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Acknowledgements 1. WordStar (r) - A Registered Trademark of MicroPro International Corporation. 2. WordPerfect (r) - A Registered Trademark of WordPerfect Corporation. ASP OMBUDSMAN POLICY: This program is produced by 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 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. DEFINITION OF SHAREWARE: Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register it. Individual programs differ on details. Some request registration while others require it. Some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to an updated program with printed manual. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. Also because the overhead is low, prices are low. Shareware has the ultimate money-back guarantee. If you don't use the product, you don't pay for it. DISCLAIMER OF WARRANTY: USERS OF MEMBERS.EXE MUST ACCEPT THIS DISCLAIMER OF WARRANTY: MEMBERS.EXE 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 MEMBERS.EXE. MEMBERS.EXE 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 o59o5 äessence 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 this program useful and find that you are using MEMBERS.EXE and continue to use MEMBERS.EXE after a 30 day trial period, you are asked to make a registration payment of $19.95 for a Single user. This $19.95 registration fee will register a single user and allow him to receive notice of future upgrades. 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 is being used at another. Just as a book cannot be rad by t wo different persons at the same time. All users must register and pay for their copies of MEMBERS.EXE within 30 days of first use or their license is withdrawn. See the document named LICENSE.TXT for a site license agreement and licensing fees. Anyone distributing MEMBERS.EXE for any kind of remuneration must first contact Anthony F. Rafalski III at the address below for authorization. This authorization will be automatic for distributors recognized by the (ASP) as adhering to its guidelines for Shareware distributors, and such distributors may begin offering MEMBERS.EXE immediately. (However Anthony F. Rafalski III must still be advised so that the distributor can be kept up to date with the latest version of MEMBERS.EXE). You may obtain a license for the use of MEMBERS.EXE by filling out the licensing agreement contained in the file LICENSE.TXT, and submitting the appropriate fee as stated in this file. The license is for perpetual, non-exclusive use of the current or a previous version. Further information can be obtained by writing to: Information Resource Concepts ATTN: Anthony F. Rafalski III P.O. Box 130 Pensacola, FL 32514 COMPUSERVE ID: 71053,1600 ----------------------------------------------------------------------- SUPPORT: Support is provided to Registered Users only. It is provided through the postal service. If you are a registered user, and have a question, complaint, or comment, please write to: Information Resource Concepts ATTN: Anthony F. Rafalski III P.O. Box 15007 Pensacola, FL 32514 COMPUSERVE ID: 71053,1600 o5qo5 äYour Questions will be answered as soon as possible. Installation Instructions - MEMBERS.EXE 1. If you have received this program on a diskette, the first step you need to make is to make a copy of the diskette. To do this, type in the following: DISKCOPY A: A: This is a DOS utility function that will allow you to copy the diskette. It tells you when to insert the SOURCE diskette (the original diskette that was supplied to you) and when to insert the TARGET diskette (the blank diskette to which you wish to copy the original to). It will tell you to place these diskettes into diskette drive A at the appropriate times during the copying process. After you have the above typed in, press the ENTER key to continue. If you have received this program through other distribution sources, and have it installed on your hard disk, then you need to make a backup of the programs in the following manner. BACKUP C:\MEMBERS\*.* A: This assumes that you have installed MEMBERS.EXE and associated files in a subdirectory named MEMBERS, and that you have a scratch/blank diskette in drive A. After you have typed in the above, press the ENTER key to continue. NOTE: Depending on the number of data files, and their size, you might require more than one diskette for your backups. Be prepared and have more than one formatted diskette handy when you are doing any backup. 2. If you already have MEMBERS.EXE and associated programs installed on your hard disk, then you can skip this step. Remember, that you must keep track of the appropriate directory when running MEMBERS.EXE in the future and to substitute the directory name that you have used wherever the instruction tell you to use the directory name MEMBERS. If you do NOT have MEMBERS.EXE and associated programs installed on your hard disk, but wish to do so, then do the following: a. Place the copy of the distribution diskette into diskette drive A:. b. Type in A:INSTALL, then press the ENTER key to continue. This will install MEMBERS.EXE and associated programs in a subdirectory named MEMBERS. c. The following files are installed in the MEMBERS sub-directory: INSTALL.BAT Installation procedure if installing from a floppy diskette. MEMBERS.EXE Members Program MEMBERS.BAT Control file to start members CLDIRECT.DAT Directory File - Required. o5´o5 ä DEFAULTS.DAT Drive Default File. SAMPLES1.DAT Sample Data File. SAMPLES1.IDX First Index File. SAMPLES1.ID2 Second Index File. SAMPLES1.ID3 Third Index File. SAMPLES1.ID4 Fourth Index File. LICENSE.DOC License Agreement. MEMBERS.DOC Documentation File. README.DOC Read Me File. WP42HOME.SMP WordPerfect Sample Mail Merge Primary File, Address, Release 4.2. WP50HOME.SMP WordPerfect Sample Mail Merge Primary File, Home Address, Release 5.0. WP51HOME.SMP WordPerfect Sample Mail Merge Primary File, Home Address, Release 5.1. WS3HOME.SMP WordStar Sample Mail Merge Primary Merge file, Home Address, Release 3.0 WS4HOME.SMP WordStar Sample Mail Merge Primary Merge file, Home Address, Release 4.0 WS5HOME.SMP WordStar Sample Mail Merge Primary Merge file, Home Address, Release 5.0 WS3WORK.SMP WordStar Sample Mail Merge Primary Merge file, Work Address, Release 3.0. WS4WORK.SMP WordStar Sample Mail Merge Primary Merge file, Work Address, Release 4.0. WS5WORK.SMP WordStar Sample Mail Merge Primary Merge file, Work Address, Release 5.0. DESCRIBE.DOC Sample Description of MEMBERS.EXE VENDOR.DOC Provides information for shareware distributors. SYSOP.DOC Provides information for BBS Operators. d. The following file is installed in you main directory. MEMBERS.BAT e. To start MEMBERS.EXE running both now and in the future, after this installation process, you will need to only type in MEMBERS, and it will start running. ------------------------------------------------------------------------ Documentation - MEMBERS.EXE 1. Menu Bars - Displayed on the lower left corner of the screen is a Menu Bar. This consists of two lines of information. The Choice Line, and the Explanation Line. The Choice Line consists of one word selections/choices. If you have a CGA,EGA or a VGA monitor / Adapter card in your computer, the Choice line will show the current selection as being highlighted. The highlighting of the choice line on the Menu Bar will not be apparent on a monochrome monitor. The explanation line is just below the choice line. This line will explain in further detail what the purpose of the current one word selection is. This line will be on both color and monochrome monitors. It will change and explain the actual action that will occur as you press the arrows keys. If you should press the ENTER key, this is the action that will occur. To select an item , you can use either the right arrow key ( -> ) or the left arrow key ( <- ). When the proper choice is highlighted, and the proper explanation is displayed on the explanation line, then o5Îo5 ä press the ENTER key to start processing that option. Another method of making selections from the choice bar is to type the first character of any item on the choice bar. This will immediately advance you to that selection as if you had moved the highlighting to that item and pressed the ENTER key. The Menu Bars are a standard feature of the MEMBERS.EXE program, and should facilitate use of this program by providing not only a selection of options on each screen, but also providing an immediate explanation of the option that will be run after you have pressed the ENTER key. 2. Basic Data Entry Rules and Operational Considerations: When you are working on the actual data entry screens for adding or changing records in the file, there are certain rules that you need to be aware of. a. When you get to the last item on the screen, and you press the ENTER key, the program will automatically return to the Copyright screen and the Menu Bar. The program will also automatically Add/Update the item working on. b. Pressing the ENTER key when on a field automatically advances to the next field without changing the field. To change a field, you actually need to key in data, then press the enter key. c. If you have a field you want to delete, you can delete this field by pressing the space bar, then pressing the ENTER key to proceed to the next field. d. When on the Data Entry screens, pressing the F2 key will allow you to save the data to the disk and exit the file maintenance screen without typing any more data. e. When on the Data Entry screens, pressing the ESC key will allow you to abort the operation with no change/add to the data file. Any data that was typed on the screen will be ignored when the ESC key is pressed. f. Pressing the Up Arrow key will back you up to the previous field. g. When entering club members into the computer, you will note that next to the Amount Paid for membership dues, the screen asks for the 'Paid To: ' Date. This should be the date that the membership expires. h. Please note that when using the Menu Bars, that different menu bars are chained together. By selecting the Return option on any menu, it will return you to the previous menu. That is the menu from which you selected an option that moved you to the current menu. To exit the system, you could possibly need to select Return several times before you return to the main menu to exit the system. i. When typing in dates the computer will expect a 4 digit date. e.g. the date nineteen ninety two should be entered as 1992 not o5$o5 ä as 92. j. For printing mailing labels, use standard 15/16 inches high by 3 1/2 inches wide continuous form labels. These are a standard label and should be available from most stores that carry any type of computer supplies. 3. The first screen that displays is the directory list screen. This screen will give you a list of the different files and a short description of the information that is available in each file. This allows you to have up to 30 different files. You can maintain one file for just mailing labels, one file for your Ham Radio Club, one file for the Walking Club, One file for your son's Scout Troop, etc. This feature is in this program, because you often maintain several different list of clubs, and friends names that you want to have readily available, but that you do not want to mix together. Press ENTER for more choices, Type A to Abort Operation. Type in the name of the file to use. Enter Selection -> (Must be 8 Characters) Pressing the ENTER key will advance you to the next screen of choices. If you type the letter A, then no file will be chosen. If you do type in a file name, it must be 8 characters. If you do not type in 8 characters, then the program will continue to loop at this spot until you do. 4. When using mail merge in word processing programs, you will typically have two types of files. You will have a primary merge file, and a secondary merge file. The primary merge file consists of your basic form letter with coding that will insert the information from the secondary merge file into the appropriate spots in the primary merge file. The secondary merge file contains the data in an appropriate format for inserting into the primary merge file. Please be sure to consult your word processing manuals for your specific word processor as to the proper steps to follow in combining your primary and secondary merge files in the production of form letters. This program only creates the Secondary Merge file. You must create your own primary merge file. ------------------------------------------------------------------------ Program Menus 1. Main Menu - After you have selected a file name, then the copyright screen appears. Just below the copyright screen you will see your first and the main menu bar. Maint. Print Select Directory Utility END Master File Maintenance. a. Maint. (Master File Maintenance.) - This option will switch you to the file maintenance Screen. From this screen you can Add new records, delete old records, and change existing records. b. Print (Print Data.) - This option will switch you to the Menu Bar o5\o5 ä that gives you the choice of either reports, or Labels. Please note that all mailing labels can be printed in either Zip Code order to facilitate the possibility of being able to get a bulk rate on you mailing, or alphabetical order for use on file folders, etc. For more information on Bulk Rates please contact your postal service. They usually require a large volume before they will give you a discount. d. Select (Choose the file to use.) - This allows you to select a different file for processing without having to end the program and start it all over again. e. Directory (Directory Utilities Menu.) - This allow you to perform maintenance on your directory list by switching you to the Menu Bar for Directory maintenance. From this menu bar, you can add new files, or delete old files. f. Utility (Other Utilities Menu.) - From this menu, you can export data to various word processing programs for inclusion in form letters. g. END (END the program and return to DOS.) - This option will return you to the operating system and provide a normal end to the program. 2. Maint (File Maintenance Menu) - The first selection on the Main Menu Bar is file Maintenance. This allows you to Add new members, update existing members, or delete/remove existing members from the chosen data file. The file maintenance screen will display in two parts. On the first screen, you have the basic name and address information. You also have a box indicating if this person is a member (Y=member, blank=Non member) or not. If you choose Y (Member), then the second half of the screen will display when you are completely done with the first half of the screen. If you leave this box blank, then the second half of the screen will be skipped. The screen remains the copyright screen until you make one of the selections on the file maintenance Menu Bar. Add Update Delete Return ENTER New Data. All file Maintenance Screens are in Three parts as follows: The first half of the file maintenance screen helps you to keep track of the name and address. If you leave the Member = field blank, then you will have a simple mailing label program that can be used for keeping track of addresses and phone numbers. Thus a simple mailing label program. If you type Y for Member, then the second half of the file maintenance screen appears. This helps you to keep track of additional information. Other Associations, or other clubs or organizations that this member belongs to. Whether or not the club member is a club officer or member of the Board of Directors. Is this club member a committee chair person. Is this club member a Government official, and also the occupation of this club member. o5ïo5 ä You also have payment information on this second screen. This information is used to direct the printing of the delinquent lists when memberships are due for renewal. You will note that next to the 'Amount Paid: ', the computer asks for the 'Paid To: ' Date. This should be the date that the current membership expires. The file also keeps track of when an individual joined the club, and what type of membership they have, F=Family, or I = Individual. If you type in a company name on the first screen, then the third screen will appear requesting a separate name for the place of employment of the individual. This allows you to maintain a separate list of employment addresses as well as a list of the home addresses without having to maintain duplicate files. a. Add (ENTER New Data.) - This item is to be used for individuals not currently in the master file. It will display the blank screens, and allow you to key data into them. Keep in mind that it is possible for many people to have the same last name, so there is NO checking for duplicate names. b. Update (Change Existing Data.) - This menu item is used to change information on names that are already in the master file. You cannot add some one who is in the file already. This item will first prompt you for the last name that you wish to find. At this prompt, it is best to type in the first letter of the last name. It will then display up to 15 names at a time for you to search through the file. When the desired name is on the screen, then you select the number next to the name, and press enter. This will display the information on that name. If the desired name does not appear on the screen, then typing a Y, or pressing the ENTER key will advance to the next screen. If you decide to abort this operation, typing a N will return you to the Menu Bar. c. Delete (Remove Existing Records.) - This will remove an individual from the file. At this prompt, it is best to type in the first letter of the last name. It will then display up to 15 names at a time for you to search through the file. When the desired name is on the screen, then you select the number next to the name, and press enter. This will then delete the selected name. If the desired name does not appear on the screen, then typing a Y, or pressing the ENTER key will advance to the next screen. If you decide to abort this operation, typing a N will return you to the Menu Bar. d. Return (Return to the Main Menu.) - This selection will return you to the main program menu. 3. Print (Print Data Menu) - This is the second selection on the main menu. It allows you to print various reports or mailing labels from the data base you have created. The reports are broken up into 4 basic sub-groups. Member reports, Non-Member reports, All Reports, and Miscellaneous reports. The Member sub-group only prints reports on the member data. The Non-Member sub-group only prints reports on non-member data, and the All Reports section prints the reports on all the data in the data base regardless of whether or not they are members or non-members. The Miscellaneous section is various other o5Œo5 ä reports that have no bearing on membership status. The Print Data Menu gives you the following Menu bar: Print Labels Cards Return a. Print (Report Sub-Menu) - This switches you to the sub menu that allows you to select which report that you want to print. The reports are broken up into 4 basic sub-groups. Member reports, Non-Member reports, All Reports, and Miscellaneous reports. The Member sub-group only prints reports on the member data. The Non-Member sub-group only prints reports on non-member data, and the All Reports section prints the reports on all the data in the data base regardless of whether or not they are members or non- members. The Miscellaneous section is various other reports that have no bearing on membership status. The Print Data Menu gives you the following Menu bar: Members NonMemb All Other Return 1. Members (Member Listings Sub-Menu.) - This will switch you to a Sub-Menu that will list reports for members only. It has the following options: ADRS CALL Delinq Work Names ID Return A. ADRS (Members Names, Addresses and phone.) - This will list the names, addresses and phone numbers for all individuals tagged as members. It will list all the names in alphabetical order based on the last name. B. CALL (Members Call List.) - Most clubs will have some one call their club members to remind them of meetings or other events. This list will list all club members in alphabetical order based on list name. It only gives the names and phone numbers of the club members. C. Delinq (List Delinquent Members.) - This option will list all members whose paid month and year is older than one year. It assumes that you have that you have been maintaining the paid to dates in this system. If this date is incorrect, then this list may not be correct. When you select this item, the computer will prompt you to enter a date. This will be the date after which the memberships expire. e.g. if the memberships expire on 06/31/1992, then you should type in the year 1992, and the month 07. D. Work (List Members Work Address and Phone.) - This option will list the members work address and work phone numbers. If a work name has not been entered for a member, then that member will not appear on this list. E. Names (List Members names Only.) - This will only list the names of the members in alphabetical order based on the last name. It can be used for roll calls, etc. o5o5 ä F. ID (List Members With ID Code.) - If you are using the ID Code option, then this selection will list the members only, with the ID Code. It will list the members in Alphabetical Order. G. Return (Return to listing Selection Menu.) - This Will return you to the listings sub-menu from which you choose which group you wish to print. 2. NonMemb (Non-Club Members Listings Sub-Menu.) - This will switch you to a Sub-Menu that will list reports for members only. It has the following options: Home Work ID Names Call Return A. Home (List Non-Members Home Address and Phone.) - This will list the names, home addresses and phone numbers of the non-members only. It will list the non-members in alphabetical order based on the last name. B. Work (List Non-Members Work Address and Phone.) - This option will list the non-members work address and work phone numbers. If a work name has not been entered for a non-member, then that individual will not appear on this list. C. ID (List Non-Members - ID Code.) - If you are using the ID Code option, then this selection will list the non- members only, with the ID Code. It will list the non- members in Alphabetical Order. D. Names (List Non-Members Names Only.) - This will only list the names of the non-members in alphabetical order based on the last name. It can be used for roll calls, etc. E. Call (Non-Member Call List.) - If you should wish to have contact with non-members to remind them of a special meeting or other events. This list will list all club non-members in alphabetical order based on list name. It only gives the names and phone numbers of the non-members. F. Return (Return to Listing Selection Menu.) - This Will return you to the listings sub-menu from which you choose which group you wish to print. 3. All (All Records Listings Sub-Menu.) - This will switch you to a Sub-Menu that will list reports for All the records in the file. It will list both members and non-members. It has the following options: All Work Home ID Names Call Return A. All (List All Records - All Fields.) - This option will list all the records in the selected file. It will also list all the fields. It has a special feature. o5@o5 ä In order to save paper, it will only print most fields only if there is some data stored in that field. If the field is blank/empty, then it will not print that field. If you are looking at this report, and do not see a particular field under an individuals name, then there is no data in that field. This report is good for checking the data in the master file and making sure that it is accurate. B. Work (List All Records - Work Address and Phone.) - This option will list All the records, printing only the work address and work phone numbers. If a work name has not been entered for anyone, then that individual will not appear on this list. C. Home (List All Records - Home Address and Phone.) - This will list the names, home addresses and phone numbers of entries in the database. It will list the entries in alphabetical order based on the last name. D. ID (List All Records - ID Code.) - If you are using the ID Code option, then this selection will list the non- members only, with the ID Code. It will list the non- members in Alphabetical Order. E. Names (List All Records - Names Only.) - This will only list the names of all entries in alphabetical order based on the last name. It can be used for roll calls, etc. F. Call (Call List - All Records.) - If you should wish to have contact with everyone in the file (A General Call List in the event of an emergency, etc.) to remind them of a special meeting or other events. This list will list all entries in alphabetical order based on last name. It only gives the names and phone numbers of the individuals in the file. G. Return (Return to Listing Selection Menu.) - This Will return you to the listings sub-menu from which you choose which group you wish to print. 4. Other (Miscellaneous Listing Sub-Menu.) - This sub-menu will list various functions. It gives list of individuals who belong to other clubs or groups. It can list just individuals who hold political office. It can list club officers, board members and committee chair persons. It can also list individuals by occupation. All this assumes that you have keyed this information into the computer and keep it accurate through file maintenance. Assoc Officers Board Chair Govt Job Return A. Assoc (List Individuals in Other Associations) - If you have been keying this information into the computer when you add an individual, then you can list by other group, all the individuals that belong to that group. o5yo5 ä You have two options when you run this report. You can either select only one group, or you can print all the groups. This list includes their home address and phone numbers. B. Officers (List Club Officers) - If you have identified by position when you keyed the information into the computer what office various members hold, then you can list the club officers. This list includes their home address and phone numbers. C. Board (List Club Board Members) - If you have tagged the members who belong to the clubs board of directors, then you can list all the board members. D. Chair (List Committee Chair Persons.) - If you have entered the name of the committed that different club members chair, then you can list the committee name and the individual name, address and phone number. E. Govt (List Government Officials) - If you have entered the office that various individuals hold, then you can list all political officials. This list is produced regardless of whether or not an individual is a club member or not. F. Job (List all records by Occupation) - If you have entered the type of work each individual does, then you can list them by their occupation. G. Return (Return To The Main Menu.) - This Will return you to the listings sub-menu from which you choose which group you wish to print. 4. Return (Return to the Main Menu.) - This Menu Selection will return you to the main selection menu. b. Labels (Print Mailing Labels.) - When this selection is made from the Main Menu, it takes you to a sub-menu that gives you choices for print mailing labels. Before printing the labels, each choice on the sub-menus will prompt you if you want to print the labels in Zip Code order (For Bulk Mailings), or Alphabetical order (For use on file folders). This option on the Main Menu displays the following Menu Bar. Members NonMemb All Other Return 1. Members (Labels Sub-Menu for Club Members Only.) - This option will print labels just for club members. It will take you to the following menu bar. Home NHome Work ExpID IDNoExp Return A. Home (Labels-Members Only-With Expiration Date.) - This option will print the mailing labels for the members, and will have their expiration date on the label. This o5≤o5 ä assumes that you have been keying in current paid to dates. B. NHome (Labels-Members Only-No Expiration Date.) - This option will print the mailing labels for the members, and will have not have an expiration date on the label. You can use this option where you do not care to maintain or use the Expiration date feature. C. Work (Labels-Members Only-Work Address) - This option will print the mailing labels for the members, but will use their work address for those members that you have a company name entered into their records. If a member does not have a company name, then a label will not print for them. D. ExpID (Labels-Members Only-ID Code-Expiration Date.) - This option will print the mailing labels for the members, and will have their ID Code and expiration date on the label. This assumes that you have been keying in current paid to dates. This option is useful where you are using an ID Code. An example would be Ham radio operators. E. IDNoExp (Labels-Members Only-ID Code-No Expiration Date.) - This option will print the mailing labels for the members, and will have an ID Code but not have an expiration date on the label. You can use this option where you do not care to maintain or use the Expiration date feature. This option is useful where you are using an ID Code. An example would be Ham radio operators. F. Return (Return to Labels Selection Menu.) - This returns you to the labels selection sub-menu. 2. NonMemb (Labels Sub-Menu for Non Club Members Only.) - This option will print labels just for Non club members. It will take you to the following menu bar. Home Work IDHome Return A. Home (Labels-Non Members Only-Home Address.) - This option will print the mailing labels for the non club members using their home address and phone number. B. Work (Labels-Non Members Only-Work Address.) - This option will print the mailing labels for the non club members using their Work address and phone number. C. IDHome (Labels-Non Members Only-ID Code.) - This option will print the mailing labels for the non club members using their home address and phone number and includes their ID Code. D. Return (Return to the labels Selection Menu.) - This returns you to the Labels Sub-Menu. o5Îo5 ä 3. All (Labels Sub-Menu for all records/Misc. Reports.) - This option changes to a sub menu that allows you to print labels for all records, or for various other options. Either Other Associations or Government affiliations. It displays the following Menu Bar. Home Work IDHome Other Govt Return A. Home (Labels-All Records-Home Address.) - This will print a mailing label for every one in the file. This option uses the home address. B. Work (Labels-All Records-Work Address.) - This will print a mailing label for every one in the file who has their place of employment entered. This option uses the work address. C. IDHome (Labels-All Records-Home Address-ID Code.) This will print a mailing label for every one in the file. This option uses the home address. In addition, it will include the ID Code on the label. D. Other (Labels - Other Associations.) - This will print mailing labels for Other associations. It will give you the choice of either printing labels for only one group or for all groups. E. Govt (Labels - Government Affiliations.) - This will print mailing labels for all individuals tagged with a government affiliation. F. Return (Return to labels Selection Menu.) - This will return you to the labels Sub-Menu. 4. Other (Additional Miscellaneous Labels.) - This will print mailing labels for club members who are currently delinquent in their member ship dues. Delinq Return A. Delinq (Labels-Delinquent Members.) - This option prints mailing labels for members who are delinquent in their membership dues. Keep in mind that delinquency is based on the paid to date. If you have not been maintaining the paid date, then this option will not work. The computer will prompt you for a year and month on which to base delinquency. The computer will select any one whose paid to date is before the month and year entered as being delinquent. B. Return (Return to Labels Sub-Menu.) - This will return you to the Labels Sub-Menu. 5. Return (Return to the Print Sub-Menu) - This option will return you to the Print Sub-Menu. o5$o5 ä c. Cards (Rotary and 3 X 5 Cards) - This option will give you the choice of printing either 5" wide by 3" high cards, or 4" by 2 1/6 " Rotary Cards. Members NonMemb All Return Cards for Club Members Only. 1. Members - This switches you to another menu that gives you the choice of either Rotary Cards or 5" wide by 3" high cards. Cards MCards Return Rotary Cards - Members Only a. Cards - (Rotary Cards - Members Only) - This option will allow you to print Rotary Cards for Members Only. It will perform a set up function that allows you to be sure that the cards are properly aligned in the printer before proceeding to print the cards. b. MCards (5" x 3" Cards - Members Only) - This option will allow you to print 5" wide by 3" high cards for Members Only. It will perform a set up function that allows you to be sure that the cards are properly aligned in the printer before proceeding to print the cards. c. Return - (Return to Selection Menu) - This option will return you to the print selection menu. 2. NonMemb - (Cards for Non Club Members Only) - This option will give you a choice of either Rotary cards or 5 x 3 cards. Cards MCards Return Rotary Cards - Members Only a. Cards - (Rotary Cards - Non-Members Only) - This option will allow you to print Rotary Cards for Non-Members Only. It will perform a set up function that allows you to be sure that the cards are properly aligned in the printer before proceeding to print the cards. b. MCards (5" x 3" Cards - Non-Members Only) - This option will allow you to print 5" wide by 3" high cards for Non-Members Only. It will perform a set up function that allows you to be sure that the cards are properly aligned in the printer before proceeding to print the cards. c. Return - (Return to Selection Menu) - This option will return you to the print selection menu. 3. All - (Cards for all Records in the file) - This option will give you a choice of either Rotary cards or 5 x 3 cards. o5]o5 ä Cards ACards Return Rotary Cards - Members Only a. Cards - (Rotary Cards - All Records) - This option will allow you to print Rotary Cards for All Records in the file. It will perform a set up function that allows you to be sure that the cards are properly aligned in the printer before proceeding to print the cards. b. ACards (5" x 3" Cards - All Records) - This option will allow you to print 5" wide by 3" high cards for All Records in the file. It will perform a set up function that allows you to be sure that the cards are properly aligned in the printer before proceeding to print the cards. c. Return - (Return to Selection Menu) - This option will return you to the print selection menu. d. Return (Return to Main Menu.) - This will return you to the Main Menu. 5. Select (Choose the file to use.) - This option allows you to select a different file to maintain for a different set of names and addresses that you are currently using. This option is present so that you do not have to end the program to change files. It will display a list of the files currently available for you to use. You can only select one of the names from the directory. You can NOT add, change or delete directory entries. 6. Directory (Directory Utilities Menu.) - This allows you to add to, change existing entries, or delete files and directory entries. It displays the following menu bar. Show Delete Add Return a. Show (Display The Directory.) - the directory display consists of 30 entries. All these entries do not fit on one screen. By selecting this option you can switch between the different pages of the directory displays. b. Delete (Delete From the Directory.) - CAUTION ***** When you select this option, you will not only remove the file name from the directory, but you will also delete the files from the disk. c. Add (Add a New Item to the Directory.) - This allows you to add new entries to the directory display. Please note that the actual data files are not created until you first attempt to use them. d. Return (Return to the Main Menu.) - This returns you to the Main selection Menu. 7. Utility (Other Utilities Menu.) - From this menu you can switch to various sub-menus that allow you to export the names and address to files suitable for use with Word Processing programs. Two different types of files are output. The first type is a standard delimited o5ño5 ä file, and the second is a WordPerfect (r) format file. The standard delimited file is suitable for inclusion into WordStar (r) and DBASE type programs. The following Menu Bar is Displayed. There are basically two different sets of information that can be stored into a file. Please note that if no information is available for any particular field, the standard delimited format still requires that a position be reserved for that field even if it is blank. Most word processing can handle the logic to ignore various fields so there should be no difficulty with this. The first is an individuals Home Address as follows: Last Name First Name Middle Initial First Street Address Second Street Address City State Zip Code ID Code Home Phone Club Officer Title Committee Chair Held Month Paid Day Paid Year Paid Paid To Month Paid To Day Paid To Year Month Joined Day Joined Year Joined The second is an individuals Work Address as follows: Last Name First Name Middle Initial Company Name First Company Street Address Second Company Street Address Company City Company State Company Zip Code ID Code Work Phone Members NonMemb All Other 2ndOther Files Return a. Members (Club Members Only Sub-Menu.) - This option displays a sub-menu that generates a standard delimited file of members only for inclusion into WordStar (r) Word Processing program and DBASE type programs, Or a file for inclusion into WordPerfect (r) 4.2. It displays the following Menu Bar. Home Work Delinq AHomeWP OWPWork MDWPDelq Return o5œo5 ä 1. Home (Delimited File-Members Only-Home Address.) - This option crates a file with members only using the members home address and phone number. This file is in the standard Delimited for use with Word Star (r) and DBASE type programs. 2. Work (Delimited File-Members Only-Work Address.) - This option crates a file with members only using the members work address and phone number. This file is in the standard Delimited for use with Word Star (r) and DBASE type programs. 3. Delinq (Delimited File-Delinquent Members.) - This option creates a file with delinquent members only using the members home address and phone number. Please note that this option will only be effective if you have been properly maintaining the paid date in the individuals record on the computer. The computer will prompt your for a year and month on which to base the delinquency. Any one with a paid to date before the date entered, will be considered delinquent. 4. AHomeWP (WordPerfect-Members Only-Home Address.) - This option crates a file with members only using the members home address and phone number. This file is in the WordPerfect (r) Release 4.2 format. 5. OWPWork (Word Perfect-Members Only-Work Address.) - This option crates a file with members only using the members work address and phone number. This file is in the WordPerfect (r) Release 4.2 format. 6. MDWPDelq (WordPerfect-Delinquent Members.) - This option creates a file with delinquent members only using the members home address and phone number. The computer will prompt you for a month and year on which to base delinquency. It will treat anyone as delinquent whose paid to date is prior to the month and year entered. Please note that this option will only be effective if you have been properly maintaining the paid date in the individuals record on the computer. This file will be in the WordPerfect (r) Release 4.2 format. 7. Return (Return to the Utilities Selection Menu) - This option returns you to the Utilities Sub-Menu. b. NonMemb (Non Club Members Only Sub-Menu.) - This option displays a sub-menu that generates a standard delimited file of non- members only for inclusion into WordStar (r) Word Processing program and DBASE type programs, or a file for inclusion into WordPerfect (r) Release 4.2. It displays the following Menu Bar. Home Work AWPHome NWPWork Return 1. Home (Delimited File-Non Members Only-Home Address.) - This option crates a file with non-members only using the non- o5o5 ä members home address and phone number. This file is in the standard Delimited for use with Word Star (r) and DBASE type programs. 2. Work (Delimited File-Non Members Only-Work Address.) - This option crates a file with non-members only using the non- members work address and phone number. This file is in the standard Delimited for use with Word Star (r) and DBASE type programs. 3. AWPHome (WordPerfect-Non Members Only-Home Address.) - This option crates a file with non-members only using the non- members home address and phone number. This file is in the WordPerfect (r) Release 4.2 format. 4. NWPWork (Word Perfect-Non Members Only-Work Address.) - This option crates a file with non-members only using the non- members work address and phone number. This file is in the WordPerfect (r) Release 4.2 format. 5. Return (Return to the Utilities Selection Menu) - This option returns you to the Utilities Sub-Menu. c. All (All Records Sub-Menu.) - This option displays a sub-menu that generates a standard delimited file of all the records in the file for inclusion into WordStar (r) Word Processing program and DBASE type programs or a WordPerfect (r) Release 4.2. Home Work AWPHome BWPWork Return 1. Home (Delimited File-All Records-Home Address.) - This option crates a file with all records only using the home address and phone number. This file is in the standard Delimited for use with Word Star (r) and DBASE type programs. 2. Work (Delimited File-All Records-Work Address.) - This option crates a file with All records only using the work address and phone number. This file is in the standard Delimited for use with Word Star (r) and DBASE type programs. 3. AWPHome (WordPerfect-All Records-Home Address.) - This option crates a file with All records only using the home address and phone number. This file is in the WordPerfect (r) Release 4.2 format. 4. BWPWork (Word Perfect-All Records-Work Address.) - This option crates a file with all records only using the work address and phone number. This file is in the WordPerfect (r) Release 4.2 format. 5. Return (Return to the Utilities Selection Menu) - This option returns you to the Utilities Sub-Menu. d. Other (Miscellaneous Sub-Menu - Delimited Files.) - This option displays a sub-menu that generates a standard delimited file for o5Ao5 ä various miscellaneous groups of records for inclusion into WordStar (r) Word Processing program and DBASE type programs. It displays the following menu bar. Govt Board Comm Officer WGovt Return 1. Govt (Delimited File-Govt. Officials-Home Addr.) - This option will setup a standard delimited file with only the government officials in the file with their home address. 2. Board (Delimited File-Board Members.) - This option will setup a standard delimited file with only Board Members in the file. 3. Comm (Delimited File-Committee Chairmen.) - This option will setup a standard delimited file with only Committee Chairmen in the file. 4. Officer (Delimited File-Officers.) - This option will setup a standard delimited file with only Club Officers in the file. 5. WGovt (Delimited File-Govt. Officials-Work Addr.) - This option will setup a standard delimited file with only the government officials in the file with their work address. 6. Return (Return to the Utility Menu.) - This will return you to the Utility Menu. e. 2ndOther (Miscellaneous Sub-Menu - WordPerfect.) - This option displays a sub-menu that generates a standard delimited file for various miscellaneous groups of records for inclusion into WordPerfect (r) Word Processing program and DBASE type programs. This option will display the following Menu Bar. Govt Board Comm Officer WGovt Return 1. Govt (WordPerfect-Govt. Officials-Home Addr.) - This option will setup a WordPerfect (r) Release 4.2 file with only the government officials in the file with their home address. 2. Board (Delimited File-Board Members.) - This option will setup a WordPerfect (r) Release 4.2 file with only Board Members in the file. 3. Comm (Delimited File-Committee Chairmen.) - This option will setup a WordPerfect (r) Release 4.2 file with only Committee Chairmen in the file. 4. Officer (Delimited File-Officers.) - This option will setup a WordPerfect (r) Release 4.2 file with only Club Officers in the file. 5. WGovt (Delimited File-Govt. Officials-Work Addr.) - This option will setup a WordPerfect (r) Release 4.2 file with only the government officials in the file with their work address. o5zo5 ä 6. Return (Return to the Utility Menu.) - This will return you to the Utility Menu. f. Files (Rebuild the Index Files if Corrupted.) The most common occurrence of corrupted indexes occurs as a result of power failures. If your program appears to be producing unusual results, the first step is to rebuild the indexes. f. Return (Return to the Main Menu.) - This option returns you to the Main Selection Menu. -------------------------------------------------------------------- Transferring Data To Word Processing 1. WordStar (r): For WordStar, you will need to use the Delimited file format as the secondary merge file. This file consists of ASCI standard delimited data format with all the fields separated by comas. This program creates all data in the secondary merge file as character data. It even treats numeric data as character data. a. Sample primary merge files have been included with this system for different versions of WordStar that this program has been tested on. Please keep in mind that these are only samples and may need to be modified to suite your particular purposes. 2. WordPerfect (r): For WordPerfect, you will need to use the menu options that create secondary merge files specifically for WordPerfect. WordPerfect uses its own format for its secondary merge files. a. Sample primary merge files have been included with this system for different versions of WordPerfect that this program has been tested on. Please keep in mind that these are only samples and may need to be modified to suite your particular purposes. 3. Steps to creating a secondary merge file for use with your word processor: a. From the main menu, select the Utility option. b. From the Utility menu, select the desired option. (Members, Non- members, etc.). c. From the final menu (based on the option you selected), select either a delimited file (WordStar), or a WordPerfect option. d. The program will prompt you for a name of a file. This should be eight characters. It is the name of the file to which you wish to store the secondary merge file. It should be a unique name that you do not use anywhere else. This program will overwrite any existing file with the same name. e. After the program is done creating the secondary merge file, you need to copy this file to your word processing sub-directory. o5±o5 ä 1. On WordPerfect 5.1, you will need to run the CONVERT program supplied with WordPerfect before the secondary merge file created by this program will be useable. The CONVERT program is supplied with your WordPerfect programs, and is used to convert from older releases of WordPerfect to the current release. f. Now start your word processor running. From this point you need to refer to your Word Processing manual for the specific steps for performing mail merge with your word processor. 4. Printer Useage instructions. a. When printing Rotary (RollaDex) Cards, you must remember that these forms are considerably thicker than normal printer paper. You MUST remember to adjust your print head gap adjustment to prevent the thicker form from causing jams in the printer. b. When printing 3 x 5 cards, you must remember that these forms are considerably thicker than normal printer paper. You MUST remember to adjust your print head gap adjustment to prevent the thicker form from causing jams in the printer.