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Text File | 1992-09-01 | 15.3 KB | 408 lines

AddPhone - QUICK REFERENCE GUIDE INSTALLATION AND SETUP CONFIG.SYS File must have: FILES=30 INSTALL (Hard Disk) 1. Place the Installation Disk in Drive A. Type: A: <ENTER> INSTALL <ENTER> 2. Follow the onscreen instructions. SETUP 1. Run the ADDSETUP program as follows. Type: C: <ENTER> CD\ADDP <ENTER> ADDSETUP <ENTER> 2. SELECT (COLOR) MONITOR: Press the <DOWN> arrow 5 times, or, until SELECT MONITOR is highlighted. Press <ENTER>. Press the <DOWN> arrow once, then <ENTER>. 3. SELECT YOUR PRINTER: Press the <DOWN> arrow once, or, until SELECT YOUR PRINTER is highlighted, then <ENTER>. Use the <UP/DOWN> and <LEFT/RIGHT> arrows to select and highligh your printer. Press <ENTER> when printer selected. Press <F2> to save default (LPT1) Port info. Press <F2> again to save your SETUP entries. START AddPhone 1. Run the ADDPHONE program as follows. Type: C: <ENTER> CD\ADDP <ENTER> ADDPHONE <ENTER> EXIT AddPhone 1. Press <ESC> until you encounter a prompt which verifies that you wish to exit. 2. Follow the instructions in the prompts. 1 AddPhone - QUICK REFERENCE GUIDE CREATE A NEW ADDRESS BOOK 1. Start AddPhone. 2. At the "Address Book Selection Menu" press <F6>. 3. At the "Address Book Name Update Screen", use <TAB> key to highl an address book name of "Not Used". Type an address book name o your choice over the "Not Used". Press <F2> when ready to save entry. 4. From the "Address Book Selection Menu", select the corresponding address book you want (highlight and press <ENTER>), or, type th address book number (1-8). 5. Press <F2> to create the new address book. After you enter a password for the new address book, it will be crea with 0 (zero) entries. PASSWORDS NOTE: If you do not wish to use passwords, simply press <ENTER> whe you are asked to create a password. This, in effect, creates a pass of all spaces. The program will not put up the "Enter Password" box when the password is all spaces. A box will automatically be provided for creating a password when a address book is created. Uppercase and lowercase are important when entering passwords. Passwords can be changed by using the "New Password" function in the "Special Functions" menu of the ADDPHONE program. SELECT AN ADDRESS BOOK 1. Start AddPhone. 2. From the "Address Book Selection Menu", select the corresponding address book you want (highlight and press <ENTER>), or, type th address book number (1-8). ADDING RECORDS 1. Start AddPhone. 2. Select an address book. 3. At the "Task Option List" screen, select A(DD). 4. At the blank "main data entry screen" fill in the data fields as desired. 2 AddPhone - QUICK REFERENCE GUIDE 5. Press <F2> to save your entries. NOTE: You must press <F2> before exiting the data record. If you p <ESC>, or other action keys without first pressing <F2>, your data w NOT be saved. RETRIEVING RECORDS 1. Start AddPhone. 2. Select an address book. Using the List Option Method NOTE: There are four predefined List Options. You can change the predefined List Options and define up to 22 more for a total of 26 L Options of your own. 1. At the "Task Option List" screen, select L(IST). 2. Select the desired list, either by highlighting it or typing its letter, and then press <ENTER>. A wait of a few seconds or less occurs while the data in the fil is rearranged according to the parameters of the specified list. 3. Press "F" to bring up a "find box" where you can enter a startin item for the list. Use the Home/End/PgUp/PgDn and arrow keys to scroll the list and find records to select. The first column in the list is labelled "A" for A(ction). 4. Select a record, then enter a C(hange), D(isplay) or D(ial), or E(rase) in the "A" column. Select as many records as desired in this manner. 5. When your selection(s) are made, press <F2>. The first record selected is presented on the "main data entry scree and is in the mode of the action selected, i.e., if the action C(hange), the record is presented in the "Change Data" mode, etc. Be sure to press <F2> to save your changes. After the action is performed, press <ESC> and you will be returned the "List" screen. The "List" screen entry is updated as applicable This cycle can be repeated until there are no more records selected action on your list. 3 AddPhone - QUICK REFERENCE GUIDE Using the Direct Search Method 1. At the "Task Option List", select C(HANGE), E(RASE), F(IND), or D(IAL). 2. The "Find Record" screen appears. Using the "Find Record" scree you can search for records in three ways: a) Find a specific record by entering all or part of its key (S NAME) and then pressing <F2>. b) Search ALL fields for a particular piece of information by entering it in the "Any Search Criterion" field and then pressing <F2>. c) Search one or more specific fields for particular criteria. First, press <F6> to obtain the "Detail Find" screen. Enter the search information in any one or more fields and then press <F2>. Options b) and c) above will produce a list in the format of the las List Option selected. Once you have the list, you can work with it the same manner as described in "Using the List Option Method" above CHANGING RECORDS 1. Retrieve the record that you wish to modify. 2. Insure that the record is in "Chnage" mode. (Check the "MESSAGE area at the bottom of the screen for the record status). For instance, if the record is in "Display" mode, you can just type "C", or, highlight the C(HANGE) option on the Task Option List a the top of the display and then press <ENTER>. 3. To modify the record, type new information over the old. 4. Be sure to press <F2> to save your changes. ERASE A RECORD 1. Retrieve the record that you wish to erase. 2. Insure that the record is in "Erase" mode. A prompt appears "Ar you sure? (Y or N):" giving you the opportunity to change your m about eraseing the record. 3. Enter a "Y" (or"y") to erase the record. PRINT AN ADDRESS BOOK 1. Start AddPhone. 2. Select an address book. 4 AddPhone - QUICK REFERENCE GUIDE 3. At the "Task Option List" select P(RINT). NOTE: There are ten predefined printing options. (A through F are address books of various sizes and formats while G through J are add labels, rotary cards and lists). You can change the predefined Prin Options and define up to 16 more for a total of 26 custom Printing Options of your own. NOTE: See Section 7, "Printing Your Address Books" for notes about special paper and address book accessories. If you do not have spec paper for a particular size address book, then, select Printing Opti Sr. Desk LL in Step 4 below which prints an address book on standard 8.5"x11" paper. 4. Select the desired Printing Option, A through F, either by highlighting it or typing its letter, and then press <ENTER>. A wait of a few seconds or less occurs while the data in the file is rearranged according to the parameters of the specified Printing Opt and the pages are calculated. Then the actual priting begins... If you have a Dot Matrix printer, you will be prompted with a messag "Are forms lined up? (Y or N):" which gives you the opportunity to a the paper properly in the printer. If you selected a booklet style address book, (can be printed on bot sides of the paper), you will be prompted when and how to turn over paper for printing on the reverse side. A booklet style address book, is assembled by arranging the pages in correct order and then stapling the address book in the centerfold. CREATE A CUSTOMIZED PRINTING OPTION TO PRINT SELECTED ADDRESS LABELS 1. Start AddPhone. 2. Select an address book. 3. At the "Task Option List" select P(RINT). 4. At the "Printing Options" screen, press <F6> to set up a new printing option. 5. At the "Print Options Maintenance" screen, press the <ENTER> key until the cursor is in the left most column of the first availab Print Option Name. Initially, the first available space is righ after the "J List - Category" print option. Type the letter K then type in a Print Option Name of "Print Selected Address Labe (or any other name you choose for a printing option). Press <F2 save your entry and continue defining this print option. 6. The "Printout Format" and "Paper Format" screen appears. Pressi <ENTER> togglers between the two windows. While in the "Printou 5 AddPhone - QUICK REFERENCE GUIDE Format" window, arrow down until "5 Address Labels" is highlight Press <ENTER> which will save your entry and activate the "Paper Format" window. Arrow down until "A Address Labels" is highligh Press <F2> to save your entries and continue. 7. The "Specific Printing Options" screen appears. Leave everythin this screen as is for now. If you discover that you need to mak changes, such as vertical and horizontal alignments, etc., you c come back to this screen and make changes as appropriate. Press <F2> to save your entries and continue. 8. The next screen is for selecting the "fields" that you want prin on your address labels. The screen has two windows in it; a "Fields" window and a "Selected Fields" window. Type a Y(es) be SORT NAME, FIRST, MAILING NAME, COMPANY, ADDR LINE 1, ADDR LINE ADDR LINE 3, CITY, STATE, ZIP and COUNTRY, and a N(o) beside all the other fields. The field names you selected will appear in t "Selected Fields" window. Press <F2>. 9. The next screen is for determining the sequence in which the lab will be printed. Press <F4> to place the cursor in the down col Type a 1 beside SORT NAME, a 2 beside FIRST, and a 3 beside COMP Leave the "D/A" column all A's for ascending order. Press <F7> place the cursor in the "Print" column. Type N(o) beside SORT N and FIRST. We do not want these fields to print, we just want t use them to sort the labels on last name, etc. Type Y(es) besid the other fields listed. Press <F2>. 10. The "Limit Items in Report" screen appears. This screen providee capability of limiting (in this case) labels printed to the crit entered. If all fields on this screen are left blank, then no limitations will be imposed. Leave the fields blank for this sa printing option. Press <F2> to save your new printing option. At this point, you are returned to the original "Printing Options" sn. The printing option we have just created with the Print Option Name "K Print Selected Address Labels" now appears on our Print Options l The preceding steps, 1-10 only have to be performed once, unless a change in this printing option is desired. From now on, to print selected labels, simply perform steps 1-3 from the preceding steps, then type a K and then press <ENTER>. Variations of the preceding s can be used to set up a variety of printing options. TO PRINT SELECTED ADDRESS LABELS do the following steps in the order indicated. NOTE: The "Specific Address Label and Rotary Card Options" screen w appear when any printing option involving address labels or rotary c is activated. 1. "Print Flagged Records Only:" Y(es). This sets the "selected La" switch on. 6 AddPhone - QUICK REFERENCE GUIDE 2. "Reset Label or Card Counts to Zero: Y(es). This resets all cous to zero. 3. "Flag Specific Records:" Y(es). This step takes a few seconds oss to rearrange your data and present a list on the screen which wie in the format of the last List Option you used. However, the fi column provides space for you to enter a number between 1-999, ( leave it blank). Scroll the list, select the items for which yosh a label produced and enter the number of labels you would like printed for the selected item. Select as many items as you like Press <F2> when ready. 4. If you have a laser printer, indicate 14 or 20 labels per sheet.ee Table 6. "Paper Formats" for label specifications. 5. Again, if you have a laser printer, and you are starting with a sheet of labels that is partially used, enter the beginning labe position, else, leave it at 1. 6. Press <F2> to begin printing address labels. AUTOMATIC DIALING Set Up the Dial Options First, setup dial options. This only needs to be done once unless yish to change the parameters for any reason. 1. At the "Task Option List" screen, select S(PECIAL). 2. At the "Special Functions" screen select T(elephone Dialing Setu 3. At the "Dial Setup" screen, select each option to be changed by highlighting it and pressing <ENTER>. On the pop up menu that ars, highlight your selection and press <ENTER>. Be sure to change t your area code where appropriate. 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 the phone number you wish to dial. The record chan be in displa mode. 2. Press <F7> for "phones". The phone number pop up window appears that record. Using the <UP/DOWN> arrow keys, highlight the numbou wish to dial and press <ENTER>. You can pick up the phone anyti When you hear the phone ringing, i.e., when the modem is finishe dialing the number, press the <SPACE BAR>. Also, if the line isy or you change your mind before picking up the handset, press the <SPACE BAR>. 7