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Address Manager
User's Guide
Your On Screen Address Book
⌐ 1990-92 Wilson WindowWare
Orders: 800-762-8383
Support: 206-937-9335
Fax: 206-935-7129
Wilson WindowWare
2701 California Ave. SW Suite 212
Seattle, WA 98116
Manual Revision 2.0a, May 1992
⌐ Copyright 1992 Wilson WindowWare
« All Rights Reserved
Registration Reminders
Unlicensed copies of Address Manager are 100% fully functional.
Unlicensed copies of Address Manager have a pesky registration
reminder screen that pops up whenever you start the program.
We're sure that once you see the incredible quality of our
software, you will dig out your credit card, pick up the phone,
call the nice people at our 800 number and register Address
Manager (800-762-8383).
When you pay for the shareware you like, you are voting with your
pocketbook, and will encourage us to bring you more of the same kinds
of products. Pay for what you like, and voila, more of what you like
will almost magically be developed.
Trademarks
Word for Windows, Excel and Microsoft Windows are trademarks for
Microsoft Corporation.
LaserJet, DeskJet and PCL are trademarks of Hewlett-Packard.
All other trademarks belong to their respective trademark
owners.
About This Manual
The Address Manager Manual and Help file were written and
designed by Kate Edson. Registered users of Address Manager
will receive a printed copy of the User's Guide with an index,
table of contents and screen pictures.
Introduction
Address Manager is a program designed to organize addresses,
phone numbers, birthdays, anniversaries and additional
information for a list of names. Use Address Manager to print
your names and addresses to envelopes, Rolodex cards, or mailing
labels. The Address Manager program includes the following
features:
1. Supports up to 8,000 entries per address book.
2. Prints labels to dot matrix and/or laser printers. Templates
are provided for commonly used Avery laser labels.
3. Prints envelopes to laser printers.
4. Prints address information to Rolodex cards.
5. Use Address Manager to print lists of the addresses you have
entered. Print the addresses in a single column, two columns,
or on a single line left to right. All printers supported by
the Microsoft Windows operating environment are also supported
by Address Manager.
6. Full support for international languages.
7. Fully customizable View Forms. Use the provided Forms or
create your own Forms for viewing data (Custom View Form
Designer).
8. Address Manager supports up to 32 User Defined Lists. A User
Defined List is a list that you define to store addresses.
Lists are a subset of the all the names in a file. For
example, within a single data file you may have a list of
business clients, friends, and a list of local businesses.
9. Support for all of the typical database functions- i.e.
Add/Modify/Delete names. Also there is a Search function
and the ability to Sort your data a number of ways ("First
Name, Last Name", "Last Name, First Name" or by City, Zip,
or State).
10. Address Manager can be used to dial the telephone provided
you have your modem on COM1, COM2, COM3, or COM4.
11. There are three ways to view your data. The "Full Book" mode
displays the Name, Address, City, State, Zip and either the Home,
Work or Facsimile phone number for each address. The "Quick Look"
mode displays only the name and phone number information. The
"All Important Dates" view displays his Birthday, her Birthday and
an Anniversary date.
12. Import names and addresses from a comma of tab delimited text file.
Or choose to export the data in Address Manager to a comma or tab
delimited text file. You can also copy your names and addresses to
any other Windows application via the Windows clipboard.
13. Customize the on-screen fonts and colors used in Address Manager.
14. Support for the Windows Dynamic Data Exchange or DDE. Included with
Address Manager are Word for Windows macros to import addresses into
your documents.
System Requirements
Address Manager requires an IBM PC or compatible with a minimum of 1 MB
of memory running Microsoft Windows version 3.00 or higher. A mouse
is recommended but not required.
Address Manager Installation
The installation program for Address Manager is a Windows
application, so Windows will need to be running prior to
running the Setup program (however, it is best to close all
other Windows applications). To start the Setup program,
put the appropriate disk into the floppy drive and from the
File menu of the Windows Program Manager choose Run (if you
are running the Setup program from your hard disk, then
double click on the WSETUP.EXE file in the Windows File
Manager or use File Run with the command line path pointing
to your hard disk, i.e. C:\PROGRAMS\WSETUP.EXE). Beside
"Command Line:", type the drive that contains the floppy
disk followed by the filename WSETUP.EXE (i.e. A:\WSETUP.EXE).
This will start the Address Manager setup program. Setup prompts
you for a location to install Address Manager (i.e. C:\ADDRESS
and copies over all of the necessary files to this location.
Getting Started with Address Manager
------------------------------------------------------
To start a new file for addresses, select New from the File
menu. After selecting New, a dialog box will appear prompting
you for a name for the data file. You can type any valid
filename (DOS limits you to 8 characters for the filename and 3
characters for the extension) for your address book. The .ADD
file extension is automatically added to your filename. If you
entered "ADDRBOOK" as the name for your address book, then the
filename would be ADDRBOOK.ADD. When using the File Open
command, *.ADD is entered into the filename box by default,
making it easy to locate your data file if saved with a .ADD
extension.
Once you have specified a name for your new address book, you
will immediately be taken into the "Add" mode. Since this is
the first time you are running Address Manager, each field in
the "Edit Box" dialog will be labeled with the information
that you should enter into the edit boxes. This information
will only be displayed when there are no entries in your address
book. Delete the label text (such as First Name) and begin
entering names. Each name you enter will be added to your
address book. The title bar for the dialog indicates that the
dialog is for adding names to the "All Address" list.
Edit Box - Add Names to All Addresses
Choose the More... button to indicate the following additional
information for a name:
His Birthday
Her Birthday
Anniversary
Comments
The text entered into the "Comments" edit box will automatically
wordwrap. A maximum of 256 characters can be entered into the
Comments box. When entering dates for the other options in the
dialog, use the following formats: 3/4/78 or 3-4-78. If you
are running Reminder, a personal information manager from Wilson
WindowWare, a button labeled To Reminder will appear. When
pressed, the button will automatically enter the birthday and
anniversary information into Reminder.
Once the address information is complete, choose the Another...
button to add the name and bring up another blank dialog, or
choose OK to enter the name and return to the Address Manager
list window.
Word for Windows Macros
---------------------------
Word for Windows users can run the provided WordBASIC macros to
import address information from Address Manager into a Word for
Windows document. Simply type a name in a Word for Windows
document and run the InsertAddress macro to bring in the address
information. If you are using Word for Windows 1.x, refer to
the MACRO.DOC file for instructions on how to add and use this
macro. If you are using Word for Windows 2.0, refer to the
MACRO2.DOC file for installation and macro usage information.
User Interface
---------------------------
The following is a quick discussion of how to use Address Manager.
There are really only a couple of things to keep in mind in order
to use this program efficiently. The main display window shows
you the addresses is an extended selection list box. This
means you can highlight one or more names at a time. Hold the
CTRL key and click with the mouse to select discontinuous items
or hold the SHIFT key to select a range. Any combination of
names can be highlighted. Most menu selections will "act on"
the highlighted names. For example, let's say you just got in a
huge fight will all of your in-laws. In a moment of rage you
decide to delete them from your address list. Choose Delete
Highlighted Names from the Edit menu to permanently delete the
highlighted names.
To modify or view the address information for a name, double click
on the name with the mouse or press the Enter key to bring up the
Edit Box-Modify/Delete dialog box with the information for the
selected name. This gives you the opportunity to change any
information about the selected individual.
When viewing your data, there are three column heading layouts
to choose from:
Full Book
Full Book displays the Name, Address, City, State, Zip
and choice of Home, Work or FAX telephone numbers. Note: The
type of phone number (Home, Work or FAX) is indicated in the
Settings dialog (choose Settings... from the File menu).
Quick Look
Quick Look displays the Name and Phone Number (Home, Work or FAX).
All Important Dates
All Important Dates displays the Name, His and Her Birthday's
and an Anniversary date.
When viewing your data, click on any of the lettered buttons
below the menu bar. If you are in "Page Mode" indicated in the
status bar, you will see only those names for the selected
letter. If the status bar along the bottom of the window
indicates that you are in "Filter Mode", then all names from the
selected letter to the end of the alphabet will display in the
window. The Page and Filter modes are discussed in more detail
in the next section.
To determine what options are in use for the Address Manager
program, look to the Status Bar at the bottom of the Address
Manager screen.
List: User List Name or All Addresses
Mode: Full Book, Quick Look or View Dates and Filter or Page
Addresses: The number of addresses in the active list
(either a user defined list or all addresses).
Control Bar
---------------------------
The Control Bar allows you to quickly point and click to get to
different areas of your address book. In addition to the Full
Book, Quick Look and View Important Dates modes, Address Manager
has two other ways to display your data. These modes are
referred to as the Page Mode and Filter Mode. The "*" button
(just after the "Z" button) is used to toggle between Page Mode
and Filter Mode.
Page Mode shows you a single page of your book, such as all the
names for the letter "B." Filter Mode will show you all the names
from the letter that is depressed on the Control Bar to the end of
the alphabet. For example, if you have the "C" button pressed and
are in Filter Mode, the first name displayed will be the first
name in your book that begins with the letter C. ALL other names
through the end of the alphabet will follow there after.
If you are in Page Mode (as indicated in the status bar), pressing
the "A" button will display all the names in the list that begin
with "A." Note that the names displayed will depend on the
selected sort mode. For example, if you are sorting by
First Name/ Last Name, then pressing the "A" will display the
entries in the list whose FIRST name begins with an "A."
To change the sort mode, choose Sort By from the View menu.
There are five Sort options to choose from:
Last Name, First Name
First Name, Last Name
City
State
Zip Code
Keyboard
---------------------------
+ or Insert Key Add a new address
- or Delete Key Delete currently selected address(es)
Enter Brings up the Edit/Modify dialog for the
currently selected address.
Up/Down Arrows Recalls the last three Cities and Last
Names entered into the City or Last Names
edit fields in the Add or Edit/Modify
dialog box.
F1 Help
F5 Invokes the telephone Dialer.
F6 Selects all names in the Address Manager window.
Address Manager's Menu Commands
------------------------------------------------------
The following is the menu bar for the Address Manager Window:
File
Edit
Dialer!
View
Lists
Help
The underlined character indicates the ALT key combination for
keyboard usage, i.e. ALT+F to activate the File menu without the
use of a mouse. Choosing the Dialer! menu will activate the
Address Manager Dialer (there are no other items under the
Dialer menu).
File Commands
----------------
New...
Choose New... from the File menu to start a new data file.
Typically you will not use this item a great deal as it is
possible to keep several types of names and addresses in a
single file. Within a single file, you can create User
Defined Lists which represent different logical groups
(i.e. Christmas List, Friends, Family, Business Contacts
etc...) If you do decide to create a new data file, the
filename can be any valid DOS filename. Address Manager
will automatically add ".ADD" as the file extension.
Open...
Choose Open... to open a data file that already exists on
disk. When choosing Open... from the File menu, the
current file is automatically saved before the new data
file is opened. Only one file may be open at a time
(opening a second file will close and save the first
file).
Save As...
Choose Save As... to save your current data to a different
filename. This feature is most useful for making backup
copies of your Address Manager data files (i.e. save a
copy of the MYNAMES.ADD to BACKUP.ADD). Do not use the
Save As... command to save your data to the current
filename. Address Manager automatically saves your data
as you enter names and before you exit the program.
Merge...
Select an address or group of addresses and choose
Merge... to copy the addresses to another Address Manager
file. After selecting Merge you will be presented with a
dialog of Address Manager files (*.ADD). Select a
filename and choose the OK button. The addresses will be
merged into the selected file and also remain in the
existing file.
Settings...
Choosing Settings... from the File menu allows you to
configure the Address Manager program.
Smart Dialer Settings...
If you will be using the Dialer function of Address
Manager, you will want to select this option to give the
Dialer some "brains." The options in this dialog are
covered in more depth later in this manual.
Import...
Choose Import... to add data from a tab or comma delimited
text file to your existing Address Manager file. Within
the Import File dialog, select the filename, the field
delimiter (comma or tab) and the default Address Form for
the names and addresses. Refer to the later portion of
this manual for more information on the import data format.
Export...
Choose Export... to copy the highlighted names to a tab or
comma delimited text file. All information will be copied
including birthdays and comments. Enter a filename with
extension (EXPORT.TXT) and choose from a tab or comma
delimited text file.
Design Custom View Forms...
Choose this option to modify the View Forms included with
Address Manager or to create your own custom View Forms.
Windows Printer Setup...
Choose Windows Printer Setup... to configure options
within the active Windows printer driver. Select the
appropriate printer and choose the OK button to access the
Windows printer setup dialog. If you select a printer
driver from the list that is not "Active", then the
following error message will result: "Unable to access
printer driver".
To change a printer driver to an "Active" status, you will
need to go through the Windows Control Panel (Printers
icon).
Select Printer...
Prior to printing from Address Manager, choose Select
Printer to indicate your printer selection. If a printer
is not selected, Address Manager will use the default
printer as set up through the Windows Control Panel.
Print>
Rolodex Cards...
Choose this menu selection if you want to print your
selected addresses to Rolodex cards. From the resulting
dialog you may specify the dimensions of the cards you are
using. The Lines Per Label field represents the size of
the ENTIRE Rolodex card. (Default of 13 for Courier font)
Typically there are several lines at the top of the
Rolodex card that will not be suitable for printing text.
Enter the number of lines suitable for printing in the
Printable Lines field. (Default of 10 for Courier font)
The entire address will be printed to the card. You also
have the option of including any or none of the following
fields:
His Birthday
Her Birthday
Anniversary
Comments
These fields will be printed in the above order, following
the address information. Note that if you select ALL of
the optional fields, there may not be enough room on the
card for every field. If this is the case, Address
Manager will notify you when a card is missing some
fields. Rolodex cards will print in the default or
internal printer font (usually this is Courier).
Dot Matrix Labels...
Choose this menu selection to print labels to a dot matrix
printer. From the resulting dialog you will be able to
choose from a list of Avery labels, or specify the
dimensions of the labels in the numerous edit boxes
(horizontal distance is measured in characters and
vertical distance is measured in lines). Dot Matrix
labels will print in the default or internal printer font
(usually this is Courier).
Laser Labels...
The Laser Labels... option is for printing labels to a
Laser printer using Avery labels or labels with similar
dimensions. Select the name for the labels from your
address book and choose this menu selection. Any font and
point size may be selected for each address line of the
label.
Print List
The Print List option will print the data as it appears in
the main window of Address Manager. If you have not
selected a printer using File Select Printer, Address
Manager will use the default printer as set up in the
Windows Control Panel. This menu option prints the names
in the active list, regardless of which names are
highlighted.
Print Preview
Before choosing Print List, choose the Print Preview
option to view a sample print-out of your address list.
Print Single Column
The Print Single Column selection allows you to print the
contents of the main Address Manager window to your
printer in a single column fashion. This means that
instead of the names printing left to right on a single
line, this option will print the data similar to how
labels are printed.
Name
Address
City, State Zip
Name
Address
City, State Zip
As with the Print List option, this menu selection will
print the entire list, regardless of which names are
highlighted.
Print Double Column
The Print Double Column selection allows you to print the
contents of the main Address Manager window to your
printer in a two columns.
Name Name
Address Address
City, State Zip City, State Zip
Envelopes...
Choose Envelopes... to print manually fed envelopes to a
Laser printer. Select a Send To address from the names in
the main Address Manager window, and choose File
Print>Envelopes.
Fonts...
Select this menu option to change the display font used in
the main Address Manager window. Any screen font that is
available to the system can be selected. Font style
attributes such as italics and bold can also be set in
this dialog. Changes to the screen font will be
remembered for the next session of Address Manager.
Colors...
Address Manager allows you to customize the screen colors
that are used throughout the program. You can specify the
background color that is used in the main Address Manager
windows (Listbox), as well as the display text (Listbox
Text), and the color of the highlighted display text
(Selected Text). The colors for the "slider" (the column
headings) can also be set through the Slider Bar and
Slider Bar Text options. Color changes that are set in
the Colors dialog are saved and will be remembered the
next session of Address Manager.
Exit
Choose Exit from the File menu to end you Address Manager
session (your data is automatically saved).
Edit Menu
----------------
Modify/Delete...
Select a name to view/modify and select Modify/Delete...
from the Edit menu or press the Enter key. The
Modify/Delete edit box will appear with the information
for the currently selected name. You may change or add to
the information in the dialog. To change the data about a
person, type the new information into the edit fields and
then choose the OK button. You can also permanently
delete a name from your file using the Delete button.
Choose the Next button to view the information for the
next name in the list, or the Prev button to view the
previous name information.
Add
Use this menu option to add a new name to your address
book. If you are adding several names at a time, use the
"Another" button in the resulting edit box to continue
adding names. Choose the OK button when you have added
the final entry. When entering the Last Name or City, use
the Up/Down arrow keys to recall the last three entries.
This helps reduce the number of times you will have to
type the same last name or city.
When tabbing to an empty phone field, Address Manager will
insert the local area code for you if the Auto Area Code
box is checked (local area code is indicated in the File
Settings dialog).
Copy
Choose Copy to place the selected names in the Address
Manager window into the Windows clipboard. The
information will be tab delimited and can then be pasted
into any other Windows application. Only 640 names can be
copied to the clipboard at a time.
Set Address Form...
Use this selection to assign a new address Form to one or
more addresses. This item is useful when changing the
address View Form for a group of names. Simply select the
names and choose this menu item. A dialog box will follow
with a listing of the available address Forms. The View
Form for an individual name and address can also be
changed in the Modify/Delete edit box.
Search...
Use this menu selection to find any name in your address
book. You can either search the currently selected list
or search all names in the data file. Specify the search
criteria field (i.e. Name Fields) to tell Address Manager
which fields to search through. Type the text string you
are looking for in the Search For: field.
For example, if you wanted to find all the people in your
data file who lived in Washington state, you would do the
following:
1. Type WA in the "Search For" edit box.
2. Specify the State Field as your search criteria
(mark the State Field with an X).
3. Choose All Names for the Search option at the
bottom of the dialog.
4. Choose the Find button to start the search.
Address Manager will search through your data file for
those that have "WA" in the State field. Those names that
meet this criteria will be displayed in a dialog along
with their home telephone number. To view additional
information about a name resulting from the search, choose
the name and press Enter or click on the OK button. The
Edit Box - Modify/Delete dialog will appear with the
complete information for the selected name. Choose the
Cancel button to exit the Found Strings dialog and return
the main Address Manager window.
Delete Highlighted Names
This menu selection will permanently delete the
highlighted names from your data file. Prior to deleting
the names, Address Manager will ask you if you are sure
you want to delete the highlighted names. Choose Yes if
you mean to have the selected name(s) deleted. If you
want to delete the name from a User List only, choose
Delete from User List.... from the Lists menu.
Save Heading Columns
When viewing your data, you can adjust the column widths
by clicking and dragging the column boundaries (line
between two column headings) on the "slider" bar. This
allows you to format the columns as far apart or as close
as you like. If you want Address Manager to remember
these column heading widths for the next session, you need
to select Save Heading Columns from the Edit menu. The
heading columns can be saved separately for the Quick Look
and Full Book modes. This menu item will be grayed out if
Best Fit Columns is specified in the File Settings dialog.
Dialer!
----------------
The Dialer item is for those people with modems. This feature
allows you to let Address Manager dial the phone for you. To
use this feature, highlight/select a single name in the main
window and click on Dialer! or press F5 from the keyboard.
This action will bring up the dialer with the phone number of
the selected name listed in the Phone # edit box. Now, click
on the Dial button and wait for the connection to be made.
Once the connection is made, pick up the telephone receiver
and wait for someone to answer your call.
If no name is highlighted or more than one name is
highlighted, the dialer dialog box will appear with no phone
number inserted. In this case you can either type a phone
number into the Phone # edit box or use the mouse to insert
the number by clicking on the numbered buttons.
View Menu
----------------
Full Book
When the Full Book mode is active (as indicated by a check
beside the Full Book menu selection and the status bar
text: Mode:Full Book), the following column headings will
display: Name, Address, City, State, Zip and one of three
phone number fields (Home, Work or Fax). To indicate
which type of phone number to display, choose Settings...
from the File menu and select between Home, Work and Fax.
If you have not used the Full Book mode before or do not
have "Best Fit Columns" selected in the File Settings
dialog, you may need to adjust the columns widths. To
adjust the column width click with the mouse on the line
between the column headings, now drag the mouse to adjust
the column width. Be sure to select Save Heading Columns
from the Edit menu so that the next time you enter Full
Book mode, Address Manager will preset the column widths
as you like them.
Quick Look
The Quick Look mode displays only the Name and Phone
number information, omitting the address information from
displaying. The phone number is the phone number type as
indicated in the File Settings dialog (choose from Home,
Work or Fax).
All Important Dates
The All Important Dates mode displays the Name, His and
Her Birthday dates, and an Anniversary date. This
information is entered into the More Info dialog along
with Comment information. To edit or add this
information, double click on a name in the main Address
Manager window or choose Modify/Delete... from the Edit
menu. Now, choose the More... button to add or view
existing information for the selected name.
Sort By
To change the sort mode for your data, choose Sort By from
the View menu. There are five Sort options to choose from:
Last Name, First Name
Anderson, Bixbee, Collins
First Name, Last Name
Anne, Beth, Charlie
City
Anchorage, Boise, Cle Elum
State
Alaska, California, Florida
Zip Code
09821, 13421, 22033
Lists
----------------
Create User List...
Choose Create User List... when you want to create a new
list to store names. For example, you may want to create
a User List to store the names of those people who you
sent Christmas cards to this year. Type a name for the
new User List and choose the New button to create the
list. This will only create the list. To add names to a
list, see Add to User List... below.
Delete User List...
Just as you can create User Lists, you can also delete
User Lists. Choosing Delete User List... will bring up a
dialog with the names of all of your current Lists.
Select the User List name that you would like to delete
and choose the Delete button. When might this be
necessary? Will suppose all of a sudden you decide you
really don't care who your friends are and so you don't
need a special list for them. Selecting this option will
allow you to delete a User List such as "Friends". Note
that any names that were on the list are NOT actually
deleted from the file, but rather just removed from the
User Defined List. If you want to permanently delete
names from your address book, choose Delete Highlighted
Names from Edit the menu.
Edit User List Names...
Use the Edit User List Names... option to change the name
assigned to a list you previously created. For example,
suppose you previously created a list named "Chrstmas
List" and later noticed a typo in the word Christmas.
Rather than creating a new list named "Christmas List" and
then moving all of the names to the new list, you can
simply edit the name of the list to correctly read
"Christmas List". Select the name to edit from the
listing of User List names, change the name in the edit
box above, and choose the Change button.
Add to User List...
The Add to User List... option allows you to add names to
a list that already exists in your data file. This saves
you from re-keying data when creating lists of names. To
copy names to a list do the following:
1. Choose "All Addresses" from the List menu to view all
addresses in your file.
2. Highlight those names you will want to add to the
User List.
3. Choose Add to User List... from the Lists menu.
4. Select the User List name from the resulting list box
of names.
5. Choose the Add button to add the names to the
selected list.
6. From the Lists menu choose "Group 1>User List Name"
to view the names.
Delete from User List...
This menu item works in much the same way as Add to User
List..., but allows you to remove names from a User
Defined List. This item will not delete names from the
file, but will simply remove the highlighted names from
the specified List. For example, if a person on your
Clients list is no longer a business client, you can
select their name and choose Delete from User List.... In
the resulting dialog, choose the Clients list and choose
the Delete button.
All Addresses
Choose this menu option to display all of the names in
your data file regardless of assigned User List.
Group 1
If you have created User Defined Lists, the List names
will pop out to the right of Group 1. Selecting a User
List displays only those names that you have added to the
selected list. A second group called Group 2 will be
added once there are more than 8 Lists under Group 1.
Help
----------------
Index Displays an Index of the Address Manager OnLine
help information.
Overview Displays Overview information for Address Manager.
Keyboard Displays the Keyboard Controls for Address Manager.
Commands Displays information about the Address Manager Menu
Commands.
Help on Help Activates the Microsoft Windows Index to Using Help.
About Address Displays the Address Manager About dialog.
Designing Custom View Forms
--------------------------------
Custom View Forms allow you to design your own way of viewing
and printing addresses. The Edit/Modify dialog (choose
Modify/Delete... from the Edit menu or double click on a name in
your address book) will display information as defined by the
Custom View Forms. The available Forms are listed in the list
box labeled "Address Form". Choose one of the Forms from the
list box and the dialog will update to the layout to the new
Custom View Form. Different forms can be used for different
names and addresses. For example, you can use a business Form
such as "USA Business Long" for your business contacts in the
United States and the "European Short" Form for your friends in
Europe.
There are a number of Forms provided with Address Manager with
the ability to design your own. To create a new Form or modify
an existing Form, choose Design Custom View Forms... from the
File menu. This will bring up the Custom View Form Designer and
the last Form you edited. To load a different Form, choose Load
Form... from the File menu.
Working with the Form Designer
--------------------------------
To create/add a new field to a Form, double click the left mouse
button on the Form where you would like the new field to appear.
A Form can have any of the following fields:
Salutation, First Name, Middle Name, Last Name, Company,
Address 1, 2, or 3, City, State, Zip, Home Phone, Work Phone,
Extension, or Fax Phone.
In addition to field names you can add up to 20 text fields.
A text field is static text that will appear on the final
Form. You may want to identify some of your fields so that it
is obvious what data should be entered. For example, before
the Fax Phone field you may want to include a text field that
reads "Fax:".
After double clicking on the Form with the left mouse button,
choose a field name, or if you are defining a text field select
the Text option and type the text for the field in the edit box
below. The new field will be positioned on the Form at the
point where you double clicked the mouse.
To adjust the length of the fields position your mouse cursor
near the right or left edge of the field and click and drag the
mouse. The fields have a fixed height and can only be sized
horizontally.
To change the placement or position of the field on the form,
position your mouse over the field so that the cursor changes to
a Hand and now click and drag the field to a new position on the
form.
To delete a field from the form, position your mouse over the
field so that the cursor changes to a Hand and press the Del or
Delete key on your keyboard.
After creating a Form, the Form name will be added to the list
of available Forms to choose from when adding/editing names in
your address book.
In addition to controlling the layout for your on-screen fields,
the Custom Forms are also used when printing addresses to an
envelope or label. The order and position of the fields on the
Form is used to determine how the address will be printed. To
indicate which fields you would like to have print, mark the
fields on the form as "print fields". To do this, position the
mouse cursor over a field and click the right mouse button. The
field will turn red and a printer icon will show on the right
edge of the field, indicating that this field should be printed
when printing an address that uses this form. For example, the
European Forms that are included with Address Manager specify
PC, City, Cntry for the last address line. When an address
that uses a European Form is printed to a label, it will print
in the same order as the fields display (PC, City, Cntry). The
print field option is a toggle, click the right mouse again to
remove\add the print field option.
Printing Dot Matrix Labels
--------------------------------
To print labels to a dot matrix printer, choose Print>Dot Matrix
Labels... from the File menu. In the resulting dialog there are
many options to help navigate the address to the appropriate
position on the label.
Printing to Avery Dot Matrix Labels
If you are using Avery labels, simply choose the Template
name that corresponds to the number on the Avery box of
labels (for example Avery 4144). Once a template is
selected, the appropriate values are placed into the edit
boxes for you. Choose Print Labels to print mailing labels
for the names you selected in the main Address Manager
window.
Printing to Dot Matrix Labels (non Avery)
In the Dot Matrix Labels dialog there are many options to
control the placement of the address information on the
label.
Lines Per Label
The height of the label measured by
the number of lines. Typically there
are 6 lines per inch, so if your
labels are an inch tall, the number of
lines would be 6 (1.5 inch high labels
would be 9 lines).
Labels Across
The number of labels left to right.
This values is usually 1 for single
column labels, or 2 for double column
labels, or 3 for three columns of
labels.
Lines Between Labels
The vertical spacing between each
physical label, again measured in
lines. The number of lines between
each label is usually 1.
Width of label in chars
To calculate the number of
characters for the horizontal width of
the labels, measure the width of the
labels with a ruler and convert inches
to characters. Typically there are 10
characters per inch, so a 3.5 inch
wide label would be 35 characters wide.
Distance between labels in chars
The horizontal distance between the
columns of labels. Usually this
distance is fairly minimal, perhaps 1-
5 characters at most.
Printing Multiple Dot Matrix Labels for the Same Name
----------------------------------------------------------------
In order to print multiple copies of each name selected in the
main Address Manager window, indicate the "Copies of each label"
in the Dot Matrix Labels dialog:
1. Select the names for printing labels in the main Address
Manager window. Select as few as a single name or as many
as you would like.
2. Choose Print>Dot Matrix Labels from the File menu.
3. In the edit box labeled "Copies of each label", indicate the
number of labels you would like to print for each of the
selected names. For example, you may want to print an
entire page of a single address (i.e. copies of each label =
16) or 2 labels for each address selected.
4. Choose the Print Labels button.
Notes on Printing Dot Matrix Labels:
------------------------------------------------
Only the names that are highlighted in the main Address
Manager window will be printed. If you want to print a
label for all the names in the active window, press F6 to
select all of the names prior to printing labels.
Information printed to the label will be the contents of the
Print Fields for the selected View Form. To change the
Print Fields for a Form, do the following:
1. Choose Design Custom View Forms from the File menu.
2. Choose Load Form from the File menu of the Custom Form
Designer and choose the Form to edit.
3. Position your cursor over a field and click the right
mouse button to toggle the Print Field status on or off.
Dot matrix labels will print in the default internal font
for the printer (this is usually a monospaced font such as
is Courier).
Printing Laser Labels
--------------------------------
If you have a laser printer and Avery labels, Address Manager
allows you to easily print labels. Any font and point size may
be selected for each line of the label. For example, the name
can be printed in Arial 12, while the other address lines are
printed in the Times New Roman 10 point font.
To access the Laser Labels configuration screen, select the
names you would like to print labels for and choose Print>Laser
Labels... from the File menu.
When entering the Laser Label screen, Address Manager will
default to the Avery 5160 label template. A pictorial
representation of this template is shown in the window to the
right of the Select Label Fonts dialog. If you choose a
different label type (say Avery 5161) then the display on the
right will update to show you the general layout of the selected
label template. One of the labels will have the text "Start"
displayed. This is the indicator for which label you would like
Address Manager to begin printing first. This is useful if you
only print several labels at a time and want to feed the same
sheet through the printer the next time you print labels.
To change the Start label for Address Manager, click with the
mouse on the address label that you would like to have Address
Manager print first. Or, choose the Set Start button to move
the focus to the graphic window. You can now use the arrow keys
to specify the starting label.
In the Laser Label Settings dialog on the left, you can specify
attributes for the labels, including Margins and copies of each
label. The Margins box allows you to change the overall margins
for the page or for the individual labels. Indicate adjustments
to the Top and Left margins in millimeters (mm). The "Copies of
each" edit box allows you to specify the number of copies you
would like for the name(s) selected in the main Address Manager
window. If you want a page of labels for each name, you would
type 30 for the "copies of each". If you need to send each of
the selected names two pieces of mail, you might enter 2 as the
number of copies.
To set a font for an address line, do the following:
1. Choose the Set Fonts... button.
2. Below "Set font for", choose the address line to change and
then select a font name, style and size.
3. Choose the Apply button to apply the font to the selected
address line (Address line 1, for example).
4. Repeat steps 2 and 3 for each of the address lines.
5. Choose the OK button to return to the Laser Label Settings
dialog.
Your font selections will be remembered for the next time you
use the envelope template. The envelope templates are set up to
work properly with the Avery laser printer labels, but you may
still want or need to fine tune the margin settings.
Choose the Print button to begin the label printing. Address
Manager will print a label (or multiple labels if copies of each
is greater than 1), for each name that was highlighted/selected
prior to entering the laser labels window.
Note: If you have labels with similar dimensions as the Avery
templates that are provided, you can still use the laser label
feature of Address Manager. The dimensions for the current
templates are as follows:
American (8-1/2 x 11") European (A4)
Avery 5160 1" x 2-5/8" Avery L7160 38.10mm x 63.50mm
Avery 5161 1" x 4" Avery L7161 46.56mm x 63.50mm
Avery 5162 1-1/3" x 4" Avery L7162 33.87mm x 99.06mm
Avery 5163 2" x 4" Avery L7163 38.10mm x 99.06mm
Avery 5164 3-1/2 x 4" Avery L7164 71.97mm x 63.50mm
Avery L7165 67.73mm x 99.06mm
Avery L7166 93.13mm x 99.06mm
Avery L7562 33.87mm x 99.06mm
Avery L7563 38.10mm x 99.06mm
Avery L7565 67.73mm x 99.06mm
Avery L7651 21.17mm x 38.10mm
Printing Envelopes
--------------------------------
The envelope printing facility of Address Manager is designed to
print manually fed envelopes on a laser printer. There are
templates provided for the following sizes of envelopes:
Envelope 9
Envelope 10
Envelope 11
Envelope 12
Envelope DL
Envelope C5
Monarch
To print manually fed envelopes to a laser printer, do the
following:
1. In the main Address Manager window, select a single name or
multiple names for which you would like to print envelopes.
2. Choose Print>Envelopes from the File menu.
3. Choose the Envelope Size that you will be printing to (Envelope 10,
4 1/8" X 9 1/2" is the standard business size envelope).
4. Type your return address in the upper left in the Return
Address Info box (this needs to only be done once, as the
return address is saved with the envelope template file).
If you have selected a single name for which to print an
envelope, the address information for this name will appear
in the Send to Address Info box. If you have selected
multiple names for envelopes, the first selected name will
appear in the Send to Address Info box.
Note: In either case the address displayed in the Send to
Address Info box cannot be edited in the Print Envelopes
dialog.
5. Choose the Set Fonts... button to specify the fonts for both
the Send To and Return addresses. A font dialog will appear
where you can specify the font name, style and size for a
given address line.
Choose "Send to" or "Return" at the bottom of the dialog, an
address line number, and then the font, font style and size.
Choose the Apply button to record the font setting and then
continue the process for each line of the send and return
address.
Note: Each envelope template can have its own font information.
This way you can have one font style for your business
envelopes and another font for your personal envelopes.
6. Choose the Print this One button to print a single envelope
with the address information as displayed in the Print
Envelopes dialog. If you have multiple names selected you
can either choose Print this One or Print All.
If you have more than one name selected in the main Address
Manager window, the Next and Previous buttons will thumb
through the names that you selected in the main window.
Copies: This indicates the number of copies (envelopes) you
would like to print for each name selected.
Note: The address displayed in the "Send to Address Info" box
cannot be edited in the Print Envelopes dialog.
Further Notes: Your return address information is associated with
the envelope size. So you can enter a business address for
business size envelope and your home address for another size
envelope. Choose to save changes when exiting the Print
Envelope dialog, and your return address will be remembered for
the next session. Envelope feeders are not currently supported.
If your laser printer does not feed envelopes through the middle
of the paper tray, read the following discussion.
The templates have default positioning values that are based on
assumption that the manual envelope feeder pulls the envelopes
through the middle of the paper tray. If your laser printer
pulls envelopes aligned with the top or bottom portion on the
paper tray, the Left and Top millimeter values will need to be
adjusted. Both the Return and Send address text have edit boxes
for the Left and Top positions. To determine what values to
place in these edit boxes it is necessary to place an envelope
on top of an 8.5 X 11 inch piece of paper. The envelope should
be placed in relation to how the manual feeder pulls then
envelope. So, if your envelope feeder is aligned with the
bottom of an 8.5 X 11 sheet of paper, you would align the
envelope at the bottom of the 8.5 X 11 inch paper. Now, measure
with a ruler from the top portion of the 8.5 X 11 inch page to
where you would like the return address to print on the
envelope. Determine the number of millimeters this would be
from the top of the 8.5 X 11 inch page and the left of the 8.5 X
11 inch page. Apply the same concept for determining the
millimeter values for the send address. All of this is
necessary because the millimeter values are measured from the
edge of a normal sheet of paper and not from the edge of the
envelope.
Settings
----------------
The following information details the options in the File
Settings and Smart Dialer Settings dialogs (both are
options from the File menu).
"Disable Label Warning" will disable the warning that Address
Manager posts just before printing dot matrix labels. When
printing dot matrix labels, the warning reminds you to make sure
no other applications are printing. (See Common Questions for
an explanation of why this error occurs.) If you get tired of
seeing this warning box each time you go to print dot matrix
labels, you can disable it using this option.
"Show Last Name First" is an option to change the way the names
will be displayed. By default, the names will be shown First,
Middle, Last. Mark the "Show Last Name First" box to reverse
the order that the names are displayed.
"Best Fit Columns" is an option that when selected tells Address
Manager to automatically adjust the column widths to best fit
the data that is currently being displayed. When this option is
selected, the Save Heading Columns menu item will be grayed
under the Edit menu.
The Local area code edit box is where you will need to enter the
area code from which you will be dialing from. This is
necessary so that the "Smart Dialer" can strip off an area code
if the number you are dialing is within your local area code.
For example, if your local area code is 206, Address Manager
will strip off the area code whenever dialing a phone number
with the 206 prefix.
The group of radio buttons in the "Display Phone" box allow you
to choose which phone number you would like to view when viewing
your data in the Full Book or Quick Look view of Address
Manager. "Full Book" displays the Name, Address, City, State,
Zip and choice of Home, Work or FAX telephone numbers. Choose
from: Home, Work or Fax.
Modem Settings: Use the box labeled Prefix to specify any
prefix number you need to dial before dialing the phone number.
This option is useful if you are in a setting where you need to
dial "9" for an outside line. By entering 9 as a prefix, 9 will
automatically be added to any phone number you choose to dial
with the dialer. Select the communications port that your
modem is connected (COM1 - COM4) and choose the baud rate for
your modem. Finally, specify the modem initialization string.
The default is ATDT and when dialing from a touch tone phone.
ATDP can be used for dialing from a pulse phone.
International Support
-------------------------------
The drop down Language box in the settings dialog indicates the
current language for Address Manager. Address Manager is
designed to support ANY language (excluding the double byte
character set languages) in the world. Several languages are
shipped with Address Manager, including English, French and
German. To change the language representation of the program,
simply select Settings... from the File menu. In the dialog
that follows, there will be a list of languages to choose from.
Choose the desired language and click OK. The program will
automatically switch to the new language!
To add support for your own language, follow these simple steps:
1. Open the STRINGS.USA text file (included with Address
Manager) into your favorite text editor.
2. Translate the strings to your language.
3. Open the ADDRESS.LNG text file from your Address Manager
program directory. Under the [Settings] section, add your
language to the AvailableLanguages line. For example, if
you are adding support for Spanish, you would add Spanish as
follows:
[Settings]
AvailableLanguages=English,Spanish
Note that the languages must be separated by a comma.
4. At the bottom of the ADDRESS.LNG file, create a new section
that has the exact name you added to the AvailableLanguages
line (in this example, the entry would be [Spanish]).
5. Copy your translated strings and paste them into the
ADDRESS.LNG file under this new section.
Now, when you run Address Manager again, your newly supported
language will be listed in the Languages entry of the Settings
dialog box. When creating support for your own language, try to
keep the length of each string to approximately the same length
as the English equivalent or shorter.
Smart Dialer Settings
--------------------------------
When entering phone number information about the people in
your address book, it is recommended that you enter complete
phone information (i.e. 1-206-555-1212) Including the area
code allows the Smart Dialer to strip off area codes
appropriately. Address Manager keeps track of your local
area code, as specified in the File Settings dialog box.
Typically, if the number you are dialing has the same area
code as your local area code, the Smart Dialer will strip
off the "1-206" portion. However, sometimes you may be
dialing an inter-state number that is actually a long
distance call. These numbers don't require the area code,
but still require the "1-". Using the Smart Dialer Settings
dialog box, will allow you to tell Address Manager which 3
digit prefix's require a "1-".
To indicate the numbers that require a "1-", choose the
numbers from the list box by clicking on the numbers with
the mouse. Once the appropriate numbers are selected,
choose the Save button to save the selections.
You may soon need to include an area code when dialing phone
numbers in your same state. This is because the phone
companies are running out of area codes in certain
geographic areas such as California. For example, currently
a call from Seattle to Tacoma requires the 206 area code.
Even though Tacoma uses the same area code as Seattle and is
really on 40 miles away, a 206 is required when calling
Tacoma. In the Smart Dialer Settings dialog, you can
indicate which 3 digit prefix's within your state require an
area code. To indicate the numbers that require an area
code, choose "Area Code Req'd" option and the area code
numbers from the list box (click on the numbers with the
mouse to select). Once the appropriate numbers are
selected, choose the Save button to save the selections.
The area code that is listed at the top of the dialog, "For
Area Code: XXX" is the area code that has been set in the
Settings dialog. If you travel a lot and will be dialing
from many different area codes, you can create smart dialer
settings for any number of area codes you choose. To do
this just make sure that when you go to a different area
code, you change the area code in the File Settings dialog.
The Wild Characters option in the Smart Dialer Settings
allows you to indicate a special character as a place holder
for a series of characters. For example, you can define the
"!" character to be "234". Then when entering a phone
number and you need to enter "234", you can just type the
wild character, "!". If you then select the name and choose
the Dialer!, the "!" character in the phone number is
changed to "234".
User Lists
----------------
Address Manager allows you to create up to 32 User Defined
Lists. These Lists are essentially logical subsets of the All
Addresses List. For example, you may want to create a List of
all your "Friends" and another List of all you "Family" members.
When you create a User List, the name you supply will be
appended to the Lists menu (under Group 1).
Select a List name (such as "Friends") and only the names for
the selected List will appear in the main Address Manager
window.
To create a User List such as "friends" or family", choose
Create User List... from the Lists menu. In the resulting
dialog box, type a name for the List (family, friends,
business...). Choose the New button to create the User List.
Once you have created a User List, you will want to put some
people's names and addresses on the List. If you want to add a
name that is currently not in your data file, choose Add.. from
the Edit menu and type in the data. If you have already typed
in the name previously, follow these steps to add a name to a
User List:
1. Choose All Addresses from the Lists menu to view all names in
your data file.
2. Locate and highlight the names you would like to have in your
new List (to select multiple names press the CTRL key in
combination with selecting the names with the mouse).
3. Choose Add to User List... from the Lists menu.
4. In the resulting dialog, select the List you would like the
names added to and choose the Add button.
5. Now from the Lists menu choose Group 1>User List Name (i.e.
Friends) and you will see the names have been added to the
List.
Note: The status bar at the bottom of the Address Manager
screen indicates what List is before you on the screen -
List: All Address or List: Friends.
Deleting names from User Lists works much the same way as Add to
User List.... To remove names from a User Defined List select
Delete from User List.... from the Lists menu. Choosing this
selection will NOT delete the names from the file, but will
remove the highlighted names from the List you specify. If you
mean to remove the name from the data file entirely, choose
Delete Highlighted Names from the Edit menu.
Note: If you tell Address Manager to delete a name from a User
Defined List and the name is not in the User List, Address
Manager will simply ignore this directive.
Refer to the Hints and Tips section of this manual for step by
step instructions on copying and moving names from one List to
another.
To display all the names and address in your data file, choose
All Addresses from the Lists menu. The status bar will update
to indicate "List: All Addresses". If you have created User
Defined Lists, the List names will pop out from Group 1 under
the Lists menu. Selecting a User List name from the Lists menu
will display only those names that you have put on the List. A
second group called Group 2 will be added once there are more
than 8 lists under Group 1. Again, look to the status bar to
determine what list you are viewing.
Importing Data into Address Manager
------------------------------------------------
If you have name and address data in another program, it is
possible to export the data to a text file and read the data into
Address Manager. The fields in the exported text file can be either
comma or tab delimited.
There are 19 fields (18 commas or tabs per record) in the
Address Manager input file format.
Mr.,David,A.,Slim,Phillips Oil,1234 Main Street,,,Boise, ID,
83704,208-555-1212,,,208-555-1213,06/07/66,,,College buddy from
class of 90
Address Manager Input file specifications:
Field# Description Length
1. Salutation 15
2. First name 20
3. Middle name 20
4. Last name 20
5. Company 30
6. Address line 1 40
7. Address line 2 40
8. Address line 3 40
9. City 20
10. State 20
11. Zip code 10
12. Home phone 30
13. Work phone 30
14. Work extension 4
15. FAX number 30
16. His Birthday 8
17. Her Birthday 8
18. Anniversary 8
19. Comments 255
If your data file meets the above format specification, follow
these steps to import into Address Manager.
1. Open an existing file or create a new file for the imported
data.
2. Choose Import... from the File menu.
3. Select the file name to import and the type of field
separator used in the text file (comma or tab).
4. Each address will initially need to use the same default View
Form. Select a Form from the list box of Address Forms.
5. Choose OK to start the import process. Just below the Comma
option button is an indicator of the number of records
imported (Total Imported: X). The Import File dialog will
remain on screen until all of the records are imported and
sorted.
Hints and Tips to Using Address Manager
------------------------------------------------
In addition to the following information, there is a common
questions and answers section in the Address Manager Help file.
To access this information, choose Index from the Help menu and
choose the Common Questions topic.
The best way to use Address Manager is to keep one file with all
of your data in it. Because it is possible to create your own
User Defined Lists, it is less efficient to have one file for
your business addresses, one file for your personal addresses,
one file for your Christmas card recipients and so on....
Instead, just maintain one file and create User Lists.
Use the Save As... menu item from the File menu to create a
backup copy of your address book. If your address file is named
NAMES.ADD, choose Save As and type BACKUP.ADD for the backup
copy. Choose OK to save to the new filename. Then choose
Open... from the File menu and open your original data file,
NAMES.ADD and continue working with the file. Address Manager
automatically saves your address files when you exit the program
or add/edit the address book information.
To the right of the alphabetic buttons there is a "*" button.
This asterisk toggles you between two viewing modes (Page and
Filter). If you are in Page Mode, and the "A" button is
depressed, then you will only be shown names from the current
list whose that begin with the letter "A". For example, if you
are sorting by Last Name, First Name, you would see all the
people in the current list whose last name begins with "A."
Clicking on the "*" button again, puts you in the Filter Mode.
When in this mode, if the "D" button is depressed, the first
name in the list will be the first person whose last name begins
with "D" with all names from "D" through "Z" following
thereafter. The status bar along the bottom of the Address
Manager window indicates whether you are in the Page or Filter
mode (Mode: Quick Look, Filter).
There are two options to control the column widths. One option
automatically adjust the widths of the columns and is called
"Best Fit Columns" (indicated in File/Settings...) The second
option is to manually set the columns widths by adjusting the
widths of the columns headings with the mouse. Choose Save
Heading Columns... from the Edit menu to save the current column
width settings. You can set the column headings manually for
the Quick, Full Book and All Important Date modes. The next
time you load Address Manager, the saved settings will be used
for the column widths. Note: The Save Heading Columns menu item
is grayed when the Best Fit Columns box is checked in the File
Settings dialog.
When entering a slew of names and addresses, use the Up/Down
arrow keys to help minimize the number of keystrokes you type.
For the Last Name field and the City field, Address Manager will
remember the last three entries. This way, you don't have to
type "Seattle" for ALL of your friends who live in Seattle.
Instead use the arrow keys when your cursor is in the City field
to cycle through the last three cities.
Use different View Forms for different addresses. If you are
entering a personal address, use the USA Short Form instead of
one of the Business Forms. When editing your address
information the available View Forms are listed from the list
box labeled Address Form. You can use different View Forms for
different addresses. Address Manager remembers which View Form
is assigned to which address.
Use the Custom View Form Designer to make changes to the
existing Forms or design new ones altogether. Choose Design
Custom View Form from the File menu to access the Form Designer.
If you need to copy names and addresses to another Windows
application, simply choose the names to copy and choose Copy
from the Edit menu. Switch to the other application (such as
Excel), and choose Paste from the Edit menu.
Look to the Status Bar at the bottom of the Address Manager
window, for information on what list is active, the viewing
mode, and the number of addresses in the list.
List: User List Name or All Addresses
Mode: Full Book, Quick Look or View Dates and Filter or
Page
Addresses: The number of addresses in the active list (user
or all)