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MAILIST by Software Studios, Inc. 8516 Sugarbush Court Annandale, Virginia 22003 (703) 978-2339 MAILIST Index System Overview.......................3 Quick Rules...........................4 Entering Data.........................5 Printing Labels.......................6 Printing Envelopes....................6 Printing Repetitive Stickers..........7 Displaying Records....................7 Searching For A Record................8 To Alter Or Delete A Record...........9 To Write A Letter....................10 To Print Letters.....................12 Sort/Select Records..................13 Users Log............................14 Telephone Directory..................14 Sign Off And Copy Out................15 -3- MAILIST System Overview MAILIST is a mailing list maintenance program that has the following capabilities: 1) Mail label generation 2) Repetitive letter writing 3) Envelope addressing 4) Selection on four fields 5) Sort on two fields 6) Select on expiration date 7) Print repetitive stickers 8) Print telephone directory MAILIST is ideal for databases of 200 or fewer records. Files are stored on disk and read into an array in RAM at system start-up. This RAM-based array permits much faster access to data when adding, deleting or modifying records. Upon exiting the system, the updated file is copied to disk, thus preserving all additions, deletions and alterations. MAILIST is menu driven for maximum user-efficiency and simplicity of operation. There are no codes to memorize and operation is as easy as choosing the proper option. For your ease in adapting the program, MAILIST source code is provided in BASICA. For faster execution and to make room for more records, it is recommended that the BASIC program be compiled once adapted. MAILIST is not copy protected, but it is copyrighted property. Therefore, it is illegal to sell or distribute unauthorized copies of the program. WARNING: Built into the program are certain anti-copying sub-programs that will cause the program to self-destruct if any attempt is made to alter the basic system. -4- QUICK RULES MAILIST is simple to operate and should be self-explanatory. We have provided an option-by-option description below for the use of those more methodical in their approach. In general, here are the fast rules: 1) Always exit the program from the main menu using the "E" option. The program does a copy out of all changes, additions and deletions upon exiting and only then are they permanent. 2) Use care in making modifications to the program. Do not attempt to defeat the Copyright. Intentional booby traps have been inserted to prevent unauthorized use. 3) In editing mode, cursor control keys should be regarded as disabled. Only the back-space-erase key has any cursor control. 4) Letters and sort/selection files stored by the system should be regarded as temporary. They are overwritten by the next file to be stored. 5) MAILIST is a powerful, feature chocked, little system that can significantly ease the burden of small offices and businesses. Please enjoy! -5- ENTERING DATA To enter data, option "1" on the Main Menu will display an information template for data entry. Data is entered simply by typing the information in the appropriate field and pressing "Enter." To skip a data field, press "Enter." Data can be of any length, even beyond the bounds of the template. Mis-typed data can be corrected within a field by using the back-space-erase key and re-entering the correct data. If an error is detected after the field is entered, it can be edited by: 1) responding to the prompt "Is The Above Correct?" with an "N"--in which case, all data is erased and the template is blank; or, 2) enter the remaining data and call the record back from the main menu for editing using the <A>lter option. Record numbers are automatically assigned by the system and cannot be changed by the user. There are four select fields that may be used alone or in combination to distinguish between sub-lists. "Record Type" is the first select field. This is similar to a list code that can be increasingly refined by other select fields. Most users will require only the Record Type to distinguish among their various lists. Record Type can consist of code, alpha or numeric, of any length. It is recommended that the code be kept short to minimize storage usage. Other select fields are "List Category", "Selections" and "Participation Code". Again, these may be alpha, numeric, or a combination and may be of any length. "Expiration Date" is also a selection field, but it is designed to be selected by providing bracket dates between which the expiration date must fall. Data in the Expiration Date field must be entered as MM-DD-YY, or MM/DD/YY--numerics only, except for the dash or slash seperating the dates. The "Salutation" field is used to provide for the familiar form of address in personalized letters. While a letter may be addressed to "Mr. William Rogers, Jr." the salutation on the letter can read "Dear Bill:" Similarly, where one wants to be more formal, the salutation can be input as "Mr. Rogers" to have an opening as "Dear Mr. Rogers:" An added feature of the Salutation is that when searching for the record by individual's name, you can search for either "William Rogers" or "Bill Rogers." Nice! -6- PRINTING LABELS To print mailing labels, use option "2" on the main menu. You will then be prompted to choose between printing labels, envelopes or repeating stickers (labels with the same text). If you wish to print a sub-set of the entire mailing list, you must first select a file by using the Select/Sort option (4) on the main menu. You will be prompted to Print All Records or to Print Selected Records. TO PREPARE PRINTER FOR LABELS, insert one-up labels aligned with the first print position, first print line, insure that printer is turned on, and strike any key when ready. A label print run can be aborted by turning off the printer. PRINTING ENVELOPES To print envelopes, choose the Print Labels option (2) at the main menu. You will then be prompted to choose between printing labels, envelopes or repeating stickers (labels with the same text). If you wish to address envelopes from a sub-set of the entire mailing list, you must first select a file by using the Select/Sort option (4) on the main menu. You will be prompted if you wish to print envelopes from a pre-selected file or to prinnt envelopes from the entire database. TO PREPARE PRINTER FOR ENVELOPES, insert an envelope at a position where the first line to be printed is to appear. Printing will start at column 40. PRINTING WILL AUTOMATICALLY HALT BETWEEN ENVELOPES to allow for insertion of the next envelope. Strike any key when ready to print. -7- PRINTING REPETITIVE STICKERS Repetitive stickers are labels with the same text, repeated a specified number of times. They are useful for making return address labels, multiple copies of floppy disk labels, or simply to make any pressure sensitive label with text. To print repetitive stickers, choose Print Labels option (2) from main menu. You will then be prompted to Print Labels, Print Envelopes, or Print Repetitive Stickers. A five-line template for up to 40 characters will be displayed for insertion of text. Text can be any length, however, that will fit on a label. Text may be alpha, numeric or any combination. Errors may be corrected prior to entering the data by using the back-space-erase key and reentering correct text. If an error is detected after entering, simply enter zero when prompted for number of stickers and begin again. You will be prompted for the number of repetitive stickers you wish. Entering zero will return to main menu. TO PREPARE FOR PRINTING REPETITIVE STICKERS, insert one-up labels positioned at the first print line, first print column and insure printer is on. Strike any key when ready. To abort a print run, turn printer off. DISPLAYING RECORDS A preview capability permits you to scan a label file before printing, or to scan the entire database. To display a file, choose the Display File (3) option on the main menu. You will be prompted to choose between Display All Records and Display A Sorted or Selected File. Labels will be displayed in screens of eight records. Contained on the screen record will be the Record Number, the Record Type, and other Selection information. These will NOT appear on the printed label. Press "R" to return to the main menu. -8- SEARCHING FOR A RECORD To recall a record individually, use the Search/Alter/Delete option (4) on the main menu. You will be prompted if you wish to access the record by Number, Name, or Company Name. TO SEARCH BY NUMBER, enter the Record Number at the prompt. If no record exists by that number, the system will respond "Number Not Found" and you may re-enter number. Enter zero to return to main menu. TO SEARCH BY NAME, enter the Last Name at the prompt, then the First Name at the next prompt. Enter Name as exactly as possible. If no name exists, the system will respond "Name Not Found" and you may re-enter another name. Press enter to return to main menu. In searching by Name, the system uses the first four characters of the First Name OR the first four characters of the Salutation, plus the first four characters of the Last Name. Thus, "William R. Rogers, Jr." may be accessed by "Bill Rogers" OR "William Rogers" OR "Will Rogers" OR "William R. Rogers, Jr." TO SEARCH BY COMPANY NAME, the company name must be entered exactly as entered into the system, including "Co.", "Inc." and the punctuation must be the same. If no match is found the system will respond "Name Not Found" and you may try again. Press enter to return to main menu. -9- TO ALTER OR DELETE A RECORD Follow the procedure under SEARCHING FOR A RECORD to display the correct record. TO DELETE the record, enter "D". The record will remain in the system until the records are copied out, at which time all records except those marked for deletion will be copied out. Records marked for deletion will have a "D" written in the area for Zip Code. It may be changed at any time prior to copying out. TO ALTER A RECORD, press "A". The cursor will be positioned at the first field (First Name). If any changes are to be made, type in the changes. If no changes are to be made, press enter to access the next field. If a record is changed, only that text appearing on the left side of the cursor will be entered. Altered text will appear in highlight. If an error is detected prior to pressing enter, use the back-space-erase key to delete the error and re-enter the information. If an error is detected after enter has been pressed, re-cycle through the Alter procedure. -10- TO WRITE A LETTER From the main menu, select the Write A Letter option (5). Write-A-Letter is a convenient way to address the same correspondence to everyone in your database or to a selected group drawn from the total list. TO SELECT A SUBSET OF THE TOTAL DATABASE, see section on SELECTING AND SORTING. TO WRITE THE BODY OF THE LETTER, select the Write The Form Letter option (2) from the Write A Letter menu. You will be prompted, line by line, for up to 45 lines of text. Each line can contain up to 78 characters, alpha or numeric. Typing errors may be corrected by using the back-space-erase key and re-entering the correct text. Errors detected after enter has been pressed can only be corrected by restarting the letter writing procedure. All numerals and characters are valid EXCEPT DOUBLE QUOTATION MARKS ("). A double quotation mark delimits the print and results will be garbled. Format the text, line for line, as you would have it appear in the body of the letter. The Date, Name, Address, City, State, Zip Code, AND SALUTATION will be added automatically by the label program when it merges with the letter. Thus, "Dear Mr. Smith:" will draw "Mr. Smith" from the Salutation Field from the database. If no information has been added to the Salutation Field, "Dear Sirs:" will appear. To end the body of the text, enter !! on the next blank line. This will not appear in the text of the letter. -11- Once completed, the text of the letter is written to disk under a temporary file "LTR." This file is temporary in the respect that it is overwritten when the next form letter is filed. If you wish to preserve a letter, copy it to another disk after exiting the system and copy it back to the program disk when you wish to again use it. TO RESET FORMAT OF THE LETTER, that is, to alter the Date, Name, Address, City, State, Zip Code and Salutation, select the Set Format option (3) from the Write A Letter menu. This option will exit into the appropriate place within the program. Some programming knowledge of BASICA is required to make modifications. For those brave enough to tackle this job, the following are the parameters of the variable information you will require: S=Record Number A$=Title B$=First Name and Initial C$=Last Name D$=Company Name F$=Street Address H$=City, State J=Zip Code K$=Record Type DATE$=Date P$=Salutation L$=List Category M$=Selection N$=Expiration Date O$=Participation Code -12- TO PRINT LETTERS To print letters, select the Print Letters option (5) on the Write A Letter menu. You will be prompted to choose between single sheets and continuous forms. Specifying single sheets will make the printer stop between letters until additional letterhead is loaded and you strike any key. You will be prompted for the number of columns to leave blank as the left-hand margin. A letter with print beginning in column 10 is recommended. The system merges two temporary disk files, "PAD" containing a subset of names and addresses, and "LTR" containing the text of the letter. THE SYSTEM ASSUMES THAT A SUBSET OF THE DATABASE IS BEING USED. To send a letter to the entire database, select all records using the procedures in the SORT/SELECT section. TO SET UP PRINTER FOR LETTERS, position the letterhead at the first line on which the date is to appear. Spacing is as follows: DATE ONE SPACE NAME, TITLE COMPANY ADDRESS CITY, STATE, ZIP ONE SPACE SALUTATION ONE SPACE TEXT OF LETTER (Up to 45 Lines) -13- SORT/SELECT RECORDS To Sort or Select Records use the Select/Sort option (6) from the main menu. From the Select Records/Sort Records memu, you may sort on Zip Code (in ascending order). You may also sort on Record Number (also in ascending order). Sorting and storage of the sorted file are automatic and require no response. The system will keep you informed of what actions are taking place and also advise you of the approximate time involved. After sorting, you may want to display the sorted file to insure it is what you want before printing. SELECTING RECORDS, using the Select Records option (1) from the Select/Sort menu, displays a selection template. This is best explained by saying to oneself "I want only ______and_____and_____and ______; with characteristics of ____and _____and_____ and ______. A selection can be made for each selection field and only those records meeting those requirements will be selected. [In the first field, Record Type, an "X" should be entered in blank fields, otherwise you will receive any records with a blank Record Type.] Care should be used not to prohibitively restrict the selection to the point of no records that can meet the description. Expiration dates should be expressed as MM-DD-YY, or MM/DD/YY, with two figures separated by a dash or a slash. Thus, January 1, 1984 would be 01-01-84. Expiration dates should be bracketed. That is, if one wants all expirations for the first week in December, ask for expirations between 12-01-85 and 12-07-85 (Expirations that occur on the First and Seventh will be included.) Also remember, your database knows nothing about weekends, so be sure to include these dates in your brackets to insure all expirations are covered. -14- Any selection field not to be used may be skipped over by pressing enter. If an error is detected, you may begin again once the selection template has been indexed through. You will be prompted "Is The Above What You Want?" By responding "N", the template will be reset. By responding "Y" the selection process will begin. Selected records are automatically copied to a temporary file on disk called "PAD". This file will reside on disk until another selection is made, overwriting the file. No further response is required to select records. You will automatically be returned to the main menu. USERS LOG A disk file of system usage is kept on disk listing the User's Logon, Date and Time. This information may be useful for tracking usage or data utilization. TO PRINT THE USERS LOG, choose the Select/Sort option (6) from the main menu and the Print Users Log option (3) from the ensuing menu. This file, "USER.LOG", should be deleted periodically from DOS level if disk storage space becomes a factor. TELEPHONE DIRECTORY A convenient Telephone Directory can be generated from the database by choosing the Print Labels option (2) on the main menu. An alphabetical listing of Last Name, First Name, Telephone Number will be generated from data available in the database and automatically printed on the printer. -15- SIGN OFF AND COPY OUT IT IS IMPORTANT TO REMEMBER TO EXIT THE PROGRAM BY PRESSING "E" FROM THE MAIN MENU. No data is permanently stored in the system until it is copied to disk at sign off. To simply turn off the computer or to interrupt the program with Control-Break will cause the loss of any additions, changes or deletions. A fail-safe subprogram has been installed to alert you should an error crash the program and your changes and additions are lost. In such a case, only the data input since Logon has been lost (your original files are intact) and to recover you would re-start the system and re-input additions, changes and deletions. Of course, this can also be used constructively, where the additions, changes and deletions were to be used only temporarily and one wants to restore to the original files. Then, one may simply switch the computer off or use the Control-Break interrupt. Neither the author of this program nor Software Studios, Inc. warrant this program to be free from defect, error or omission. No damages or liability, derived or consequential, from the use of or reliance on this program or the data generated therefrom is assumed and is expressly disclaimed. Software Studio's sole liability consists of the replacement of defective programs, excepting those programs that it deems to have been modified or that are lost due to mishandeling or attempts to defeat the copyright protection. (c) 1984, Wade B. Dowdle, Software Studios, Inc. This program is the property of Software Studios, Inc., Annandale, Virginia 22003. It is illegal to copy for distribution, loan or temporary usage, this program, its format, instructions, calculations or instructional materials.