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AddPhone (TM) Version 3.2 User's Guide Developed by: Ladew Company Woodland Hills, California Copyright (C) 1992 Robert Ladew All rights reserved For IBM PC, PC/XT, AT, 386, 486 and 100% Compatible Computers AddPhone(TM) REGISTRATION AND ORDER FORM TO: Ladew Company 20929 Ventura Blvd., #47 Woodland Hills, CA 91364 Tel: (818) 883-9099 Today's Date: _____________ FROM: Name: __________________________________ (Company): __________________________________ (Title): __________________________________ Address: __________________________________ City, State: __________________________________ Zip Code: _______________ Country: ___________________________ Home Phone: ___________________________ Business Phone: ___________________________ Diskette Format: ____ 5.25" disk ____ 3.5" disk AddPhone for MS-DOS . . . . . . . . . . . . . . . . . $ 50.00 Please add for shipping . . . . . . . . . . . . . . . $ 4.00 California residents add 8.25% sales tax ($4.13) . . $ Total . . . . . . . . . . . . . . . . . . . . . . . . $ _____ ii AddPhone - (C) 1992 Robert Ladew Users of AddPhone must accept this disclaimer of warranty: "AddPhone is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of AddPhone." The Ladew Company is a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for the members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536. AddPhone is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find AddPhone useful and are still using AddPhone after a reasonable trial period, you must make a registration payment of $50.00 to the Ladew Company. The $50.00 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of AddPhone must register and pay for their copies of AddPhone within 30 days of first use or their license is withdrawn. Site License arrangements may be made by contacting the Ladew Company. Anyone distributing AddPhone for any kind of remuneration must first contact the Ladew Company at the address below for authorization. This authorization will be automatically granted to distributors recognized by the Association of Software Professionals as adhering to its guidelines for shareware distributors, and such distributors may begin offering AddPhone immediately (However the Ladew Company must still be advised so that the distributor can be kept up-to-date with the latest version of AddPhone.). iii AddPhone - (C) 1992 Robert Ladew You are encouraged to pass a copy of AddPhone along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive the following: 1. The latest version of the AddPhone system. 2. A full professional quality User's Guide. 3. A Quick Reference Guide professionally printed. 5. Notification of new release and new products. 6. Prompt, personal, and courteous telephone support for up to one year after the registration date. HOW TO REGISTER: The registration fee is $50.00 plus $4.00 shipping & handling and, if a California resident, 8.25% sales tax of $4.13. If possible, fill in the form "AddPhone(TM) REGISTRATION AND ORDER FORM" on page ii of this manual, or, print a new copy of the form. To print a new copy of the form, place the Installation Disk in drive A and from any DOS prompt, type: A: <ENTER> COPY ORDER.DOC PRN <ENTER> Send the completed registration form along with the registration fee, shipping & handling and sales tax, if applicable to the address below. You can also order with MC, Visa, Amex, or Discover from the Public (software) Library by calling 1-800-2424-PsL or 713-524-6394 or by FAX to 1-713-524-6398 or by CIS Email to 71355,470. These numbers are for orders only. To insure that you get the latest version, PsL will notify us the day of your order and we will ship the product directly to you. Any questions about the status of the shipment of the order, refunds, registration options, product details, technical support, volume discounts, dealer pricing, site licenses, etc., must be directed to address or phone number below. You can also mail credit card orders to PsL at P.O. Box 35705, Houston, TX 77235-5705. Ladew Company Tel: (818) 883-9099 20929 Ventura Blvd., #47 Woodland Hills, CA 91364 iv AddPhone - (C) 1992 Robert Ladew Table of Contents Section 1. . . . . . . . . . . . . . . . . . . . . . . . . 1 Introducing AddPhone . . . . . . . . . . . . . . . . . . . 1 How to Get Help . . . . . . . . . . . . . . . . . . . . . 1 What AddPhone Does . . . . . . . . . . . . . . . . . . . . 1 Three Main Programs . . . . . . . . . . . . . . . . . . . 2 AddPhone is Microsoft Windows 3.x Compatible . . . . . . 3 System Requirements . . . . . . . . . . . . . . . . . . . 3 Section 2 . . . . . . . . . . . . . . . . . . . . . . . . 4 Installing AddPhone . . . . . . . . . . . . . . . . . . . 4 The CONFIG.SYS File . . . . . . . . . . . . . . . . . . . 4 Default Drive and Directory Name . . . . . . . . . . . . . 4 Microsoft Windows 3.x Users . . . . . . . . . . . . . . . 4 Installation (Hard Disk) . . . . . . . . . . . . . . . . . 4 Reinstallation (Hard Disk) . . . . . . . . . . . . . . . . 5 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Changing Your AddPhone Setup After Installation. . . . . . 8 Table 1. All Possible AddPhone Fields . . . . . . . . . . 9 Planning Your Data Base . . . . . . . . . . . . . . . . . 10 Table 2. AddPhone Files . . . . . . . . . . . . . . . . . 11 Section 3 . . . . . . . . . . . . . . . . . . . . . . . . 15 Getting Started . . . . . . . . . . . . . . . . . . . . . 15 Starting AddPhone . . . . . . . . . . . . . . . . . . . . 15 Creating a Batch AddPhone Start Up File . . . . . . . . . 15 Exiting the Program and Backing Up Your Data . . . . . . . 16 Restoring Files from Backup Copies . . . . . . . . . . . . 17 Loading and Unloading ADDPOP . . . . . . . . . . . . . . . 18 Activating ADDPOP . . . . . . . . . . . . . . . . . . . . 19 Placing ADDPOP in Your AUTOEXEC.BAT File . . . . . . . . . 19 Moving Around and Using Special Keys . . . . . . . . . . . 20 Table 3. Function of Keys in AddPhone . . . . . . . . . . 20 Practicing with the Sample Directory . . . . . . . . . . . 22 Section 4 . . . . . . . . . . . . . . . . . . . . . . . . 23 Creating Your Address Book . . . . . . . . . . . . . . . . 23 Setting up Address Book Files . . . . . . . . . . . . . . 23 Using File Name 8 for Extra Files. . . . . . . . . . . . . 24 If Program Does Not Find an Existing File . . . . . . . . 25 Passwords . . . . . . . . . . . . . . . . . . . . . . . . 25 Creating a Password . . . . . . . . . . . . . . . . . . . 25 Changing a Password . . . . . . . . . . . . . . . . . . . 26 Cannot Remember Your Password! . . . . . . . . . . . . . . 26 Section 5 . . . . . . . . . . . . . . . . . . . . . . . . 27 Adding Records . . . . . . . . . . . . . . . . . . . . . . 27 v AddPhone - (C) 1992 Robert Ladew Entering Postal Abbreviations . . . . . . . . . . . . . . 28 Entering Categories . . . . . . . . . . . . . . . . . . . 28 Entering Phone Numbers and Dialing Information . . . . . . 29 Editing Tables . . . . . . . . . . . . . . . . . . . . . . 30 Entering Repeating Information in Multiple Records . . . . 32 Entering Notes . . . . . . . . . . . . . . . . . . . . . . 32 Print a Single Record . . . . . . . . . . . . . . . . . . 33 Saving Your Data . . . . . . . . . . . . . . . . . . . . . 33 Section 6 . . . . . . . . . . . . . . . . . . . . . . . . 34 Displaying and Modifying Your Records . . . . . . . . . . 34 Listing Your Address Book Records . . . . . . . . . . . . 34 Customizing a List . . . . . . . . . . . . . . . . . . . . 35 Finding Records to Change, Display, Erase, or Dial . . . . 38 Changing Records . . . . . . . . . . . . . . . . . . . . . 39 Erasing a Single Record . . . . . . . . . . . . . . . . . 40 Erasing Many Records . . . . . . . . . . . . . . . . . . . 40 Compressing Your Files After Numerous Deletions . . . . . 41 Section 7 . . . . . . . . . . . . . . . . . . . . . . . . 42 Printing Your Address Books . . . . . . . . . . . . . . . 42 Special Paper . . . . . . . . . . . . . . . . . . . . . . 42 Selecting Already-Defined Report Options . . . . . . . . . 43 Table 4. Predefined Report Options . . . . . . . . . . . . 43 Printing a Booklet-Style Address Book . . . . . . . . . . 45 Putting Your Address Book Together . . . . . . . . . . . . 46 Creating a Customized Report . . . . . . . . . . . . . . . 46 Table 5. Specific Printing Options . . . . . . . . . . . . 49 Table 6. Paper Formats . . . . . . . . . . . . . . . . . . 51 Printing Labels or Rotary Cards . . . . . . . . . . . . . 51 Section 8 . . . . . . . . . . . . . . . . . . . . . . . . 53 Automatic Dialing . . . . . . . . . . . . . . . . . . . . 53 Setting Up the Dial Options . . . . . . . . . . . . . . . 53 Dialing While in AddPhone . . . . . . . . . . . . . . . . 54 Dialing While in Another Application . . . . . . . . . . . 54 Section 9 . . . . . . . . . . . . . . . . . . . . . . . . 56 Special Functions . . . . . . . . . . . . . . . . . . . . 56 Build New Indexes . . . . . . . . . . . . . . . . . . . . 57 Resetting Label & Rotary Card Quantity to Zero . . . . . . 57 New Password . . . . . . . . . . . . . . . . . . . . . . . 57 Removing Duplicate Records . . . . . . . . . . . . . . . . 57 Search and Replace . . . . . . . . . . . . . . . . . . . . 58 Transferring or Copying Records . . . . . . . . . . . . . 58 Merging Two Address Books . . . . . . . . . . . . . . . . 59 vi AddPhone - (C) 1992 Robert Ladew Section 10 . . . . . . . . . . . . . . . . . . . . . . . . 60 Exporting and Importing . . . . . . . . . . . . . . . . . 60 Exporting Data . . . . . . . . . . . . . . . . . . . . . . 60 Importing Data . . . . . . . . . . . . . . . . . . . . . . 62 Section 11 . . . . . . . . . . . . . . . . . . . . . . . . 64 Using ADDPOP While in Other Applications . . . . . . . . . 64 Entering a Password . . . . . . . . . . . . . . . . . . . 64 The List Screen . . . . . . . . . . . . . . . . . . . . . 64 Scrolling the List Screen . . . . . . . . . . . . . . . . 64 Dialing From the List . . . . . . . . . . . . . . . . . . 64 Display/File Update . . . . . . . . . . . . . . . . . . . 65 Find (a Record) . . . . . . . . . . . . . . . . . . . . . 65 Address Book Selection . . . . . . . . . . . . . . . . . . 65 View Mode . . . . . . . . . . . . . . . . . . . . . . . . 65 Select Option . . . . . . . . . . . . . . . . . . . . . . 65 Scrolling . . . . . . . . . . . . . . . . . . . . . . . . 65 Abbreviations, Categories, and Notes . . . . . . . . . . . 65 Phones . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Add and Change Modes . . . . . . . . . . . . . . . . . . . 65 Enter Data (Add) or Change Data (Change) . . . . . . . . . 65 Save Data . . . . . . . . . . . . . . . . . . . . . . . . 66 Abbreviations. . . . . . . . . . . . . . . . . . . . . . . 66 Categories . . . . . . . . . . . . . . . . . . . . . . . . 66 Notes . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Repeat . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Phones . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Phone Template Toggle . . . . . . . . . . . . . . . . . . 67 Erase Mode . . . . . . . . . . . . . . . . . . . . . . . . 67 Appendix A . . . . . . . . . . . . . . . . . . . . . . . . 68 Changing Screen Colors . . . . . . . . . . . . . . . . . . 68 Appendix B . . . . . . . . . . . . . . . . . . . . . . . . 69 Restoring the Integrity of Address Book Files . . . . . . 69 Appendix C . . . . . . . . . . . . . . . . . . . . . . . . 70 Address Book Files That Use Different Tables & Menus . . . 70 Appendix D . . . . . . . . . . . . . . . . . . . . . . . . 73 SCREEN 1. The "AddPhone Setup Menu" screen . . . . . . . 73 SCREEN 2. The "Field Selection List" screen . . . . . . . 73 SCREEN 3. The "Main Data Entry Screen" example 1. . . . . 74 SCREEN 4. The "Main Data Entry Screen" example 2. . . . . 74 SCREEN 5. The "Address Book Selection Menu" screen. . . . 75 SCREEN 6. The "Address Book Name Update Screen" . . . . . 75 SCREEN 7. The "Main Data Entry Screen", Add Mode. . . . . 76 vii AddPhone - (C) 1992 Robert Ladew SCREEN 8. The "Phone Information Pop-Up Screen" . . . . . 76 SCREEN 9. The "Prefixes Pop-Up Screen". . . . . . . . . . 77 SCREEN 10. The "Suffixes Pop-Up Screen". . . . . . . . . . 77 SCREEN 11. The "List Options" screen . . . . . . . . . . . 78 SCREEN 12. The "List" screen (with "Find Box") . . . . . . 78 SCREEN 13. The "List Options Maintenance" screen . . . . . 79 SCREEN 14. The "List Field Selection Screen" . . . . . . . 79 SCREEN 15. The "List Field Selection Parameters Screen . . 80 SCREEN 16. The "Limit Items in List" screen. . . . . . . . 80 SCREEN 17. The "List Screen", Remoteville example. . . . . 81 SCREEN 18. The "Fine Record" screen. . . . . . . . . . . . 81 SCREEN 19. The "Detail Find" screen. . . . . . . . . . . . 82 SCREEN 20. The "Special Functions" screen. . . . . . . . . 82 SCREEN 21. The "Mass Delete - Select Address Book" screen. 83 SCREEN 22. The "List Mass Delete" screen . . . . . . . . . 83 SCREEN 23. The "Print Options" screen. . . . . . . . . . . 84 SCREEN 24. The "Printout/Paper Format" screen. . . . . . . 84 SCREEN 25. The "Specific Printing Options" screen. . . . . 85 SCREEN 26. The "Print Option Field Selection" screen . . . 85 SCREEN 27. The "Print Option Selected Fields Parameters" . 86 SCREEN 28. The "Limit Items in Report" screen. . . . . . . 86 SCREEN 29. The "Address Label & Rotary Card Options" . . . 87 SCREEN 30. The "Dial Setup" screen . . . . . . . . . . . . 87 SCREEN 31. The "Search and Replace" screen . . . . . . . . 88 SCREEN 32. The "Copy and/or Transfer" screen . . . . . . . 88 SCREEN 33. The "List Copy and Transfer" screen example . . 89 SCREEN 34. The "Printer Attribute Screen". . . . . . . . . 89 Appendix E . . . . . . . . . . . . . . . . . . . . . . . . 90 Add the AddPhone Icon to Windows . . . . . . . . . . . . . 90 INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . 99 viii AddPhone - (C) 1992 Robert Ladew Section 1 Introducing AddPhone NOTE: The disk you received labeled "Installation Disk" is for computers with a hard disk. If you have a Two-Floppy Drive system, call (818) 883-9099 and request the AddPhone "Master Disk" for Two-Floppy Drive systems. How to Get Help The AddPhone software has an extensive built-in help system. There is almost always a "MESSAGE" area near the bottom of the screen which provides the status and /or what to do next and other options available. If you still have questions about what to do next or you do not understand a particular message or option, try pressing <F1>. A pertinent help screen will appear. If you need further technical support, please call: Ladew Company Woodland Hills, CA (818) 883-9099 9:00AM-6:00PM PST What AddPhone Does AddPhone is, in its simplest use, a computerized Address and Phone Book system but is also a flexible data base application powerful enough to become a vital tool in your business. When used as is, i.e. with the initial defaults, it can be easily used by any level of computer user to create Address and Phone Books and print them out in all of the popular sizes. However, if the user is so inclined, they can customize just about every aspect of the system to fit their particular requirements. Some of AddPhone's features are: Auto Dialing: If you have a modem, AddPhone will dial any phone number (even overseas) automatically for you, whether the AddPhone application is running or not. Fields You Can Customize: You can customize the names of the data fields. For example, if you are creating a directory of physicians, you might want a special field below the names for "Specialty". If you are creating a file of company employees, you might want two lines for "Home Address" and one line for office "Mail Code". If you are maintaining a file of members of an organization, you might want a special membership date field. Any of the alphanumeric fields can be used for an identification number, such as employee number or membership number. 1 AddPhone - (C) 1992 Robert Ladew Define Custom Categories: You can create a table of up to 250 categories of your choice. Any individual Address Book record can be assigned up to 10 different categories. For example, suppose you belong to several clubs and organizations and have friends and business associates in each of them. You could create a category for each organization and assign to each individual as many categories as apply. You could then print or list your Address Book records by organization. Define Custom Lists, Reports, Etc.: You can define up to 26 customized table definitions for: lists for display, reports for printing, telephone dialing prefixes and suffixes, exporting data, and importing data. You can select and sort by any field, in any format and sequence, showing as much or as little information as you wish. Once you have defined a list, report, etc. it remains as a permanent option on your custom List Options, Print Options, etc. menus until you decide to change it. AddPhone's custom reporting capabilities give you the ability to design your own data base and data reports quickly and easily. For example, you might have a data file with 1,000 names in it (you can have up to 99,999), and in just a minute or two you could design a report (for display or printing) showing only those people who live in Texas, are named James, and were born in August! Using your cleverness and imagination, you can do just about anything you want with the AddPhone, the Address Book system. Three Main Programs The AddPhone system has three main programs, ADDSETUP, ADDPHONE, and ADDPOP. ADDSETUP: This program is used to do the initial "set up" of the AddPhone parameters that you choose. This program is used initially to tell the main program, ADDPHONE what format to use i.e., U.S., Canada, International, etc., which data fields that you want to use, which Drive and Directory the program is in, what kind of printer you have, etc. Once you have established the parameters, the system "remembers" them. However, if changes are need in the future, such as a new printer, you can run this program anytime to change the required parameters. ADDPHONE: This is the main program which handles all of the data base functions such as adding and changing data, printing out your Address Books, labels, rotary cards and other reports, doing inquiries into the data base, etc. 2 AddPhone - (C) 1992 Robert Ladew ADDPOP: This is the memory-resident program which, when loaded, can give you instant access to your AddPhone data base from within any other application. For instance, you could be working in your spreadsheet application and by pressing the "hot key" combination, AddPhone data is instantly displayed. Then, when you are through with AddPhone, you exit and immediately you are returned to your spreadsheet application again. NOTE: The ADDPOP memory resident program is not available in the Two-Floppy Drive version of the system. AddPhone is Microsoft Windows 3.x(TM) Compatible AddPhone can operate in a Microsoft Windows 3.x(TM) environment as a non-Windows application. See the special notes for Windows users in Section 2, "Installing AddPhone" and Section 3, "Starting the Program", "Activating ADDPOP", and "Placing ADDPOP in Your AUTOEXEC.BAT File". System Requirements This software is for use with IBM PC/XT, AT, and 100% compatible computers. It will also run on computers with "386" and "486" processing chips. Your computer must have at least 640K of memory to run AddPhone, and we highly recommend that you have a hard disk as well. You should have at least 1 MB of available disk storage (more, if you will be having very large data files). If you have a Two-Floppy Drive system with no hard disk, you can run AddPhone using the special procedure for two-floppy disk systems. The program will print correctly on most dot matrix and laser printers. The AddPhone application uses about 470K of memory. The memory-resident portion uses about 6.5K of memory. 3 AddPhone - (C) 1992 Robert Ladew Section 2 Installing AddPhone The CONFIG.SYS File A file called CONFIG.SYS must be on the disk used to start (boot up) your computer before you begin your AddPhone session. If the file does not exist or does not contain certain specifications, AddPhone will not work correctly. If you find it necessary to create or modify the CONFIG.SYS file, you should reboot your computer so that the changes you made to the CONFIG.SYS file will be loaded into memory. The CONFIG.SYS file may contain other information, but must contain the following two statements: FILES=30 BUFFERS=20 The numbers may be higher, but must be at least those specified. Default Drive and Directory Name NOTE: All instructions, where applicable, assume you used the suggested default Drive and Directory of C:\ADDP unless otherwise indicated.. During the install process, you will be asked to specify which Drive+Directory to use for installing AddPhone. We recommend that you use the default Drive+Directory of C:\ADDP. However, you can use a different Drive and Directory, if you wish. C and \ADDP are the default Drive and Directory Name used in the installation program. Your Address Book data files will be assigned to this Drive and Directory unless you indicate otherwise. Microsoft Windows 3.x(TM) Users If you use a different Drive and Directory, as discussed in the previous paragraph, you will have to change the Drive and Directory Name accordingly in the ADDSETUP.PIF, ADDPHONE.PIF, and ADDPOP.PIF files using the Windows 3.x PIF Editor. (How to use the Windows 3.x PIF Editor is described in your Microsoft Windows User's Guide). Installation (Hard Disk) NOTE: <ENTER> means press the "<-Enter" key. 4 AddPhone - (C) 1992 Robert Ladew (1) Place the Installation Disk in Drive A. From any DOS prompt, type: A: <ENTER> INSTALL <ENTER> Follow the instructions on the screen as the INSTALL program runs. After the installation is complete, place the original AddPhone Installation Disk in a safe place. Reinstallation (Hard Disk) To reinstall AddPhone, follow the installation procedure above. However, if you are reinstalling AddPhone into the same Drive and Directory as before, you will encounter a message asking whether or not you wish to overwrite the file for each file. The best way to avoid this and reinstall AddPhone correctly is as follows: The following steps assume you used the suggested default Drive and default Directory of C:\ADDP. If you used a different Drive and Directory, then make substitutions in the following steps where appropriate. If you used multiple directories to use different sets of tables and menus, then perform the following steps for each Directory, substituting the names that you used where appropriate. (1) Be sure to back up your current AddPhone data files using the Backup Procedure as you exit the AddPhone application. You will need these back-up files in step (4). (2) Erase all of the files in the C:\ADDP Directory. (We want to start with an empty directory). To do this, from any DOS prompt, type: C: <ENTER> CD\ADDP <ENTER> ERASE *.* <ENTER> (3) Place the AddPhone Installation Disk in Drive A and from any DOS prompt, type: A: <ENTER> INSTALL <ENTER> Follow the instructions on the screen as the INSTALL program runs. (4) Now we load your data files. Place the Back-up diskette from step (1) above in Drive A. From any DOS prompt, type: 5 AddPhone - (C) 1992 Robert Ladew C: <ENTER> CD\ADDP <ENTER> COPY A:*.* <ENTER> (5) Run the ADDSETUP program and select the parameters which apply to your situation as described below. Be sure to use the <F2> key to exit the ADDSETUP program so that your setup choices are saved. Setup (1) Run the ADDSETUP program. From any DOS prompt, type: C: <ENTER> CD\ADDP <ENTER> ADDSETUP <ENTER> The AddPhone Setup Menu appears, showing default settings. See Appendix D, SCREEN 1. The "AddPhone Setup Menu" screen. (2) Use the <UP/DOWN> arrow keys to highlight the desired option, and then press <ENTER> to select it. Either another menu appears or the field is highlighted for you to type something in. Each menu Setup Option is explained below. NOTE: When running ADDSETUP, be sure to use the <F2> key to exit so that your entries are saved. ADDRESS/DATE FORMAT: Select Australia, Canada, International, United Kingdom, or United States postal and date formats. This selection will determine how the records are displayed and printed. FIELD SELECTION LIST: Press <ENTER> and the Field Selection List screen showing a listing of possible fields. Initially, a default selection of fields is shown. See Appendix D, SCREEN 2. The "Field Selection List" screen. Use the <TAB> and <SHIFT><TAB> keys to place the cursor in the Field Name column, the Yes/No column or the U/L (Uppercase/Lowercase) column. When the cursor is in the Field Name column, you can change the names of the data fields. Use the <UP/DOWN> arrow keys and the <ENTER> key to move the cursor up and down within the column. When the cursor is in the Yes/No column and you want to include the field in your AddPhone database, mark it "Yes", (type a "Y"), and to exclude it, mark it "No", (type an "N"). When the cursor is in the U/L column, mark it "U" and all subsequent data entry in that particular field will be in capital letters. Mark it "L" and all subsequent data entry in that particular field will be in Uppercase or Lowercase depending upon how you enter the data. 6 AddPhone - (C) 1992 Robert Ladew This might be a good time to see "Planning Your Data Base" further on in this Section for some guidelines on how to set up your data fields. Keep in mind that the date fields will be treated by the program as dates regardless of what you call them. Notice that some fields are mutually exclusive such as ZIP: and PCODE:. Also, notice that the first field which has the default name of SORT NAME: is required to be "Yes", i.e., you must always select this field. After you have made your field selections and customized your field names, as desired, press <F2> to see a sample of how your main data screen will look. DRIVE: Indicate the Drive where the main AddPhone support files, (all files other than Address Book data files), will reside. C: is the default. DIRECTORY PATH NAME: Enter the Path Name of the Directory where the main AddPhone support files will reside. \ADDP is the default. HOT KEY COMBINATION: The "hot keys" are two keys that, pressed in combination, activate the memory- resident part of AddPhone, ADDPOP. You have the capability to change the hot key combination in case the <ALT>D combination, (the default), has a different function in another application. SELECT MONITOR: Select Monochrome if you do not have a color monitor. Select Color and try the default colors. You can also change the colors if you wish. How to change colors is explained in Appendix A. SELECT YOUR PRINTER: A list of printers appears. Use the arrow keys to select your type of printer, and press <ENTER>. Identify the port to which your printer is connected, and press <F2>. Normally, your printer is connected to the parallel printer port known as LPT1. However, if you indicate one of the serial ports (COM1, COM2, etc.), you are prompted to enter the printer's baud rate (300, 1200, 2400, 4800, 9600, or 19200), parity (EVEN, ODD, or NONE), and the number of data bits (7 or 8). The defaults already in place will cover most printers. If you are not sure of these parameters, leave the defaults; if your printer does not work, check your printer manual for the correct values for your particular printer. If you do not see your printer on the list, try one that is similar, since many printers follow the same standard. Your printer manual will tell you if your printer "emulates" other printers. 7 AddPhone - (C) 1992 Robert Ladew BYPASS PRINTER CHECK: Initially, leave this option as "No". This option allows you to bypass the program's normal printer checking procedure. In rare instances, the program will not be able to "find" your printer and the message "** Unable to make proper connection with the printer **" will be displayed, even when the printer is connected properly. If this occurs, then type a "Y" for Yes. Be sure to use the <F2> key when you exit the ADDSETUP so that your entries are saved. ADD PRINTER TO TABLE: If you cannot get any of the printers on the table in the "SELECT YOUR PRINTER" option to work, then, as a last resort, you have this option. This is a complex process. (3) When you are satisfied with your entries, press <F2> to save your setup information. When you run the ADDSETUP and press <F2>, the following files are either created (if absent) or updated: a table of your field selections (ADDFIELD.TBL) and three other small files, (ADDSETUP.RCD, ADDPRTMD.RCD, and ADDPOPFL.RCD). These files must always be present in the Drive and Directory specified above before you can successfully run the ADDPHONE or ADDPOP programs. Changing Your AddPhone Setup After Installation You can change anything in your setup at any time after AddPhone is installed. (1) From the DOS prompt, change to the C:\ADDP (or whatever you named it) Drive and Directory. Do this by first typing: C: <ENTER> CD\ADDP <ENTER> ADDSETUP <ENTER> (2) Change any of the options on the AddPhone Setup Menu, as desired. If you wish to reset all the field names, Yes/No, and U/L selections back to the defaults, press <F9> from the FIELD SELECTION List Option. 8 AddPhone - (C) 1992 Robert Ladew Table 1. All Possible AddPhone Fields (Except Categories and Notes) Size of Field Default Field Name Type of Field (Positions) SORT NAME(1) Alphanumeric(2) 20 FIRST(1) Alphanumeric 15 INIT(1) Alphanumeric 1 TITLE(3) Alphanumeric 10 ADD'L NAME Alphanumeric 15 MAILING NAME Alphanumeric 35 COMPANY Alphanumeric 35 POSITION Alphanumeric 35 ADDR LINE 1 Alphanumeric 35 ADDR LINE 2 Alphanumeric 35 ADDR LINE 3 Alphanumeric 35 CITY Alphanumeric 20 DISTRICT(4) Alphanumeric 16 COUNTY(4) Alphanumeric 16 PROVINCE(4) Alphanumeric 16 STATE(4) Alphanumeric 16 PCODE(5) Alphanumeric 10 ZIP(5) Alphanumeric 10 COUNTRY Alphanumeric 20 H-PHONE(6) Alphanumeric (phone #) 18 B-PHONE(6) Alphanumeric (phone #) 18 EXT Alphanumeric 5 CAR(6) Alphanumeric (phone #) 18 MOBILE(6) Alphanumeric (phone #) 18 FAX(6) Alphanumeric (phone #) 18 TELEX(6) Alphanumeric (phone #) 18 BEEPER(6) Alphanumeric (phone #) 18 B'DAY 1(7) Date (with fixed slashes) 8 B'DAY 2(7) Date (with fixed slashes) 8 ANNVRSRY(7) Date (with fixed slashes) 8 Notes for Table 1: Note 1: SORT NAME, FIRST, and INIT fields are used as the primary key for the permanent index to the file, and, also, are used for printing the indexes to the Address Books when requested. They are also used in the ADDPOP memory-resident program for listing your records. Therefore, at least the first field, (SORT NAME), is a required field. Now, if SORT NAME doesn't make sense for your situation, then change field name, SORT NAME to LAST NAME (or some other field name that makes sense for your situation), and mark FIRST and INIT as "Yes" in the FIELD SELECTION LIST option of the ADDSETUP, process. This way, you can determine the main sequence of your Address Book data file depending on what you enter in the SORT NAME field when you enter you data. This field is the primary search field in any "Find" function, both by the main ADDPHONE program and the memory-resident ADDPOP 9 AddPhone - (C) 1992 Robert Ladew program. Note 2: In an alphanumeric field, you can enter letters, numbers, or special characters in any format. In practice, some fields will always contain letters (CITY, INIT, etc.) and some will always contain numbers, (ZIP, etc.). However, there is nothing in the program that prevents entry of any type data except in the date fields. The Month and Day portion of the date fields must be valid, if entered. Note 3: The TITLE field is intended for such titles as Mr., Ms., Dr., Rev., etc. if you care to use them. If TITLE is selected and used, the contents of the data field will print in front of what is in MAILING NAME. In this case, for instance, if "Mr. and Mrs." is the contents of the TITLE data field, and "John Smith" is the contents of the MAILING NAME data field, then it will print out on a label as "Mr. & Mrs. John Smith" provided you selected both of these data fields in the FIELD SELECTION LIST option of the ADDSETUP process and in setting up the Print Option for printing labels. Note 4: The DISTRICT, COUNTY, PROVINCE, and STATE fields are tied together, (mutually exclusive), so that you can only have one of the four selected at one time. Note 5: The PCODE and ZIP fields are tied together, (mutually exclusive), so that you can only have one of the two selected at one time. Note 6: The automatic dialing function works only if phone numbers are put in phone number fields. However, you can use phone number fields as general alphanumeric fields as long as you don't try to dial them with your modem. The <F8> key on the main data entry screen will toggle the phone number template off and on for the phone number format. On = (nnn) nnn-nnnn. Off = any series of 18 characters. Note 7: If the ADDRESS/DATE FORMAT option in the ADDSETUP process is selected as the United States, the date format is MM/DD/YY. For all other selections, the date format is DD/MM/YY. Planning Your Data Base Before you begin entering data into AddPhone, you should give some thought to exactly what fields you will need and what you will call them. You can always change your mind later, even after you have entered data. However, some field changes in the setup could affect the usefulness of the data already entered. For instance, if you decide to change "POSITION" to "SPECIALTY," you may have to go back and edit some of your records. 10 AddPhone - (C) 1992 Robert Ladew Some changes, however, could have more far-reaching and time- consuming consequences. For example, suppose you want to be able to print labels that include the person's name and company, as well as address, but you find that one line (field) for the company is not enough without resorting to creative abbreviations. You could create an additional line for company name by "borrowing" an extra address line you don't need and renaming the fields accordingly. See Appendix F, SCREENS 3 and 4, "Main Data Entry Screen" examples 1 & 2, to see the before and after results of this change. This improvement, made after you have entered numerous records, could require considerable editing of your records in order to put the data in the appropriately labeled fields. Keep in mind that the STATE, PROVINCE, COUNTY, or DISTRICT field, no matter what you call it, is linked to a table of standard abbreviations. If you need more text fields than provided, phone number fields can be called into service for any type of information. Except for the 5 position EXT field, phone number fields are 18 positions long. Keep in mind, however, that any phone number fields will appear on the phone number pop-up table for dialing. Table 2. AddPhone Files Table 2 lists the files included on the Installation Disk, and the purpose of each file. Also, additional files created on your hard disk during installation and after you use the various functions of AddPhone are described. With the exception of the Address Book data files (that is, the file(s) you will set up to contain your Address Book(s)), all other support files must be in the DRIVE and DIRECTORY PATH NAME options specified in the ADDSETUP process. The data (Address Book) files can be on any Drive and Directory, and each one can have its own Drive and Directory, which can be changed from the Address Book Selection Menu. (See Section 4, "Setting up Address Book Files"). If you want Address Book files to have different field selections, sets of Category Tables, etc., see "Address Book Files That Use Different Tables & Menus" in Appendix C. Most tables, (files with file names that end with *.TBL) and all Address Book data files (files with file names that end with *.DTD) and Address Book Notes files (files that end with *.NTE), have indexes so the information they contain will be kept in sequence to facilitate the "Find" functions. Certain 11 AddPhone - (C) 1992 Robert Ladew temporary files are created during listing and printing, but these files are automatically erased when they are no longer needed. Table 2. AddPhone Files Installation Disk: Contains the complete AddPhone system. ADDINSTL.EXE The installation program for the AddPhone system. ADDUNZIP.EXE A self extracting executable file which contains the main AddPhone system files in compressed form. See ADDUNZIP.EXE below for details. INSTALL.BAT A batch file which initiates the installation process. README A text documentation file which describes how to install the AddPhone system. Also, Also, any changes, errata, or other pertinent information which did make it into the manual, will be in this file. To print this file, type A:COPY README PRN from any DOS prompt. ADDUNZIP.EXE A file which contains the main AddPhone system files in compressed form. These files, which are listed below, will be decompressed, and placed in the Drive and Directory specified during the installation process. ADDSETUP.EXE The AddPhone Setup program. ADDSETUP.PIF A Program Information File for running ADDSETUP in a Microsoft Windows 3.x environment. ADDPOP.EXE A program for loading the memory-resident portion of AddPhone. ADDPOP.PIF A Program Information File for running ADDPOP in a Microsoft Windows 3.x environment. ADDPHONE.DOC The ASCII version of the AddPhone User's Guide. ADDPHONE.EXE The main AddPhone program. ADDPHONE.PIF A Program Information File for running ADDPHONE in a Microsoft Windows 3.x environment. ADDPHELP.DTA The AddPhone on-line help file. ADDPHELP.IDX Index to the AddPhone on-line help file. ADDPRNTR.TBL A Table of Printers and print control commands. ABBRVTNS.TBL A Table of up to 99 Abbreviations for states and provinces. (USA, Canada, Australia and 12 AddPhone - (C) 1992 Robert Ladew New Zealand). You can maintain (make changes to) this table. CATEGORY.TBL A Table of up to 250 Categories that you can maintain. EXPTOPTN.TBL A Table of up to 26 different Export Options that you can maintain. IMPTOPTN.TBL A Table of up to 26 different Import Options that you can maintain. LISTOPTN.TBL A Table of up to 26 different List Options that you can maintain. PRNTOPTN.TBL A Table of up to 26 different Print Options that you can maintain. PREFIXES.TBL A Table of up to 26 different telephone number Prefixes that you can maintain. (i.e., MCI access numbers). SUFFIXES.TBL A Table of up to 26 different telephone number Suffixes that you can maintain. (i.e., MCI account numbers). QADDR7.DTD An Address Book sample data file. QADDR7.NTE An Address Book sample notes file. QUICKREF.DOC An ASCII version of the AddPhone Quick Reference Guide. Additional File Created During Installation ADDSETUP.RCD A one record file containing user specified parameters and setup options. Additional Files Created or Updated During When ADDSETUP is Run: If the files do not initially exist, then they are created during this process. ADDSETUP.RCD A one record file containing user specified parameters and setup options. ADDPRTMD.RCD A small file containing user specified parameters about your printer and color choices. ADDFIELD.TBL A table of user selected field names and field options. ADDPOPFL.RCD A one record file containing user specified parameters and setup options special to the ADDPOP program. Additional Files Created or Updated During When ADDPHONE is Run: If the files do not initially exist, then they are created during this process. DIALOPTN.RCD A one record file of dialing parameters. ABBRVTNS.NDX An index to the Table of Abbreviations. CATEGORY.NDX An index to the Table of Categories. EXPTOPTN.NDX An index to the Table of Export Options. IMPTOPTN.NDX An index to the Table of Import Options. LISTOPTN.NDX An index to the Table of List Options. 13 AddPhone - (C) 1992 Robert Ladew PRNTOPTN.NDX An index to the Table of Print Options. PREFIXES.NDX An index to the Table of Prefixes. SUFFIXES.NDX An index to the Table of Suffixes. *.DTD Address Book data files. *.DX1 Indexes file 1 to Address Book data files. (Based on an internally generated number) *.DX2 Indexes file 2 to Address Book data files. (Based on the first, and, if present, the second and third data fields). *.NTE Address Book notes files. *.NTX Indexes to the Address Book notes files. (Based on an internally generated number in the corresponding data file (see *.DX1 above) and a note line sequence number) 14 AddPhone - (C) 1992 Robert Ladew Section 3 Getting Started Starting AddPhone From any DOS prompt, type: C: <ENTER> CD\ADDP <ENTER> ADDPHONE <ENTER> Note for Microsoft Windows 3.x users: To start AddPhone, activate the Microsoft Windows File Manager, select the "C" Drive, select the \ADDP directory and then, select the ADDPHONE.PIF file. There will be a slight delay as AddPhone reads in the files with your specific configuration (initializes files). Then the Address Book Selection Menu appears. See Appendix D, SCREEN 5, "Address Book Selection Menu" screen. To set up your Address Book files and begin adding records, go to Section 4. Creating a Batch AddPhone Start Up File You can create a batch file which will start up your AddPhone application no matter which Directory you may be in. See your DOS Manual for more information on how to create batch files. To make a batch file to start up AddPhone, do the following: (1) Make sure that the Path Statement in your AUTOEXEC.BAT file in the Root Directory of Drive C has at least the following Path in it: PATH C:\ (2) If it was necessary to modify the Path Statement in the AUTOEXEC.BAT file then run AUTOEXEC.BAT by, typing; C: <ENTER> CD\ <ENTER> AUTOEXEC <ENTER> (3) Create a batch file named xx.BAT, (the xx could be any name (up to 8 characters), you wanted to call it, i.e., A3, ADDR, NAMELIST, etc.), in the Root Directory in Drive C with the following statements in it: 15 AddPhone - (C) 1992 Robert Ladew C: CD\ADDP ADDPHONE Now from any Directory in Drive C, just type A3 <ENTER> (or whatever you named the AddPhone batch xx startup file) and the AddPhone application will be started. If you are in a Drive other than C, then type C:A3 <ENTER> to start the application. Exiting the Program and Backing Up Your Data Important! Do not turn off or reboot your computer while still in the program. You could lose data if AddPhone is not exited as described below. When you exit AddPhone, you are given the opportunity to automatically back up all of your data files, (file names ending with *.DTD and *.NTE), tables files, (file names ending with *.TBL), and other user option files (file names ending with *.RCD). It is a good idea to keep your backup files on floppy disks rather than the hard disk. This way, if anything should happen to your hard disk, your backup files will be safe. We recommend using a three diskette backup cycle. One diskette (or set of diskettes - your backed up files may require more than one diskette), will contain the latest backup files, one will contain the previous backup files and one will contain the oldest backup files. Each time you back up your data, you will use the oldest, overwriting them with the newest. WARNING! Be aware that all pre-existing files on the diskette or in the Drive and Directory designated as the backup location will be erased prior to doing the backup. This is done so that your backup will contain only the AddPhone files that will be needed in the event that restoring from your backup is necessary. (1) To exit AddPhone, unless otherwise specified by prompts at the bottom of the screen, press the <ESC> key from anywhere in the system to return to the previous screen. By pressing the <ESC> key as many times as necessary, you will soon be returned to the Address Book Selection Menu. Press the <ESC> key once more to exit the program. To prevent exiting the system unintentionally, a prompt appears so you can verify (Y or N) that you wish to exit. (2) Press N to return to the Address Book Selection Menu, or Y to exit. Next, you will see the prompt, "Back up data files? (Y or N):". 16 AddPhone - (C) 1992 Robert Ladew (3) If you select "No" (by entering N), you are immediately exited to the DOS prompt. If you select "Yes", you are prompted "Location of Backup data files?:". (4) Enter the Backup Drive and, if applicable, Backup Directory Path Name where your backup files will be copied. Thus, to save your backups on a floppy diskette or, if needed, more than one diskette, insert a formatted floppy disk, and type in the Drive designation (A: or B:) at the prompt. If all of your files to be backed up will not fit on one diskette, you will be prompted to insert a second disk, a third, etc., as required. There will be a slight delay as AddPhone copies all of your table and data files to the location you specified. If AddPhone backup files already exist at the location specified, you are asked whether you wish to overwrite them (Y or N). If you do not want them overwritten, answer "N", and you will be returned to the "Back up data files?" prompt where you can type in a different location for the backups or else insert a different floppy disk. The backup disk must already be formatted, and if you specify a Directory on you hard disk for storage of your backup files, the Directory must already be created. NOTE: The files using DOS file names that you may have created using selection 8 of the Address Book Name Update Screen will be included in the backed up files as long as they are in the same Drive and Directory specified in the DRIVE and DIRECTORY PATH NAME options in the ADDSETUP process. Restoring Files from Backup Copies If you ever need to restore one or more of your AddPhone files from your backups, first, erase the corresponding file(s) from the AddPhone location using the ERASE command, and then, copy the needed file(s) from your backup location to the AddPhone directory using the DOS COPY command. For example, suppose your backup data files were on a floppy disk in Drive A and you needed to restore all of your backup files to the AddPhone system. From the DOS prompt, type: C: <ENTER> CD\ADDP <ENTER> ERASE *.RCD <ENTER> ERASE *.TBL <ENTER> ERASE *.DTD <ENTER> ERASE *.DX* <ENTER> ERASE *.NTE <ENTER> ERASE *.NTX <ENTER> 17 AddPhone - (C) 1992 Robert Ladew COPY A:*.* <ENTER> Another example: suppose that your backup data files were in a Directory on your D Drive named \ADDPBKUP and you needed to restore Address Book 1. From the DOS prompt, type: ERASE C:\ADDP\QADDR1.* <ENTER> COPY D:\ADDPBKUP\QADDR1.* C:\ADDP <ENTER> Loading and Unloading ADDPOP NOTE: If you have just installed the AddPhone system, you must run ADDSETUP and ADDPHONE, as described respectively, at least once before loading ADDPOP. Before ADDPOP, the memory-resident portion of AddPhone, will work, it must be loaded into your computer's memory. Load ADDPOP from the Drive and Directory specified when ADDSETUP process was run. For example, if you used the default Drive C and \ADDP Directory, then you would type: C: <ENTER> CD\ADDP <ENTER> ADDPOP <ENTER> This loads the memory-resident portion of AddPhone, so that you will be able to access your Address Book information while you are working in other applications. When ADDPOP is loaded correctly , you may see the message "Using EMS for swap" or "Using XMS for swap". If your computer has EMS (Expanded Memory Specification) or XMS (eXtended Memory Specification), and it is active, ADDPOP will use EMS or XMS memory for swapping secondary storage. Using EMS and XMS is much faster than using the disk. Otherwise, ADDPOP will use the disk that has ADDPOP.EXE program on it for swapping secondary storage. If the disk is used, you will see a "Swapping in" message when the Hot Key combination is used to activate ADDPOP and a "Swapping out" message when ADDPOP is deactivated. If you get an error message, it will usually be because the ADDPOP program needs a file it cannot find. If this is the case, make sure you have run the ADDSETUP program and have specified the correct Drive and Directory. Then run ADDPHONE and within ADDPHONE access the Address Book file that may be missing a index or whatever. This action will usually create any of the files that ADDPOP needs. ADDPOP should always be loaded from the Drive and Directory specified in the ADDSETUP process. To remove (unload) the memory-resident portion of AddPhone from your computer's memory, from any DOS prompt, type: 18 AddPhone - (C) 1992 Robert Ladew C: <ENTER> CD\ADDP <ENTER> ADDPOP/U <ENTER> If you are running other memory-resident programs simultaneously with ADDPOP, load ADDPOP last, if possible. Activating ADDPOP WARNING: ADDPOP only has the ability to swap out screens that are in "text" mode. If you are in an application which uses "graphics" mode, ADDPOP will not be able to swap out the screens correctly. WARNING: If you are using Microsoft Windows 3.x(TM) do not use the above method of loading and unloading ADDPOP. Instead, use the method described in the Microsoft Windows User's Guide for memory-resident programs. Do not use the AddPhone hot keys except as proscribed in the Microsoft Windows User's Guide. Once ADDPOP is loaded into memory, (is memory-resident), you can be using any other application (word processor, spreadsheet, data base, etc.) and, without leaving that application, can access your Address Book information. Just press the hot keys (the default is <ALT>D - press the <ALT> key and the D (or d) key simultaneously) to pop up an AddPhone window over your current application. Press the <ESC> key as many times as required to return to your original application. See Section 11 for details describing how to use ADDPOP. Placing ADDPOP in Your AUTOEXEC.BAT File WARNING: If you are using Microsoft Windows 3.x(TM) use the method described in the Windows User's Guide for memory- resident programs. If you are not running Windows, and you want ADDPOP loaded into your computer's memory automatically every time you turn on the computer, you can use a text editor to modify your AUTOEXEC.BAT file to accomplish this. Insert the following lines at the end of your AUTOEXEC.BAT file: C: CD\ADDP ADDPOP CD\ If your AUTOEXEC.BAT file contains commands to load other 19 AddPhone - (C) 1992 Robert Ladew memory-resident programs, put the ADDPOP commands last, if possible. If you do not understand how to modify batch files, such as the AUTOEXEC.BAT file, your DOS manual describes the process. Moving Around and Using Special Keys In most cases, the message line at the bottom of the screen will tell what action to take next or what your choices are. Table 3 lists the general guidelines for navigating the screens and the AddPhone system. Table 3. Function of Keys in AddPhone KEY FUNCTION ENTER (or RETURN) Moves cursor to the beginning of the next field. Where indicated, initiates a process. TAB On some multi-column data entry screens, moves cursor to the next column. On menu screens, moves cursor to the next option. Otherwise, moves cursor to the next field. SHIFT-TAB On some multi-column data entry screens, moves cursor to the previous column. On menu screens, moves cursor to the previous option. Otherwise, moves cursor to the previous field. UP/DOWN ARROWS On menus, lists, and data entry screens, moves cursor to the next (down arrow) and previous (up arrow) option, list item, or field. LEFT/RIGHT ARROWS On data entry screens, moves cursor within field. On some menus, operate the same as up/down arrows. DELETE In data entry fields, deletes one character at a time above the cursor and shifts the remaining characters one position to the left. INSERT In data entry fields, inserts one space at a time at the cursor and shifts the remaining characters one position to the right. (Default edit mode is "overwrite"). 20 AddPhone - (C) 1992 Robert Ladew HOME Moves cursor to beginning of current line, or to the beginning of a list. END Moves cursor to end of current line, or to the end of a list. PgDn Scrolls (down) through a list or a detail record one screen-full at a time. PgUp Scrolls (up) through a list or detail record one screen-full at a time. ESC Returns to the previous screen without saving new data, unless otherwise indicated. Used to exit the program. F1 Displays a relevant help screen. F2 Initiates a process or save new data. F3 Where available, pops up the Abbreviations Table. From pop-up phone number table (accessed from data record by <F7>), pops up the phone number dialing prefix Table. In ADDPOP, while in list, brings up a "Find" box. F4 Where available, pops up the Categories Table. May have other functions, as designated in the MESSAGE area. F5 Where available, pops up notes associated with the current record. May have other functions, as designated in the MESSAGE area. F6 In Add mode, automatically repeats the data that was entered in the data field from the previous record to the corresponding field in the current record, (as for entering several records having the same company and address information). In "Find" modes, presents blank data screen for entering field-specific search criteria. Allows editing of pop-up tables, as well as List Options, Print Options, Import 21 AddPhone - (C) 1992 Robert Ladew Options, Export Options, Telephone Number Prefixes, Telephone Number Suffixes menus. F7 From the main data entry screen, pops up a table showing all phone number fields for dialing or for maintenance of Frequently Called Number flag (Yes or No) and dialing Prefixes and Suffixes. From Notes screen, deletes a line of notes and moves lines below up one line. From maintenance screens for the List Options, Print Options, Import Options, Export Options, Telephone Number Prefixes, and Telephone Number Suffixes menus, deletes a line and moves all items below up one line. F8 From Notes screen, inserts a blank line of notes and moves all lines below down one line. From maintenance screens for the List Options, Print Options, Import Options, Export Options, Telephone Number Prefixes, and Telephone Number Suffixes menus, and all tables, inserts a blank line and moves all items below down one line. F9 When indicated, prints a facsimile of the current data record on 8-1/2 x 11-inch computer paper. F10 Saves current entries and then saves files indexes to disk. Practicing with the Sample Directory On the Address Book Selection Menu, you will see a Sample Directory as Option 7. The password to the Sample Directory is "SAMPLE". You can use this Address Book to become familiar with the features of the program. After you become familiar with the program, you may want to delete this file and use its options number on the Address Book Selection Menu for one of your own directories. From any DOS prompt, use the following commands to delete the Sample Directory from your disk. C: <ENTER> CD\ADDP <ENTER> ERASE QADDR7.* <ENTER> 22 AddPhone - (C) 1992 Robert Ladew Section 4 Creating Your Address Book & Setting up Address Book Files When you type ADDPHONE from the C:\ADDP> DOS prompt, as described in Section 3, "Getting Started", the Address Book Selection Menu appears. See Appendix D, SCREEN 5, the "Address Book Selection Menu" screen. The Address Book Selection Menu allows you to set up eight different Address Book files for easy, one-keystroke selection. (If you need more than seven, see the section "Using File Name 8 for Extra Files".) Following the steps below, you will create your own personalized file menu. You can create a new Address Book file or rename a previous one at any time. NOTE: You may wish to select the Sample Directory initially just to try out the features of AddPhone before you create your own Address Book. The password to the Sample Directory is "SAMPLE". To select an Address Book from the menu, highlight it using the <UP/DOWN> arrow keys and press <ENTER>, or, type its option number. Go to Sections 5 and the following to learn about AddPhone's features while you experiment with the Sample Directory. (1) Press <F6> to access the Address Book Name Update Screen. See Appendix D, SCREEN 6, the "Address Book Name Update Screen". (2) Create your unique menu of Address Book names by typing over the characters in the Address Book Name column. For example, type over the letters "Not Used" the new Address Book name "Clients" (or any name you wish). The Address Book Names can be anything you wish up to 18 characters except that the first character cannot be the numbers 1-8. After typing in the name, press <ENTER>. Press <ENTER> again to go to the Directory Path Name column. Indicate a Drive and Path Name for the Address Book, for instance C:\ADDP. The default Path is the Drive and Directory in which your AddPhone program files were installed. However, you can use any Drive and Directory/Sub Directory already in existence on your computer. Or, you can designate a floppy Drive for any Address Book, as you might do, for example, if you wish to keep your data secure under lock and key. Notice that Option 7 is used for the Sample Directory. You may erase the Address Book files associated with the Sample Directory using the DOS ERASE command. For example, if your Option 7 Address Book files are in the default Drive and Directory of C:\ADDP, then from the DOS prompt, type: 23 AddPhone - (C) 1992 Robert Ladew C: <ENTER> CD\ADDP <ENTER> ERASE QADDR7.* <ENTER> Now you can use the Option 7 slot for one of your Address Books. The File Name column cannot be edited. It shows the DOS filename that is assigned to the primary data file of each Address Book you create, regardless of the Address Book Name you give it. (3) Press <F2> to save your entries and return to the Address Book Selection Menu. (4) Now, from the Address Book Selection Menu, select the Address Book you want (highlight and press <ENTER>), or, just type the Address Book number, (1-8). When you have made your selection and the following message appears at the bottom of the screen, "The Address Book Name you have chosen does not exist or the specified Directory Path Name is incorrect.", it may indeed not exist because you are intending to create a new Address Book. In this case press <F2>. This will create a new empty Address Book ready for entries. If you have previously created this Address Book and get the message, "The Address Book Name you have chosen does not exist or the specified Directory Path Name is incorrect.", see "If Program Does Not Find an Existing File" later in this section. The password box appears. After you have entered the correct password, the Task Option List appears. To begin adding records, see Section 5., "Adding Records". To display or make changes to records, see Section 6, "Displaying and Modifying Your Records". Using File Name 8 for Extra Files If you need more than seven different Address Books, use the Option 8 line as many times as needed to create and then retrieve additional files. You must, however, use only legal DOS file names for Option 8. The file name must be no longer than 8 characters, with an extension of .DTD -- for example, PRIVATE.DTD. Be sure each 8-character file name is different from any other, as you could inadvertently overlay an existing file and lose data.. Indicate the desired Drive and Directory Path Name. The Address Book Name will be automatically copied into the File Name column. To select the desired file if it does not currently appear on 24 AddPhone - (C) 1992 Robert Ladew the Address Book Selection Menu, first use the Address Book Name Update Screen to enter the desired Address Book Name and Path for Option 8. Then press <F2> to save and exit back to the Address Book Selection menu. Now, from the Address Book Selection menu, select Option 8 to retrieve the file. Using the Option 8, the number of Address Book files you can have is limited only by your disk space (or number of diskettes!). If Program Does Not Find an Existing File If, you have previously created the Address Book you are selecting, and get the message: "The Address Book Name you have chosen does not exist or the specified Directory Path Name is incorrect." the problem is that AddPhone cannot find the file in the location indicated on the Address Book Name Update Screen. If you are using a floppy Drive for the file, you may have inserted the wrong floppy disk. If the file should be on the hard disk, press <F6> to return to the Address Book Name Update Screen and check the Directory Path Name associated with the missing file. If your Path Name seems OK, exit AddPhone and check you DOS directories for the "misplaced" QADDRn.DTD file. If you find that the file is missing or damaged, you can restore from your backup. (You did make a backup, didn't you?) Passwords NOTE: The password to the Sample Directory (Selection 7 on the Address Book Selection Menu) is "SAMPLE". When creating an Address Book, it will be necessary to enter a password which will be used in the future to gain access to the file. Each Address Book can have its own unique password. Creating a Password A box will automatically be provided for creating a password when a new Address Book is created. A password can be any group of characters from 0-8 characters in length. Uppercase and lowercase are significant. To gain access to an existing file, the exact password, using uppercase and lowercase must be entered. 25 AddPhone - (C) 1992 Robert Ladew NOTE: If you do not wish to use passwords, simply press <ENTER> when you are asked to create a password for a new Address Book or asked to create a new password for an existing Address Book. This, in effect, creates a password of all spaces. The program will not put up the "Enter Password" box when the password is all spaces. Changing a Password A password can be changed by using the "New Password" function in the "Special Functions" menu of the ADDPHONE program. To change a password: (1) Select S(pecial) from the Task Option List menu. (2) Select N(ew Password) from the Special Functions menu. (3) Select the Address Book from the list of Address Book Names. If an Address Book Name is selected other than the one you are currently using, a box will be provided for entering the current password. Next, a box will be provided for entering the "New" password. (4) Enter a new password and press <ENTER>. See NOTE above if you do not wish to use passwords. Cannot Remember Your Password! You forgot your password and cannot get into your file. Call the technical support number listed earlier in this manual. 26 AddPhone - (C) 1992 Robert Ladew Section 5 Adding Records After you have selected your Address Book from the Address Book Selection Menu, and, have entered the correct password, the Task Option List appears, instructing you to select the desired task. (1) Select A(DD). (Highlight the option and press <ENTER> or press the first letter of the option, A). The blank "form", (the main data entry screen), either with the default fields selected, or, with the fields as modified by you during the FIELD SELECTION LIST option of the ADDSETUP process appears. See Appendix D, SCREEN 7, the "Main Data Entry Screen", Add mode. (2) Fill in the fields, as desired. Press <ENTER> to move to the next field. The first field, (LAST NAME in the above example), is a required field. It has to have something in it before you can proceed. This is because this field is an essential part of the primary key for "Find" operations later on. The Month and Day of the date field are checked for validity, i.e., a day of 32 or a month of 13 is not allowed. The edit mode is "overwrite". Therefore, if you want to insert characters, you must first make blank spaces using the <INS> key. The <DEL> key deletes characters above the cursor and moves the rest of the field to the left. The <BACKSPACE> key erases characters to the left of the cursor, leaving blank spaces. (3) Press <F2> to save data. Important! You must press <F2> before exiting the data record. If you press <ESC> without first pressing <F2>, your data will NOT be saved. (4) Select the desired option (A(DD), C(HANGE), E(RASE), etc.) from the Task Option List, which is now at the top of the record screen. To return to the previous screen, press <ESC>. Whenever an option such as A(DD), C(HANGE), F(IND), etc. is completed, the MESSAGE near the bottom of the screen will say "Record Displayed. Select Option., etc.". The options are at the top of the screen and are selected by either highlighting the desired option and pressing <ENTER> or simply entering the first letter of the option, i.e., A for Add. Important! Always look in the MESSAGE area near the bottom 27 AddPhone - (C) 1992 Robert Ladew of the screen for the status of things and/or what to do next and/or what options are available. Entering Postal Abbreviations If you cannot remember the standard postal abbreviation for a state (province, district, or county), AddPhone has a pop-up table (which you can edit) to help you. (1) From anywhere on the screen, (except when in Entering Categories Mode), press <F3> to pop up the abbreviations Table. The table initially shows all 50 of the United States, most US territories, all Canadian provinces, all Australian states, and all New Zealand provinces. However, you can edit the table adding, deleting, and changing entries as needed. The table has a maximum capacity of 99 entries. (2) To select an entry, scroll up and down to find and highlight it, or type its abbreviation, and press <ENTER>. The selected abbreviation is automatically transferred to the STATE (or PROVINCE, DISTRICT, or COUNTY) data field. To edit the Abbreviations Table, see the section below, "Editing Tables". Entering Categories NOTE: You must be in "Enter Data", (Add) mode or "Change Data" (Change) mode, before you can update a record with category(s). You can tell if you are in one of these modes by looking in the MESSAGE area near the bottom of the screen. If you are in "Record Displayed" mode, you can view the categories but not update them. (1) From any point on the data entry screen, access the CATEGORY fields, (up to 10), by pressing <F4>. Move the cursor to the category field you want to use by pressing <ENTER> as many times as necessary. (2) Now, access the pop-up Categories Table by pressing <F4> again. One Categories Table is used for all files in your AddPhone system (unless you have set up different directories, as explained in Appendix C, "Address Book Files That Use Different Tables & Menus"). Therefore, the Categories Table you see initially is the one created to go with the Sample Directory. You will undoubtedly want to delete these and start over with your own categories. The Categories Table has a capacity of 250 entries. See the heading, "Editing Tables", later in this section.. (3) To enter a category in the current record, highlight the 28 AddPhone - (C) 1992 Robert Ladew category or type its code, then press <ENTER>. The category code is transferred to the category field from which you accessed the table. (Be sure you are in the category field you want to use before you access the Categories Table; otherwise, you may inadvertently replace a category unintentionally). If you already know the category code you want, you can just type it in a category field without accessing the table. (4) Press <ENTER> to "register" the category code in the category data field in the record and repeat (2) through (4) if you have more category codes to enter. (5) When you are through with entering categories, press <ESC> to return to the last field selected on the main data entry screen before you accessed the category fields. Entering Phone Numbers and Dialing Information It is important to enter the area code in parentheses, such as (818) 555-8540. For automatic dialing, AddPhone considers any characters inside parentheses to be an area code and "knows" not to dial it if it is the same as the one you entered as your own in the dialing setup. (See Section 8, "Setting Up the Dial Options"). The AddPhone main data entry screen defaults to a phone num- ber template of (nnn) nnn-nnnn initially. The <F8> key will toggle this template off and on. If you have an internation- al number, or any number not conforming to the template of (nnn) nnn-nnnn, then toggle the template off with the <F8> key and then enter the telephone number in any format. After you have entered phone number(s) for a record, you can also enter additional dialing information to make dialing via your modem totally automatic. NOTE: You must be in "Enter Data", A(dd), mode, or "Change Data" C(hange) mode, before you can update a record with changes. You can tell if you are in one of these modes by looking in the MESSAGE area near the bottom of the screen. If you are in "Record Displayed" mode, you can view the data but not update it. For each number, you can specify any applicable prefixes from a Telephone Number Prefixes Table, which you can also edit. Prefixes are numbers to be dialed before a phone number, such as "9" to get an "outside line", "1" to precede an area code different from your own, or "011" to obtain an overseas connection, etc. A prefix might also include a long distance service access number such as MCI access numbers. A prefix 29 AddPhone - (C) 1992 Robert Ladew can also have special modem codes, such as a "W" for wait (usually for a dial tone). For example, if a number requires that you dial a 9 to get an outside line, wait for a dial tone, then a 1 for a long distance call, then the area code and number, you could specify the prefix as "9W1". See your Modem User's Guide for details. A suffix is a number or code to be dialed at the end of a phone number. For example, overseas calls go through faster if you enter a # sign after dialing the number, signaling the phone number is complete. Some long distance services, such as MCI, require an ID or account code to be dialed after the number. You can also flag phone numbers as frequently called numbers (FCN). You can then print telephone lists which only include those which are flagged as FCN's. (1) To access a pop-up window with phone number information for the current record, press <F7>. See Appendix D, SCREEN 8, the "Phone Information Pop-Up Screen". (2) Highlight the phone number of interest using the <UP/DOWN> arrow keys. (a) To flag (or unflag) as an FCN, press the <TAB> key to highlight the FCN column. Type a Y or N, as desired. (b) To enter a prefix for the highlighted phone number, press the <TAB> key to highlight the PFX column, and then, access the Telephone Number Prefixes Table by pressing <F3>. See Appendix D, SCREEN 9, the "Prefixes Pop-Up Screen". Use the <UP/DOWN> arrow keys to highlight the desired prefix, or, just enter the prefix code, then, press <ENTER>. The prefix code on the table is transferred to the PFX field for that phone number. Press <F2> to save the entry. (c) To enter a suffix for the highlighted phone number, press the <TAB> key to highlight the SFX column, and then, access the Suffixes Table by pressing <F4>. See Appendix D, SCREEN 10, the "Suffixes Pop-Up Screen". Use the <UP/DOWN> arrow keys to highlight the desired suffix, or, just enter the suffix code, then, press <ENTER>. The suffix code on the table is transferred to the SFX field for that phone number. Press <F2> to save the entry. Editing Tables 30 AddPhone - (C) 1992 Robert Ladew The same procedure applies for editing any table in AddPhone, whether it is the Abbreviations Table, the Categories Table, or the Prefix and Suffix Tables for phone numbers. Once you have any table displayed, press <F6> to access the table maintenance screen for that table. The table item code in the first column is called the "key". The key determines how the items in the table will sort when the table is displayed. You can edit any of the existing table entries, delete them, change them, and/or add new ones. Keep in mind however, that if you change or delete a table entry, any entries in the data records associated with that table entry will remain in the data record unaffected. For the Telephone Number Prefixes and Suffixes Tables: - Up to 26 table entries - 1 character is allowed for the key code (A - Z is suggested) - Up to 20 characters are allowed per item (for both Prefixes and Suffixes) For the Categories Table: - Up to 250 table entries - 1 or 2 characters are allowed for the category code (Something meaningful is suggested, i.e., AT for Attorneys, etc.) - Up to 35 characters are allowed per item For the Abbreviations Table: - Up to 99 table entries - 2 or 3 characters are allowed for the abbreviation code (Should be a valid abbreviation, i.e., ME for Maine, NSW for New South Wales, etc.) - Up to 28 characters are allowed per item Keep in mind that the keys will display in alphabetical (or numerical, if you use numbers) order in a table, no matter how they are entered. For instance, you can add new items at the bottom of the table, rather than trying to insert them in the appropriate places in the table. To delete an item, press <F7>. The entire line is deleted and the lines below move up. To add an item between two existing lines, press <F8>. A blank for the new line appears and the lines below move down. When you are satisfied with your table entries, press <F2> to save and return to the pop-up selection table, which now 31 AddPhone - (C) 1992 Robert Ladew displays your changes in the correct sequence. You can go back and edit the table anytime. You can also edit the Prefixes and Suffixes Tables from the Dial Setup menu, and, the Abbreviations and Categories Tables from the Special Functions menu without first accessing a record. Entering Repeating Information in Multiple Records If you are entering several records in a row that have the same information in one or more fields, the <F6> key will save you time. When you are entering (or modifying) records, the program "remembers" every value entered in every field of the previous record. Therefore, if you are entering several records for associates of a single firm, for example, when you come to the fields for company, address, city, state, zip, and maybe even business phone number, you can just press <F6> instead of retyping the information. Entering Notes From anywhere on the data screen, press <F5> to get the Notes screen. This screen provides space for about 1000 characters. The Notes screen provides automatic line wrap at the end of each line. If the last word you are entering on a line will not fit, the entire word wraps to the next line, etc. The edit mode is "overwrite". Therefore, if you want to insert characters, you must first make blank spaces using the <INS> key. The <DEL> key deletes characters above the cursor and moves the rest of the line to the left. The <BACKSPACE> key erases characters to the left of the cursor, leaving blank spaces. Move back and forth between columns using the <TAB> and <SHIFT><TAB> keys. To move up and down the lines of notes, use the <UP/DOWN> arrow keys. To move back and forth across a line, use the <LEFT/RIGHT> arrow keys. To delete a whole line, put the cursor anywhere on the line, and press <F7>. The lines below (wrapping from the first to the second column) move up to fill in the space. To insert a line, put the cursor at the beginning of the line to be below the new line, and press <F8>. The rest of the lines move down to make room. To leave a blank line for formatting purposes, you must enter at least one character on the line (such as an unobtrusive period or one or more hyphens). Press <F2> to save your notes data and return to the data entry screen. 32 AddPhone - (C) 1992 Robert Ladew Notice on the data entry screen the "Notes:" (Yes or No) status at the lower right-hand corner. Press <F2> again if you need to save data entered on the main data entry screen. Print a Single Record In addition to the numerous customized reports you can print, (see Section 7), you can print a single Record, including Categories and Notes, on plain 8-1/2 x 11-inch computer paper. The record you wish to print must be currently displayed. Press <F9> and the record will print. Saving Your Data When you properly exit AddPhone, or exit from one Address Book data file to work on another one, your data files and the associated indexes to your data files are saved on disk. In addition, you can press the <F10> key at anytime and the Address Book you are working on and its associated indexes will be saved on disk. As you are working with your file, adding and modifying records and tables, you are repeatedly pressing the <F2> key to save your entries. These "saves" are stored in the computer's memory and depending on your computer configuration, are written to disk at periodic intervals. If AddPhone is not exited properly, for any reason, such as a loss of power, and the computer turns off right in the middle of an AddPhone process, you could lose some of the data that has not been written out to disk yet. Pressing the <F10> key at various intervals of your choice, however, will write all of the data "saves" up to that point out to your disk. This guarantees that none of the data entered up to that time will be lost, even if there is a power failure. If, for any reason, the AddPhone application is not properly exited, i.e., loss of power, or the computer was shut off or rebooted while AddPhone was still running, use the "Build New Indexes" function in the Special Functions menu to insure file integrity in the file that was being used when AddPhone was not properly exited. 33 AddPhone - (C) 1992 Robert Ladew Section 6 Displaying and Modifying Your Records Listing Your Address Book Records AddPhone provides several pre-defined list formats for displaying your Address Book information. AddPhone also gives you the option of defining your own lists. This section describes how to display your records using the provided pre-defined List Options. The next section describes how to create your own customized lists. (1) From the Task Option List, select the L(IST) Option. The List Options menu appears. See Appendix D, SCREEN 11, the "List Options" screen. The pre-defined List Options are: NOTE: The field names described below are the default field names. You could have selected (or de-selected) certain fields and changed the field names in the FIELD SELECTION LIST option of the ADDSETUP process. A. Name List (Default) Shows all records by SORT NAME, FIRST, and COMPANY, sorted by SORT NAME. B. Company List Shows all records by COMPANY, FIRST and SORT NAME, sorted by COMPANY. C. Phone Number List Shows all records by SORT NAME, FIRST, H-PHONE, B- PHONE, and EXT., sorted by SORT NAME. D. Birthday List Shows all records by FIRST, LAST NAME, B'DAY 1, B'DAY 2, and ANNVRSRY, sorted by B'DAY 1. NOTE: These pre-defined lists were set up to be representative of various lists you can have, both to use and serve as a guide for setting up your own customized lists to meet your particular needs. (2) Select the desired list, either by highlighting it or typing its letter, and then press <ENTER>. There is a little wait, usually just a few seconds, depending on the size of your file and the speed of your computer, while AddPhone rearranges the data into the list specified by the parameters of the List Option selected. See Appendix D, SCREEN 12, the "List" screen (with the "Find Box"). 34 AddPhone - (C) 1992 Robert Ladew After the list appears, you can press "F" to bring up a "find" box. Use the "find" box to enter a key, or a partial key. The field name(s) which make up an item (row) in your list also make up the key. The field name in the "find" box is the major key field. (The priority of the fields that make up the list key is the sorted sequence of the list. This sequence is specified when a customized list is created. See "Customizing a List", step 7, further on in this section for more details). Enter all or only the first part of the key which is asked for in the message near the bottom of the screen (and also specified in the "find" box). Press <ENTER> when ready. The list will immediately scroll to the record nearest to the key that was entered. You can move up and down the list, one line at a time, by using the <UP/DOWN> arrow keys, or a screen full at a time by using the <PgUp> and <PgDn> keys. The <END> key takes you directly to the end of the list, while <HOME> takes you directly to the beginning of the list. The first column is labelled "A" for A(ction). You can use this field to select records for various actions, specifically, C to change data in the record, D to display the record, or E to erase the record from the file. (3) Select a record, enter a C (Change), a D (Display, or Dial), or an E (Erase) in the "A" column. You can select any number of records in this manner, i.e., you can select several records to change at a time (entering C's in the Action column of the corresponding records). When your selection(s) are made, press <F2>. The first record selected is presented on the main data entry screen and is in the mode of the "Action" selected, i.e., if the Action is C (Change), the record is presented in the "Change Data" mode, etc. After the action is performed, i.e., Change, Display, Dial, or Erase), press <ESC> and you will be returned to the List Screen. The List Screen entry is updated if applicable and the "Action" column for that record is now blank. This cycle can be repeated until there are no more records selected for action on your list. Customizing a List There are only 4 pre-defined List Options initially. AddPhone allows you to create up to 26 customized List Options easily and accessible from the List Options menu. You can specify what fields you want to display, the length of the fields, and what order they will appear across the screen. You can specify the sort priority of the fields, and whether they sort in ascending or descending order. You can 35 AddPhone - (C) 1992 Robert Ladew also limit the number of records included in a list by defining the field values to be included. This may sound complicated, but an example may clear it all up. You have a data file (Address Book) of your 1000 employees. You want to organize a car pool from an outlying town (Remoteville) to work. You want the names, phone number and extensions of the employees who live in Remoteville so you can call them to see if they are interested in participating in the car pool. Here are the steps for creating the customized list: (1) From the Task Option List screen, select L(IST). The List Options menu appears. (2) Press <F6> to access the List Options Maintenance mode. (3) The List Options Maintenance screen looks very similar to the List Options screen. See Appendix D, SCREEN 13, the "List Options Maintenance" screen. It allows you to either modify an existing List Option name or to add a new List Option name. In this example, we are going to add a new List Option name of "Remoteville Car Pool". Using the <DOWN> arrow key, position the cursor to the first available (blank) line. Type in "E", then "Remoteville Car Pool" <ENTER>. (4) Press <F2> to save the new List Option name and continue with defining the new List Option. The screen that now appears is for selecting the fields to include on the new list. See Appendix D, SCREEN 14, the "List Field Selection Screen". A list of available fields appear in the left box. (Available fields will be those fields that were selected during the FIELD SELECTION LIST option in the ADDSETUP process). (5) Select the desired fields by entering "Y" beside the desired field or "unselect" them by entering "N". Use the <UP/DOWN> arrow keys or <PgUp/PgDn> keys to highlight highlight the desired field. As you select a field, i.e., flag it "Yes", that field will appear in the right box (Selected Fields). This is to let you know what has been selected and will be appearing on the subsequent list. Although there is no limit to the number of fields you can select for a list, the screen only has 80 columns to work with. Therefore, you must design your list to fit on the screen. As you can see in the above example, we have selected SORT NAME, FIRST, B-PHONE and EXT. Press <F2> to save the field selections and continue defining the new List Option. 36 AddPhone - (C) 1992 Robert Ladew On the next screen, you will have the opportunity to specify the sequence of the fields across the screen, specify the sorting order of the records as they appear on the list, whether the sorting order will be ascending or descending, and to adjust the length of each field that was selected. See Appendix D, SCREEN 15, the "List Field Selection Parameters Screen". (6) To define the order of the columns (fields) as they will appear across the screen in the list, press <F3>. In the example, the across order will be in 2, 1, 3, and 4 order, i.e., FIRST, SORT NAME, B-PHONE and EXT. Enter a number beside every field selected, otherwise, those fields without a number will not appear on the list. (7) The "Down" column is for defining the sort order of the records (rows), top to bottom. Press <F4> to place the cursor in this column. Enter sequence numbers to indicate which field you want to sort first, second, etc. Enter numbers for only as many fields as you care to sort on. For instance, if you want to sort on Company and then Sort Name within Company, place a "1" in the Down column by the COMPANY field name and a "2" in the Down column by the SORT NAME field name. Leave the rest of the Down column blank. In our example, we want the list to be in alphabetical order by last name, then first, etc., thus, we entered a 1 in the SORT NAME column and a 2 in the FIRST column. (8) To define whether each field will sort in ascending or descending order, press <F5>. The default is A for ascending. We want our list to be in ascending order so we will not change anything in this column. (9) To specify a field length different from the default, press <F6>. Change field lengths as desired. For instance, if we were going to be listing more fields in our example, they may not have all fit across the screen. However, we could have shortened the FIRST (name) field length to 1, thus making the list first initial, sort name, etc. instead of first name, sort name, etc. You can shorten, or lengthen a field for purposes of list appearance as you see fit. In our example, however, the field length defaults are OK. Press <F2> to save your entries so far and continue with the new List Option definition. On the next screen, you can enter field values to limit your list to only those records that match the limitation criteria. See Appendix D, SCREEN 16, the "Limit Items in List" screen. (10) To include all records in your file, leave this screen 37 AddPhone - (C) 1992 Robert Ladew blank. To limit the records included in your list you may enter values in as many fields as you wish. However, this screen works so that all criteria entered must be matched in combination by records in your file, i.e., you want a list of sort names that begin with "L" and live in a specific city. For our example, we only want records of all persons who live in Remoteville, so on the next screen, "Limit Items in List" screen, we enter "Remoteville" in the CITY field. (11) Press <F2> to save your entries and return to the List Options menu. The new List Option you have just defined is now saved as a permanent option on the menu (unless you change it). You can simply select it whenever you wish a list of Remoteville residents. See Appendix D, SCREEN 17, the "List Screen", Remoteville example. Finding Records to Change, Display, Erase, or Dial Before you can exercise the C(HANGE), E(RASE), or D(IAL) options, you must first F(IND) the correct record. All four of these options from Task Option List prompt you for search information, so you can select the correct record. You can search for a particular record or records based on any information in any field. You do not even have to know a name to find a record in your Address Book. And you can quickly find all records having certain information in common without creating a list. The following steps describe how to do a search based on a particular criterion or criteria. (1) From the Task Option List, select the C(HANGE), E(RASE), F(IND), or D(IAL) option. The Find Record. . . screen appears. See Appendix D, SCREEN 18, the "Find Record" screen. (2) You can search for records in three ways: (a) by a specific name, (or, whatever is in the first data field of the record), (b) by a particular piece of information that could appear in a specific field, or (c) by a particular piece of information that could appear in any field. NOTE: The SORT NAME, FIRST, and INIT are used by AddPhone to build a key for an index for very fast "finds", (the (a) method below). However, you could have renamed these fields in the FIELD SELECTION LIST option in the ADDSETUP process to something else, and, furthermore, FIRST and INIT are not even required fields, i.e., you could have "unselected" them in the ADDSETUP process. Whatever the case, at least the first field, initially called the SORT NAME, will be used to build the index and will be available for using the (a) method below for very fast "finds". (a) To find a specific record, enter as much of the 38 AddPhone - (C) 1992 Robert Ladew "key", (which in the sample directory), is SORT NAME, FIRST and INIT as desired, and press <F2>. The specific record will appear immediate in the data entry screen format. If the record is not found, the next record in the alphabetical sequence will appear. This search is very fast because the program uses an index built from keys made up of the first three fields of each record. (b) To search all fields for a particular piece of information, press <ENTER> until the "Any Search Criterion" field is highlighted. Enter any sequence of characters in this field that you may wish to find. AddPhone will search all fields in every record (including Notes) for the particular sequence of characters entered. Upon completion of the search, a listing of all the records which matched the entered criterion will be presented. For example, if you entered "los" as the Search Criterion, AddPhone will find and display in a list, all records that have a city of "Los Angeles", the name "Carlos", the street name "Lost Hills Drive", or any other form of the letters "los" in any field in the record. The format of the list will be that of the last List Option you used when doing a List Option. This search can take some time, depending on the size of your file, because AddPhone "looks" at every field in every record for matching criteria. If the search found matching records, they will be in a list. Once you have the list, you can work with the list in the same manner as described in "Listing Your Address Book Records" found earlier in this section. (c) To search one or more specific fields for particular criteria, press the <F6> key from the "Find Record. . ." screen. A blank screen similar to the main data entry screen appears. See Appendix D, SCREEN 19, the "Detail Find" screen. Enter any search information in any one or more fields. Keep in mind that this screen works so that all criteria entered must be matched in combination by records in your file. Therefore, the more data you enter, the fewer records will be found. After you have entered the search criteria, press <F2> and AddPhone will search only the Criterion-specified fields(s) in all your records and display a listing of all the records that match the specific criterion (criteria) you entered. This search is faster than (b) above, because fewer fields have to be searched, but it is not as fast as (a) because the data file, rather than the index, must be searched. If the search found matching records, they will be in a list. 39 AddPhone - (C) 1992 Robert Ladew Once you have the list, you can work with the list in the same manner as described in "Listing Your Address Book Records" found earlier in this section. Once you have a record displayed, as long as you are in display mode (the MESSAGE at the bottom of the screen will say "Record Displayed"), you can use the <PgDn> key to move to the next record in the file and the <PgUp> key to move to the previous record in the file. With any record displayed, you can select C(HANGE), E(RASE), or D(IAL) option from the Task Option List at the top of the screen to act on the record displayed. Changing Records Retrieve the record you wish to modify, as described earlier in this section. Or, with the record in display mode, you can highlight the C(HANGE) option on the Task Option List at the top of the display, and press <ENTER>. The record should be in the "Change" mode, as indicated by the MESSAGE "Change Data" near the bottom of the display. To modify the record, type new information over the old. Use the space bar, <INS> key, or the <DEL> key to delete unwanted characters not overwritten. (See Table 3 in Section 3 on the use of function keys). The function keys work just as when you are adding records: <F3> accesses the Abbreviations Table <F4> access the Categories Table <F5> accesses Notes <F6> repeats the same field value from the previously changed record <F7> accesses phone numbers for editing phone number information and for dialing <F8> toggles the phone number template on and off <F9> prints out the record To save your changes, press <F2>. The changes are saved and the record mode changes to "Display" mode and is redisplayed. Select your next task from the Task Option List at the top of the display, or use <PgUp> or <PgDn> to display the previous or next record in the file. Erasing a Single Record To erase a single record, retrieve the record, as described in "Finding Records to Change, Display, Erase, or Dial" found earlier in this section. Or, with the record in display mode, you can highlight the E(RASE) option on the Task Option List at the top of the display and press <ENTER>. A prompt 40 AddPhone - (C) 1992 Robert Ladew appears "Are you sure? (Y or N):" giving you the opportunity to change your mind about erasing the record. Answer "Y" (or "y") to erase the record. You will be returned to the previous screen. Erasing Many Records (1) To erase several records at once, select the S(PECIAL) option from the Task Option List. The Special Functions menu appears. See Appendix D, SCREEN 20, the "Special Functions" screen. (2) Select the Delete (Multiple Records) option. The Mass Delete - Select Address Book screen appears. See Appe;ndix F, the "Mass Delete - Select Accress Book" screen. (3) Select the Address Book from which you wish to delete multiple records. AddPhone sorts the records into a sorted list. The particular list it uses will be the last one used in a List Option function. (4) Type a D in the A(ction) field in front of each record you wish to delete. See Appendix D, SCREEN 22, the "List Mass Delete" screen. (5) Press <F2> to delete all the marked entries at once. Compressing Your Files After Numerous Deletions Erasing or deleting records from a file does not automatically reduce the size of the file on your disk. Instead, the record deleted is really only flagged in the file as being deleted. It still takes up space. However, when AddPhone writes your backup files as you exit the program, it gets rid of the records that are flagged as deleted, thus freeing up the space these deleted records were taking. Therefore, after you have erased (or mass-deleted) a number of records, you can reduce the space the file takes on disk by replacing it with its backup file. Since the back files have the same names as the primary files, simply copy them from your backup disk onto your working disk using the procedure "Restoring Files from Backup Copies" found in Section 3. The primary files will be overwritten by the more compact backup files. Important! Now, run the ADDPHONE program and go to the Special Functions menu and select "Build New Indexes". Build a new index for each file restored from the backup. 41 AddPhone - (C) 1992 Robert Ladew Section 7 Printing Your Address Books With AddPhone, you have a great deal of flexibility in printing your Address Book data files. You can select predefined report formats, labels, or rotary cards. Or, you can create your own customized reports, adding them to the Printing Options menu so that the next time you can select and print them using one keystroke. You can have a total of up to 26 Print Options described at any one time. Special Paper We recommend that you purchase special forms for printing out the various sizes of your Address Books from: Day-Timers, Inc., of Allentown, PA (215) 395-5884 However, AddPhone prints Address Books in many of the existing popular sizes, many of which can be purchased in most stationary stores. See Table 6 later on in this section for page sizes. If you are using Day-Timer* forms for printing, notice the difference between the two sides of the special paper. Except for the two pocket booklet sizes, the side printed with the Name, Address, Area Code, etc. is for adding entries by hand when the computer is not available. The side with the large green box(es) is for your printer to print on. The two pocket booklet sizes are prepared for printing on both sides, if you wish. The following instructions assume that you will be using the recommended special paper. However, if you are using paper formats which do not quite fit the descriptions here, make modifications as appropriate. If you have a dot-matrix printer, keep in mind when you feed the paper into the printer that the side with the large green box(es) is for printing. If you have a laser printer, keep in the following in mind when you fill the paper tray: (a) The side with the large green box(es) is for printing, so load your paper tray as appropriate for your printer. (b) The top of the form should be such that it feeds into the printer first. With forms that print sideways, the top of the form should be to the left as it feeds into the printer (on most laser printers). 42 AddPhone - (C) 1992 Robert Ladew Selecting Already-Defined Report Options (1) From the Task Option Menu, select P(RINT). The Printing Options menu appears, offering several report options, as well as label and rotary card printing, which we have setup for you. (You can setup your own Print Options to meet your particular requirements). The Sample Directory Printing Options menu is shown as we have set it up initially. See Appendix D, SCREEN 23, the "Print Options" screen. Table 4, found later in this section, describes each of these predefined options. (Also, see Table 5, also found later in this section, for an explanation of specific printing options). (2) Select the option of your choice, and press <ENTER> to print. To create your customized Address Book, see "Creating a Customized Report", found later in this section. To print labels or rotary cards, see "Printing Labels or Rotary Cards", also found later on in this section. If you have a dot-matrix printer, you are now asked "Are forms lined up? (Y or N):". Type N(o). With dot matrix printers, to help you align the paper, a border of X's will print, including a large X at the top of the page for the heading letter and "Page XXXX" at the bottom of the page for the page number. If the forms are lined up, all the X's will fall within the green rectangle. Ideally, the pattern of X's and the X at the bottom of the page will allow you to position the paper in the printer so that the information prints within the rectangle, with even margins left and right, top and bottom. You can answer N(o) as many times as you need in order to line up the paper correctly. When you are satisfied with the alignment, type Y(es), and your Address Book will print out. Table 4. Predefined Report Options NOTE: The second letter, (i.e., B - Jr. Pocket...), in this table are letters used in Table 6 to define some of the report formats A B - Jr. Pocket Wire-Bound Booklet:(1) No index(2) L&R pages, 2 sides; most fields(3); no notes; sorts on last and first names. B C - Sr. Pocket Wire-Bound Booklet: No index(2); L&R pages, 2 sides; most fields(3); no notes; sorts on last and first names. C J - Jr. Pocket Loose-Leaf: No index(2); L&R pages, 1 side; most fields(3); no notes; sorts on last and first names. 43 AddPhone - (C) 1992 Robert Ladew D K - Sr. Pocket Loose-Leaf: No index(2); L&R pages, 1 side; most fields(3); no notes; sorts on last and first names. E L - Jr. Desk Loose-Leaf: No index(2); L&R pages, 1 side; most fields(3); no notes; sorts on last and first names. F M - Sr. Desk Loose-Leaf: No index(2); L&R pages, 1 side; most fields(3); no notes; sorts on last and first names. G A - Address Labels: Prints all records, with MAILING NAME, ADDR LINE 1, ADDR LINE 2, CITY, STATE, ZIP; sorts on zip. H R - Rotary Cards: Prints all records, most fields(3); sorts on last and first names. I P - List-City: Prints on plain 8-1/2 x 11 inch computer paper; columns are SORT NAME, FIRST, COMPANY, CITY, STATE, ZIP, B-PHONE, EXT; sorts on city. J P - List-Category: Prints on plain 8-1/2 x 11 inch computer paper; columns are SORT NAME, FIRST, COMPANY, CITY, STATE, ZIP, B-PHONE, EXT; sorts on categories, then on last and first names. The above predefined Print Options are meant to be samples or guides as to how the various reports can be printed. Using the <F6> Print Options Maintenance function, you can customize your reports in virtually an unlimited number of ways. See the topic headed "Creating a Customized Report", found later in this section. Notes for Table 4: 1 All the records in your file are printed in all the predefined Print Options. (That is, no limiting criteria are used to select specific records to print). 2 For printout formats that do include an index, indexes always print in alphabetical order, sort name first. In indexes, all phone numbers are listed in the order the fields appear in the record. For example, if all phone number fields are used, the sequence of phone numbers listed in the index would be: 1) Home 2) Business (Ext. is always associated with the business phone) 3) Car 4) Mobile 44 AddPhone - (C) 1992 Robert Ladew 5) FAX 6) TELEX 7) Beeper 3 Unless otherwise indicated, the fields included in the predefined Print Options are SORT NAME, FIRST, COMPANY, ADDR LINE 1 and 2, CITY, STATE, ZIP, H-PHONE, B-PHONE, EXT., FAX. (Inclusion of any field on a report assumes that you have included the field in the FIELD SELECTION LIST option in the ADDSETUP process. Printing a Booklet-Style Address Book Two of the predefined Printing Options (A and B) allow printing on both front and back of the paper for booklet-size forms. Whether you are using a dot-matrix or a laser printer, turning the paper over and printing on the back can be tricky unless you keep a couple of things in mind. Dot-Matrix Printers: Be sure to leave two or three blank pages attached ahead and behind the printed pages to allow adjustments to the page alignment. When the first side of the booklet has printed, remove the printout from the printer, turn it over, and refeed it into the printer. (Be sure the first page fed back into the printer was the first page fed in when you printed the first side). You are again prompted "Are forms lined up? (Y or N):". Using the reverse side of the page(s) previously printed with X's for aligning purposes, print out another (or more) page of X's by answering the prompt with "N", until the paper is positioned so that the printing of the second side of the report will begin on the same page as the report began on the first side. Laser Printers: If your printer is so equipped, we suggest you open up the back of the printer to allow the paper to come straight out the back. Wait until the first side printing is complete before you pick up any pages from the printer. If you allow the paper to come out the back, the pages will be in the proper order for printing on the other side. Just pick up the pages, and without rearranging them, turn them over, and place them face down so that the reverse side will now be printed. If you allow the paper to come out in the bin on the top of the printer (in which case the pages are turned over and land face down), the pages will need to be rearranged to put them in the correct order to print on reverse side. To do this, wait until the first-side printing has stopped; then, pick up 45 AddPhone - (C) 1992 Robert Ladew the pages, and rearrange them so that when they are facing up, the last page that printed is on top and the first page that printed is on the bottom. Place the pages printed side down (in most cases) in the paper tray so that the reverse side will now be printed. NOTE: You can cancel the printing at any time by pressing the <SPACE BAR>. Putting Your Address Book Together When you have finished printing, remove the paper from the printer. Carefully tear along the perforations and place your new page(s) into your book. If you are using the Booklet-Style (B and C) pocket format, arrange the pages in correct sequence (top page is the "centerfold"" and will be the only page showing two sequential page numbers), and fold and staple the booklet in the center. Creating a Customized Report (1) From the Task Option List screen, select P(RINT). The List Options menu appears. (2) Press <F6> to access the Print Options Maintenance screen. (3) The Print Options Maintenance screen looks very similar to the Print Options screen, but allows you to either modify an existing Print Option name or to add a new Print Option name. To add a new Print Option, use the <DOWN> arrow key to position the cursor to the first available (blank) line. Enter the Print Option one position code and then enter the name of your new Print Option. You can also type over an existing Print Option if you wish. Press <ENTER> when you are satisfied with your entries. Before you go on, be sure that the printing option that you want to add or change is highlighted. When you are ready, press <F2> to save your entry and begin defining your report. The Printout Format and Paper Format menus appear. See Appendix D, SCREEN 24, the Printout/Paper Format" screen. (3) Pressing <ENTER> repeatedly toggles between the Print Format and the Paper Format windows in the above screen. In the Printout Format window, select a Printout Format option by highlighting it and pressing <ENTER>. Now, select a Paper Format option (size and type of paper) you wish to use and press <ENTER>. (Note that AddPhone will not let you select an incompatible combination of Printout Format and Paper Format (for example, you cannot print a List on Size B paper). Press <F2> to save your entries and continue defining your report. 46 AddPhone - (C) 1992 Robert Ladew The Specific Printing Options screen appears. See Appendix F, SCREEN 25, the "Specific Printing Options" screen. NOTE: Notice the "Valid With Paper Formats" column on the right side of the screen. The Paper Formats are from the right hand window on the previous screen, and, are described in Table 6 found later in this section. Each Specific Printing Option is active only with the corresponding Paper Formats indicated in the Paper Formats column. (4) Select the printing options you desire by entering the requested information, or Y(es) or N(o). Table 5, found later in this section, explains each of the printing options, and Table 6, also found later in this section, is a reference for the Paper Formats. Press <F2> to save your printing options and continue defining the report. The field selection screen appears. See Appendix D, SCREEN 26, the Print Option Field Selection" screen. (5) Select fields in the left box for your report by typing a Y(es). The fields that you select appear in the right box. You can "unselect" a field by typing N(o). Note that only fields originally selected during the FIELD SELECTION LIST option of the ADDSETUP process appear in the left box. Use the <UP/DOWN> arrow keys to highlight the desired field. When finished selecting the fields for your report, press <F2> to save you field selections and continue defining your report. The next screen appears where you will indicate sorting parameters and whether fields will appear on the report or not. See Appendix D, SCREEN 27, the "Print Option Selected Fields Parameters" screen. (6) Indicate the desired sorting sequence of the fields, whether sorting will be in ascending or descending order, and whether or not the field will actually print. (You may want to sort on fields that do not actually print). If you selected Printout Format 7 (Lists), you will have two additional columns, Across and Field Lengths. (a) The "Down" column is for defining the sort order of the records (rows), top to bottom. Press <F4> to place the cursor in this column. Enter sequence numbers to indicate which field you want to sort first, second, etc. Enter numbers for only as many fields as you care to sort on. For instance, if you want to sort on Company and then Sort Name within Company, place a "1" in the Down column by the COMPANY field name and a "2" in the Down column by the SORT NAME field name. Leave the rest of the Down column blank. 47 AddPhone - (C) 1992 Robert Ladew On most reports, a large letter (A, B, C, etc.) corresponding to the first letter of the field marked as "1" in the "Down" column will print on the page signaling the beginning of each new letter grouping. For example, if you are sorting on Company, a large letter "A" appears, followed by all the records with companies starting with "A", then a large letter "B" appears, followed by all the records with companies starting with "B", etc. (b) The "D/A" column is for defining the sort order as descending or ascending. Press <F5> to place the cursor in this column. Enter an "A" or a "D" beside the field(s) that you selected for sorting in the "Down" column to indicate whether that field should be sorted in ascending or descending order. (c) The purpose of the "Print" column is to include or omit selected fields from actually appearing on the report. Press <F7> to place the cursor in this column. Enter an "Y" or a "N" beside each field to indicate whether you want it to appear on the report or not. For example, you may have selected the SORT NAME field for sorting purposes, but wish to print only the MAILING NAME. In this case, place an N(o) in the "Print" column beside the SORT NAME field. (d) If you selected Printout Format 7 (Lists), you will see two more columns on the above screen sample: an "Across" column and a "Length" column. On a List report, each record listed uses only one line (row). Therefore, we need a way to specify the sequence of fields "across" the page. We also need a way to specify the "length" of fields across the page so that we can make what we want on a page "fit". Press <F3> to place the cursor in the "Across" column. Specify an order number, i.e., 1, 2, 3, 4, etc., beside each field to determine their placement across the page (row). Press <F7> to place the cursor in the "Length" column. You can shorten or lengthen the length of a field for appearance purposes on your list type report. For instance, if you indicate a length of "1" for the First Name field on your list, it will appear as the first initial. The lengths which initially appear in this column are the original, or default lengths for the fields. You may change them as you wish. (e) Press <F2> to save your entries and continue. On the next screen, you can enter various field values to limit you report to only those records which match the combination of fields you entered as limiting factors. 48 AddPhone - (C) 1992 Robert Ladew (7) If you want all of your records included in your report, leave this screen blank. To limit the records to be included in your report, you may enter values in as many fields as you wish. However, this screen works so that all criteria entered must be matched in combination by records in your file, i.e., you want a list of sort names that begin with "L" and live in a specific city. (8) Press <F2> to save your entries and return to the Printing Options menu. The new report option you have defined is saved as a permanent printing option on the Print Options menu (unless you change it). You can simply select it and print the report whenever you wish without having to go through these steps again. Table 5. Specific Printing Options (defaults are in parentheses) Print Pages: (1) Through (9999) To print all pages of the report, leave defaults of 1 through 9999. To print just one page or just a few pages, perhaps affected by record modifications, a paper jam, etc., enter the page range here. Number of Copies: (1) Number of copies of the report to print. Print Continuously: (Yes) Answer (Y)es if you want each page to fill before going to the next page. To break page at the end of a Letter or a Category, enter (N)o. If the next option below is Yes, then this option is automatically No, and vice versa. New Letter Starts New Page: (No) Answer (Y)es to break page at the end of a letter group and start a new letter or category group at the top of the next page. To print continuously, leave default. If the previous option above is Yes, then this option is automatically No, and vice versa. Vertical Alignment: (50) An arbitrary number from which to start adjusting the distance the printing starts from the top of the page. Adjust only if printing does not properly align with your paper. To raise the start point, decrease the size of the number, and to lower, increase the size of the number. The increment is 1/6" or 1/8" depending on the type of report you are printing. Horizontal Alignment (50) An arbitrary number from which to start adjusting the distance the printing starts from the left edge of the paper. Adjust only if printing does not properly align with your paper. To move printing to the right, increase the number, and, to move the printing to the left, decrease the number. In most cases, for dot- matrix 49 AddPhone - (C) 1992 Robert Ladew printers, an increment of 1 = 1/10 of an inch; for laser printers, an increment of 1 = 1/16th of an inch. Left & Right Pages 2 Sides: (No) Answer (Y)es to print a booklet style report (Paper Format sizes B and C) with printing on both the left-hand and right-hand pages when the booklet is assembled. To achieve this result, you must print on both the front and back of the paper. Half the report will print out on both left-and right-hand side of the front of the paper, and you will be prompted to remove the paper, turn it over, and reload it so that the remaining half of the report can print on both the left- and right-hand sides of the back of the paper. (Pages must be fed back into the printer in the same order they printed the first time through). The booklet is assembled by folding the pages down the middle and stapling in the center fold. If this option is "Yes", the next two options will automatically be "No". Right Pages 2 Sides: (No) Answer (Y)es to print a booklet style report (Paper Format sizes B and C) with all the printing on the right-hand pages when the booklet is assembled. To achieve this result, you must print on both front and back of the paper. Half the report will print on the right- hand side of the front of the paper, and you will be prompted to remove the paper, turn it over, and re-load it so that the remaining half of the report can print on the right-hand side of the back of the paper. (Pages must be fed back into the printer in the same order they printed the first time through). The booklet is then assembled by folding the sheets down the middle and stapling in the center fold. If this option is "Yes", the previous and next option will automatically be "No". Left & Right Pages 1 Side: (Yes) Answer (Y)es to print a booklet style report (Paper Format sizes B and C) without having to turn the paper over to print on the back. Prints on both the left- and right-hand side of the paper. The booklet is assembled by folding the sheets down the middle and stapling in the centerfold. The printing will appear on the left-hand page for the front half of the booklet and on the right-hand page for the back half of the booklet. If this option is "Yes", the previous two options will automatically be "No". Print by Category: (No) Answer (Y)es to print all records with a given Category assignment together. Records will sort on Category first, with minor sorts as specified on the sort parameter screen. Include Notes: (No) Answer (Y)es to print Notes associated with each record in the report. If you are printing on Jr. Pocket-size forms, only as many lines of Notes (less than 28) as will fit on one page will print with a record. 50 AddPhone - (C) 1992 Robert Ladew Table 6. Paper Formats Format Paper Size ID Description (inches) B Jr. Pocket Wire-bound (Booklet) 2-3/8 x 5 C Sr. Pocket Wire-bound (Booklet) 2-7/8 x 6-1 J Jr. Pocket Loose-Leaf 2-3/4 x 5 K Sr. Pocket Loose-Leaf 3-3/4 x 6-3/4 L Jr. Desk Loose-Leaf 5-1/2 x 8-1/2 M Sr. Desk Loose-Leaf 8 x 11-1/2 A Laser Address Labels 1 x 4 (Avery Product #5161 or equivalent) Laser Address Labels 1-1/3 x 4-1/4 (Avery Product # 5662 or equivalent) Pin Feed Labels 15/16 x 3-1/2 (Avery Product # 4145 or equivalent) R Laser Address Rotary Cards 2-1/6 x 4 (Avery Product # 5385 or equivalent) Pin Feed Rotary Cards 2-1/6 x 4 (Tops Product # 5651 or equivalent) Pin Feed Rotary Cards 3 x 5 (Tops Product # 5661 or equivalent) P Standard Stock Paper 8 x 11-1/2 Printing Labels or Rotary Cards If you are preparing a customized Print Option for labels or rotary cards, you would carry out the preceding steps for "Creating a Customized Report" as you would for any other type of report. When you select any Print Option which uses the Address Labels or Rotary Cards Printout Formats, you will see the Specific Address Label and Rotary Card Options screen. See Appendix D, SCREEN 29, the "Specific Address Label and Rotary Card Options" screen. NOTE: On the right side of the screen is a column entitled "Printer Types". This is to let you know that certain of the options on this screen apply only to laser printers while one of the options only applies to the pin feed dot matrix type printer. The remainder of the options apply to both laser and pin feed printers. NOTE: The defaults are in parentheses in the following Specific Address Label and Rotary Card Options. (1) Flag Specific Records: (No) In order for you to use this option, the "Print Flagged Records Only" option (Option (2) below), must be "Yes". Also, if you are going to use this option, it would probably make sense for you to go to the option described in (3) below and "Reset the Label or 51 AddPhone - (C) 1992 Robert Ladew Card Counts to Zero" first. However, answer (Y)es if you wish to flag only specific records to print out as labels or cards. (You specified labels, or cards, in the preceding section when you chose the Printout Format). A list is produced, in the format of the last List Option selected. This list provides the ability to enter the number of labels or cards you wish printed for that record. Enter the number of labels or cards to be printed for each record. (Blank means zero). Press <F2> or <ESC> when finished. Press <F2> again to begin the printing process. Provided the "Print Flagged Records Only" option is flagged "Yes" and you "Reset Label or Card Counts to Zero", the specified number of labels or cards will be printed for each record for which you entered a number. (2) Print Flagged Records Only: (Yes) Answer (Y)es if you wish to print only those records you have flagged with a number of labels or cards to be printed. If you answered (N)o, then only one copy of all records specified in the Print Option definition will print. (3) Reset Label or Card Counts to Zero: (No) Answer (Y)es to remove all previously set flags on records for printing a number of labels or cards, depending on which option you selected. (AddPhone "remembers" separate sets of flags for labels and cards). (4) Label Size: 4" x 1" (20 Labels Per Sheet): (No) This option only is applicable if you are using a laser printer. Answer Yes if you are using this size label. (Avery Product # 5161, or equivalent). (5) Label Size: 4-1/4" x 1-1/3" (14 Labels Per Sheet): (No) This option only is applicable if you are using a laser printer. Answer Yes if you are using this size label. (Avery Product # 5662, or equivalent). (6) Beginning Label Position: (1) This option only is applicable if you are using a laser printer. To print on a partially used sheet of labels, indicate the label position to begin printing. For this purpose, labels positions are numbered sequentially, beginning in the upper left- hand corner, and going across left to right. The labels in the left-hand column are thus odd-numbered, while those in the right-hand column are even-numbered. (7) Rotary Card Size: Standard: (Yes) This option only is applicable if you are using a pin feed type printer. Answer (Y)es is you are using the 2-1/6" x 4" size rotary card. (8) Rotary Card Size: 3 " x 5": (Yes) This option only is applicable if you are using a pin feed type printer. Answer (Y)es is you are using the 3" x 5" size rotary card. 52 AddPhone - (C) 1992 Robert Ladew Section 8 Automatic Dialing To use this feature to dial a number, you must have a modem capable of dialing a telephone number. The modem must be connected properly to your computer and telephone, and, of course, it must be turned on. However, before you can use this feature for the first time, you must set up the telephone dialing options. The dial setup needs to be done only once, unless you wish to change the parameters for any reason. Setting Up the Dial Options The Telephone Dial Setup process is found in the Special Functions menu. (1) To obtain the Special Functions menu, select S(PECIAL) from the Task Option List any time the MESSAGE line prompts you to "Select Option". See Appendix D, SCREEN 20, the "Special Functions" screen. (2) Select Telephone Dialing Setup. The Dial Setup screen appears. See Appendix D, SCREEN 30, the "Dial Setup" screen. (3) Select each option to be changed by highlighting and pressing <ENTER>. On the pop-up menu that appears, highlight your selection and press <ENTER>. COMPUTER PORT is the serial port which your modem is connected. If in doubt, try COM1 first. The BAUD RATE should be given in your modem manual. Select a DIAL SPEED and DIAL TYPE compatible with your phone system. Enter your AREA CODE so AddPhone will "know" whether or not to dial a long-distance access code and area code before a number. The SET UP PREFIXES and SET UP SUFFIXES options are for editing your telephone dialing prefixes and suffixes Tables. (For an explanation of Prefixes and Suffixes, see Section 5, "Entering Phone Number Dialing Information"). Edit these tables as you would any other tables in AddPhone. (See Section 5, "Editing Tables"). BYPASS MODEM CK. This option is occasionally needed when there is a problem with the computer making proper connection with the modem. If, when dialing, you get the message, "Modem is turned off or the wrong COM Port 53 AddPhone - (C) 1992 Robert Ladew was specified", and you are sure this is not the case, then answer (Y)es to this option. Occasionally there is a timing problem between some computer/modem configurations and bypassing the normal modem checking procedures will get you past this problem. (4) When the Dial Setup is complete, press <F2> to save your entries and return to the Special Functions menu and <ESC> to return to the Task Option List. Dialing While in AddPhone Your Dial Setup must be accurate and your modem turned on. (1) Use the L(IST), F(IND), or D(IAL) option to retrieve the record with the phone number you wish to dial. (See Section 6, "Finding Records to Change, Display, Erase, or Dial"). The record can be in Display or Change mode. (2) Press <F7> for "phones". The phone number pop-up menu appears for that record. Using the <UP/DOWN> arrow keys, highlight the number you wish to dial and press <ENTER>. You can pick up the phone anytime. When you hear the phone ringing, i.e., when the modem is finished dialing the number, press any key on the computer key board. If the line is busy or you change your mind before picking up the handset, just press any key to disconnect. NOTE: If you get the message "** Unable to make proper connection with the modem **, it probably means the modem has not been turned on, or is not connected to the computer properly, or it has been turned off during the dialing process, or you have selected the wrong "COM" port in the Dial Setup. Dialing While in Another Application In order to access ADDPOP, the memory-resident portion of AddPhone, from within another application, you must have already loaded ADDPOP into your computer's memory before starting the other application. See Section 3, under "Loading and Unloading ADDPOP". (1) Press the AddPhone hot keys (the default is <ALT>D to get ADDPOP, the AddPhone memory-resident pop-up screen. If you are in an application which is using "graphics" mode, ADDPOP will not swap out the screens correctly, and the results are unpredictable. An opportunity to enter the correct password appears. Upon entering the correct password, an alphabetical listing of the records in your file appear. 54 AddPhone - (C) 1992 Robert Ladew (2) Scroll up and sown the list using the <UP/DOWN> arrow keys, <PgUp> and <PgDn>, <HOME>, and <END> keys. Highlight the desired record. Alternatively, to more quickly find a particular record, press <F3> to activate the FIND function. Enter as many characters of the key name as desired, and press <ENTER>. The name entered, (or, if not found, the first name after the point where it should have been found) will be displayed at the top of the list. (3) To dial either the Home or Business number for the highlighted record, press "H" or "B", respectively. --- OR --- Press <F2> to bring up the detail record. from the detail record press <F7> for "phones". The phone number pop- up menu appears for that record. Using the <UP/DOWN> arrow keys, highlight the number you wish to dial and press <ENTER>. You can pick up the phone anytime. When you hear the phone ringing, i.e., when the modem is finished dialing the number, press any key on the computer key board. If the line is busy or you change your mind before picking up the handset, just press any key to disconnect. 55 AddPhone - (C) 1992 Robert Ladew Section 9 Special Functions The Special Functions menu offers several additional valuable capabilities. From this menu you can: Access Abbreviations and Categories Tables for editing (maintenance). Process the Telephone Dialing Setup which is described in Section 8, "Setting Up the Dial Options". Build new indexes to your Address Book data files. Perform mass record deletions. Reset both label and rotary card printing flags (number of labels or cards to be printed) to zero. Assign a new password to your Address Book data files. Remove duplicate records from an Address Book data file. Duplicates may occur as a result of a merge process, etc. Perform a global search and replace operating on any field information in your Address Book data files. Transfer and copy records from one Address Book to another. Merge two Address Book data files into one large Address Book data file. Import data from other applications into your Address Book data files. Export data from your Address Book data files into other applications. To select any option on this menu, highlight it and press <ENTER>, or type the first letter of the option. The Abbreviations and Categories Tables are edited from this menu exactly the same way as described in Section 5, "Editing Tables". As soon as you select the table, you are in edit mode, so you do not have to press <F6> first. Press <F2> to save your changes and return to the Special Functions menu. The Telephone Dialing Setup procedure is described in Section 8, "Setting Up the Dial Options". 56 AddPhone - (C) 1992 Robert Ladew The procedure to Delete Multiple Records is described in Section 6, "Deleting Multiple Records at a Time". Build New Indexes This function gives you the ability to rebuild indexes to an Address Book data file and its related Notes file at any time. See "How to Restore the Integrity of Address Book Data File" in Appendix B for more details on why you might want to do this. There are also occasions when indexes will be built automatically. When you restore your backup file(s) and the date/time stamp on the backup file(s) is different from the date/time stamp on the same files in the Directory where your data files reside. When any of the indexes associated with a particular file are missing from the Directory where the data files reside. Index files are those files ending with: .DX1, .DX2, .NTX for Address Book data files and .NDX for table files. After an internal counter reaches 99,999. This will be an infrequent occurrence. The maximum number of records that can be in an Address Book data file is 99,999. Resetting Label & Rotary Card Quantity to Zero When you select the Label/Rotary Card Reset option, the flags in each record, where a number is entered to indicate how many labels or rotary cards to print, are set to zero. New Password See "Passwords" in Section 4. Removing Duplicate Records After you have merged two Address Books, or copied or transferred records from another Address Book, you may find that you have duplicate records in your Address Book. Duplicate records are where every field is the same in two or more records NOTE: Duplicate records are removed in this process when the duplicate record immediately follows in alphabetical sequence the record it duplicates. When a record duplicates another record but does not immediately follow in alphabetical sequence, then it will not be removed. This can happen when the alphabetical key, which is made up of the SORT NAME, 57 AddPhone - (C) 1992 Robert Ladew FIRST, and INIT data fields, may have many duplicates but have data associated with each identical alphabetical key which may or may not be identical. For example, you have five John Smiths. Each John Smith record will have an identical key. The first and fifth have identical data but the middle three have different data. The fifth record, which is a duplicate, will not be removed in this case. It depends on the order in which the five John Smith records were entered. Search and Replace This option allows you to search through the entire file for a particular value entered in a particular field, including spaces, and replace it with the value you indicate. For example, if you decide to change the category code for the "Attorneys" Category from "10" to a more easily remembered "AT", you can search your Address Book data file for all occurrences of "10" in any category field and change the "10" to "AT". You may enter search arguments and replacement data in as many fields as you wish. NOTE: The search is a field search, rather than a string search. That is, the entire search argument field must exactly match the corresponding field in the file before a replacement can take place. Whether letters are entered in uppercase or lowercase is also significant in finding matches. When you select the Search and Replace option, a screen appears with separate windows for entering your search argument(s) and replacement data. See Appendix D, SCREEN 31, the "Search and Replace" screen. Each window scrolls to include all the fields that you originally selected in the FIELD SELECTION LIST option of the ADDSETUP process. In the appropriate fields in the Search Argument window, enter the information to be replaced. Press <F4> to move the active cursor to the Replacement Data window, and enter the new replacement information. (To move back to the Search Argument window, if necessary, press <F3>. When ready, press <F2> to begin the process. Transferring or Copying Records When you select the Xfr/Copy Records option, a screen appears on which you will select the Address Book to copy or transfer from and the Address Book to copy or transfer to. See Appendix D, SCREEN 32, the "Copy and/or Transfer" screen. Highlight your selections and press <ENTER>. (<ENTER> toggles between the two windows). With the desired selection in each window, press <F2>. 58 AddPhone - (C) 1992 Robert Ladew The program opens the "FROM" file (after you enter the correct password), if not already open, sorts it in the format of the last LIST function used, and displays a list of records. See Appendix D, SCREEN 33, the "List Copy and Transfer" screen example. Select records to be copied to the destination ("TO") file by typing a C in the A(ction) field in front of the name. Select records to be transferred to the destination ("TO") file by typing a T in the A(ction) field in front of the name. Press <F2> to process the copy/transfer. This listing of the source Address Book displays again, and any records that have been transferred no longer appear on the list. Press <ESC> to return to the "FROM: TO:" screen. Press <ESC> again to return to the Special Functions menu. Merging Two Address Books With this option, you can merge all of the records in two Address Book data files into one. When you select the Merge Address Books option, a screen appears on which you select the Address Books to merge from and to merge to. The file you merge from will remain unchanged. The file you merge to will include the contents of both files after the merge. Highlight the desired selections and press <ENTER>. (<ENTER> toggles between the two windows). With the desired selection in each window, press <F2>. When the merge is complete, you will be in the file you merged to. 59 AddPhone - (C) 1992 Robert Ladew Section 10 Exporting and Importing Using the AddPhone Import Data and Export Data features, you can import data from non-AddPhone databases or spreadsheets into AddPhone files and export information in AddPhone files for inclusion in non-AddPhone databases, spreadsheets, and other software. One sample Import Option and one sample Export Option are provided on the menus. These are for demonstration purposes only. To perform Import and Export, information must be in a format compatible with both the AddPhone Address Book files and the other database, spreadsheet or other software files. Therefore, you will need to set up your own Import or Export parameters to ensure compatibility between the imported file and your AddPhone record structure, or between the exported file and the record structure of the database, spreadsheet and other software program. Three formats are supported by AddPhone: Comma delimited -- all fields are separated (delimited), by a comma, and each field is surrounded by a "string marker" of quotation marks., i.e., "Jones","John","P". . Tab delimited -- all fields are delimited by a tab character, i.e. Jones(tab)John(tab)P(tab). . . Fixed length -- each field has a fixed length in terms of its number of characters. All the fields for a single record are on the same line; each record is on a separate line (separated from other lines by a carriage return and linefeed character), i.e., .........1.........2.........3........ Jones John P Each SORT NAME field is always the first 20 character positions, each FIRST name is always 15 character positions, etc. You will need to find out the correct format for the database, spreadsheet and other software programs you are using. Exporting Data (1) From the Special Functions Menu, select E(xport Data). The Export Options menu appears. (2) If the desired Export Option has already been set up, 60 AddPhone - (C) 1992 Robert Ladew just select it and the press <ENTER> and the file is exported automatically. To set up an Export Option for the menu, continue with Step (3). (3) Press <F6> to edit the Export Option menu and set up customized Export Options. (4) Either edit an existing Export Name or add a new one. The Export Name that is highlighted when you press <F2> identifies the Export Option you are about to define. When you press <F2>, an Address Book selection screen is presented. (5) Select the Address Book you wish to export data from. Press <F2> to continue. (6) Enter the complete Drive and Directory Path Name and file name of the file to contain the exported data. Press <F2> to continue. (7) Now, select the type of export file you want, comma delimited, fixed length, or tab delimited. Press <F2> to continue. (8) Select the fields to be exported. All the fields specified when the FIELD SELECTION LIST option of the ADDSETUP process was run are available and displayed for your selection. Enter a Y beside fields to be included in the exported file, and an N beside those to be excluded. Press <F2> to save your entries and continue. (9) If you selected fixed length in Step (7) above, a screen will appear with a "Length" column where you can enter the length of each selected field if you wish. The numbers in this column begin as the default lengths until you change them. You can use this screen to specify the length of each field selected in Step (8) above. Press <F2> to save your entries and continue. If you did not select fixed length in Step (7), then this "Length" screen will not appear. Instead, the "Across" screen will appear as in Step (10). (10) Enter numbers to indicate the desired sequence of fields left to right as you want them to appear in your exported file. Press <F2> to continue. (11) If desired, limit the records that will be exported by entering parameters to be matched in specific fields. Only records matching the values you entered, inclusively, will be 61 AddPhone - (C) 1992 Robert Ladew exported. If you enter nothing in these fields, all records in the file will be exported. The Abbreviations and Categories Tables are available from this screen. To clear a field, press <F7>. Press <F2> to save your entries. The Export Option is now completely defined, and appears on the Export Option menu, ready to select and process as many times as you wish without redefining it. Importing Data (1) From the Special Functions Menu, select I(mport Data). The Import Options menu appears. (2) If the desired Import Option has already been set up, just select it and the press <ENTER> and the file is imported automatically, provided the file is available and in the correct format. NOTE: If the type of import file is comma delimited, then each and every field in the record must be delimited by double quotes (") and separated by a comma. Example: "Jones","John","P", etc. The last field in the record does not need the comma. No field can have a double quote in it, not that its very likely. However, "Jo"nes","John", etc. is not a valid situation and will cause problems for the import. Only fields which are to be imported into the AddPhone application can be in the import record. To set up an Import Option for the menu, continue with Step (3). (3) Press <F6> to edit the Import Option menu and set up customized Import Options. (4) Either edit an existing Import Name or add a new one. The Import Name that is highlighted when you press <F2> identifies the Import Option you are about to define. When you press <F2>, an Address Book selection screen is presented. (5) Select the Address Book you wish to import data into. Press <F2> to continue. (6) Enter the complete Drive and Directory Path Name and file name of the file which contains the information to be imported.. Press <F2> to continue. (7) Now, select the type of import file you want, comma delimited, fixed length, or tab delimited. Press <F2> to continue. 62 AddPhone - (C) 1992 Robert Ladew (8) Select the fields that the imported file is set up to use. The fields, field lengths, and field sequence you select must exactly match those in the file being imported. All fields specified in the FIELD SELECTION LIST option of the ADDSETUP process are displayed for your selection. Enter a Y beside fields to be filled by imported data, an N beside those fields to be ignored (because there are no matching fields in the import file). Press <F2> to save your entries and continue. (9) If you selected fixed length in Step (7) above, a screen will appear with a "Length" column where you can enter the length of each selected field if you wish. The numbers in this column begin as the default lengths until you change them. You can use this screen to specify the length of each field selected in Step (8) above. The length you enter must be exactly the fixed field length of the fields in the import file. Press <F2> to save your entries and continue. If you did not select fixed length in Step (7), then this "Length" screen will not appear. Instead, the "Across" screen will appear as in Step (10). (10) Enter numbers to indicate the sequence of fields left to right in the file you are importing. The fields in the imported file will fill the fields in the AddPhone file in the order you specify. Therefore, it is very important that the order specified match the order of fields in the import file. Press <F2> to continue. (11) If desired, limit the records that will be imported by entering parameters to be matched in specific fields. Only records matching the values you entered, inclusively, will be imported. If you enter nothing in these fields, all records in the file will be imported. The Abbreviations and the Categories Table are available from this screen. To clear a field, press <F7>. Press <F2> to save your entries. The Import Option is now completely defined, and appears on the Import Option menu, ready to select and process as many times as you wish without redefining it. 63 AddPhone - (C) 1992 Robert Ladew Section 11 Using ADDPOP While in Other Applications The memory-resident portion of AddPhone, ADDPOP, once it is loaded into memory, will pop up a window with access to your AddPhone files. even as you are running another program. You can select a file, display a record, dial a phone number, and, do file maintenance. Press the hot key combination to activate ADDPOP. (The default hot keys are <ALT> D). Press the <ESC> combination to deactivate ADDPOP. File maintenance can be performed with the memory-resident ADDPOP program. If the file selected in ADDPOP happens to be currently open in the ADDPHONE application, file maintenance will not be allowed. This is to avoid file integrity problems that can occur when two applications may be updating the same file. However, the file can be viewed and phone numbers can be dialed. If not being able to do maintenance of the file in ADDPOP is a problem, simply exit the ADDPOP application, exit out of the ADDPHONE application (this will close all of the files) in the normal manner, and then pop ADDPOP back up with the Hot keys. Now, the maintenance capability is restored. Entering a Password A box will automatically be provided for entering a password for the file when ADDPOP is activated. The exact password, using uppercase and lowercase as appropriate, must be entered in order to gain access to the file. Upon entering the correct password, an alphabetic listing of the Address Book data file is presented. The List Screen: Scrolling the List Screen You can scroll up and down the list using the <PgUp> and <PgDn> keys, and the <UP/DOWN> arrow keys. The <HOME> key takes you to the beginning of the list, and the <END> key takes you to the end of the list. The record that is highlighted is the "active" record. Dialing From the List The Home Phone number and the Business Phone number appear on the list, if present. You can dial either number, if present, from the list by pressing the H or the B respectively. 64 AddPhone - (C) 1992 Robert Ladew Display/File Update Pressing the <F2> key will bring up the "active" (highlighted) record in display mode. From the display screen, you can select other options such as ADD, CHANGE, etc. from the Task Option List at the top of the screen. Find (a Record) Pressing the <F3> key while in the mode will produce a box where you can enter an alphabetic key, or a partial key. Enter all or the first part of the alphabetic key, then press <ENTER>. The list will automatically scroll to the record which is nearest to the entered alphabetic key. Address Book Selection Press the <F4> to bring up the Address Book Selection Menu. Select any one of the 8 Address Book Names. View Mode Select Option In the VIEW mode, using the <LEFT/RIGHT> arrow keys and then press <ENTER> or typing one of the highlighted letters (V(IEW), A(DD), C(HANGE), or E(RASE)) at the top of the screen, will cause the selected option to be active. Scrolling The <PgUp> and <PgDn> keys provide the ability to go backward and forward through the file in the VIEW mode one record at a time. Abbreviations, Categories, and Notes By pressing the <F3>, <F4>, or <F5> keys respectively, the Abbreviations Table, Categories Table, or the Notes screen will be displayed for reference in the VIEW mode. Phones By pressing the <F7> key, the phones are listed in a table. Use the <UP/DOWN> arrow keys to highlight the desired phone number. Press <ENTER> to dial the number. Press the <F3> or <F4> keys respectively to VIEW the Phone Prefixes or Suffixes Tables. Add and Change Modes Enter Data (Add) or Change Data (Change) 65 AddPhone - (C) 1992 Robert Ladew The A(DD) and C(HANGE) functions are essentially the same except that in the ADD mode, a blank screen is presented and in the CHANGE mode, a screen containing the record data to be changed is presented for update. Save Data Press the <F2> key to save your entries and return to the VIEW mode. Press <ESC> if you do NOT wish to save your entries but wish to return to the VIEW Mode. Abbreviations Press the <F3> key to obtain a Table of Abbreviations for the states and provinces that are in the United States, Canada, Australia and New Zealand. Scroll the Abbreviations Table to find the abbreviation that you need and then press <ENTER>. The selected abbreviation will be placed in the State, Province, District, or County data field (you chose one of these data fields in the FIELD SELECTION LIST option in the ADDSETUP process) of the record. You can add, change, or delete items in this table (up to 99 items) in the ADDPHONE program. Categories Press the <F4> key to place the ADD or CHANGE mode screen in the category input mode. Use the <TAB> or <SHIFT-TAB> keys or the <UP/DOWN> arrow keys to highlight one of the 10 data fields available for entering categories. If you know the category code, then just type it and then press <ENTER>. If you do not know the category code, press <F4> again to bring up a Table of Categories. Initially there are a few sample categories in the table which are associated with the Sample Directory. Scroll the Categories Table to find the category that you need and then press <ENTER>. The selected category will be placed in the highlighted category data field. Press <ENTER> to register the category in the record. After you are finished with the category input mode, press <ESC> to get back to the main data input mode. You can add, change, or delete items in the Categories Table (up to 250 items) in the ADDPHONE program. Notes Press the <F5> key to bring up the Notes input screen. In the Notes screen, you can input your additions or changes, press the <F2> key to save the entries or press <ESC> to not save you entries and return to the display screen. Repeat By pressing the <F6> key, whatever data was in the same data 66 AddPhone - (C) 1992 Robert Ladew field in the last record to be added or changed will appear in the current record. This is mainly to save typing if you are inputting data which is similar in two or more records. Phones By pressing the <F7> key, the phones are listed in a table. Use the <UP/DOWN> arrow keys to highlight the phone number. Press <ENTER> to dial the number. Use the <TAB> <SHIFT- TAB> keys to move the cursor to the FCN (Frequently Called Number flag), PFX (Prefix), or SFX (Suffix) data fields. Type the data in these fields if applicable. Press the <F3> or <F4> keys respectively to display the phone Prefixes or Suffixes Tables. Scroll the Prefixes or Suffixes Tables and select the item, then press <ENTER>. The selected Prefix or Suffix code will be placed beside the highlighted phone. You can add, change, or delete items in the Prefixes or Suffixes Tables (up to 26 items each) in the ADDPHONE program. Phone Template Toggle The default phone template will be (nnn) nnn-nnnn. However, if you have a situation where the phone number does not conform to this format, press <F8> which "turns off" the phone template. In this case, you can enter the phone number in free form in the phone number data field. Erase Mode When this mode is selected, a box appears over the record asking you if you are sure you want to delete this record. Answer "Y", (or "y"), to delete the record. Any other key, with the exception of <F3>, <F4>, <F5>, or <F7> keys respectively, the Abbreviations Table, Categories Table, Notes screen, or the Phones Table will function identically as they do when in Display (VIEW) mode. 67 AddPhone - (C) 1992 Robert Ladew Appendix A Follow the instructions on the screen. 68 AddPhone - (C) 1992 Robert Ladew Appendix B Restoring the Integrity of Address Book Files File integrity can be lost when the indexes to the data files get out of sync with the data files. This very rarely happens but it is possible. A thunderstorm could cause a power outage at just the wrong moment, etc. One indication that file integrity has been lost is when you cannot find a record that you "know" should be there. If you suspect the integrity of your Address Book Data Files, then you can restore the integrity with this procedure. The Address Book Data Files have DOS file names of QADDR*.* and correspond to the Address Book Names in the Address Book Selection Menu shown in Section 3, Getting Started. For instance, QADDR1.* corresponds to selection 1 in the Address Book Selection Menu and QADDR2.* corresponds to selection 2, etc. For selection 8 see Section 4, Using File Name 8 for Extra Files. Each Address Book is made up of five files. For instance, selection 1 on the Address Book Selection Menu is made up of the following files: QADDR1.DTD The primary data file. QADDR1.DX1 Index 1 to the primary data file. QADDR1.DX2 Index 2 to the primary data file. QADDR1.NTE The notes data file. QADDR1.NTX Index to the notes data file. When a file gets out of sync with its indexes, then the indexes must be recreated from the data. To rebuild the indexes to a file, us the B(uild New Indexes) function in the Special Functions menu. In most cases, this is all that is required to restore the integrity of your Address Book Data File. 69 AddPhone - (C) 1992 Robert Ladew Appendix C Address Book Files That Use Different Tables & Menus You can set up Address Book files that use different fields selections, different tables (of Categories, Abbreviations, Prefixes, Suffixes), and/or different List, Printing, Import and Export Options menus. To do this, set up separate directories to contain separate sets of Address Book data files and their supporting files. For example, you might have a business Address Book needing one set of fields and categories, and a personal Address Book needing a very different set of fields and categories. Here are the steps to create the directories for the above example: (1) Create a Sub Directory called \ADDP\BUS for your business Address Book, and a Sub Directory called \ADDP\PERS for your personal Address Book. At the DOS prompt, type: C: <ENTER> CD\ <ENTER> MD\ADDP\BUS <ENTER> MD\ADDP\PERS <ENTER> (2) Into each Sub Directory copy files from the original \ADDP Directory created when you installed AddPhone listed below. At the DOS prompt, type: C: <ENTER> CD\ADDP\BUS <ENTER> COPY C:\ADDP\ADDSETUP.EXE <ENTER> COPY C:\ADDP\ADDPHONE.EXE <ENTER> COPY C:\ADDP\ABBRVTNS.TBL <ENTER> COPY C:\ADDP\ADDPRNTR.TBL <ENTER> COPY C:\ADDP\CATEGORY.TBL <ENTER> COPY C:\ADDP\EXPTOPTN.TBL <ENTER> COPY C:\ADDP\IMPTOPTN.TBL <ENTER> COPY C:\ADDP\QADDR7.*.TBL <ENTER> COPY C:\ADDP\LISTOPTN.TBL <ENTER> COPY C:\ADDP\PRNTOPTN.TBL <ENTER> COPY C:\ADDP\PREFIXES.TBL <ENTER> COPY C:\ADDP\SUFFIXES.TBL <ENTER> COPY C:\ADDP\ADDPHELP.DTA <ENTER> COPY C:\ADDP\ADDPHELP.IDX <ENTER> COPY C:\ADDP\ADDPOP.EXE <ENTER> CD\ADDP\PERS <ENTER> COPY C:\ADDP\ADDSETUP.EXE <ENTER> COPY C:\ADDP\ADDPHONE.EXE <ENTER> COPY C:\ADDP\ABBRVTNS.TBL <ENTER> COPY C:\ADDP\ADDPRNTR.TBL <ENTER> 70 AddPhone - (C) 1992 Robert Ladew COPY C:\ADDP\CATEGORY.TBL <ENTER> COPY C:\ADDP\EXPTOPTN.TBL <ENTER> COPY C:\ADDP\IMPTOPTN.TBL <ENTER> COPY C:\ADDP\QADDR7.*.TBL <ENTER> COPY C:\ADDP\LISTOPTN.TBL <ENTER> COPY C:\ADDP\PRNTOPTN.TBL <ENTER> COPY C:\ADDP\PREFIXES.TBL <ENTER> COPY C:\ADDP\SUFFIXES.TBL <ENTER> COPY C:\ADDP\ADDPHELP.DTA <ENTER> COPY C:\ADDP\ADDPHELP.IDX <ENTER> COPY C:\ADDP\ADDPOP.EXE <ENTER> The Address Book data files have DOS file names of QADDR*.* and correspond to the Address Book Names in the Address Book Selection Menu. For instance, QADDR1.* corresponds to selection 1 in the Address Book Selection Menu and QADDR2.* corresponds to selection 2, etc. Each Address Book is made up of five files. For instance, selection 1 on the Address Book Selection Menu is made up of the following files: QADDR1.DTD The primary data file. QADDR1.DX1 Index 1 to the primary data file. QADDR1.DX2 Index 2 to the primary data file. QADDR1.NTE The notes data file. QADDR1.NTX Index to the notes data file. If you have already created Address Book files, copy the files with extensions of .DTD and .NTE into either the \ADDP\BUS or the \ADDP\PERS Sub Directory as appropriate. For instance: C: <ENTER> CD\ADDP\BUS <ENTER> COPY C:\ADDP\QADDR1.DTD <ENTER> COPY C:\ADDP\QADDR1.NTE <ENTER> (4) From the C:\ADDP\BUS Sub Directory, run the ADDSETUP program, as described in Section 2, setting up the fields you want to use for the business Address Book and indicating the Drive and Directory Path Name as C: and \ADDP\BUS respectively. The ADDSETUP.RCD, ADDPOPFL.RCD and the ADDFIELD.TBL files reflecting your selections will be created in this Sub Directory. (5) From the C:\ADDP\PERS Sub Directory, run the ADDSETUP program, as described in Section 2, setting up the fields you want to use for the personal Address Book and indicating the Drive and Directory Path Name as C: and \ADDP\PERS respectively. The ADDSETUP.RCD, ADDPOPFL.RCD and the ADDFIELD.TBL files reflecting your selections will be created in this Sub Directory. 71 AddPhone - (C) 1992 Robert Ladew (6) Now you can start AddPhone by simply being in the appropriate Sub Directory and typing ADDPHONE <ENTER>. For those of you so inclined, you can create a batch file which will start up your AddPhone application no matter which Directory you may be in. If you are not familiar with how to create a batch file, see your DOS manual. (1) Make sure that the Path Statement in your AUTOEXEC.BAT file in the Root Directory of Drive C has at least the following Path in it: PATH C:\ (2) If it was necessary to modify the Path Statement in the AUTOEXEC.BAT file then run AUTOEXEC.BAT by, typing; C: <ENTER> CD\ <ENTER> AUTOEXEC <ENTER> (3) Create a batch file named xx.BAT, (the xx could be any name (up to 8 characters), you wanted to call it, i.e., A3BIZ, BIZADRBK, XYZ, etc.), in the Root Directory in Drive C with the following statements in it: C: CD\ADDP\BUS ADDPHONE Now from any Directory in Drive C, just type A3BIZ <ENTER> (or whatever you named the AddPhone batch startup file) and the AddPhone application will be started. If you are in a Drive other than C, then type C:A3BIZ <ENTER> to start the application. (4) Create a batch file named xx.BAT, (the xx could be any name (up to 8 characters), you wanted to call it, i.e., A3PERS, MYADRBK, ABC, etc.), in the Root Directory in Drive C with the following statements in it: C: CD\ADDP\PERS ADDPHONE Now from any Directory in Drive C, just type A3PERS <ENTER> (or whatever you named the AddPhone batch startup file) and the AddPhone application will be started. If you are in a Drive other than C, then type C:A3PERS <ENTER> to start the application. 72 AddPhone - (C) 1992 Robert Ladew Appendix D SCREEN 1. The "AddPhone Setup Menu" screen *------------------------------------------------------------------------------* | Copyright (C) 1992 Robert Ladew | | All Rights Reserved | | | | AddPhone(TM) Address/Phone Directory System - Version 3.2 | | | | AddPhone Setup Menu | | | | -> ADDRESS/DATE FORMAT: United States | | FIELD SELECTION LIST: - | | DRIVE: C | | DIRECTORY PATH NAME: \ADDP | | HOT KEY COMBINATION: ALT + D | | SELECT MONITOR: Color | | SELECT YOUR PRINTER: HP LJ Series | | BYPASS PRINTER CHECK: No | | ADD PRINTER TO TABLE: - | | | | MESSAGE: Use || (UP/DOWN arrow keys) to select item and then press ENTER. | | | |F1 = Help F2 = Save Entries and Exit ESCAPE = Exit Program Wit out Saving| *------------------------------------------------------------------------------* SCREEN 2. The "Field Selection List" screen *------------------------------------------------------------------------------* | Field Selection List | | | | *--------------------------------------------------------------------------*| | |-> SORT NAME: Yes L | ADDR LINE 3: Yes L | B-PHONE: Yes L || | | FIRST: Yes L | CITY: Yes L | EXT: Yes L || | | INIT: Yes U | DISTRICT: No U | CAR: Yes L || | | TITLE: No L | COUNTY: No U | MOBILE: Yes L || | | ADD'L NAME: No L | PROVINCE: No U | FAX: Yes L || | | MAILING NAME: Yes L | STATE: Yes U | TELEX: Yes L || | | COMPANY: Yes L | PCODE: No U | BEEPER: Yes L || | | POSITION: Yes L | ZIP: Yes U | B'DAY 1: Yes L || | | ADDR LINE 1: Yes L | COUNTRY: Yes L | B'DAY 2: No L || | | ADDR LINE 2: Yes L | H-PHONE: Yes L | ANNVRSRY: No L || | *--------------------------------------------------------------------------*| | | | MESSAGE: Use || or Tab/Shift-Tab keys to select Field, Yes/No or U/L. When | | cursor is in the Field Name area, you may customize your Field Names| | by typing over the old one. When the cursor is in the Yes/No area, | | type a "Y" or "N" to indicate whether or not you want the Feeld as | | part of your Address/Phone directory. U/L = Uppercase/Lowe case. | | F2 = View Sample of Main AddPhone Screen. | | F9 = Revert to Original Field Names, Yes/No and U/L Selections. | | | |F1 = Help ESCAPE = Return to Setup Menu| *------------------------------------------------------------------------------* 73 AddPhone - (C) 1992 Robert Ladew SCREEN 3. The "Main Data Entry Screen" example 1. *------------------------------------------------------------------------------* | *---------------------------------------------------------------* | | |->ADD CHANGE ERASE LIST FIND SPECIAL DIAL PRINT | | | *---------------------------------------------------------------* | | | |Book Name: Sample Directory Path: C:\ADDP\QADDR7.DTD | | | | SORT NAME: United First Nationl FIRST: INIT: | | | |MAILING NAME: Chester Greenwood H-PHONE: (311) 555-7283 | | COMPANY: United 1st Nat'l S & L of KY B-PHONE: (311) 555-8000 | | POSITION: Branch Manager EXT: 4333 | | ADDR LINE 1: P.O. Box 23489 CAR: | | ADDR LINE 2: 2716 Etoile Way MOBILE: | | ADDR LINE 3: Suite 162 FAX: (311) 555-8001 | | CITY: LaFayette TELEX: | | STATE: KY ZIP: 42254 BEEPER: | | COUNTRY: USA B'DAY 1: 12/31/** | | CATEGORY(S): 6 Last Updated: | | 6/25/92 Notes: No| | 61 Entries| |MESSAGE: Record Displayed. Select Option. PgUp/PgDn. F3 = Abbreviations. | | F4 = Categories. F5 = Notes. F7 = Phones. F9 = Print. | | | |F1 = Help F10 = Save File to Disk ESCAPE = Exit| *------------------------------------------------------------------------------* SCREEN 4. The "Main Data Entry Screen" example 2. *------------------------------------------------------------------------------* | *---------------------------------------------------------------* | | | ADD CHANGE ERASE LIST ->FIND SPECIAL DIAL PRINT | | | *---------------------------------------------------------------* | | | | SORT NAME: United First Nationl FIRST: INIT: | | | |MAILING NAME: Chester Greenwood H-PHONE: (311) 555-7283 | | COMP LINE 1: United First National Savings and B-PHONE: (311) 555-8000 | | COMP LINE 2: Loan of Kentucky EXT: 4333 | | POSITION: Branch Manager CAR: | | ADDR LINE 1: P.O. Box 23489 MOBILE: | | ADDR LINE 2: 2716 Etoile Way, Suite 162 FAX: (311) 555-8001 | | CITY: LaFayette TELEX: | | STATE: KY ZIP: 42254 BEEPER: | | COUNTRY: USA B'DAY 1: 12/31/** | | CATEGORY(S): 6 Last Updated: | | 6/25/92 Notes: No| | 61 Entries| |MESSAGE: Record Displayed. Select Option. PgUp/PgDn. F3 = Abbreviations. | | F4 = Categories. F5 = Notes. F7 = Phones. F9 = Print. | | | |F1 = Help F10 = Save File to Disk ESCAPE = Exit| *------------------------------------------------------------------------------* 74 AddPhone - (C) 1992 Robert Ladew SCREEN 5. The "Address Book Selection Menu" screen. *------------------------------------------------------------------------------* | | | Copyright (C) 1992 Robert Ladew | | All Rights Reserved | | | | AddPhone(TM) Address/Phone Directory System - Version 3.2 | | | | Address Book Selection Menu | | | | *-------------------------------------------------* | | | Address Book Names | | | | | | | |->1. Not Used 5. Not Used | | | | 2. Not Used 6. Not Used | | | | 3. Not Used 7. Sample Directory | | | | 4. Not Used 8. DOSFILNM.DTD | | | | | | | *-------------------------------------------------* | | | |MESSAGE: Use Arrow keys to select Address Book and then press ENTER, or just | | enter the Address Book number. | | F6 = Change Address Book Name(s) and/or Directory Path(s). | | | |F1 = Help ESCAPE = Exit Program| *------------------------------------------------------------------------------* SCREEN 6. The "Address Book Name Update Screen". *------------------------------------------------------------------------------* | Address Book Name Update Screen | | | | *---------------------------------------------------------------------* | | | Address Book Name Directory Path Name File Name | | | | | | | |->1. Not Used C:\ADDP QADDR1.DTD | | | | 2. Not Used C:\ADDP QADDR2.DTD | | | | 3. Not Used C:\ADDP QADDR3.DTD | | | | 4. Not Used C:\ADDP QADDR4.DTD | | | | 5. Not Used C:\ADDP QADDR5.DTD | | | | 6. Not Used C:\ADDP QADDR6.DTD | | | | 7. Sample Directory C:\ADDP QADDR7.DTD | | | | 8. DOSFILNM.DTD C:\ADDP DOSFILNM.DTD | | | | | | | *---------------------------------------------------------------------* | | | |MESSAGE: Use || or Tab/Shift-Tab keys to select Address Book Name or Directory| | Path Name, or just enter the Address Book number in the 1st position.| | You may customize the Address Book Names or change the Directory Path| | Names by overwriting an existing name or adding new ones. | | F2 = Save entries and exit. | | | |F1 = Help ESC = Return to Address Book Selection Menu| *------------------------------------------------------------------------------* 75 AddPhone - (C) 1992 Robert Ladew SCREEN 7. The "Main Data Entry Screen", Add Mode. *------------------------------------------------------------------------------* | *---------------------------------------------------------------* | | |->ADD CHANGE ERASE LIST FIND SPECIAL DIAL PRINT | | | *---------------------------------------------------------------* | | | |Book Name: Sample Directory Path: C:\ADDP\QADDR7.DTD | | | | SORT NAME: FIRST: INIT: | | | |MAILING NAME: H-PHONE: | | COMP LINE 1: B-PHONE: | | COMP LINE 2: EXT: | | POSITION: CAR: | | ADDR LINE 1: MOBILE: | | ADDR LINE 2: FAX: | | CITY: TELEX: | | STATE: ZIP: BEEPER: | | COUNTRY: B'DAY 1: / / | | CATEGORY(S): Last Updated: | | 6/29/92 Notes: No| | 60 Entries| |MESSAGE: Enter Data. F2 = Save Data. F3 = Abbreviations. | | F4 = Categories. F5 = Notes. F6 = Repeat. F7 = Phones. | | F8 = Phone Template Toggle. F9 = Print. | |F1 = Help F10 = Save File to Disk ESCAPE = Exit| *------------------------------------------------------------------------------* SCREEN 8. The "Phone Information Pop-Up Screen". *------------------------------------------------------------------------------* | *--------------------------*--------------------------------------------* | | ADD ->CHANGE ERASE L| Phone Number FCN PFX SFX | | *--------------------------| | | | H-PHONE: (213) 555-8172 Yes A - | |Book Name: Sample Directory Pa|->B-PHONE: (213) 555-1000 No C - | | | CAR: No - - | | SORT NAME: Cavalieri | MOBILE: No - - | | | FAX: No - - | |MAILING NAME: Joe Cavalieri | TELEX: No - - | | COMP LINE 1: Ace Electronics | BEEPER: No - - | | COMP LINE 2: | | | POSITION: 7622 W. Adams Blvd.| Use || and Tab/BkTab to position cursor. | | ADDR LINE 1: | Enter Y/N for FCN and Code for PFX SFX. | | ADDR LINE 2: | F2 = Save Data. F3 = PFXs. F4 = SFXs. | | CITY: Remoteville | ENTER = Dial. | | STATE: CA | ESCAPE = Exit | | COUNTRY: *--------------------------------------------* | CATEGORY(S): 25 Last Updated: | | 6/25/92 Notes: No| | 60 Entries| | | | | *------------------------------------------------------------------------------* 76 AddPhone - (C) 1992 Robert Ladew SCREEN 9. The "Prefixes Pop-Up Screen". *------------------------------------------------------------------------------* | *-----------------*---------------------------*-------------------------* | | ADD CHANGE ->| Code Prefixes |mber FCN PFX SFX | | *-----------------| | | | | A 1 |5-8172 Yes A - | |Book Name: Sample Direct| B 9W |5-1000 No C - | | | C 9W1 | No - - | | SORT NAME: Cavalieri | D (MCI Access Number) | No - - | | | E 011 | No - - | |MAILING NAME: Joe Cavali| | No - - | | COMP LINE 1: Ace Electr| | No - - | | COMP LINE 2: | | | | POSITION: 7622 W. Ad| |Tab to position cursor. | | ADDR LINE 1: | | and Code for PFX SFX. | | ADDR LINE 2: | |F3 = PFXs. F4 = SFXs. | | CITY: Remotevill| | | | STATE: CA | | ESCAPE = Exit | | COUNTRY: | *-------------------------* | CATEGORY(S): 25 | Home/End/PgDn/PgUp. || | | | | select PFX, then ENTER | Notes: No| | | or type PFX Code. | 60 Entries| | | F6 = Maintenance. | | | | ESCAPE = Exit | | | *---------------------------* | *------------------------------------------------------------------------------* SCREEN 10. The "Suffixes Pop-Up Screen". *------------------------------------------------------------------------------* | *-----------------*---------------------------*-------------------------* | | ADD CHANGE | Code Suffixes |mber FCN PFX SFX | | *-----------------| | | | | A # |5-8172 Yes A - | |Book Name: Sample Direct| |5-1000 No C - | | | | No - - | | SORT NAME: Cavalieri | | No - - | | | | No - - | |MAILING NAME: Joe Cavali| | No - - | | COMP LINE 1: Ace Electr| | No - - | | COMP LINE 2: | | | | POSITION: 7622 W. Ad| |Tab to position cursor. | | ADDR LINE 1: | | and Code for PFX SFX. | | ADDR LINE 2: | |F3 = PFXs. F4 = SFXs. | | CITY: Remotevill| | | | STATE: CA | | ESCAPE = Exit | | COUNTRY: | *-------------------------* | CATEGORY(S): 25 | Home/End/PgDn/PgUp. || | | | | select SFX, then ENTER | Notes: No| | | or type SFX Code. | 60 Entries| | | F6 = Maintenance. | | | | ESCAPE = Exit | | | *---------------------------* | *------------------------------------------------------------------------------* 77 AddPhone - (C) 1992 Robert Ladew SCREEN 11. The "List Options" screen. *------------------------------------------------------------------------------* | List Options | | | | *-------------------------------------------* | | | Name of List | | | | | | | | A Name List - (Default) | | | | B Company List | | | | C Phone Number List | | | | D Birthday List | | | | | | | | | | | | | | | | | | | | | | | | | | | *-------------------------------------------* | | | |MESSAGE: Home/End/PgUp/PgDn. Use || to select name, then ENTER, or | | type highlighted letter, then ENTER. | | F6 = Set up Options. | | | |F1 = Help ESCAPE = Return to Task Option List| *------------------------------------------------------------------------------* SCREEN 12. The "List" screen. *------------------------------------------------------------------------------* | A SORT NAME........... FIRST.......... COMPANY........................... | | | | Allen Arlo | | Arens Fred Fred's Flowers | | Babbit Bob | | Biasukniak Brodie Ace Electronics | | Buff*-----------------------------------------------------------* | | Butl| | | | Camp| SORT NAME: ________________________________________ |ll | | Cava| | | | Cohe*-----------------------------------------------------------* | | Conrad Henrietta Bently Medical Clinic | | Conrad Joseph Always There Insurance Company | | Cooke Jonathon Cooke Construction Company | | Dow Don Ace Electronics | | Ebersole Sven Root & Canal Dental Clinic | | Edwards Melba Edwards & Jackson, Inc. | | Enriquez Henri Ace Electronics | | | |MESSAGE: Type the SORT NAME where you want the list to begin | | Press ENTER when ready. | | | | | *------------------------------------------------------------------------------* 78 AddPhone - (C) 1992 Robert Ladew SCREEN 13. The "List Options Maintenance" screen. *------------------------------------------------------------------------------* | List Options Maintenance | | | | *-------------------------------------------* | | | Name of List | | | | | | | | A Name List - (Default) | | | | B Company List | | | | C Phone Number List | | | | D Birthday List | | | | E Remoteville Car Pool | | | | | | | | | | | | | | | | | | | | | | | *-------------------------------------------* | | | |MESSAGE: PgUp/PgDn. Use || to select Option name. You may customize an option| | name by overwriting an existing name or by adding a new one. | | F2 = Save entries and continue. F7 = Delete Line. F8 = Insert Line.| | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* SCREEN 14. The "List Field Selection Screen". *------------------------------------------------------------------------------* | Name of List: (E) Remoteville Car Pool | | | | *--------------------* *-------------------* | | | Fields | | Selected Fields | | | | | | | | | | SORT NAME: Yes | | SORT NAME: | | | | FIRST: Yes | | FIRST: | | | | INIT: No | | H-PHONE: | | | | | | B-PHONE: | | | | | | EXT: | | | | MAILING NAME: No | | | | | | COMPANY: No | | | | | | POSITION: No | | | | | | ADDR LINE 1: No | | | | | | ADDR LINE 2: No | | | | | | ADDR LINE 3: No | | | | | | CITY: No | | | | | | | | | | | *--------------------* *-------------------* | | | |MESSAGE: PgUp/PgDn. Use || to select Fields you wish to use. | | Type a "Y" or "N" as appropriate. F2 = Save entries and continue. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* 79 AddPhone - (C) 1992 Robert Ladew SCREEN 15. The "List Field Selection Parameters Screen". *------------------------------------------------------------------------------* | Name of List: (E) Remoteville Car Pool | | | | *-------------------------------------------------* | | | Selected Fields | Across | Down | D/A | Length | | | | | | | | | | | | SORT NAME: | 2 | 1 | A | 20 | | | | FIRST: | 1 | 2 | A | 15 | | | | H-PHONE: | 3 | -- | A | 14 | | | | B-PHONE: | 4 | -- | A | 14 | | | | EXT: | 5 | -- | A | 4 | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | *-------------------------------------------------* | | | |MESSAGE: Across (F3). Down (F4). D/A (F5). Length (F6). | | Enter parameters as required. F2 = Save entries and continue. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* SCREEN 16. The "Limit Items in List" screen. *------------------------------------------------------------------------------* | Limit Items in List | | | | Name of List: (A) Name List - (Default) | | | | Limit List To: | | | | SORT NAME: THRU | | COMPANY: | | POSITION: | | CITY: | | STATE: REMOTEVILLE | | ZIP: THRU | | COUNTRY: | | B'DAY 1: / / THRU / / | | | | | | Last Updated: / / THRU / / | | CATEGORY(S): | | | |MESSAGE: Enter values that will limit number of items that qualify. | | F2 = Save Entries. F3 = Abbrs. F4 = Categories. F7 = Clear Field. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* 80 AddPhone - (C) 1992 Robert Ladew SCREEN 17. The "List Screen", Remoteville example. *------------------------------------------------------------------------------* | A FIRST.......... SORT NAME........... H-PHONE....... B-PHONE....... EXT. | | | | Brodie Biasukniak (213) 555-8938 (213) 555-1000 3001 | | Joe Cavalieri (213) 555-8172 (213) 555-1000 3145 | | Don Dow (213) 555-8762 (213) 555-1000 3122 | | Ardath Fletcher (213) 555-8855 (213) 555-1000 3155 | | Wendy Fuller (213) 555-9965 (213) 555-1000 3976 | | Geronimo Hijazi (213) 555-1827 (213) 555-1000 3201 | | Grace Louheed (213) 555-1000 3111 | | Manuel Manzano (213) 555-9183 (213) 555-1000 3126 | | Mary Mason (213) 555-9837 (213) 555-1000 3321 | | Diana Schmidt (714) 555-2872 (213) 555-1000 3229 | | John Zorff (213) 555-5027 (213) 555-1000 3766 | | | | *** End of List *** | | | | | | | | | |MESSAGE: Home/End/PgUp/PgDn/||. C = Change. D = Display or Dial. E = Erase.| | Space = Cancel a selection. F2 = Process. F = Find. | | | |F1 = Help ESCAPE = Exit| *------------------------------------------------------------------------------* SCREEN 18. The "Find Record" screen". *------------------------------------------------------------------------------* | | | | | | | | | Find Record | | | | | | SORT NAME: FIRST: INIT: | | | | Any Search Criterion: | | | | | | | | | | | | | | | | | |MESSAGE: Enter as much of the requested information as required (Fast search).| | or, enter a sequence of characters as the Search Criterion (Slower). | | F2 = Begin Search. F6 = Search on Specific Fields (Fast Search). | | | |F1 = Help ESCAPE = Exit| *------------------------------------------------------------------------------* 81 AddPhone - (C) 1992 Robert Ladew SCREEN 19. The "Detail Find" screen". *------------------------------------------------------------------------------* | *---------------------------------------------------------------* | | | ADD CHANGE ERASE LIST ->FIND SPECIAL DIAL PRINT | | | *---------------------------------------------------------------* | | | |Book Name: Sample Directory Path: C:\ADDP\QADDR7.DTD | | | | SORT NAME: FIRST: INIT: | | | |MAILING NAME: H-PHONE: | | COMPANY: B-PHONE: | | POSITION: EXT: | | ADDR LINE 1: CAR: | | ADDR LINE 2: MOBILE: | | ADDR LINE 3: FAX: | | CITY: TELEX: | | STATE: ZIP: BEEPER: | | COUNTRY: B'DAY 1: / / | | CATEGORY(S): Last Updated: | | / / | | NOTES: 60 Entries| | | |MESSAGE: Enter elements of search criteria. F2 = Begin Search. | | F3 = Abbreviations. F4 = Categories. | |F1 = Help F10 = Save File to Disk ESCAPE = Exit| *------------------------------------------------------------------------------* SCREEN 20. The "Special Functions" screen. *------------------------------------------------------------------------------* | | | Special Functions | | | | *-------------------------------------------------* | | | Table Maintenance: Abbreviations | | | | Categories | | | | Telephone Dialing Setup | | | | One Address Book: Build New Indexes | | | | ->Delete (Multiple Records) | | | | Label & Rotary Card Reset | | | | New Password | | | | Remove Duplicates | | | | Search and Replace | | | | One Book to Another: Xfr/Copy Records | | | | Merge Address Books | | | | Other Applications: Import Data | | | | Export Data | | | *-------------------------------------------------* | | | |MESSAGE: Use || to select Function, then ENTER, or type highlighted letter. | | | |F1 = Help ESCAPE = Return to Task Option List| *------------------------------------------------------------------------------* 82 AddPhone - (C) 1992 Robert Ladew SCREEN 21. The "Mass Delete - Select Address Book" screen. *------------------------------------------------------------------------------* | Mass Delete | | | | Select Address Book | | | | *-------------------------* | | | Address Book Name | | | | | | | | 1. Not Used | | | | 2. Not Used | | | | 3. Not Used | | | | 4. Not Used | | | | 5. Not Used | | | | 6. Not Used | | | |->7. Sample Directory | | | | 8. DOSFILNM.DTD | | | | | | | *-------------------------* | | | | | |MESSAGE: Use || to make selection, then ENTER, or type the number. | | | | | |F1 = Help ESCAPE = Return to Special Functions Menu| *------------------------------------------------------------------------------* SCREEN 22. The "List Mass Delete" screen. *------------------------------------------------------------------------------* | A SORT NAME........... FIRST.......... COMPANY............................ | | | | Allen Arlo | | Arens Fred Fred's Flowers | | Babbit Bob | | D Biasukniak Brodie Ace Electronics | | D Buffington Lance Ace Electronics | | Butler Sarah Triangle Real Estate | | Campbell Chester Campbell, Campbell, & Campbell | | D Cavalieri Joe Ace Electronics | | Cohen Martin Miller, Cohen & Swartz | | Conrad Henrietta Bently Medical Clinic | | Conrad Joseph Always There Insurance Company | | Cooke Jonathon Cooke Construction Company | | D Dow Don Ace Electronics | | Ebersole Sven Root & Canal Dental Clinic | | Edwards Melba Edwards & Jackson, Inc. | | D Enriquez Henri Ace Electronics | | | |MESSAGE: Home/End/PgUp/PgDn/||. D = Delete. F = Find. | | F2 = Process Mass Delete. | | | |F1 = Help ESCAPE = Exit| *------------------------------------------------------------------------------* 83 AddPhone - (C) 1992 Robert Ladew SCREEN 23. The "Print Options" screen. *------------------------------------------------------------------------------* | Printing Options | | | | *-------------------------------------------* | | | Print Option Name | | | | | | | | A Jr. Pckt Bklt - w/o Idx - L & R 2 sides | | | | B Sr. Pckt Bklt - w/o Idx - L & R 2 sides | | | | C Jr. Pckt LL - w/o Index | | | | D Sr. Pckt LL - w/o Index | | | | E Jr. Desk LL - w/o Index | | | | F Sr. Desk LL - w/o Index | | | | G Address Labels - All - Zip Code Order | | | | H Rotary Index Cards - All | | | | I List - City | | | | J List - Category | | | | | | | *-------------------------------------------* | | | |MESSAGE: Home/End/PgUp/PgDn. Use || to select name, then ENTER, or | | type highlighted letter, then ENTER. | | F6 = Set up Options. | | | |F1 = Help ESCAPE = Exit| *------------------------------------------------------------------------------* SCREEN 24. The "Printout/Paper Format" screen. *------------------------------------------------------------------------------* | Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides | | | | | | Printout Format Paper Format | | *-------------------------------------* | | *-------------------------------* | | | | | | | ->B Jr. Pocket Booklet Format | | | | 1 Address Book w/o Index | | C Sr. Pocket Booklet Format | | | | 2 Address Book w Index | | J Jr. Pocket Loose-Leaf Format | | | | 3 Index Only | | K Sr. Pocket Loose-Leaf Format | | | | 4 Frequently Called Numbers | | L Jr. Desk Loose-Leaf Format | | | | 5 Address Labels | | M Sr. Desk Loose-Leaf Format | | | | 6 Rotary Cards | | A Address Labels | | | | 7 Lists | | R Rotary Cards | | | | | | P Plain 8.5 X 11 Inch Paper | | | *-------------------------------* | | | | *-------------------------------------* | | | |MESSAGE: Use || to select item, or type highlighted number/letter, then ENTER.| | (Pressing ENTER toggles between Printout Format and Paper Format.) | | F2 = Save entries and continue. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* 84 AddPhone - (C) 1992 Robert Ladew SCREEN 25. The "Specific Printing Options" screen. *------------------------------------------------------------------------------* | Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides | | | | Specific Printing Options Valid With | | Paper Formats | | | | Print Pages: 1 Through 9999 J,K,L,M,P | | Number of Copies: 1 B,C,J,K,L,M,P| | Print Continuously: Yes B,C,J,K,L,M,P| | New Letter Starts New Page: No B,C,J,K,L,M,P| | Vertical Alignment: 50 (More for D, less for U) All | | Horizontal Alignment: 50 (More for R, less for L) All | | Left & Right Pages 2 Sides: Yes B,C | | Right Page 2 Sides: No B,C | | Left & Right Pages 1 Side: No B,C | | Print by Category: No B,C,J,K,L,M,P| | Include Notes: No B,C,J,K,L,M,R| | | | | |MESSAGE: Enter parameters as required. | | F2 = Save entries and continue. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* SCREEN 26. The "Print Option Field Selection" screen. *------------------------------------------------------------------------------* | Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides | | | | *--------------------* *-------------------* | | | Fields | | Selected Fields | | | | | | | | | | SORT NAME: Yes | | SORT NAME: | | | | FIRST: Yes | | FIRST: | | | | INIT: No | | COMPANY: | | | | | | ADDR LINE 1: | | | | | | ADDR LINE 2: | | | | MAILING NAME: No | | CITY: | | | | COMPANY: Yes | | STATE: | | | | POSITION: No | | ZIP: | | | | ADDR LINE 1: Yes | | H-PHONE: | | | | ADDR LINE 2: Yes | | B-PHONE: | | | | ADDR LINE 3: No | | EXT: | | | | CITY: Yes | | FAX: | | | | | | | | | *--------------------* *-------------------* | | | |MESSAGE: PgUp/PgDn. Use || to select Fields you wish to use. | | Type a "Y" or "N" as appropriate. F2 = Save entries and continue. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* 85 AddPhone - (C) 1992 Robert Ladew SCREEN 27. The "Print Option Selected Fields Parameters" screen. *------------------------------------------------------------------------------* | Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides | | | | *---------------------------------------* | | | Selected Fields | Down | D/A | Print | | | | | | | | | | | SORT NAME: | 1 | A | Yes | | | | FIRST: | 2 | A | Yes | | | | COMPANY: | 3 | A | Yes | | | | ADDR LINE 1: | -- | A | Yes | | | | ADDR LINE 2: | -- | A | Yes | | | | CITY: | -- | A | Yes | | | | STATE: | -- | A | Yes | | | | ZIP: | -- | A | Yes | | | | H-PHONE: | -- | A | Yes | | | | B-PHONE: | -- | A | Yes | | | | EXT: | -- | A | Yes | | | | FAX: | -- | A | Yes | | | | | | | | | | *---------------------------------------* | | | |MESSAGE: Down (F4). D/A (F5). Print (F7). | | Enter parameters as required. F2 = Save entries and continue. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* SCREEN 28. The "Limit Items in Report" screen. *------------------------------------------------------------------------------* | Limit Items in Report | | | | Print Option Name: (A) Jr. Pckt Bklt - w/o Idx - L & R 2 sides | | | | Limit Report To: | | | | SORT NAME: THRU | | COMPANY: | | POSITION: | | CITY: | | STATE: | | ZIP: THRU | | COUNTRY: | | B'DAY 1: / / THRU / / | | | | Last Updated: / / THRU / / | | CATEGORY(S): | | | |MESSAGE: Enter values that will limit number of items that qualify. | | F2 = Save Entries. F3 = Abbrs. F4 = Categories. F7 = Clear Field. | | | |F1 = Help ESCAPE = Return to Previous Screen| *------------------------------------------------------------------------------* 86 AddPhone - (C) 1992 Robert Ladew SCREEN 29. The "Specific Address Label and Rotary Card Options" screen. *------------------------------------------------------------------------------* | Print Option Name: (G) Address Labels - All - Zip Code Order | | | | | | Specific Address Label and Rotary Card Options | | | | Printer | | Types | | | | Flag Specific Records: No Both | | Print Flagged Records Only: No Both | | Reset Label or Card Counts to Zero: No Both | | Label Size: 4" X 1" (20 Labels Per Sheet): No Laser | | 4 1/4" X 1 1/3" (14 Labels Per Sheet): Yes Laser | | Beginning Label Position: 1 Laser | | Rotary Card Size: Standard: Yes Both | | 5" X 3" No Pin Feed | | | | | | | |MESSAGE: Enter parameters as required. | | F2 = Save entries and continue. | | | |F1 = Help ESCAPE = Exit| *------------------------------------------------------------------------------* SCREEN 30. The "Dial Setup" screen. *------------------------------------------------------------------------------* | | | | | Dial Setup | | | | *-----------------------------* | | | | | | |-> COMPUTER PORT: COM1 | | | | BAUD RATE: 1200 | | | | DIAL SPEED: Medium | | | | DIAL TYPE: Tone | | | | YOUR AREA CODE: 818 | | | | SET UP PREFIXES: | | | | SET UP SUFFIXES: | | | | BYPASS MODEM CK: No | | | | | | | *-----------------------------* | | | | | | | | | |MESSAGE: Use || to make selection, then press ENTER. F2 = Save Entries. | | | |F1 = Help ESCAPE = Return to Special Functions Menu| *------------------------------------------------------------------------------* 87 AddPhone - (C) 1992 Robert Ladew SCREEN 31. The "Search and Replace" screen. *------------------------------------------------------------------------------* | *-----------------------------------------------------* | | | SORT NAME: | | | | FIRST: | | | Search | INIT: | | | Argument | | | | | | | | | MAILING NAME: | | | | COMPANY: | | | *-----------------------------------------------------* | | *-----------------------------------------------------* | | | SORT NAME: | | | | FIRST: | | | Replacement | INIT: | | | Data | | | | | | | | | MAILING NAME: | | | | COMPANY: | | | *-----------------------------------------------------* | | | |MESSAGE: PgUp/PgDn. Use || to select field, then enter data. | | F2 = Begin Search and Replace. F3 = Enter Search Argument(s). | | F4 = Enter Replacement Data. | | | |F1 = Help ESCAPE = Return to Special Functions Menu| *------------------------------------------------------------------------------* SCREEN 32. The "Copy and/or Transfer" screen. *------------------------------------------------------------------------------* | Copy or Transfer Record(s) From One Address Book to Another | | | | FROM: TO: | | | | *-------------------------* *-------------------------* | | | Address Book Name | | Address Book Name | | | | | | | | | | 1. John's Personal | | 1. John's Personal | | | | 2. Class of '77 | | 2. Class of '77 | | | | 3. ACME Personnel | | 3. ACME Personnel | | | | 4. Master File | |->4. Master File | | | | 5. Not Used | | 5. Not Used | | | | 6. Not Used | | 6. Not Used | | | | 7. Sample Directory | | 7. Sample Directory | | | | 8. DOSFILNM.DTD | | 8. DOSFILNM.DTD | | | | | | | | | *-------------------------* *-------------------------* | | | |MESSAGE: Use || to make selection, then ENTER, or type the number. | | F2 = Continue Process. | | | |F1 = Help ESCAPE = Return to Special Functions Menu| *------------------------------------------------------------------------------* 88 AddPhone - (C) 1992 Robert Ladew SCREEN 33. The "List Copy and Transfer" screen example. *------------------------------------------------------------------------------* | A SORT NAME........... FIRST.......... COMPANY............................ | | | | Allen Arlo | | Arens Fred Fred's Flowers | | C Babbit Bob | | Biasukniak Brodie Ace Electronics | | Buffington Lance Ace Electronics | | T Butler Sarah Triangle Real Estate | | C Campbell Chester Campbell, Campbell, & Campbell | | C Cavalieri Joe Ace Electronics | | C Cohen Martin Miller, Cohen & Swartz | | Conrad Henrietta Bently Medical Clinic | | Conrad Joseph Always There Insurance Company | | T Cooke Jonathon Cooke Construction Company | | T Dow Don Ace Electronics | | Ebersole Sven Root & Canal Dental Clinic | | Edwards Melba Edwards & Jackson, Inc. | | C Enriquez Henri Ace Electronics | | | |MESSAGE: Home/End/PgUp/PgDn/||. C = Copy. T = Transfer. F = Find. | | F2 = Process Copy/Transfer. | | | |F1 = Help ESCAPE = Exit| *------------------------------------------------------------------------------* 89 AddPhone - (C) 1992 Robert Ladew Appendix E Add the AddPhone Icon to Windows You can add the AddPhone Icon to any group window in Microsoft Windows 3.x(TM) by following the steps below: (1) If you have not already done so, start windows. Then open the group where you want to add the AddPhone Icon. (2) From the File menu in Program Manager, choose New. The New Program Object dialog box appears. (3) Select the Program Item option, and then choose the OK button. The Program Item Properties dialog box appears. (4) In the Description box, type: AddPhone. The description becomes the label that appears under the Icon in the group window. (5) In the Command Line box, type: C:\ADDP\ADDPHONE.EXE (6) In the Working Directory box, type: C:\ADDP (7) Shortcut Key should be "None", and Run Minimized should NOT be checked. (8) When you have completed the above steps, choose the Change Icon button. Either a Change Icon information box stating that no icons are available, or a Change Icon box showing one or more icons appears. (9) If the Change Icon information box appears stating no icons are available, then choose the OK button to continue. (10) If the Change Icon box showing one or more icons appears, enter the following in the File Name area: C:\ADDP\ADDPICON.ICO Press <ENTER> and the AddPhone Icon will appear where it says Current Icon. (11) Choose the OK button. The dialog box closes, and the Program Item Properties dialog box appears. Choose the OK button. The dialog box closes, and the AddPhone Icon appears in the group window. 90 AddPhone - (C) 1992 Robert Ladew Index * *.DTD, *.DX1, *.DX2, *.NTE, *.NTX, 14 *.RCD, *.TBL, 16 A Abbreviations Table, 12, 31 Abbreviations Table Maintenance, 56 ABBRVTNS.NDX, 13 ABBRVTNS.TBL, 12 Across Column, 36 Across, Down, etc. Screen, 36 Action Column, "A" is for Action, 35 Activating ADDPOP, 19 Add Mode, 29 Add Printer to Table, 8 ADDFIELD.TBL, 13 Adding a Printer to the Printer Table, 72 Adding Records, 27 ADDINSTL.EXE, 12 ADDPHELP.DTA, 12 ADDPHELP.IDX, 12 ADDPHONE, 2 AddPhone Setup Menu, 6 ADDPHONE.EXE, 12 ADDPHONE.PIF, 12, 15 ADDPHONE.ZIP, 12 ADDPOP, 3 ADDPOP and the AUTOEXEC.BAT File, 19 ADDPOP, Dialing, 54 ADDPOP, Loading and Unloading, 18 ADDPOP.EXE, 12 ADDPOP.PIF, 12 ADDPOPFL.RCD, 13 ADDPRNTR.TBL, 12 ADDPRTMD.RCD, 13 Address Book Data Files, 14 Address Book Files That Use Different Tables & Menus, 70 Address Book Index to Data Files, 14 Address Book Index to Notes Files, 14 Address Book Name, 23 Address Book Name Update Screen, 23 Address Book Notes Files, 14 Address Book Sample Data File, 13 Address Book Selection Menu, 15, 23 Address/Date Format, 6 ADDSETUP, 2 ADDSETUP.EXE, 12 ADDSETUP.PIF, 12 ADDSETUP.RCD, 13 91 AddPhone - (C) 1992 Robert Ladew Align the Paper in Your Printer, 43 Alphanumeric Fields, 10 Are Forms Lined-Up? (Y or N), 43 Area Code, 53 Area Code in Parentheses, 29 Ascending, 37 Australia, 6 Auto Dialing, 1 AUTOEXEC, 15 AUTOEXEC.BAT, 19 Automatic Dialing, 29, 53 Automatic Line Wrap, 32 B Backing Up Your Data, 16 Backup Directory Path Name, 17 Backup Drive, 17 Batch AddPhone Start Up File, 15 Batch File, 12, 15, 20, 72 Baud Rate, 7, 53 Beginning Label Position, 52 Birthday List, 34 Build New Indexes, 56 Bypass Modem CK, 53 Bypass Printer Check, 8 C Canada, 6 Categories, 2 Categories Table, 13, 31 Categories Table Maintenance, 56 Category Code, 29, 58 Category Field, 29, 58 Category Group, 49 Category, Define and Customize, 2 CATEGORY.NDX, 13 CATEGORY.TBL, 13 Change Data, 29, 40 Change Data (Change) Mode, 29 Change Mode, 29, 40 Change the Colors, 7 Changing Records, 39 Changing Screen Colors, 68 Color, 7 COM1, 7, 53 Comma Delimited, 60 Company List, 34 Compressing Your Files, 41 Computer Port, 53 CONFIG.SYS File, 4 Creating a Customized Report, 46 92 AddPhone - (C) 1992 Robert Ladew Creating An Address Book, 23 Customizing a List, 35 D Data Bits, 7 Date Fields, 10 Date Formats, 6, 10 Day-Timers, Inc., 42 Default Drive and Directory Name, 4 Delete (Multiple Records), 40, 56 DELETE Key, 20 Delete Multiple Records Screen, 41 Descending, 37 Dial Setup Screen, 53 Dial Speed, 53 Dial Type, 53 Dialing Options Record, 13 Dialing While in AddPhone, 54 Dialing While in Another Application, 54 DIALOPTN.RCD, 13 Directory, 7, 11 Directory Path Name, 7, 23 DISCLAIMER OF WARRANTY, iii Displaying Records, 34 Dot-Matrix Printers, 45, 72 Down Column, 37 Down, D/A, & Print Screen, 47 Drive, 7, 11 E Editing Tables, 30 EMS, 18 END Key, 21 Enter Data, 29 Enter Data, (Add) Mode, 29 ENTER Key, 20 Entering Categories, 28 Entering Notes, 32 Entering Phone Numbers and Dialing Information, 29 Entering Repeating Information, 32 Erasing a Single Record, 40 Erasing Many Records, 40 ESC Key, 21 Exiting the Program, 16 Export Options Table, 13 Exporting Data, 60 Exporting Data, Define and Customize, 2 EXPTOPTN.NDX, 13 EXPTOPTN.TBL, 13 93 AddPhone - (C) 1992 Robert Ladew F F1 Key, 21 F2 Key, 21 F3 Key, 21 F4 Key, 21 F5 Key, 21 F6 Key, 21 F7 Key, 22 F8 Key, 22 F9 Key, 22 F10 Key, 22 FCN's, 30 Field Length Column, 37 Field Name Column, Customize Field Names, 6 Field Names (Defaults), 9 Field Selected, Yes/No, 6 Field Selection List, 6 Field Sizes and Types, 9 Field, Customization, 2 Fields Table, 13 Fields, Mutually Exclusive, 7 Fields, Table 1. (All Fields), 9 File Integrity Can Be Lost When..., 69 File Name, 24 Files, Table 2. (All Files), 12 Find a Specific Record, 38 Find Functions, 9 Find Record (Detail) Screen, 39 Find Record. . . Screen, 38 Fixed Length, 60 Flag Specific Records, 51 Frequently Called Numbers (FCN's), 30 Function Keys, 40 G Getting Started, 15 Graphics Mode, 19 H Help (Press <F1> Key), 1 Help, How to Get It, 1 HOME Key, 21 Horizontal Alignment, 49 Hot Key Combination, 3, 7, 18 REGISTER, HOW TO, iv I Icon, AddPhone (Windows), 98 If Disk Space is Scarce..., 70 94 AddPhone - (C) 1992 Robert Ladew Import Options Table, 13 Importing Data, 60 Importing Data, Define and Customize, 2 IMPTOPTN.NDX, 13 IMPTOPTN.TBL, 13 Include Notes, 50 INSERT Key, 20 INSTALL.BAT, 12 Installation (Hard Disk), 4 Installation (Two-Floppy Drives), 68 Installation Disk, 1, 12 Installing AddPhone, 4 International, 6 International Telephone Numbers, 29 L Label & Rotary Card Reset, 57 Label Size: 4" x 1" (20 Labels Per Sheet), 52 Label Size: 4-1/4" x 1-1/3" (14 Labels Per Sheet), 52 Laser Printers, 45, 72 Left & Right Pages, 50 LEFT/RIGHT ARROWS Keys, 20 Limit Items in List Screen, 37 Limit Items in Report Screen, 48 List, 2 List Option, 39 List Option Name, 36 List Options, 34 List Options Maintenance Screen, 36 List Options Menu, 34 List Options Table, 13 List Screen (with "Find Box"), 35 List Screen, 38 Listing Your Address Book Records, 34 LISTOPTN.NDX, 13 LISTOPTN.TBL, 13 Lists, Define and Customize, 2 LPT1, 7 M Main Data Entry Screen, 27 Making Sure Your Printer Will Work, 72 Mass Delete - Select Address Book Screen, 40 Master Disk, 1, 68 Maximum Number of Records, 2 MCI Account Code, 30 Memory Requirements, 3 Memory-Resident, 3, 7, 19 Merging Two Address Books, 59 MESSAGE, 43 MESSAGE Area, 1 95 AddPhone - (C) 1992 Robert Ladew Microsoft Windows 3.x, 3, 4, 19 Microsoft Windows 3.x, Starting AddPhone, 15 Modifying Records, 34 Monochrome, 7 Moving Around, 20 Mutually Exclusive Fields, 10 N Name List (Default), 34 New Letter Starts New Page, 49 New Password, 57 Not Used, 23 Notes, 32 Notes Status, 33 Number of Copies, 49 O Order Form, ii Overwrite Backup Files, 17 Overwrite Files, On Reinstallation, 5 Overwrite, Edit Mode, 27, 32 P Paper Format, 46 Parallel Printer Port, 7 Parity, 7 Password, 25 Path Name, 7 Path Statement, 15 PgDn/PgUp Keys, 21 Phone Number Fields, 11 Phone Number List, 34 Phone Number Template, 10, 29 Phone Numbers Information Screen, 30 PIF Editor, 4 Planning Your Data Base, 10 Predefined List Options, 34 Predefined Report Options, 43 Prefix Code, 30 Prefixes, 29 Prefixes Table Screen, 30 PREFIXES.NDX, 13 PREFIXES.TBL, 13 Primary Key, 9, 27 Primary Search Field, 9 Print a Single Record, 33 Print by Category, 50 Print Continuously, 49 Print Control Commands, 12 96 AddPhone - (C) 1992 Robert Ladew Print Flagged Records Only, 52 Print Format, 46 Print Options Maintenance Screen, 46 Print Options Screen, 43 Print Options Table, 13 Print Pages, 49 Printer Attribute Screen, 73 Printer Types, 51 Printers Table, 12 Printing a Booklet-Style Address Book, 45 Printing Labels or Rotary Cards, 51 Printing Options Menu, 43 Printing Your Address Books, 42 Printout Format and Paper Format Menu Screen, 46 PRNTOPTN.NDX, 13 PRNTOPTN.TBL, 13 Putting Your Address Book Together, 46 Q QADDR7.DTD, 13 QADDR7.NTE, 13 R README, 12 Record Displayed, 29, 39 Record Displayed Mode, 28 Record Displayed. Select Option., 27 Register the Category, 29 Reinstallation (Hard Disk), 5 Removing Duplicates, 57 Reports, Define and Customize, 2 Required Field, 9, 27 Reset Label or Card Counts to Zero, 52 Restoring Files from Backup Copies, 17 Restoring the Integrity of Address Book Files, 69 Right Pages 2 Sides, 50 Rotary Card Size: 3 " x 5", 52 Rotary Card Size: Standard, 52 S Sample Directory, 22, 23 Sample Directory Password, 22, 25 Saving Your Data, - F10 Key, 33 Search, 38 Search All Fields, 38 Search and Replace, 58 Search and Replace Screen, 58 Search Specific Field(s), 39 Select Fields Screen, 36, 47 Select Monitor, 7 97 AddPhone - (C) 1992 Robert Ladew Select Your Printer, 7 Set Up Prefixes, 53 Set Up Suffixes, 53 Setting up Address Book Files, 23 Setting Up the Dial Options, 53 Setup, 6 Setup, Changing After Installation, 8 SHIFT-TAB Key, 20 Sort Order of the Records, 37 Sorting Data, Define and Customize, 2 Special Functions, 56 Special Functions Menu, 40, 53 Special Paper, 42 Specific Address Label and Rotary Card Options Screen, 51 Specific Printing Options Screen, 47 Starting AddPhone, 15 Suffix Code, 30 Suffixes, 30 Suffixes Table, 30 Suffixes Table Screen, 30 SUFFIXES.NDX, 13 SUFFIXES.TBL, 13 Support Files, 7 Swapping In, 18 Swapping Out, 18 System Requirements, 3 T Tab Delimited, 60 TAB Key, 20 Table 1, All Possible AddPhone Fields, 9 Table 2. AddPhone Files, 12 Table 3. Function of Keyboard Keys, 20 Table 4, Predefined Report Options, 43 Table 5, Specific Printing Options, 49 Table 6, Paper Formats, 51 Task Option List, 24 Task Option List, Top of Screen, 27 Technical Support, 1 Telephone Dial Setup Process, 53 Telephone Dialing Setup, 56 Telephone Number Prefixes Table, 13, 31 Telephone Number Suffixes Table, 13, 31 Telephone Prefixes, Define and Customize, 2 Telephone Suffixes, Define and Customize, 2 Text Mode, 19 Title Field, 10 Two-Floppy Drive System, 1, 3, 68 U U/L (Uppercase/Lowercase), 6 98 AddPhone - (C) 1992 Robert Ladew Unable to Make Proper Connection With the Modem, 54 United Kingdom, 6 United States, 6 Unload ADDPOP, 18 UP/DOWN ARROWS Keys, 20 User Specified Parameters, 13 Using ADDPOP While in Other Applications, 64 Using EMS For Swap, 18 Using File Name 8 for Extra Files, 24 Using XMS For Swap, 18 V Valid Date, 27 Valid With Paper Formats Column, 47 Vertical Alignment, 49 X Xfr/Copy Address Book Selection Screen, 58 Xfr/Copy Records, 58 Xfr/Copy Selection Screen, 59 XMS, 18 99