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* * * ProData Systems * * * presents MAILPRO Version: 2.0 Authored by Richard Clayton Bateman Page ii MailPro Instruction Manual Version 2.0 TABLE OF CONTENTS Program License Agreement ............................................. i Title Page ............................................................ ii Legal, Guarantee, and Warranty ........................................ iii SECTION I Software Function ..................................................... 1 SECTION II General Instructions .................................................. 1 SECTION III Installing on floppy .................................................. 2 Installing on harddisk ................................................ 3 SECTION IV Starting up the system Floppy .......................................................... 4 Harddisk ........................................................ 4 Main menu choices ..................................................... 4 SECTION V General program information General program data............................................. 5 Input field description ......................................... 6 SECTION VI Operations menu (primary screen) & operational keys ................................................ 8 SECTION VII System menu options ( F5 key ) ........................................ 13 SECTION VIII Build list description ( F9 key ) ..................................... 18 Build list display screen ............................................. 20 SECTION IX Print form handling ................................................... 22 SECTION X Print-out sort ........................................................ 26 SECTION XI "Enter code" keys (F1 key) ............................................ 27 SECTION XII State selec- tion........................................................ 28 QUICK REFERENCE GUIDE ....................................................... 30 MailPro Instruction Manual Version 2.0 * * * * * ProData Systems * * * * * * * * * LEGAL * * * * 1. Whenever herein the singular number is used, the same shall in- clude the plural, and words of any gender shall include each other gender. 2. ProData Systems and the PURCHASER agree and understand that the GUARANTEE and WARRANTY, listed below, are entered into and are performable in Spring, Montgomery County, Texas, the home of ProData Systems. ProData Systems and the PURCHASER also agree that the courts, local, state and federal, located in Harris County, Texas, have complete and exclusive jurisdiction and venue over any and all disputes arising under or involving the GUARANTEE or WARRANTY. * * * * CONDITIONAL THIRTY DAY (30) GUARANTEE * * * * ProData Systems offers a conditional THIRTY (30) day money back guarantee on all programs purchased direct from ProData Systems. 1. ProData Systems will not, under any conditions, refund shipping any/or handling charges. 2. ProData Systems will not charge a restocking fee for any software that is returned with a proper return authorization number issued by ProData Systems. 3. ProData Systems will not pay a refund under any conditions, ex- cept as stated under WARRANTY below, if the seal placed on the diskette envelope has been broken or if the seal shows any signs of having been removed and then replaced at the time the material is returned to the office of ProData Systems. 4. ProData Systems will not pay a refund for any material that has been returned without a proper return authorization number issued by ProData Systems. 5. All requested return authorization numbers will be mailed to the requesting PURCHASER if the PURCHASER has requested the return authorization number within THIRTY (30) days of the original shipping date, of the software, to the PURCHASER. The shipping date shall be the date that was entered on the PURCHASER'S order form the day the software was shipped to the PURCHASER. * * * * WARRANTY * * * * All ProData Systems programs are sold "as is", without any war- ranty as to performance, ability, or fitness for any particular pur- pose other than those stated by ProData Systems in it's printed adver- tising and/or literature. With respect to the physical diskette enclosed herein, ProData Systems warrants,to the original purchaser only, the same to be free of defects in materials and workmanship for a period of SIXTY (60) days from the date of purchase. If during this SIXTY (60) day period the diskette should become defective, it may be returned to ProData Systems for replacement without charge, provided the PURCHASER had previously sent in the warranty registration card to ProData Systems. Your sole and exclusive remedy in the event of a defective diskette is expressly limited to replacement of the diskette MailPro Instruction Manual Version 2.0 as provided above. If failure of a diskette has resulted from an ac- cident or abuse ProData Systems shall have no responsibility to re- place the diskette under the terms of this limited warranty. ProData Systems specifically disclaims all other warranties, expressed or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose with respect to defects in the diskette, and the program license granted herein in particular, and without limiting operation of the program license with respect to any particular application, use, or purpose. In no event shall ProData Systems be liable for any loss of profit or any other commercial damage, including but not limited to special, incidental, consequential, or other damages. Page iii MailPro Instruction Manual Version 2.0 SECTION I * * * * * SOFTWARE FUNCTION * * * * * 1. The enclosed computer diskette contains a group of computer programs which allow the user to do the following: A. Create a name and address file. B. Create a private telephone directory. C. Design personalized printer forms. D. Assign two, single-character, (A-Z) codes to each address and then perform a number of data-base selection and sort techniques on the data. There are 676 possible code com- binations. E. Print to either the printer or to a file on disk for use with most word processors. F. Print in either record (single-line) format or label (multi- line) format. G. Choose which part of the data is to be printed, either as a telephone list or as a name and address list or both. H. Edit all data on each record and thereafter make changes to each address record as required. I. Store up to 32,000 addresses on any one data file. J. Sort data file on any field for printing. K. Instantly look-up any name on the data file. J. The program allows the user to INPUT complete names, ad- dresses, telephone numbers, and other general data. ********************************************** SECTION II * * * * * GENERAL INSTRUCTIONS * * * * * 1. Look at the README.DOC file on the purchased program disk for any additional information or instructions which may have been added since this manual went to press. 2. This software was designed for use on IBM PC/XT/AT and TRUE com- patibles. 3. READ ALL INSTRUCTIONS CAREFULLY BEFORE USING THIS SOFTWARE. 4. When using this software: A. NEVER use the break key . B. Do NOT use proportional printing on your printer, (columns Page: 1 MailPro Instruction Manual Version 2.0 will not line up) . C. ALWAYS use the keypad at the TOP of the keyboard when enter- ing numbers. 5. When single quote marks are used with typing instructions such as (Type 'MAIL'), DO NOT type the quote marks. Only type the words indicated within the quote marks. 6. DO NOT put a write protect tab on the disk containing your WORK- ING COPY of MAILPRO. ********************************************** SECTION III * * * * * INSTALLATION INSTRUCTIONS * * * * * 1. INSTALLATION INSTRUCTIONS FOR TWO FLOPPY DRIVES. A. Turn on the computer. B. Use the following instructions to install MAILPRO on your computer: (1). Place DOS in drive A:. (2). Place a blank disk in drive B:. (3). Type 'FORMAT B:/S' and strike <ENTER>. This will be your "MAILPRO PROGRAM" disk. (Answer "N"o to the "Format Another" query. You are about to format a second disk, but without the system). (4). When the first format process finishes, remove the disk from drive B: and label it "MAILPRO PROGRAM", NOW. Place another blank disk in drive B: (5). Type 'FORMAT B:' and strike <ENTER>. This will be your "MAILPRO DATA" disk. When the format process finishes, remove the disk from drive B: and label it "MAILPRO DATA, NOW. C. How to make a working copy of MAILPRO: (1). Place your purchased MAILPRO disk in drive B: and your (blank) "MAILPRO PROGRAM" disk in drive A:. (2). Type 'COPY B:*.*' and strike <ENTER>. D. How to initialize data: (1). If you have removed your "MAILPRO PROGRAM" disk from drive A:, place it back in drive A: now. (2). Remove your purchased MAILPRO disk from drive B: and replace it with your "MAILPRO DATA" disk. (3). Type 'MAILPRO' and strike <ENTER>. The following menu Page: 2 MailPro Instruction Manual Version 2.0 should appear. MAIN MENU 1. Run main program 2. Set program colors 3. Set drive designation 4. Initialize data disk 5. Set top of file 9. EXIT program (4). At the MAIN MENU, indicated above: (a). Select menu Option 4 - Initialize data disk. (b). When queried, select drive 'B' by simply striking the B key. (c). Type 'START' and strike <ENTER> to actually begin initializing the data disk. (d). See SECTION IV for start-up. 2. INSTALLATION INSTRUCTIONS FOR HARDDISK. A. Turn on the computer. B. Use the following instructions to install MAILPRO on your computer: (1). Place your purchased copy of MAILPRO in drive A:. C. How to copy MAILPRO to the harddisk: (1). At the prompt, type 'MD\PRODATA' and hit <ENTER>. \PRODATA will be the name of the directory under which MAILPRO (and other ProData Systems' products) will be located. (For addition information on directory han- dling see the MkDir command in your DOS manual). (2). At the prompt, type 'CD\PRODATA' and hit <ENTER>. This will make \PRODATA your current directory. (For addi- tion information on directory handling see the ChDir command in your DOS manual). (3). Now type 'COPY A:*.*' and hit <ENTER>. D. How to initialize data. (1). Now type 'MAILPRO' and strike <ENTER>. (2). At the MAIN MENU, as shown in SECTION III, 1, D, 4. (a). Select menu Option 4 - Initialize data disk. (b). When queried, select your hard disk drive by simply striking the appropriate letter. (Most hard disk user's will strike 'C', but some may have another hard disk (D, E, etc.) and may wish to place MAILPRO on that other hard disk. Page: 3 MailPro Instruction Manual Version 2.0 (c). Type 'START' and strike <ENTER> to actually begin initializing the data. (d). See SECTION IV for start-up. * * * (NOTE) * * * The MAILPRO program uses no special control characters for I/O functions, except for compression characters (DMP ONLY). These can be entered within the confines of the program itself. Therefore no addi- tional print drivers are needed. (See SECTION VII, 2, C, Option 3). ********************************************** SECTION IV * * * * * STARTING UP THE SYSTEM * * * * * 1. STARTING UP FLOPPY SYSTEM. A. Put the WORKING copy of your MAILPRO program diskette in drive A:. B. Put your "MAILPRO DATA" disk in drive B:. C. Type 'MAILPRO' and strike <ENTER>. 2. STARTING UP HARDDISK SYSTEM. A. Type 'CD\PRODATA' and strike <ENTER>. B. Now type 'MAILPRO' and strike <ENTER>. 3. MAIN MENU CHOICES. A. After starting the system, the following menu should appear: MAIN MENU 1. Run main program 2. Set program colors 3. Set drive designation 4. Initialize data disk 5. Set top of file 9. EXIT program 4. There are six (6) options in the MAIN MENU. Strike the key of your choice. A. Option 1: This allows access to the main program and, con- sequently, the OPERATIONS MENU. The program automatically goes into inserting mode if there are no addresses present on the main file. You must enter at least two addresses onto the file. (See SECTION V, 3). B. Option 2: This allows the user to set custom colors for dif- ferent portions of the MAILPRO program. (See SECTION _VII, _3, __C, __Option _3. for specific Page: 4 MailPro Instruction Manual Version 2.0 instructions). C. Option 3: This allows the user to move back and forth be- tween different data files on different drives. While this will allow different data files to ex- ist on different drives, it is not recommended. The program was not specifically designed to work in this manner, but an experienced user may wish to take advantage of the greater flexibility provided by this option. If this option is selected in error re-enter the current drive let- ter and then strike <ENTER> to exit to MAIN MENU. D. Option 4: This is used to initialize data on a drive. Once again, this option allows for multiple data sets (on a floppy system), but is strongly recommended against, as the program was not specifically designed to work in this manner, although an ex- perienced user may wish to take advantage of the greater flexibility provided by this option. If this option is selected in error re-enter the current drive letter and then strike <ENTER> to exit to MAIN MENU. E. Option 5: This options is reserved EXCLUSIVELY for ex- perienced users. It is used to reset the top of file marker. If, for example, the MAILTOP file were accidentally erased, this option would allow that number to be reset. Most users will probably never need this option for this purpose, however the second question under this option allows the user to reset the end of the sorted addresses. By resetting this second number to zero, or whatever low number is appropriate, and then going through the insertion process, the user can, in effect, force a sort on the main data file. There is a file on your data disk, called MAILTOP, containing the top of file marker. The contents of this MAILTOP file is one of two ways the program has for determining how many addresses are on the main data file. (See SECTION VII, 3, D.). F. Option 9: This is used to exit from the program. The [ESC] (escape) key will also suffice throughout the program unless otherwise stated. ********************************************** SECTION V * * * * * GENERAL PROGRAM INFORMATION * * * * * 1. When this part of the program is in use, the user may review, initialize, print, edit, insert or delete data which is stored on the main data file of the computer. 2. The printer should be made ready to print, if printing is an- ticipated, by loading it with blank labels, paper, or other tractor-feed forms, depending on the user's needs. Check to Page: 5 MailPro Instruction Manual Version 2.0 determine if the printer is on, and on line. 3. After selecting Option 1, the first line on the MAIN MENU, the program will ask initially for a name as a starting point for displaying the data. Typing 'HELP' at this point will cause detailed instructions to be displayed on the screen. Follow the instructions given on the screen and enter one or more letters - or - hit <ENTER> to begin displaying data at the first address contained in the main file. This Option 1 feature is the same as the F10 feature under the OPERATIONS MENU. See SECTION VI, 20.). 4. The data stored on the computer will appear on the video screen in alphabetical order beginning with the name or name segment that was entered in Point 3 above. 5. While the main program is running an OPERATIONS MENU will appear at the bottom of the video screen. The main program is con- trolled by these operational instructions and the sub-commands of these instructions. (See SECTION VI for operating detail). OPERATIONS MENU ╔════════════════════════════════════════════════════════════════════╗ ║ PG UP HOME F1 = SHIFT UP F2 = SHIFT DN ║ ║ PG DN END F3 = FILE PRINT F4 = EDIT ║ ║ DELETE MULTIPLE PRINT (^P) F5 = SYSTEM SETUP F6 = PHONE FIND ║ ║ INSERT RETURN ADDRESS (^R) F7 = PRINT LINE F8 = PRINT FORM ║ ║ ESC F9 = BUILD LIST F10= FIND NAME ║ ╚════════════════════════════════════════════════════════════════════╝ 6. Following is a brief description of each of the data INPUT fields which compose a single address. This section is provided to al- low the user some familiarity with terms used through-out the remainder of this manual. To see the screen associated with the following INPUT fields see SECTION VI, _5. To see screen strike INSERT key. INPUT FIELD DESCRIPTION A. ADDRESSEE - This is the field on which the mail list and telephone directory are sorted in the main file. The ADDRESSEE may be the name of an individual or a company. (Using the commer- cial option, this field is labeled "COMPANY", see _SECTION _VII, _3, _B.). The program is designed to sort on this field exactly as the new INPUT data is entered. Therefore, always enter an individual's name as 'LAST NAME; FIRST NAME' and a company's name such as 'THE JQP COMPANY' as 'JQP COMPANY; THE'. REMEM- BER, WHEN THE COMPUTER PRINTS A NAME FROM ITS DATA FILES, IT BEGINS BY PRINTING THE AD- DRESSEE LINE AFTER THE SEMICOLON (;) SO THAT THE INPUT 'LAST NAME; FIRST NAME' WILL PRINT AS 'FIRST NAME LAST NAME' WITHOUT PRINTING THE SEMICOLON (;). THE USE OF THE _SEMICOLON IS CRITICAL WHEN YOU ARE SPLITTING UP A NAME. This field is forty (40) characters long. Page: 6 MailPro Instruction Manual Version 2.0 B. TITLE - This field is available for a relevant title for a person within a company. This field is twenty (20) characters long. C. COMPANY - This field is available for a relevant com- pany name. (Using the commercial option, this field is labeled "CONTACT PERSON", see SECTION VII, 3, B.). This field is thirty (30) characters long. D. AUX. ADDRESS LINE - This field was designed specifically as addi- tional data for the mailing address such as the name of a building, office complex, shop- ping center, subdivision, college dorm, suite number, street intersection, rural route, apartment number or any other data needed to help describe the address. ONLY WHEN DATA IS PLACED IN THIS FIELD WILL IT PRINT OUT ON THE DEFAULT LABEL FORM - (After the data from the addressee line, if the TITLE and COMPANY fields are empty, otherwise it will print after the TITLE/COMPANY line). This line may actually be used for ANY purpose when print- ing with user designed forms (see SECTION IX) as the user may specify where it is to print on each form. This field is thirty (30) characters long. E. MAILING ADDRESS - This might include box or street numbers, street names, apartment numbers, rural routes or any other data required for the address. This field is thirty (30) characters long. F. CITY - Enter the name of the addressee's city. This field is twenty (20) characters long. G. STATE - Always use a two letter abbreviation in this field. (See SECTION XII). This field is two (2) characters long. H. ZIP CODE - There are ten (10) spaces in this field. This leaves room for the regular five digit ZIP CODE plus a dash (-) and the four extra digits of an extended ZIP CODE. If you enter only the first five digits (or less) of a zip code, the trailing dash (-) will not print. This field is ten (10) characters long. I. TELEPHONE NUMBER 1 - Enter the telephone number in the following format -> 000/000-0000. IT IS NOT NECESSARY Page: 7 MailPro Instruction Manual Version 2.0 TO ENTER THE (/) OR THE (-), ONLY THE NUMERIC DIGITS OF THE PHONE NUMBER. This field is twelve (12) characters long. J. TELEPHONE NUMBER 2 - This is a secondary telephone entry. Enter the telephone number in the following format -> 000/000-0000. IT IS NOT NECESSARY TO EN- TER _THE _(/) _OR _THE (-), _ONLY THE NUMERIC DIGITS OF THE PHONE NUMBER This field is twelve (12) characters long. K. COMMENTS - This field is an open format allowing the user to enter any data which may be pertinent for a particular record. The field will ac- cept alphabetical or numerical data of the user's choice. This field is forty (40) characters long. L. DIVISION - This field is one of twenty-six possible categories assigned by the user to help classify entries on the data file. (See SEC- TION XI). This field is one (1) character long. K. SUB-DIVISION - This field is one of twenty-six possible sub- categories, unique to each category, assigned by the user to help classify entries on the data file. (See SECTION XI). This field is one (1) character long. ********************************************* SECTION VI * * * * * OPERATIONS MENU * * * * * ╔════════════════════════════════════════════════════════════════════╗ ║ PG UP HOME F1 = SHIFT UP F2 = SHIFT DN ║ ║ PG DN END F3 = FILE PRINT F4 = EDIT ║ ║ DELETE MULTIPLE PRINT (^P) F5 = SYSTEM SETUP F6 = PHONE FIND ║ ║ INSERT RETURN ADDRESS (^R) F7 = PRINT LINE F8 = PRINT FORM ║ ║ ESC F9 = BUILD LIST F10= FIND NAME ║ ╚════════════════════════════════════════════════════════════════════╝ ***** OPERATIONAL KEYS ***** 1. ARROW KEYS - Moves the highlight bar up and down. The ARROW KEYS are omitted from the OPERATIONS MENU as redundant. 2. PG UP - Strike the Page Up key and the next set of ad- dresses will appear on the video screen. The or- der is forward from 'A' to 'Z'. Page: 8 MailPro Instruction Manual Version 2.0 3. PG DN - Strike the Page Down key and the previous set of addresses will appear on the video screen. The order is backward from 'Z' to 'A'. 4. DELETE - Move the highlight bar on the screen up or down to the data record to be deleted. Strike the 'DELETE' key. In some PC compatibles, nothing will occur at this point due to the scheme by which a particular machine reads the keyboard. If that is the case with your machine, strike 'ALT' and 'D' at the same time. The video screen should then display the entire record for review. In or- der to delete the record, type 'DEL' and strike <ENTER>. To EXIT strike <ENTER> without typing 'DEL'. This operation allows the user to delete one record at a time. When the user desires to delete many similar addresses at a time, use the SUB-COMMAND 'F2 Cancel' under OPERA- TIONS MENU choice F9 (BUILD LIST). (but only use that SUB-COMMAND if you are sure you are comfort- able with what it does, see SECTION VIII, 5, C.). 5. INSERT - This allows the user to add new data to the master file. When you select this option, the following screen will appear: INSERT OR EDIT SCREEN THE XYZ MOVING COMPANY■■■■■■■■■■■■■■■■■■ Addressee ■■■■■■■■■■■■■■■■■■■ Title ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ Company ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ Aux. address line 485 JACKSON VALLEY DRIVE■■■■■■ Mailing address POTTS VILLAGE■■■■■■■ City PA State 77066-■■■■ Zip code 800/555-5558 Phone number 1 543/333-3300 Phone number 2 TECH. SUPPORT■■■■■■■■■■■■■■■■■■■■■■■■■■■ Comments ■ Hit "ESC" B Business DIVISION C Computer Store / Company SUB-DIVISION ╔════════════════════════════════════════════════════════════════════╗ ║ F1 = Enter codes ! F2 = Go to mail address F3 = Display states ║ ╚════════════════════════════════════════════════════════════════════╝ A. After new data has been entered or existing data has been edited strike [ESC] (See B, _2 below.) When new data has been entered the program will then query the user whether to begin a sort of the new data after the insertion is com- plete. When the sort is complete (if the user decides to sort), the data and OPERATIONS MENU will re-appear on the video screen. When the edit procedure is used the program returns to the main screen after the user strikes [ESC] without going into the sort procedure. B. SPECIAL KEYS to be used while in the insert or edit ( F4 ) Page: 9 MailPro Instruction Manual Version 2.0 modes of the program. (1). HOME - Move cursor to top of screen. (2). ESC - If the cursor is on the bottom "Hit ESC" square, the editing / insertion mode is exited. Otherwise, the cursor will move to the bottom "Hit ESC" square. This means that HITTING [ESC] TWICE will allow exiting from the editing / insertion mode, regardless of the cursor's original position. (3). F1 - Allows entry of division and sub-division in- formation. For detailed instructions, refer to SECTION XI. (4). F2 - Places the cursor at the beginning of the standard address line (Mailing address). (5). F3 - Displays state abbreviations for selection. See SECTION XII for detailed instructions. (6). DELETE - Deletes the character under the cursor. In some PC compatibles, nothing will occur after striking this key due to the scheme by which that particular machine reads the keyboard. If that is the case with your machine, try striking 'ALT' and 'D' at the same time. (7). INSERT - Inserts a blank under the cursor. (8). BACKSPACE - Deletes the character to the left of the cursor. This is the end of the SPECIAL KEYS section for the insert or edit ( F4 ) process. 6. ESC - Used to exit to MAIN MENU. 7. HOME - Moves the highlight bar to the top of the screen. 8. END - Moves the highlight bar to the bottom of the screen. 9. ^P - ("Control P") - Used for multiple print-outs of a single item (i.e. good for making return address labels). The user is to specify whether the printing should be in: (1) Use current Form or; (2) Use current Line. The user is then asked how many copies are to be produced. Entering zero (0) at this point will end the printing process. The output from this option is always directed to the prin- ter. 10. ^R - ("Control R") - By moving the highlight bar to the ap- Page: 10 MailPro Instruction Manual Version 2.0 propriate address and striking "Control R", the user selects the highlighted address to be used as the return address on any printer form requiring a return address. When multiple return address are being printed on a regular basis you should re-set the return address func- tion before each printing of a form con- taining a return address. After this portion of the program has been completed (a return address selected) the program produces a one second beep to indicate that the program has selected a return address. Failure to receive this audio sig- nal indicates that the program did not select a return address. 11. F1 - SHIFT UP) - Strike the F1 key and the data on the video screen will move forward by one (1) record. The order is forward from 'A' to 'Z'. 12. F2 - (SHIFT DOWN) - Strike the F2 key and the data on the video screen will move backward by one (1) record. The order is backward from 'Z' to 'A'. 13. F3 - (FILE PRINT) - Prints out every address in the main file, using currently active single line print mode (See SECTION VII, _2, _A). Hitting "ESC" at any time will abort this process. 14. F4 - (EDIT) - Move the highlight bar on the screen up or down to the address to be edited. Strike the F4 key and the entire name and address record will appear on the screen in the same format as it was entered as new INPUT. Editing takes place in the same way as under the in- sertion mode (see "SPECIAL KEYS" section, above [SECTION _VI, _5]). Changing the AD- DRESSEE field will cause an in-place sort to take place automatically to insure the in- tegrity of your sorted main file. 15. F5 - (SYSTEM SETUP) - Strike the F5 key and several numbered options will appear on the video screen. Strike the desired number. See SYSTEM PARAMETER MENU (SECTION VII) for further details. 16. F6 - (FIND PHONE) - Useful in determining to whom phone calls were made after being billed by the telephone company. Allow the program a few moments to load the pertinent informations when working with large data files. This program is designed for the user to Page: 11 MailPro Instruction Manual Version 2.0 be able to enter a complete or partial phone number. When entering a complete number, enter it as follows using the (/) and the (-) in the appropriate locations: 000/000-0000 When entering a partial number the (/) or the (-) are not required: 000 > Area code or Exchange. 0000 > Number. When any single ( 0 ) or double ( 00 ) digit number is entered the program will call up all telephone numbers that contain the numbers entered. 17. F7 - (PRINT LINE) - Strike the F7 key and the program will print one copy of the address under the highlight bar in the current active single line print mode. (See SECTION _VII, _2 _A). Multiple copies can therefore be made of a single record by striking F7 repeatedly. 18. F8 - (PRINT LABEL) - Strike the F8 key and the program will print one copy of the address under the highlight bar in the current active form mode. (See SECTION _VII, _1). Multiple copies can therefore be made of a single address by striking F8 repeatedly. 19. F9 - (BUILD LIST) - This section of the program allows the user to build lists of addresses by setting restrictions on the data selected from the main file. For more detail see BUILD LIST (SECTION VIII). Strike [ESC] to exit. 20. F10 - (FIND NAME) - Strike this key and the program will return to the original display screen, which requires the user to enter the name or name segment which will determine which part of the data file will appear on the video screen. This operation allows the user to move from one section of the file to another very quickly. This feature is the same as GENERAL PROGRAM INFORMATION, SECTION V, 3. ══════════════════════════════════════════════════════════════════════ THIS SPACE FOR USER NOTES ══════════════════════════════════════════════════════════════════════ Page: 12 MailPro Instruction Manual Version 2.0 ********************************************** * * * * * SECTION VII * * * * * SYSTEM PARAMETER MENU (F5 on OPERATIONS MENU) SYSTEM PARAMETER MENU 1. Set display mode 2. Set printer values 3. System handling 4. Import maillist 9. Exit system menu The following listed codes are used in this section of the manual to help identify menus and their sequence of operations: SYSTEMS PARAMETER MENU SPM SET PRINTER VALUES SPV SYSTEM HANDLING SH 1. (SPM 1) Set display mode - This operation allows the data files to be displayed on the screen in one (1) of four (4) modes. This menu of display modes will appear: Current mode for screen = 1 * 1. Phone number 2. Locale 3. Street address 4. Company and Title * The number which appears in this position is the current display mode. In this printed example 1 = Phone number A. The different modes display the following information: Option 1 Name, Telephone Number, Division, and Sub- division; Option 2: Name, Aux. Address Line, and Telephone number; Option 3: Name, Street Address, City, State, and Zip; Option 4: Name, Title, Company, and Telephone number. 2. (SPM 2) Set Printer Values - This operation allows for certain printer values to be reset. There are four Options at the next menu level: ══════════════════════════════════════════════════════════════════════ THIS SPACE FOR USER NOTES ══════════════════════════════════════════════════════════════════════ Page: 13 MailPro Instruction Manual Version 2.0 SET PRINTER VALUES 1. Set single line print mode 2. Design and select printer forms 3. Assign and select active printer 9. Exit to operations menu A. (SPM 2) (SPV 1) Set single line print mode - This opera- tion allows the data files to be dis- played on the printer in one (1) of four (4) modes. The menu of printer modes will appear as follows: Current mode for printer = 3 1. Address list 2. Phone list 3. Both lists 4. All fields B. (SPM 2) (SPV 2) Design and select printer forms - Selecting this option will cause the following screen to appear: ╔════════════════════════════════════════════════════════════════════╗ ║ 1 Standard mailing label. 21 Unused ║ ║ 2 Legal envelope. 22 Unused ║ ║ 3 4 X 6 Post card. 23 Unused ║ ║ 4 Page (8.5x11) w/ return add. 24 Unused ║ ║ 5 Unused 25 Unused ║ ║ 6 Unused 26 Unused ║ ║ 7 Unused 27 Unused ║ ║ 8 Unused 28 Unused ║ ║ 9 Unused 29 Unused ║ ║ 10 Unused 30 Unused ║ ║ 11 Unused 31 Unused ║ ║ 12 Unused 32 Unused ║ ║ 13 Unused 33 Unused ║ ║ 14 Unused 34 Unused ║ ║ 15 Unused 35 Unused ║ ║ 16 Unused 36 Unused ║ ║ 17 Unused 37 Unused ║ ║ 18 Unused 38 Unused ║ ║ 19 Unused 39 Unused ║ ║ 20 Unused 40 Unused ║ ╚════════════════════════════════════════════════════════════════════╝ ╔════════════════════════════════════════════════════════════════════╗ ║ [ESC] = Default selection F2 = select form F4 = edit form ║ ╚════════════════════════════════════════════════════════════════════╝ This option allows the addresses to be printed in a number of different formats. There are a number of forms which already come with the program (see above). Throughout this manual, the form you select here will be referred to as the active form. When this screen is called up the current active form will be highlighted. If the default form is the active form, then choice 1 in the upper left corner will be highlighted. The default form is a standard one inch (1") mailing label and is selected by hit- ting [ESC] at this screen. Striking the F2 key selects the highlighted form. Striking the F4 key allows you to name, Page: 14 MailPro Instruction Manual Version 2.0 design and edit the highlighted form. To enhance the flow of this manual and ease in simply reading through these instruc- tions, the specifics for design and editing of forms have been moved to the end of the manual. See SECTION IX. C. (SPM 2) (SPV 3) Assign and select active printer - Selecting this option will cause the following screen to appear: ╔════════════════════════════════════════════════════════════════════╗ ║ ╔══════════════════════════════════════════════════════════════╗ ║ ║ ║ ║ ║ ║ ║ Active printer = Epson LQ-2500 ║ ║ ║ ║ ║ ║ ║ ║ Epson LQ-2500 ║ ║ ║ ║ Tandy DMP 200 ║ ║ ║ ║ Tandy DMP 400 ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════╝ ║ ║ ╔══════════════════════════════════════════════════════════════╗ ║ ║ ║ F2 = Edit type F4 = Edit codes F10 = Select printer ║ ║ ║ ╚══════════════════════════════════════════════════════════════╝ ║ ╚════════════════════════════════════════════════════════════════════╝ (1). Printer codes for up to ten printers may be established using this option. This option allows for the use of this program with a number of printers without having to re-configure the printer codes each time a printer is changed. This option is also used to choose the ac- tive printer, add a printer to the list, or set the codes for a printer. (2). When this screen appears, move the highlight bar to the desired printer (or blank space, if no printers have been entered) and use the F2 key to enter the name of the printer. (3). Use the F10 key to select the highlighted printer as the active printer. (4). Use the F4 key to enter the compression codes for the highlighted printer. (5). Several of the display modes require the printer to print in condensed (compressed) mode to fit on 80 column (8 1/2" X 11") paper. If you are using wide paper you need not set these codes. You MUST be using a standard dot matrix printer to set these codes. If you do not wish to set your printer for compressed mode, set all codes in this section to '0'. If you do wish to set these compression codes, look in your prin- ter manual under compressed (condensed) codes. Most printer manuals list the codes as "ASCII", "decimal", and "hexadecimal" codes. This program uses the "decimal" codes. Since some printers use a single con- trol code and others use two codes for control sequences, two coding positions have been provided for both compression and decompression. If your printer uses only one code, set the second code to zero (0). Page: 15 MailPro Instruction Manual Version 2.0 3. (SPM 3) System Handling - This operation allows for certain system operations to be performed. There are four choices at the next menu level: SYSTEM HANDLING 1. Backup and Restore 2. Set program type 3. Set program colors 4. Set top of file A. (SPM 3) (SH 1) Backup and Restore - This option allows you to make a backup listing of your data on the data disk and to then later retrieve it. This should NOT take the place of regular backup of your data disk. It is meant to serve a different purpose. This option allows the user to make a quick copy (BACKUP) of the data file. That way, if you accidentally erase part of your data you may use the RESTORE command to reset the data file to the same contents as the last time a BACKUP command was issued. Since this "backup file" is contained on the same data disk as the main file, the user should still make regular backups of the data disk. If, however, your data disk sustains damage of magnitude great enough to wipe the main file, chances are good that this "backup" file will also be destroyed. B. (SPM 3) (SH 2) Set Program Type - This option allows the user to choose headings for the data fields most appropriate for the program's usage, whether personal or commercial. Selecting this option will produce the following screen: You may select either the Commercial or Personal version of Mailpro. The only difference between the two versions are the headings used. ADDRESS FORMAT HEADINGS ╔═══════════════════════════════════════════════════════════╗ ║ Personal Commercial ║ ║ -------- ---------- ║ ║ ADDRESSEE (field 1) COMPANY ║ ║ TITLE (field 2) TITLE ║ ║ COMPANY (field 3) CONTACT PERSON ║ ╚═══════════════════════════════════════════════════════════╝ When reading the instruction manual, if you have chosen the Commercial version, substitute the appropriate headings. P = Personal or C = Commercial ? Page: 16 MailPro Instruction Manual Version 2.0 C. (SPM 3) (SH 3) Set program colors - Selecting this op- tion will cause the following screen to appear: [Function key] - rolls forward 1 color [SHIFT] and [Function key] - rolls backward 1 color FG = Foreground color BG = Background color ╔═══════════════════════════════════════╗ ║ ALL INPUT FIELDS ║ ║ [F1] = FG [F2] = BG ║ ╚═══════════════════════════════════════╝ ╔═══════════════════════════════════════╗ ║ MAJOR DISPLAYS ║ ║ [F3] = FG [F4] = BG ║ ╚═══════════════════════════════════════╝ ╔═══════════════════════════════════════╗ ║ CONTROL MESSAGES ║ ║ [F5] = FG [F6] = BG ║ ╚═══════════════════════════════════════╝ ╔═══════════════════════════════════════╗ ║ ALL HEADINGS ║ ║ [F7] = FG [F8] = BG ║ ╚═══════════════════════════════════════╝ ╔═══════════════════════════════════════╗ ║ ALL MENUS ║ ║ [F9] = FG [F10]= BG ║ ╚═══════════════════════════════════════╝ There are five different types of displays involved in this program (see above). Each function key corresponds to either the foreground or background color for the related display type. Hitting the function key alone moves forward through the color sequence. Hitting the function key while holding down the shift key will move backwards through the color sequence. D. (SPM 3) (SH 4) Set top of file - This options is reserved exclusively for experienced users. It is used to reset the top of file marker. If, for example, the MAIL- TOP file were accidentally erased, this option would allow that number to be reset. Most users will probably never need this option for this purpose, however the second question under this option allows the user to reset the end of the sorted addresses. By resetting this second number to zero, or whatever low number is appropriate, and then going through the insertion process, the user can, in effect, force a sort on the main data file. There is a file on your data disk, called MAILTOP, containing the top of file marker. The contents of this MAILTOP file is one of two ways the program has for determining how many ad- dresses are on the main data file. The same information concerning this feature appears in SECTION IV, 4, A, _ under Op- tion 5. Page: 17 MailPro Instruction Manual Version 2.0 4. (SPM 4) Import maillist - By specifying a drive and directory (see "ChDir" and "MkDir" in DOS manual) location, the data from another MAILPRO maillist may be incorporated into the active maillist. An example of a directory location for an imported mail list might look like this: A:\LISTS\CUSTOMER. { The maillist to be incor- porated MUST be from a directory different than the one containing the current active list, as the same filenames are used in both cases. In other words, any attempt to copy the files into the current MAILPRO directory through some exterior command (i.e. through the copy command in DOS) will erase the information al- ready in the directory and replace it with the new in- formation.} It is possible to preserve the division and sub-division codes from the imported mailing list or reset all the incoming codes to a single division and sub-division code. The latter is recommended un- less the same code system has been used in both lists, otherwise mass confusion may result. For example, if division "C" in the active list is for customers and "C" in the imported list is for contractors, then, if you don't reset all the codes on the imported items from the imported list, there will be no way to distin- guish between the two. Everything will show as a cus- tomer (to say nothing of the sub-division codes). The list being imported is left unchanged in its own original directory. ********************************************** SECTION VIII * * * * * BUILD LIST * * * * * (F9 on OPERATIONS MENU) BUILD LIST MENU 1. When the F9 key from the OPERATIONS MENU is selected a menu of eleven (11) options will appear on the screen showing the methods by which information may be retrieved: ══════════════════════════════════════════════════════════════════════ THIS SPACE FOR USER NOTES ══════════════════════════════════════════════════════════════════════ Page: 18 MailPro Instruction Manual Version 2.0 ╔═════════════════════════════╗ ║ ║ ║ A Addressee ║ ║ B Title ║ ║ C Company ║ ║ D Aux. address line ║ ║ E Mailing address ║ ║ F City ║ ║ G State ║ ║ H Zip code ║ ║ I Phone Number ║ ║ J Comments ║ ║ K Division ║ ║ ║ ╚═════════════════════════════╝ ╔════════════════════════════════════════════════════════════════════╗ ║ Choice ? (A-K) ║ ╚════════════════════════════════════════════════════════════════════╝ 2. When one of the alpha options (A-K) is selected, the user is asked to confirm the option selected. Then the program asks what specifics are looked for in retrieval. The program looks for the requested information as a part the specified field. An example may serve to make the above statement more under- standable. If the field selected was the letter "A" (A. ADDRESSEE) and the ADDRESSEE name being looked for was simply the letter "I", then the program would retrieve all addressee fields from the main file that contained the letter "I" somewhere in the field. In this example if the names "TIM" and "IGGY" were in the addressee field of the main file they would be retrieved The more data that is entered the more constrained the list. The same will hold true for any sequence of alphanumeric charac- ters entered. This process of looking for a partial field within a major field holds true ONLY for the alphanumeric fields. Op- tion K, DIVISION and SUB-DIVISION, are handled differently. 3. Under DIVISION the user is asked for one letter (A-Z) for the DIVISION to be searched. After selecting a DIVISION code, the SUB-DIVISIONS for that code will appear. When the SUB-DIVISIONS are presented the user may specify all SUB-DIVISIONS within a DIVISION by striking the F1 key. If the user wishes, however, to pick specific SUB-DIVISION then he simply strikes the SUB- DIVISION letters (A-Z) he desires, one at a time. Anywhere from one to all twenty-six SUB-DIVISION codes may be selected for the search (although sticking the F1 would be more efficient than typing all twenty-six letters). A cumulative list is displayed at the bottom of the screen to help the user keep track of what SUB-DIVISIONS have already been selected. When the user has made all his selections he strikes the F1 key to begin the search. ══════════════════════════════════════════════════════════════════════ THIS SPACE FOR USER NOTES ══════════════════════════════════════════════════════════════════════ Page: 19 MailPro Instruction Manual Version 2.0 BUILD LIST DISPLAY SCREEN Elements 54 1 700 CLUB 800/446-0700 804/420-0700 Business 2 AT&T INFORMATION SYSTEMS 512/343-3020 / - Business 3 BOOK NOOK; THE 512/863-8188 .../...-.... Business 4 JOELAND INTERNATIONAL 800/255-8008 408/438-8400 Business 5 BYTE SHOP 713/621-5525 / - Business 6 CAROUSO'S 713/780-4900 / - Business 7 CATTLE COMPANY 512/452-0366 / - Business 8 COKESBURY 800/672-1789 817/926-5313 Business 9 COMPUTER EXCHANGE 512/454-7486 .../...-.... Business 10 CONSUMER COMPUTER EXCHANGE 713/932-6123 / - Business 11 DAVIS; TIMOTHY K. 212/566-2855 612/456-5708 Business 12 DOMINOE'S PIZZA-TAYLOR 512/352-8552 .../...-.... Business 13 EL CARBONERO 512/863-3000 .../...-.... Business 14 FAITH BOOK STORE 512/352-7318 .../...-.... Business 15 H.R.C. 512/869-4188 / - Business ╔═══════════════════════════════════════════════════════════════╗ ║ List contains more than 15 elements ! ║ ╚═══════════════════════════════════════════════════════════════╝ ╔════════════════════════════════════════════════════════════════════╗ ║ Function keys: F1 - F10 ║ ║ 1 DEL 2 CANCEL 3 CODE 4 EDIT 5 SYS 6 FORM 7 LINE 8 AND 9 OR 10 NOT║ ╚════════════════════════════════════════════════════════════════════╝ 4. BUILD LIST DISPLAY SCREEN - This is the list of addresses that you have selected through the BUILD LIST option. A reference number will appear to the left of each address, beginning with numbers 1-15 (as shown above). Options are displayed at the bot- tom of the screen and are selected through the use of function keys. The total number of elements (addresses) in the list is displayed above the list (54 in this example). If there are more than 15 elements in the list, a message appears at the bottom of the list to that effect. These other elements may be seen by using the "PG UP" and "PG DN" keys on the numeric keypad. The "PG UP" key displays the next higher set of reference numbers, and the "PG DN" key the next lower set. 5. The following is a list of subcommands for performing different operations on the list: A. ESC - Returns to the main menu. B. F1 (Delete) - WARNING: THE USE OF THIS OPERATION WILL DELETE THE SELECTED ADDRESS FROM THE MAIN FILE. If you wish to remove an address from the built list, use F10 (NOT) (See Point I, 3 below). After selecting F1 to delete, the program asks for one of the reference num- bers. After selecting one of the reference numbers, the information for that record is displayed and you, the user, are queried as to whether you actually wish to delete that record (see DELETE in SECTION VI, 4). If you choose to exit without deleting, simply strike <ENTER>. If you do remove an address, the program will automatically leave the Page: 20 MailPro Instruction Manual Version 2.0 BUILD LIST area of the program and return to the OPERATIONS MENU. C. F2 (Cancel) - WARNING: THE USE OF THIS OPERATION COULD DELETE ALL OF THE RECORDS ON THE FILE. This operation is similar to DEL, except that many records are deleted at the same time. There is a safety feature built into this SUB- COMMAND. After striking F2, the user must then type 'DELETE' to allow the program to begin deleting the addresses on the built list. If you choose to exit without delet- ing, simply strike <ENTER>. If you do remove the addresses, the program will automatically leave the BUILD LIST area of the program and return to the OPERATIONS MENU. D. F3 (Code) - WARNING:; DO NOT USE THIS FEATURE UNTIL YOU HAVE A GOOD UNDERSTANDING OF HOW IT WORKS AS YOU COULD RE-CODE ALL OF YOUR FILES TO ONE STANDARD CODE. The F3 key allows you to choose one set of codes (DIVISION and SUB- DIVISION) to be applied to every address in the built list. After you choose these new codes, they are then automatically applied (in the main file) to every entry currently in the built list. In you wish to re-code a large number of addresses at once, use this option. E. F4 (Edit) - Allows you to edit one of the entries on the list. After selecting one of the reference numbers, the information for that record is displayed. From that point, editing is ex- actly like the original entry process. (See SECTION VI, 14>. F. F5 (Sys) - Strike the F5 key and several numbered op- tions will appear on the video screen. Strike the desired number. See SYSTEM PARAMETER MENU (SECTION VII) for additional details. G. F6 (Form) - This segment of the program simply prints out all the addresses on the built list in the current active form mode. This option allows the user to print either to the printer or to a file on the disk. The ability to print to a file rather than to the printer will allow the user to establish lists for use with the mail merge features of many popular word processors. The user is first asked to enter the name of the print-out file. If you simply strike <ENTER>, then the printer is used for printing. Filenames MUST be valid filenames (see DOS manual) with one exception. Filenames MUST be GREATER than one (1) character in length, even though DOS will al- Page: 21 MailPro Instruction Manual Version 2.0 low single character filenames. This option also allows the user to specify a number of labels to print at one time so that multiple copies of the list can, in effect, be printed simultaneously, yet without separating identical labels. The user may also sort the list before printing in a number of different ways. For a complete explanation, see SECTION X. H. F7 (Line) - This segment of the program simply prints out all the elements of the list in the current active single line print mode. < < < NOTE > > > When the length of the printed line exceeds the form width of the ACTIVE FORM the printer must be set, either by hand (hardware) or by software, to compressed mode printing before the printer may be used to print such extra long lines (see SECTION IX). Otherwise the printed lists will not fit the paper properly. This option allows the user to print either to the printer or to a file on the disk. The ability to print to a file rather than to the printer will allow the user to establish lists for use with the mail merge features of many popular word processors. The user is first asked to enter the name of the print-out file. If you simply enter <ENTER>, then the printer is used for printing. Filenames MUST be valid filenames (see DOS manual) with one exception. Filenames MUST be GREATER than one (1) character in length, even though DOS will al- low single character filenames. The user may also sort the list before printing in a number of different ways. For a complete explanation, see SECTION X. I. LIST COMBINATIONS - These operations allow the list to be expanded and restricted in various ways for a more sophisti- cated method of recalling data. All three options return to the initial choice menu and proceed from there in exactly the same way. The following describe the options for ex- panding and restricting the list: (1). F8 (And) - This option RESTRICTS (or reduces in size) the built list because it REQUIRES an additional condition to be true for the address to continue to remain in the built list. Therefore, the program only searches the addresses already on the Page: 22 MailPro Instruction Manual Version 2.0 built list when this option is chosen and deletes (from the list, only) any that do not meet the additional condi- tion. (2). F9 (Or) - This option EXPANDS (or increases in size) the built list because it ALLOWS an additional condition to be true for the address to become a part of the list being built. This option therefore searches the entire main data file for the additional condition. The program is designed to prevent any duplicates from appearing in the built list. (3). F10 (Not) - This option RESTRICTS (or reduces in size) the built list. Therefore, the program only searches the addresses al- ready on the built list when this option is chosen and deletes (from the list, only) all the addresses that meet the additional condition. This is the op- posite of F8 - (AND), above. F8 - (AND) keeps only the addresses which meet the new condition and F10 - (NOT) deletes only the addresses which meet the new condition. ********************************************** SECTION IX * * * * * PRINT FORM HANDLING * * * * * 1. This portion of the program is reached in the following manner: A. First, select F5 from the OPERATIONS MENU. B. Second, then select Option 2 from the SYSTEM PARAMETER MENU. C. Third, select Option 2 from the SET PRINTER VALUES menu. 2. At this point the user may design his own form layouts printing the addresses from the main file as well as a return address. 3. In this manner, form-feed envelopes, labels, and postcards may all be designed and printed quickly and efficiently with both mail to and return addresses. Utilizing the above sequence of menu options displays forty (40) user design forms. The program is supplied with four (4) pre-designed forms (discounting the default form) for your use: ══════════════════════════════════════════════════════════════════════ THIS SPACE FOR USER NOTES ══════════════════════════════════════════════════════════════════════ Page: 23 MailPro Instruction Manual Version 2.0 ╔════════════════════════════════════════════════════════════════════╗ ║ 1 Standard mailing label. 21 Unused ║ ║ 2 Legal envelope. 22 Unused ║ ║ 3 4 X 6 Post card. 23 Unused ║ ║ 4 Page (8.5x11) w/ return add. 24 Unused ║ ║ 5 Unused 25 Unused ║ ║ 6 Unused 26 Unused ║ ║ 7 Unused 27 Unused ║ ║ 8 Unused 28 Unused ║ ║ 9 Unused 29 Unused ║ ║ 10 Unused 30 Unused ║ ║ 11 Unused 31 Unused ║ ║ 12 Unused 32 Unused ║ ║ 13 Unused 33 Unused ║ ║ 14 Unused 34 Unused ║ ║ 15 Unused 35 Unused ║ ║ 16 Unused 36 Unused ║ ║ 17 Unused 37 Unused ║ ║ 18 Unused 38 Unused ║ ║ 19 Unused 39 Unused ║ ║ 20 Unused 40 Unused ║ ╚════════════════════════════════════════════════════════════════════╝ ╔════════════════════════════════════════════════════════════════════╗ ║ [ESC] = Default selection F2 = select form F4 = edit form ║ ╚════════════════════════════════════════════════════════════════════╝ 4. The user may select the highlighted form by striking the F2 key or may select the default form (a standard 3 1/2" by 15/16" mail- ing label) by striking the [ESC] key. The user may also edit the highlighted form by striking the F4 key. The highlight bar may be moved with the four arrow keys. To create a new form move the highlight bar to the next Unused position (or to an old form that is no longer needed) and strike the F4 key. 5. When a form is chosen for editing by striking the F4 key, eight menu choices appear (F1 - F8). [ESC] is used to leave this op- tion. Before you choose this option, carefully measure the size of your physical form on which you intend to print. When you finish editing a new form, always test the form with three or four entries before using it for any major printing tasks. This is the screen which appears after you strike the F4 key: ══════════════════════════════════════════════════════════════════════ THIS SPACE FOR USER NOTES ══════════════════════════════════════════════════════════════════════ Page: 24 MailPro Instruction Manual Version 2.0 FORMS MENU 1 Addrs 2 Mail. 3 City State Zip 4 5 6 7 8 9 10 11 ╔════════════════════════════════════════════════════════════════════╗ ║ ║ ║ F1 Legal envelope. ║ ║ F2 Return column 1 ║ ║ F3 Return row 1 WARNING ! ║ ║ F4 Address column 45 Both row and column must be ║ ║ F5 Address row 8 greater than zero to print. ║ ║ F6 Form length (top-to-bottom) 25 ║ ║ F7 Form width (side-to-side) 95 ║ ║ F8 Field placement ║ ║ ESC ║ ║ ║ ╚════════════════════════════════════════════════════════════════════╝ 6. The following keys are used to edit the screen above: A. F1 - Type the description for the form being edited. B. F2 - (Return address column) Enter the column where the return address is to begin printing. Since most forms will place the return address in the upper left-hand corner, the usual entry will a one (1). A zero (0) in this position will prevent the return address from printing on the form. C. F3 - (Return address row) Enter the row where the return address is to begin printing. Since most forms will place the return address in the upper left-hand corner, the usual entry will a one (1). A zero (0) in this position will prevent the return address from printing on the form. D. F4 - (Address column) Enter the column where the mailing address is to begin printing. Since a zero (0) in this position will prevent the address from printing on the form, you must use a valid column position. E. F5 - (Address row) Enter the row where the address is to begin printing. Since a zero (0) in this position will prevent the address from printing on the form, you must use a valid row position. F. F6 - (Form length [top-to-bottom]) Enter the length of the form (in number of lines). Most printers print six lines to the inch. If you set your printer to print otherwise, then set the form lengths appropriately. Page: 25 MailPro Instruction Manual Version 2.0 G. F7 - (Form width [side-to-side]) Enter the width of the form (in number of columns). Most printers default to ten characters to the inch. If you set your printer to print otherwise, then set the form lengths ap- propriately. H. F8 - (Field placement) This option allows the user to place any part of the address in a unique position on an eleven line position chart. It is possible to place more than one part of an address on a form line (i.e. ADDRESSEE & TITLE or CITY, STATE & ZIP). WARNING >>>> DO NOT PLACE SO MANY ITEMS ON ONE FORM LINE THAT THE LINE LENGTH EXCEEDS THE PHYSICAL FORM LENGTH. The description of the input fields gives the size of each field (See SECTION V). The total length of all fields on each line, plus a space between each field, plus the 'Address column (F4)' should be less than, or equal to, the width of the physical form (F7) on which you will print. (1). The following keys are used to place each address part in its custom designed place. Any part of the address may be: a. INSERT key - Add at the beginning of a form line b. + key - Add at the end of a form line c. DELETE key - Delete from the start of a form line d. BKSPC - Delete from the end of a form line (2). It also allows the user to: a. F9 - Delete a form line b. F5 - Add a form line c. [ESC] - Return to the previous menu level ********************************************** SECTION X * * * * * PRINT-OUT SORT * * * * * 1. This area relates to the use of the F6 and F7 keys in BUILD LIST section of the program (SECTION VIII, 5, G & H). 2. This portion of the manual relates to the sorting process used during printing. If the user answers no to the sort query, the addresses will print in addressee order (just as they appear in the file). If the user answers yes to the sort query, a new screen appears. A list of the sortable fields will appear down the left-hand side of the screen along with index numbers. Page: 26 MailPro Instruction Manual Version 2.0 BUILD LIST SORT MENU Enter zero (0) to sort ! ╔═══════════════════════════╗ Next in order ? (-1 = RESTART) ║ 1 Addressee ║ ║ 2 Title ║ ║ 3 Company ║ ║ 4 Aux. address line ║ ║ 5 Mailing address ║ ║ 6 City ║ ║ 7 State ║ ║ 8 Zip code ║ ║ 9 Phone number 1 ║ ║ 10 Phone number 2 ║ ║ 11 Comments ║ ╚═══════════════════════════╝ 3. The user is then asked which field to sort on, by specifying the appropriate index number. It is possible to sort on more than one level. In other words, to sort first by state, then by city within state, then by addressee within city, the user would enter a (7) for the state, then a (6) for the city, then a (1) for the addressee, and finally a zero (0) to end the selection process. If the user makes a mistake during the selection process, the selection process can be restarted at anytime before a zero is entered by entering a value of negative one (-1) as a selection choice. A negative one erases the sort choices previously made and re-starts the process. 4. Upon entering a zero (0), the items in the list are then sorted and printed to whatever output file has been specified (see SEC- TION VIII, 5, G & H). 5. If the first field to sort on is the zip code field, then the program gives you the option of printing a zip code summary sheet (to either printer or file) for bulk mailing purposes. It will also ask which position of the zip code on which to begin each search. A zero (0) in answer to this query will allow a match in any position. For example: If you are searching for 380 and choose position 1 then 38077 is a match, but 77380 is not. If you choose position 3 then 77380 is a match, but 38077 is not. If you choose position zero (0) then both are matches because a specific starting position was not specified. ********************************************** SECTION XI * * * * * "ENTER CODE" KEYS * * * * * (F1 key while editing & inserting) 1. When editing or inserting an address, strike the F1 key to ac- tivate the following MAIN DIVISION MENU screen. This screen will allow the user to edit (create) or assign an alpha code to the address in question. Page: 27 MailPro Instruction Manual Version 2.0 MAIN DIVISION MENU A All N B Business O PARENT'S RESIDENCE C Church P ProData Systems D B.B.S. Q E Employment ? R Relative F Friend S Southwestern University G CAMPUS CRUSADE FOR CHRIST T H U University Student I INFORMATION V J James W WORK K X BEAUKISS MEMBER L Y L.C. MEMBER M MINISTER Z THRALL MEMBER ╔════════════════════════════════════════════════════════════════════╗ ║ LETTER to assign F1 to edit F5 to swap code ║ ╚════════════════════════════════════════════════════════════════════╝ 2. If the alpha code (A - Z) to be assigned to this address is present on the menu, strike the alpha key associated with the code and the alpha code and code name will be assigned to the address. At the same time the alpha code on the MAIN DIVISION menu is selected the menu will change to the SUB-DIVISION menu. Again, if the desired code is present on this menu, strike the alpha code associated with the desired code name. 3. If the desired code is not present on the MAIN DIVISION menu, strike the F1 key and then select the desired alpha code and en- ter it into the system. The program will then ask for the code name to be assigned to the alpha. Enter the name of your choice. 4. At this time in order to assign the code to the address strike the alpha code and the program will assign the code and the code name to the address as well call up the SUB-DIVISION menu. 5. Repeat the procedure for the SUB-DIVISION menu. 6. A code IS NOT ASSIGNED TO AN ADDRESS just because it was been es- tablished on a DIVISION or SUB-DIVISION menu. 7. The "F5" option allows the user to swap any two codes (at either the DIVISION or SUB-DIVISION level). The program asks for a first code to swap, then the second code to swap. Entering the same code in both positions will abort the operation. After two, different and valid codes have been entered, the program will display both code descriptions and ask for confirmation before anything is actually done. Answering "N"o will abort the opera- tion. Answering "Y"es will first switch the code descriptions, then modify the appropriate codes in all the addresses in the main data file. Page: 28 MailPro Instruction Manual Version 2.0 ********************************************** SECTION XII * * * * * STATE SELECTION * * * * * 1. Selecting the F3 key while in the edit / insert mode will cause the following screen to appear: AL Alabama IN Indiana NE Nebraska SC South Carolina AK Alaska IA Iowa NV Nevada SD South Dakota AZ Arizona KS Kansas NH New Hampshire TN Tennessee AR Arkansas KY Kentucky NJ New Jersey TX Texas CA California LA Louisiana NM New Mexico UT Utah CO Colorado ME Maine NY New York VT Vermont CT Connecticut MD Maryland NC North Carolina VA Virginia DE Delaware MA Massachusetts ND North Dakota WA Washington FL Florida MI Michigan OH Ohio WV West Virginia GA Georgia MN Minnesota OK Oklahoma WI Wisconsin HI Hawaii MS Mississippi OR Oregon WY Wyoming ID Idaho MO Missouri PA Pennsylvania IL Illinois MT Montana RI Rhode Island ╔════════════════════════════════════════════════════════════════════╗ ║ [ESC] = exit [F10] = select state ║ ╚════════════════════════════════════════════════════════════════════╝ 2. Use the arrow keys to move the highlight bar to the appropriate state. Select that state for the address you are currently edit- ing or inserting by striking F10. The selected state will be placed in the State field of the current address, regardless of the cursor's previous position in the address. ══════════════════════════════════════════════════════════════════════ THIS SPACE FOR USER NOTES ══════════════════════════════════════════════════════════════════════ Page: 29 MailPro Instruction Manual Version 2.0 QUICK REFERENCE GUIDE The following quick reference guide will provide three pieces of information; A. Section heading. B. Page number. C. Key strokes from the OPERATIONS MENU (unless otherwise specified). Code System Edit (division) Section: SECTION XI Page: 27 Keys: F1 (at editing screen), F1 Edit (sub-division) Section: SECTION XI Page: 28 Keys: F1 (at editing screen), (A-Z), F1 Selection Section: SECTION XI Page: 28 Keys: F1 (at editing screen) Swap Codes (division) Section: SECTION XI Page: 28 Keys: F1 (at editing screen), F5 Swap Codes (sub-division) Section: SECTION XI Page: 28 Keys: F1 (at editing screen), (A-Z), F5 Data Drive Initialization Section: SECTION IV, OPENING SCREEN, 4 Page: 4 Keys: 4 (at Main Menu) Selection Section: SECTION IV, OPENING SCREEN, 3 Page: 4 Keys: 3 (at Main Menu) File Manipulation Backup Section: SECTION VII, 3, A (Backup/Restore) Page: 16 Keys: F5, 3, 1, "BACKUP" Restore Section: SECTION VII, 3, A (Backup/Restore) Page: 16 Keys: F5, 3, 1, "RESTORE" Import Section: SECTION VII, 4 (Import maillist) Page: 18 Keys: F5, 4 Page: 30 MailPro Instruction Manual Version 2.0 Printer Codes Edit Design Section: SECTION VII, 2, C (Assign and select active printer) Page: 15 Keys: F5, 2, 3, F2 (Edit type) Keys: F5, 2, 3, F4 (Edit codes) Selection Section: SECTION VII, 2, C (Assign and select active printer) Page: 15 Keys: F5, 2, 3, F10 Printer Forms Edit Design Section: SECTION VII, 2, B (Design and select printer forms) Page: 14 Keys: F5, 2, 2, F4 Selection Section: SECTION VII, 2, B (Design and select printer forms) Page: 14 Keys: F5, 2, 2, F2 Set program colors Section: SECTION VII, 3, C Page: 17 Keys: F5, 3, 3 Single line display modes Screen Display Section: SECTION VII, 1 (Set Display Mode) Page: 13 Keys: F5, 1 Printer Format Section: SECTION VII, 2, A (Set Single line print mode) Page: 15 Keys: F5, 2, 1 Top (of file) Section: SECTION VII, 3, D (Set Top of File) Page: 17 Keys: F5, 3, 4 or Section: SECTION IV, 3, A (Main menu) Page: 4 Keys: 5 (at Main Menu) Type (Personal or Commercial) Section: SECTION VII, 3, B (Set Program Type) Page: 16 Keys: F5, 3, 2 Page: 31