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1991-09-15
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THE TOTAL MAILING LIST
MANAGER
FOR WINDOWS
EASTERN DIGITAL RESOURCES
P. O. Box 1451
Clearwater, SC 29822-1451
(803) 593-0870
(c) 1991 all rights reserved. No part of this manual or accom-
panying program may be copied without express written consent of
the copyright holder.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-1
*** WARRANTY AGREEMENT ***
The term Vendor as used herein refers to EASTERN DIGITAL RE-
SOURCES, Inc. and its agents and licensees. The term Customer
refers to the original purchaser of this software package for
personal or business use.
The TOTAL MAILING LIST MANAGER program contained herein is
distributed on an "AS IS BASIS" without warranty except as stated
herein. Good data processing procedure dictates that the user
test the program, run and test sample sets of data and run the
system in parallel with the system previously in use for a period
of time adequate to insure that results of operation of the
computer or program are satisfactory.
*** SOFTWARE LICENSE ***
This is a licensing agreement between EASTERN DIGITAL RE-
SOURCES, Inc. referred to herein as Vendor who owns and has the
right to grant a license in certain computer software and the
Customer who desires to acquire a license to use such software.
The software that is the subject of this agreement is known as
THE TOTAL MAILING LIST MANAGER but shall be referred to in this
agreement as the Program.
The Vendor shall furnish the Customer a computer-copiable
program in object form. This Program shall be THE TOTAL MAILING
LIST MANA-GER program as it currently exists for the IBM PC and
compatibles. The Program shall have all the features and perform
all the functions described in the Operations manual which is
incorporated herein by reference. The Vendor grants to the
Customer and the Customer hereby accepts subject to the limita-
tions herein specified a personal nonexclusive nontransferable
right and license to use the software contained herein. The
Customer may use the Program within the Customer's business ON
ONE MACHINE at no additional cost for royalties. If the program
has been licensed for network use, and the customer has paid the
appropriate fee, the customer may use the program on an unlimited
number of machines ON ONE NETWORK at no additional cost for
royalties. Any other use constitutes fraud.
The limitations of such license are as follows: (a) Any
software program furnished by the Vendor in machine readable form
may be copied in whole or in part by customer for use within
their business provided however that only the number of copies
required to serve the Customer's actual need for use shall be
made. The Customer agrees that the original copy of all software
programs furnished by the Vendor and all copies thereof made by
the customer are and shall remain the sole property of the
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-3
Vendor. (c) The Customer agrees not to disclose, publish,
release, transfer, or otherwise make available any software
program in any form to any person including the Customer's or
Vendor's employees without prior written consent from the Vendor
except during the period such a person is on the Customer's
premises for purposes specifically related to the Customer's use
of the software program. The Customer also agrees that such
software programs are the property of and proprietary to the Ven-
dor and further agrees to protect such programs or any part
thereof from unauthorized disclosure by its agents, employees or
customers. (d) The Vendor grants to the Customer a paid up
license to use the program contained herein for their personal
business. The Vendor may assign this agreement without the Cus-
tomer's consent. The Customer may not assign this software under
any conditions. The Customer shall be responsible for determin-
ing the appropriate use of the program products in its opera-
tions.
The Customer shall assume financial and legal responsibility
for the quality, reliability, and accuracy of the Program and
shall pay all expenses associated with any recalls or updates.
The Customer has the right to modify the Program in any way con-
sistent with improving its usability at the Customer's expense.
Any modification of the program by the Customer will void all
warranties herein. The Vendor reserves the right to refuse to
support any package so modified. The Customer expressly agrees
to include the Vendor's copyright notice and proprietary notice
on all such programs including copies in whole or part in any
form including machine language made by Customer in accordance
with this license.
The Vendor warrants that the Vendor has the legal right to
grant the Customer the license as set out in this agreement and
that such license does not infringe any third parties' property
or personal rights. The Vendor retains exclusive rights for
remarketing the Program to other customers.
This program is copyrighted. All copies of the Program or
Manual shall contain an appropriate copyright notice in the name
of the Vendor. The Vendor shall enforce its copyrights against
infringers. Should the Customer in any way convey this package
to a third party the Vendor shall have the option to recover the
retail cost plus collection fees from the Customer first and then
from the party to which this package was conveyed. Any person
making unauthorized copies will be subject to prosecution under
Federal Law.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-4
GETTING STARTED
Before doing anything else with the program, you should make
a copy of your program diskette. The new copy will serve as your
operating diskette, and you can store the original distribution
diskette for safe keeping. Please note that copies may only be
made for backup purposes or onto your hard disk.
INSTRUCTIONS FOR INSTALLING
THE TOTAL MAILING LIST MANAGER
FOR WINDOWS
1. Copy the file VBRUN100.DLL into your Windows directory.
Ex. From the A> prompt
COPY VBRUN100.DLL C:\WINDOWS
2. Copy the file TMLWIN.EXE into a directory of your choice.
Ex. From the C> prompt
MD \TMLM PRESS ENTER
CD C\TMLM PRESS ENTER
COPY A:TMLWIN.EXE PRESS ENTER
3. Go into windows.
Choose File - New - Program Item - OK
Enter "MAILING LIST MANAGER" for Description
Enter "\TMLM\TMLWIN.EXE" for Command Line
Choose OK.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-5
OVERVIEW
Welcome to THE TOTAL MAILING LIST MANAGER. This program
incorporates state of the art programming technique with the
IBM-PC computer to bring you the finest program of its kind avai-
lable today. At Eastern Digital Resources we understand that
your accounting system must suit the current size of your busi-
ness, meet on-going needs, and allow for potential growth in the
future.
The TMLM generates 3 different reports. When you combine
these with the select / sort capabilities of the program, it will
allow you to get any kind of information you can imagine.
Mailing List Address File Listing
Address Mailing Labels
Address/Letter Merge
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-6
INTRODUCTION
Welcome to the Total Mailing List Manager. This program is
designed to handle the mailing list requirements of a small to
medium size firm and provide labels and mail merge capabilities
for your mailing list.
The Total Mailing List Manager is designed to operate on the
IBM-PC or compatible computer. An 80 column printer is required
for printing of various reports. The system capacity is deter-
mined by the amount of disk storage space you have with your
computer. The program requires approximately 1 megabyte of
storage. Data files are limited only by the amount of available
hard disk space.
OVERVIEW OF TMLM
The Program you are using was developed in Microsoft Visual
BASIC. It offers many features previously unavailable on micro-
computers while providing the novice user a "hands-holding"
approach to performing a task. It's designed specifically for
ease of use. With TMLM you can easily create and maintain files
on your computer and print reports from all of your stored data.
You'll be using TMLM in its basic form very quickly. The ad-
vanced features will be there for you to discover later, as your
confidence in this very powerful tool grows. If you re-read this
manual every few months, you'll be rewarded each time with some
newly discovered capabilities.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-7
MAILING LIST MANAGER
Mailing List Manager provides you with complete control over
mailing lists and simple data bases, including membership lists,
personalized telephone directories, and glossaries. Mailing List
Manager is basic enough to serve the needs of a casual user, yet
powerful enough to handle a wide range of more complex filing
tasks. You can sort on multiple fields, and select items by your
own criteria. You can generate individualized mass mailings or
send different letters to persons on the same mailing list.
FEATURES: FEATURES:
- Access records by multiple keys
- Insert new records without sorting
- Eliminates need to key in for each record by providing "assumed
values"
- Easily combines with text files for merged letters
REPORTS: REPORTS:
Address File Listing
Mailing labels
Mail-merge document
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-8
STEPS TO SUCCESSFUL IMPLEMENTATION
1. Install the program for your particular system configuration
(OPERATIONS MANUAL - APPENDIX C).
2. PHASE 1 - Build your data files of names and addresses (2-1).
3. PHASE 2 - Perform daily procedure of entering address changes,
printing reports, and making backups of your data. (6-1).
SOME DO-NOTS
- DO NOT use THE TOTAL MAILING LIST MANAGER until you've read or
browsed through this entire manual.
- DO NOT forget to make regular backup copies of your file.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
1-9
FINDING YOUR WAY AROUND
Working with the system can be basically broken down into
two functions. One is related to entering information, inquiring
on particular entries, and the editing of those entries. We
refer to this option under the broad heading of file maintenance.
You will manipulate your files through various screens which can
be thought of as windows that look out on your filing system.
This option is highly interactive in that you will be communicat-
ing with the system directly. The other function is the genera-
tion of reports from the information entered. These reports are
generally not interactive. You will start a particular report
function and return later when the system has finished.
The system is designed in such a way that you will periodi-
cally be presented with several options by means of a MENU. When
you are at a MENU you may go to any option listed by typing its
number. Many times there are sub-menus behind the first menu and
at times even a third or fourth level menu. We have tried to
organize these options into logically related functions with the
first menu, (the Master Menu), accessing a second menu which
contains the primary options relating to the particular functi-
on. In cases where there needs to be a third level menu, the
second level menu will contain options for entering information
and subsequent menus will contain reports generated from the
information you have entered.
Working with the system in entering and editing information
is presented by means of various screens. These screens and the
options you have in working with them are discussed in this chap-
ter.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
5-10
SCREEN MENU OPTIONS
The purpose of this section is to discuss the various
options you have within a screen. The System's screen in
divided into two parts:
The MENU AREA at the top, menu choices and status messages
The Workspace below the menu, tables and forms (images).
In addition, messages are sometimes displayed in a window that
appears as an overlay of the screen.
The small blinking light is referred to as a cursor and it
indicates where the next character typed will be placed on the
screen. The entry, table, or field in which the cursor is
located is called the current field.
The area at the top of the screen in a different color is
referred to as the MENU AREA. We will discuss these options
followed by an explanation of the cursor movements within the
screen fields themselves.
STATUS MESSAGES at the top of the screen help you keep track of
what you're doing. For example, if you are viewing a table, the
message will tell you where you are:
Record # 4 of 22
At any given moment, you are working either in the menu or
on the work-space. When you complete a set of menu choices, the
cursor will appear on the workspace.
Pressing END at any time will display the current menu. At
that point, the keys you press apply to the menu, not the work-
space. You can complete the menu choices, or press {ESC} to
return to the Master Menu.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
5-11
File-Edit-Options-View-Select-Next-Prev-About-Help
Each of these options is designed to facilitate the entry
and modification of information in your system. Wherever you are
within the system these options should operate in the same man-
ner.
SEE NEXT RECORD
Think of the items in the system as pages which have been
stored in a file. You will notice that when you press 'N' that
the screen will change each time. You can step through the file
viewing each of the records in this manner.
SEE PREVIOUS RECORD
The 'P' key will allow you to step backwards through the
file seeing the item that is stored immediately before the one
currently on the screen.
VIEW
VIEW is used to show tables on the screen. It lets you get
a feel for your information by examining it up close. Once a
table is in view, you can move rapidly to any part of it. You
can also rearrange, resize, or reformat the fields to fit your
needs at the moment. To toggle to the FORM VIEW, choose View,
then Next Page.
SELECT
When it comes to finding a record or looking for specific
information, the SEARCH command will probably become the command
you use most. This is a versatile command that allows you to
find not only what you are looking for, but then also lets you
modify or delete records. The SEARCH command has great flexibil-
ity to allow you to find just what you were looking for - no mat-
ter where it might be in your file.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
5-12
ADD
If you press the letter `A' you will notice that the cursor
jumps to a position to the right of the screen prompt. This is
the place where you will type in your information. The system
should show you exactly the amount of space you have in which to
enter the particular item. If you type in the name Smith you
notice that the cursor moves right as each character is typed.
If you make a mistake you can back up using the right arrow or
back space key located on the right hand side of the keyboard
just above the ENTER key. Once you have typed in Smith you will
need to `ENTER` the information before the system will act on it
or store it. This is done by pressing the `TAB` key. When you
are typing in numeric information you may use either the type-
writer positioned keys across the top of the keyboard or the nu-
meric keypad at the right. Once a field has been entered you can
return to that field and modify it by pressing the up arrow.
Within the field the right arrow will carry you forward one
character. The left arrow will carry you back one character.
Pressing 'A' will allow you to add items to your file. It
doesn't matter which record is currently displayed on the screen.
The item you add will be entered at the end of the file plus 1.
(If you have 50 records and press 'A' this item will be placed at
position 51.) You will notice that the cursor moves to the posi-
tion on the screen where the entry is allowed and an underline
indicates the maximum length of the entry. Once you have typed
in the information press 'TAB' and the cursor will move to the
next field. If you make a mistake you can backspace using the
left arrow and retype your information. The down arrow will
carry you down to the next field and the up arrow will carry you
up to the previous field. We refer to these movements as the
CURSOR CONTROL MOVEMENTS. There are a number of them and they
are discussed in the section immediately following this one.
Once you have entered all the information you have for this rec-
ord you can continue to press 'ENTER' until the cursor returns to
the SCREEN MENU OPTIONS or press the END key which is located in
the lower right hand side of the keyboard. Your record has now
been stored on the disk drive and you can recall it using the
options discussed earlier.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
5-13
DELETE
The DELETE option will delete the current record displayed
on the screen from your file. When you press 'D' the prompt line
will say DELETION REQUESTED Y/N to give you a second chance to
verify that this is the record you want to delete. If you then
press 'Y' the record will be deleted; pressing any other letter
will return you to the SCREEN MENU OPTIONS without deleting this
record.
FILE EXIT
Choosing File, then EXIT will return you to the Program
Manager of Windows. You should always choose this option when
you finish with your processing. This will assure you that all
of the information you have entered has been saved on the disk.
SNAPSHOT
Pressing the Shift key and the key marked PrtSc simulta-
neously will generate a printout of the information currently on
your video screen. This option is very handy for getting a quick
snapshot of the information on the screen.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
5-14
ADDRESS FILE MAINTENANCE
EXPLANATION OF FIELDS
FILE NUMBER - This field is the key field for your address file.
A maximum of 7 characters are allowed and they may be a combina-
tion of numbers or letters (alpha-numeric). Each file number
should be given a unique number so that there will be no confu-
sion between entries.
NAME - If you are dealing with an individual you should give
consideration as to how to enter the name. If a name is entered
as James E. Smith and you ask for an alphabetical listing of the
customers the names will be out of order. If on the other hand
Smith; James E. is entered the names will be sorted properly on
your printout. For printing purposes the name will be reversed
on the mailing label so that Smith; James E. will become James
E. Smith. NOTE THE SEMICOLON IS USED AS A SEPARATOR. If the
name is James E. Smith, Jr. it should be entered as Smith Jr.;
James E. Should you find a printout addressing a customer
incorrectly you can call up that record and edit the customer
name field.
CONTACT - This field should contain the name and salutation that
you wish to use in addressing this person. It is used for
addressing letters to a particular person's attention. If no
name is entered here the letter will print 'Dear Sir' for the
salutation.
ADDRESS 1 & ADDRESS 2 - Two lines are allowed for the address.
Recent Post Office guidelines suggest that the second line should
contain the Post Office Box if required.
CITY - STATE - ZIP CODE - A maximum of 15 characters are allowed
for the city. Post Office abbreviations are recommended for the
state. The Zip Code field allows 10 characters for the zip plus
four codes.
CARRIER ROUTE - This field is for carrier route if you are doing
bulk mailings.
PHONE - Twelve characters are allowed for the phone number in-
cluding the area code. The format is xxx-xxx-xxxx.
SALUTATION - This field should contain the KEY # from the Saluta-
tion File. This file is used in the Mailing List Management sub-
system to address people as Mr., Mrs., etc.
The standard salutation codes are:
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
8-15
0. no salutation (also default for blank field)
1. Mr.
2. Mr. & Mrs.
3. Miss
4. Dr.
5. Dr. & Mrs.
6. Drs.
7. Sgt.
8. Sgt & Mrs.
COMMENTS - The comments field is for your own use and a maximum
of 40 characters are allowed. Any information about the person
you wish to maintain may be typed in this space and later
searched like any other field.
SELECT CODES - The select codes are the selection criteria that
you choose to sort the records by. They are labeled Customer,
Prospect, Check 3 and Check 4. You may use them to key the
records as you like.
THE TOTAL MAILING LIST MANAGER
Rev. 1 September 11, 1991
8-16
