You can create and edit various types of correspondence, including letters, memos, form letters, appointment sheets and post cards. The word processor provided by the program automatically creates these documents.
Directory
=========
Select Directory, and the program will clear the screen and produce a listing of all files in the current directory that have an extension of .TXT. All files created using the Word proc function will have the .TXT extension (ex: TEST.TXT). These files will be displayed in a vertical window on the right side of the screen. You can use the arrow keys to scroll up and down to view the files. Other information presented includes the amount of space left on the disk drive, the amount of available memory and the number of entries in the Contact and Journal files.
Edit text
=========
The Edit text function is used to create new or edit existing correspondence files.
When using the Appointment sheet, Form letter, Letter, and Memo functions, the program AUTOMATICALLY generates a file name based on the first characters of the first and last name plus the date.
For instance, the file name created for the entry John Smith on September 1, 1988 would be shown on the screen as:
JS090188
You are not required to use this file name! You may enter any combination of letters and/or numbers. However, the program requires that a file name of from 1 to 8 characters be entered. The program then checks to see if the file exists in the current directory. If it does, the program will notify you of that fact and ask you to choose an alternate name.
The FA(X) function does not require the entry of a file name; it is automatically named "FAX_COV". This file (FAX_COV.TXT), unless renamed, is AUTOMATICALLY erased after printing.
NOTE: If the first or last name of the record you are using is BLANK or if a file by already exists with that name, the program WILL NOT generate a file name and will provide a space of eight characters for input.
When creating a text file using the (L)etter, (M)emo, (A)ppointment sheet, (F)orm letter or (P)ost card functions, the program will automatically generate the current date for the file. If you are printing correspondence that will be mailed at a future date, you must change the date when starting the program. See the section entitled "Setting the Date and Time".
Appointment sheets
==================
If you need to create an appointment sheet, press <A>. LeadStalker will respond with prompts for the file name and subject.
Enter the date of your appointment as MM/DD/YY where MM = Month, DD = Day and YY = Year. If an invalid date (i.e. 13/01/88) is entered, or the field is left blank, the information is automatically erased and the cursor jumps to the left. Re-enter a valid date and a text window will appear. The program will build the document based on the entry on the screen (or the addressee information from the prompt). Enter the text and then press <F10> to save and/or print the appointment sheet.
NOTE: If the information from the contact entry is not used, only the name, date and time will be completed by the program.
Form letters
============
You can create up to 12 form letters by pressing <F>. If there are no form letters in the current subdirectory, the program will respond with:
No form letters exist! Press any key to create one...
After you press a key, LeadStalker will present a window with 12 choices (letters A-L). Based on your selection, the program will build a document, filling in the closing of the letter based on information that you entered in the LeadStalker Set-up file.
NOTE: Use Issue from the CONTACT MENU or Letters/Cards in the REPORT GENERATOR to print form letters addressed to entries in your contact file. Form letters will appear in your LeadStalker directory(ies) as FRMLETA.TXT, FRMLETB.TXT... FRMLETL.TXT.
To delete a form letter, be careful not to use "wildcard" (i.e. "ERASE *.TXT") commands via DOS. If you do, you will have to re-create all of your form letters! Once again, you should back up your files.
Letters
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If you would like to create a letter, enter an <L> and respond to the prompt for the file name. The program will produce a text window and begin filling in the information in the letter based on the entry on the screen.
The format will either be Block (flush left; ragged right) or Standard (date and closing indented) based on what you selected in the LeadStalker Set-up file. You can easily change the format moving to the UTILITIES MENU and selecting Set-up. Each page after the first page is numbered at the top.
NOTE: The program automatically places the Word proc function in "insert" mode, eliminating the unintentional typeover of characters. Additional editing capabilities are provided by function keys <F1> - <F10>. The functions and their designated keys are displayed at the top of the text window. The program also "senses" whether or not the first name is an initial and will automatically use the SALUTE/LAST NAME format in these cases.
Enter the text of your letter and then press <F10>. The program will then ask whether to save and/or print the letter.
Memos
=====
If you want to create a memo, press <M>. Respond appropriately to the prompt for the file name and the program will respond with:
Use name from entry on screen (Y/N)?
If you press <Y>, the program will use the information from the entry on the screen to build the document. If you press <N>, the program will respond with a prompt that asks for the first name and the last name of the addressee as shown:
Enter first name: Enter last name:
Press <Enter> to continue...
Enter the first name and the last name in the appropriate fields and press <Enter>. The program will respond with a prompt asking for the subject of the memo as shown:
Enter subject (optional) and press <Enter> to continue...
Enter the subject of your memo (up to 65 characters), and then press <Enter>. A text window will appear and the program will build the document.
Post cards
==========
If you want to create a post card, press <P>. If this is the first time that the Post card function has been used the program will respond with:
Post card file does not exist! Press any key to continue...
LeadStalker will present a window with 12 lines containing 22 character spaces each. Enter the text for your post card. You must press <Enter> to move to each successive line. If the line on which you are entering text becomes full, the cursor will automatically move to the next line. The arrow keys can be used to move up and down between the lines. The <Backspace> key will remove characters, as will the <Spacebar>. When line 12 becomes full or <Enter> is pressed, the program will respond with:
(S)ave or (R)e-dit?
If you press <R>, the cursor will return to the top line of the post card window. If you press <S>, the post card text will be saved to a file in the current directory.
FAX Cover Sheet
===============
You can quickly generate a FAX cover sheet for an entry on the screen by pressing "X". The program will prompt you for a subject (as it does for Letters, Memos, etc.) and will place the text of the subject in a Journal entry noting the date, time, etc. The cover sheet that you generate is AUTOMATICALLY named "FAX_COV", so you do not have to enter a file name. The file "FAX_COV.TXT" is deleted AUTOMATICALLY after printing UNLESS you rename it prior to saving and printing.
All you have to do is enter the number of pages for the transmission and press <F10> to exit, save and print the cover sheet.
Remove
======
Select Remove at the WORD PROC MENU to delete text files (any file with .TXT extension).
NOTE: Unlike the Remove function in the other LeadStalker menus, Remove in WORD PROC is not a two-step process.
Select Remove and the program will respond with:
Enter name of text file to delete:
Ex: TESTFILE - DO NOT ADD .TXT extension!
Press <Enter> to continue...
Enter the name of the file that you want to delete. If the file does not exist in the current directory, the program will respond with:
File NOT found! Press any key to continue...
If the file exists in the current directory, the program will respond with:
Are you sure (Y/N)?
If <N> is pressed, the program returns to the WORD PROC MENU. If <Y> is pressed, the program responds with:
File deleted! Press any key to continue...
Press <Spacebar> (or any other key) and the program will return to the WORD PROC MENU.
NOTE: This function does not accept "wildcard" (*.*) entries. You must correctly name the file that you want to delete.
* WARNING *
Be careful not to use "wildcard" (*.TXT) "ERASE" or "DEL" commands via DOS. If you do, you will have to re-create all of your form letters!
END OF HELP TEXT *** PRESS <F1> TO RETURN TO PROGRAM
