computer with the program operating. It is difficult to diagnose a software problem if you are not at the computer. CompuServe ID number 71371,731 Write Send correspondence to: Mark L. Hetzel 4466 Sentinel Pass Madison, WI 53711 Any comments or suggestions you have StampBase for Windows would be appreciated.