home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
Fritz: All Fritz
/
All Fritz.zip
/
All Fritz
/
FILES
/
DATATION
/
3X5CARD.LZH
/
CHAP3.DOC
< prev
next >
Wrap
Text File
|
1986-01-15
|
56KB
|
1,772 lines
CHAPTER 3 - TRAINING LESSONS
In these training lessons we use the case study method. Our subject is
John Shell, a computer consultant who uses 3by5 in his daily act-
ivities. He has five files that he uses routinely:
1. ADDRESS - a file of clients, suppliers, business contacts and
computer journal editors. Their addresses and
telephone numbers are included. He also lists the
equipment at each client's site. This file is divided
into fields of information (e.g. Name, Address, Phone).
2. PROGRAMS - a file of notes and comments on programs the
consultant uses and recommends.
3. REF - a file of references on sundry topics.
4. PROJECTS - a file of ongoing projects in which the consultant
is involved.
5. MEMOS - a file of memoranda from the consultant.
6. SLIDES - a file of John's 35mm slides that he uses for talks.
7. QUIZ - a file of test questions that John uses for an
evening class in data processing that he teaches.
The 3by5 disk comes with samples of John's ADDRESS, PROGRAMS and REF
files. You will build the MEMOS file as part of a training lesson.
11
3by5
LESSON 1 - Searching 3by5 Files
3by5 FILES
3by5 stores your text in files on hard disk or diskette. 3by5 files
come in pairs: a SOURCE FILE that contains text and a companion INDEX
FILE that allows you to rapidly search your largest source file.
3by5 Source Files have the extension "3x5"; Index Files the extension
"MAP."
Before you can work with a 3by5 file you must open it. 3by5 allows
you to open, search and edit up to five files at a time. The files
you open are referred to as files 1 to 5. The numbering of files
is for your convenience in issuing commands and referring to the open
files.
Loading the Program
Insert the DOS system diskette onto which you have copied the 3by5
files in drive A (see Installing 3by5 in Chapter 2). Turn on the
computer or reset it by pressing the Ctrl, Alt and Del keys simul-
taneously. Enter the date and time if asked.
DURING THESE LESSONS IT IS IMPORTANT THAT YOU REBOOT THE SYSTEM SINCE
3BY5 REQUIRES THAT DOS BE CONFIGURED FOR 16 OR MORE FILES.
A NOTE TO HARD DISK USERS: For these lessons you will use only drive
A with the system booted to drive A.
Starting 3by5
When the "A>" prompt appears, type [3by5] <Enter>.
The program will be loaded into memory and the 3by5 Title Screen dis-
played. Press any key to continue, and the following screen will be
displayed:
12
3by5 LESSONS
---------------------------------------------------------------
| File Type Index Record Number of Number of |
| Length Fields Records |
| 1 |
| 2 |
| 3 |
| 4 |
| 5 |
| |
| |
| |
| |
| |
| |
| |
| |
| |
|>Edit< Search Print Files Utilities Quit |
|Edit file |
---------------------------------------------------------------
The screen has two sections: The Command Menu at the bottom is used for
issuing commands, and the File Information Window at the top provides
you with information on currently open files.
Main Command Menu (Main Menu)
>Edit< Search Print Files Utilities Quit
Edit file
The first line (Command Line) of the Main Menu lists the commands
that may be executed.
The second line (Auto Help Line) is highlighted, i.e. displayed in
reverse video. It gives you information on the current command.
On the Command Line the command EDIT is highlighted (depicted in
this documentation by being enclosed by >< signs). The area in reverse
video is called the Command Indicator. Press the space bar once and
the command EDIT will appear in standard video and the command SEARCH
will be highlighted. Press the space bar again and the PRINT command
will be highlighted. You may move the Command Indicator by press-
ing the space bar, left or right arrow keys or back space key.
13
3by5
You may execute a command by positioning the Command Indicator on
the command and pressing <Enter>, or by pressing the first letter
of the command you want, regardless of where the command indicator
is located.
If you become lost while using 3by5 and are not certain what to do
next, read the Auto Help Line at the bottom of the screen. The infor-
mation on the line should help you decide what to do next. If you
are still lost, press <Esc> to return to the previous command menu.
Opening Files
Press [F] to issue the Files Command. The File Command Menu will be
displayed at the bottom of the screen:
>Open< Close Records List Directory Index Fields Memory Status
Open file
The Auto Help Line informs you that you use the OPEN command to open a
file.
Press [O] and the program will prompt you:
File:
Enter name of file to open and press <Enter>; <Esc> to quit
The cursor will be blinking; waiting for you to enter the name of
the file you want to open.
Type [programs] <Enter> to open the first sample file. Remember, type
only the characters within the square brackets [], but not the brac-
kets.
14
3by5 LESSONS
The message "WAIT" will be displayed in reverse video in the upper
right corner of the screen while the file is being opened. If there
were any errors in opening the file, the program will inform you of
the problem, wait for you to press <Enter> and then allow you to re-
enter the file name. If there were no errors, the screen will appear
as follows:
---------------------------------------------------------------
| File Type Index Record Number of Number of |
| Length Fields Records |
| 1 PROGRAMS.3X5 3by5 Sig 256 0 15 |
| 2 |
| 3 |
| 4 |
| 5 |
| |
| |
| |
| |
| |
|File: |
|Enter name of file to open and press <Enter>; <Esc> to quit |
---------------------------------------------------------------
After the source and index files have been opened, the name of the file
will be displayed on the third line of the screen across from the
number 1. On the same line the program will display the source file
type (e.g., 3by5, WordStar, etc), the index file type (i.e. None or Sig
for signature index), the record length (i.e. the number of characters
allowed in one record), the number of fields (logical units into which
the record is partitioned) and the number of records in the file.
The program will prompt you for the name of the second file to open.
We will not open another file at this time. Press <Esc> to return back
to the File Command Menu. Press <Esc> one more time to return to the
Main Menu.
15
3by5
Searching a File
The Main Command Menu should appear as below:
>Edit< Search Print Files Utilities Quit
Edit file
You are now ready to search the file. Press [S] and the following
screen will appear:
---------------------------------------------------------------
| Field Search key |
| Global |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
|Type search key(s) and press <Enter> |
|<F1> Help <F2> Browse <F3> Erase keys <F4> Options <Esc> quit |
---------------------------------------------------------------
The message "Search Key" is a prompt to inform you that the program
is ready to accept a search key. A key is any word, partial word,
phrase or number (3 characters in length) that you want to search
for. As you will see, you may also search for combinations of keys.
The term "Global" under the Field title designates that the search will
include the entire record.
The Auto Help Line informs you that you can press <F1> for help, <F2>
to browse through a file without specifying a search key, <F3> to
erase the previous search key (if any), <F4> for search options
(e.g. manual or automatic searching, output to another file, etc.), or
<Esc> to quit searching and return to the Main Menu.
16
3by5 LESSONS
Press <Esc> once and the Main Menu will be displayed again. The <Esc>
key is used to exit from the Search Command. Press [S] to continue
the search and the Search screen will appear again. You are now ready
to start your search for words, phrases, etc.
Finding Single Keys
A client has called John and asked him to recommend a program for
storing and retrieving textual information. The client wants to be
able to search on any word, partial word or combination of words.
Type [text] <Enter> in response to the Search prompt. Note that with
3by5 you do not have to be concerned about capitalization.
The message "Searching PROGRAMS.3x5 will be displayed on the top line to
indicate that the program is searching PROGRAMS.3X5.
The first summary will be found, and the record displayed.
The number of the record will be displayed on the top line.
In the manual search mode 3by5 displays a record at a time and waits
for instructions from you before continuing. At the BOTTOM of the
screen the Search Command Menu will be displayed:
>Search< Edit Key Forward Backward Goto Print Write Quit
Continue search
We will examine the various commands of the Search Command Menu as
we proceed through the lessons. Press [S] to continue the search.
The next record containing the search key "text" will be displayed.
Pressing <Enter> while the command SEARCH is highlighted has the same
effect.
You may quit the search at any time by pressing <Esc> or [Q] in re-
sponse to the Search Menu. When the search is completed you will
be informed of the number of records found that match your search
key. The Auto Help Line will prompt you to press any key to continue.
After you press a key, the Search prompt will be displayed again.
17
3by5
Using Partial Keys
John has a request from a client to find a program that will help him
determine the best carrier for his long distant calls. John knows of a
program that will handle the task but can't remember whether it's
called "TELEDOLL" or "TELEDIAL".
The Search prompt should be present. Press <F3> to erase the last
search key. Type [teled] <Enter>, and the program will begin to search
for all records with the letters "teled". One record is found. John
calls his client with the information.
Using Multiple Keys
Records that contain two or more key terms may be found by using the
logical operators "AND" (&) or "OR" (|). The "AND" operator is rep-
resented by the ampersand (&). The "OR" operator is represented by
the vertical bar (|).
To search for a program that stores free-text and has special features
to handle references type [free-text&refer] <Enter> in response to
the Search prompt. One program will be found.
When the Search prompt appears again, the prior search key
"free-text&refer" will be displayed. The cursor will be under the
letter "f" in free-text. Press the right arrow key eight times and the
cursor will be under the ampersand ("&"). Now hold the shift key and
press the "|" key. Press <Enter> and the program will locate all
records with either "free-text" or "reference".
Browsing
The Browse mode of the search command allows you to look at a file
without specifying a search key. All records will be displayed. In
response to the Search prompt, press <F2>. The first record in the
file will be displayed and the Search Command Menu will be displayed.
Press <Enter> or [S] again and the second record will be found. Press
[B] and the previous record will be displayed. Press [G] and the
program will prompt you:
Goto Record
Records in file PROGRAMS.3X5: 15
Type [6] <Enter> and the program will take you to record 6.
Press <Esc> to end.
18
3by5 LESSONS
LESSON 2 - Building and Editing 3by5 FIles
Building a 3by5 File
Start from the Main Command Menu. Press [F] for the Files Command,
then press [O] to OPEN a file. The program will prompt you to enter
the name of the file to be opened.
Type [memos] <Enter> to open (build) file MEMOS.3X5 and its companion
index file MEMOS.MAP.
The program displays the message "WAIT" while it tries to open the
file. Since the file is not present on the diskette, the program
will prompt you:
File: memos
Unable to open file. Do you want to build the file? (Y/N)
If you do not want to create a new file (e.g., if you typed the wrong
name), press [N].
We want to build a new file, so press [Y] and the following prompt
will appear:
Files: memos
Build like (0 - 5) 0 = standard file
If one or more files are already open and you build a new file, the
program will allow you to build use the file settings of an open file
for the new file. We will use the default settings, so press [0] and
the program will prompt you:
Files: memos
Is the file a 3by5 file? (Y/N)
Press [Y] to instruct the program to build a 3by5 file rather than an
19
3by5
ASCII, WordStar or WordPerfect file. The screen will the appear as
follows:
---------------------------------------------------------------
| File Type Index Record Number of Number of |
| Length Fields Records |
| 1 PROGRAMS.3X5 3by5 Sig 512 0 15 |
| 2 |
| 3 |
| 4 |
| 5 |
| |
| |
|Maximum characters per record: (32 - 4800) 512 |
|Number of fields: (0 - 15) 0 |
|Left margin: (1 - 70) 1 |
|Right margin: (10 - 78) 78 |
|Index Density: (1, 2, 3, 4, 5) 1 |
| |
|Record size suggestions: |
| 2 x 4 card: 256 bytes with index of 1 |
| 3 x 5 card: 512 bytes with index density of 1 or 2 |
| 5 x 7 card: 1024 bytes with index density of 2 or 3 |
| Full page: 4800 bytes with index density of 4 or 5 |
| |
| |
|File: memos |
|Press <Esc> to cancel; <F10> to save |
---------------------------------------------------------------
The program is requesting information on the file you want to build.
The first item is the number of characters per record. This is an
important number. Once you specify it for a file, all records in the
file will have a maximum number of characters equal to the number you
enter. You may pick any number between 32 and 4800.
The default record size is 512 bytes. This number of characters is
sufficient for most references and addresses, and matches the sector
size of DOS.
We will use a larger record size for keeping notes.
Type [2000] <Enter> to specify a record length of 2000 characters.
The program will prompt you for the number of fields. The memos file
20
3by5 LESSONS
will not have any fields, so press <Enter> or the Down Arrow to move to
the next item.
The left margin is usually set at 1. Press <Enter> to continue.
The right margin standard setting is 78. Press <Enter> to retain this
setting. The cursor will the go back to the record size prompt. If
you made any mistakes, use the Up and Down Arrows to position to the
item and enter the correct information.
Press <F10> to store the file information and build the file.
The program will build both the source and index files, and then prompt
you to enter the name of another file to open. Press <Esc> twice to
return to the Main Menu:
>Edit< Search Print Files Utilities Quit
Edit file
If there were any problems opening the file, the program will inform
you of the problem, ask you to press <Enter>, and then return you
to the File Command Menu.
Adding a Record to a 3by5 File
You will now learn how to edit records using file MEMOS. Press <Esc>
twice. The Main Command Menu should appear at the bottom of the
screen.
Press [E] to Edit the file. The program will ask you to select a file
to edit. Press [2] to select the second file (MEMOS.3X5). The program
will then prompt you for the number of the record to edit:
Edit record 1
Records in file MEMOS.3X5: 0
The number adjacent to the message "Edit record" is always equal to the
number of records in the file plus one. This allows you to just press
<Enter> to add a record to the file. Since there are no records in the
new file, the number "1" is displayed.
Press <Enter> to add a record to the file.
21
3by5
The screen will appear as shown below:
---------------------------------------------------------------
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
|Block Origin 1:1 MEMOS.3X5 Rec 1 Line 1 Col 1 |
|<F1> Help <Esc> End/Abort |
---------------------------------------------------------------
The blinking cursor is positioned at the upper left corner of the
window. The bottom two lines of the screen provide editing informa-
tion. The first line informs you of the current block origin (star-
ting position of a block of characters), the Record number, and the
Line and Column numbers of the cursor.
The bottom line informs you that pressing <Esc> will give you the
Edit Command Menu, and pressing <F1> will give you a list of the func-
tion key assignments.
If you press the Caps Lock, Num Lock or Scroll Lock key the message
"CAPS", "NUM" or "SCROLL" will be displayed at the bottom right of the
screen. Pressing the key again turns the message off.
22
3by5 LESSONS
Typing New Text
Type the following text (remember, type only the characters within
the square brackets, not the brackets):
[This is line one] <Enter>
[This is l two] <Enter>
[Thas are line three] <Enter>
The text will appear as shown below:
This is line one<
This is l two<
Thas are line three<
Note that when you press <Enter>, the program places a solid left
pointing triangle at the end of the line (represented by "<" in this
documentation).
Next we will correct the errors in the text.
Inserting one character at a time
The 3by5 editor is routinely in the Insert Mode. Use the arrow keys
to position the cursor on the space to the right of the solitary letter
"l" in line 2. Type [ine]. The text will appear as follows:
This is line one<
This is line two<
Thas are line three<
Overtyping
Use the cursor keys to position the cursor on the third character
of the third line (the "a" in "thas"). Press <Ins> to switch to the
Overtype Mode. The message "OVER" will appear on the bottom line.
Press [i] to enter the letter "i" where the letter "a" is. Press <Ins>
to return to the Insert Mode.
The screen will appear as follows:
This is line one<
This is line two<
This are line three<
23
3by5
Deleting one character at a time
You should be in insert mode. If not, press <Ins> and the message
"OVER" will be erased from the bottom of the screen. Position the
cursor on the letter "a" in the word "are" in the third line and type
[is]. The screen will appear as follows:
This is line one<
This is line two<
This isare line three<
The cursor will now be positioned at the letter "e". Press <Del>
three times to delete the letters "a", "r" and 'e' respectively.
The text will now appear as follows:
This is line one<
This is line two<
This is line three<
Inserting multiple lines of text - word wrap
In the example above inserting text was confined to one line. The
same method is used to insert multiple lines of text. For example,
position the cursor to the space to the right of the word "is" in
line two. Type:
[ a test of character insertion and word wrap. By the time I
have typed this far, the cursor will be on the next line.]
Press the Up or Down arrow key to realign the text.
Deleting multiple characters
Position the cursor on the first "c" of the word "character" on the
second line. Press <Del> twenty four times and watch the characters
to the right of the cursor shift to the left each time you press
<Del>. Then press any arrow key to realign the text.
24
3by5 LESSONS
Saving Your Text
Press <Esc> and the Edit Command Menu will appear at the BOTTOM of
the screen:
>End< Next Previous Abort
End editing and save changes
Press [E] to save the record. The program will then add the record
to the file and display the following message at the bottom of the
screen:
Edit record 2
Records in file MEMOS.3x5: 1
If you want to add another record to the file, press <Enter>. If
you want to return to the Main Menu, press <Esc>.
In this part of the lesson you will return to the first record that
you edited. Type [1] <Enter>. The program will retrieve the record
and display it on the screen. Note that the Start Block message at
the bottom right of the screen informs you that the start of the cur-
rent block of text is at row one, column one.
Press <Pg Dn> and the cursor will move to the end of text. The current
block of text will be all text from row 1, column 1 to the current
cursor position. Hold the <Ctrl> key and press <F4> The following
prompt will appear at the bottom of the screen:
1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0
Press [3] to delete the block of text. The program will ask you to
confirm the instruction:
1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0
Delete text? (Y/N):
25
3by5
Press [Y] and the text from the Start Block (row 1, column 1) to the
end of text will be erased. The cursor will now be at row 1, column 1.
You are now ready to type a memo. Type the following:
[MEMORANDUM] <Enter>
[TO: My Clients] <Enter>
[FROM: John Shell] <Enter>
<Enter>
<Enter>
This is a brief note to inform you that Softshell Corp. has moved
to a new location. Their new address is: <Enter>
<Enter>
<Enter>
Stop typing after you press the last <Enter>. The screen should appear
as follows:
MEMORANDUM <
TO: My Clients <
FROM: John Shell <
<
<
This is a brief note to inform you that Softshell Corp. has moved
to a new location. Their new address is: <
<
<
Before typing the new address of Softshell, you will mark the start
of the address as a block of text that will be copied to another file.
Type <Alt><F4> (i.e. hold the <Alt> key and press <F4> to specify that
the current cursor position is the start of a block of text.
Now type the following:
[Softshell Corporation] <Enter>
[1100 Benjamin Road] <Enter>
[POB 649] <Enter>
[Bel Air, MD 21014] <Enter>
<Enter>
<Enter>
[(301) 879-4486] <Enter>
26
3by5 LESSONS
You will now copy the above block of text to a temporary buffer.
Press <Ctrl><F4> and the following message will appear:
1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0
Press [2] to copy the block of text to a temporary buffer.
Finish the memorandum by typing:
<Enter>
<Enter>
[Custom versions of several of their products are available for ver-
tical market applications: academic, legal and medical.] <Enter>
The memorandum will appear as follows:
MEMORANDUM <
TO: My Clients <
FROM: John Shell <
<
<
This is a brief note to inform you that Softshell Corp. has moved
to a new location. Their new address is: <
<
<
[Softshell Corporation] <Enter>
[1100 Benjamin Road] <Enter>
[POB 649] <Enter>
[Bel Air, MD 21014] <Enter>
<Enter>
<Enter>
[301-879-4486] <Enter>
<
<
Custom versions of several of their products are available for ver-
tical market applications: academic, legal and medical.<
27
3by5
If you have a printer attached to the computer, you may print the memo
by pressing <Shift><F7>.
To end the editing of this memo, press <Esc> for the Edit Command Menu:
>End< Next Previous Abort
End editing and save changes
Press [E] to end the editing of record 1 in file MEMOS.3X5. The program
will prompt you:
Edit record: 2
Records in MEMOS.3X5: 1
Press <Esc> for the Main Menu:
>Edit< Search Print Command Files Utilities Quit
Edit file
28
3by5 LESSONS
Editing while searching
Press [F] for the files command. When the File Command menu appears,
press [C] to close a file. The program will prompt you:
File:
Enter number of file to close
Press [2] to close the file MEMOS.3X5.
Then press [O] to open another file. Type [ADDRESS] <Enter> to open the
file ADDRESS.3X5. After the file is opened, you will notice that it has
four fields and that the record length is set to 512 bytes.
Press <Esc> twice to return to the Main Menu. Then press [S] to begin
a search. When the program prompts you for the file to search, press
[2] for file 2, the ADDRESS file. When the prompt Search Screen
appears, type [softshell] <Enter>.
The first record with the name Softshell will be the Softshell Crab
Company of Baltimore. Press [S] to continue the search. Record 13
will be displayed. It contains the old address of Softshell Corp.
Type [E] to edit the record. The 3by5 editor will take over and the
Editor status lines displayed at the bottom of the screen. The cursor
will be at row 1, column 1.
The records in the address file are different than those that you have
worked with before. There are four fields:
1. Name
2. Address
3. Phone
4. Comments
To move from one field to another, press <Ctrl><Enter> or <F9>. The
cursor will move from its current location to the start of the next
field.
If the cursor is in the last field it will move up to the first field.
You will now insert the new address of Softshell Corp. in the Address
field. Move to the start of the address field by pressing <F9>. Then
press <Ctrl><F4> and the program will prompt you:
29
3by5
1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0
Press [4] to insert the block of text from the temporary buffer into the
current record at the position of the cursor. The older text may be
deleted by defining a block of text and using the delete command.
Press <Esc> for the Edit Command Menu. Press <E> to save the changes
made to record 13. The program will then return to the search mode.
Press [Q] to quit the search. The program will inform you that two
records were found. Press <Enter> to return to the Search prompt.
Then press <Esc> to return to the Main Menu:
>Edit< Search Print Files Utilities Quit
Edit file
Press [Q] to quit 3by5. The program will prompt you:
>No< Yes
Do not quit; continue 3by5
This last question prevents you from accidentally quitting 3by5. You
must press [Y] to quit.
Press [Y] and the program will automatically close all open 3by5 files
and return to DOS.
See Chapter 4 for more details on editing records.
30
3by5 LESSONS
LESSON 3 - COPYING AND SORTING RECORDS
In this session you will learn how to selectively copy (and in the
process sort) records from one file to another file. The file may
be a standard ASCII file, WordStar or WordPerfect Document file or
another 3by5 file. The 3by5 Starter Kit can sort only the first 20
records of a file.
Opening files REF.3X5 and NEWREF.3X5
Restart 3by5. Press any key after the Title Screen is displayed. Then
press [F] for the Files Command and then press [O] for the Open
Command. Type [ref] <Enter> to open the reference file. After the
file is opened, the program will prompt you for the name of the next
file to open. Type [newref] <Enter>. The program will attempt to
open the file, but the file is not present on the diskette. It will
then ask you whether you want to build the file:
File: newref
Unable to open file. Do you want to build the file? (Y/N)
Press [Y] to build the file, and the program will prompt you:
File: newref
Is the file a 3by5 file? (Y/N):
Press [Y] and the program will then prompt you for information about
the file to be built:
31
3by5
---------------------------------------------------------------
| File Type Index Record Number of Number of |
| Length Fields Records |
| 1 REF.3X5 3by5 Sig 256 0 78 |
| 2 |
| 3 |
| 4 |
| 5 |
| |
| |
|Maximum characters per record: (32 - 4800) 512 |
|Number of fields: (0 - 10) 0 |
|Left margin: (1 - 70) 1 |
|Right margin: (10 - 78) 78 |
| |
|Record size suggestions: |
| 2 x 4 card: 256 bytes with index of 1 |
| 3 x 5 card: 512 bytes with index density of 1 or 2 |
| 5 x 7 card: 1024 bytes with index density of 2 or 3 |
| Full page: 4800 bytes with index density of 4 or 5 |
| |
| |
|File: newref |
|Press <Esc> to cancel; <F10> to save |
---------------------------------------------------------------
In response to the characters per record prompt, type [600] <Enter>.
In response to the number of fields, type [4] <Enter>.
Then press <F10>. The program will then ask you to designate names for
each of the four fields:
32
3by5 LESSONS
---------------------------------------------------------------
| |
|Field Field Name |
| |
| A |
| B |
| C |
| D |
| |
| |
| |
| |
|File: newref |
|Press <Esc> to cancel; <F10> to save |
---------------------------------------------------------------
The cursor will be blinking across from the letter "A" and under the
caption "Field Name". Type [REF] <Enter>.
The cursor will move to the next line. Type [CODE #] <Enter>.
The cursor will move to the next line. TYpe [KEYWORDS] <Enter>.
The cursor will move to the next line. Type [COMMENTS] <Enter>.
The screen should appear as shown on the next page:
33
3by5
---------------------------------------------------------------
| |
|Field Field Name |
| |
| A REF |
| B CODE # |
| C KEYWORDS |
| D COMMENTS |
| |
| |
| |
| |
|File: newref |
|Press <Esc> to cancel; <F10> to save |
---------------------------------------------------------------
There will be four fields in the file:
REF: A reference field that has the authors, title and source.
CODE # A code number assigned to the article that designates
where the article is filed in a collection of reprints.
KEYWORDS Keywords that do not appear in the title, but are useful
in retrieving the document.
COMMENTS Comments on the article.
Field names may range from zero to eight character in length.
Use the Up and Down Arrow keys to move to a field to make any
corrections. When you are ready, press <F10> to save the file
specifications and build the file.
After NEWREF.3X5 is opened, the program will ask you for the name of
the next file to open. Press <Esc>. The File Command Menu will appear:
>Open< Close Records List Directory Index Fields Memory Status
Open file
34
3by5 LESSONS
Copying and sorting records from REF.3X5 to NEWREF.3X5
Press [R] for the Records Command. The open files will be displayed,
and at the bottom of the screen the following prompt will appear:
Move/Copy/Erase
Enter number of source file
Press [1] to specify REF.3x5 as the source file. The program will then
prompt you:
Move/Copy/Erase Source file REF.3X5
Enter number of destination file
Type [2] to select NEWREF.3X5. The program will then prompt you:
From REF.3X5 To NEWREF.3X5 >Copy< Move
Copy a group of records (source records are not changed)
At this point you may chose to Copy or Move records. If you Copy
a record from a source file to a destination file, the source record
is not changed. If you Move a record from a source file to a des-
tination file, the record in the source file is erased.
Press [C] to copy records.
The program will prompt you:
From REF.3X5 Copy: 1
Records in file: 78
Type [4] <Enter>. This is the start of the range of records to copy.
The program will then prompt you:
From REF.3X5 Copy: 4 to 78
Records in file: 78
Type [16] <Enter>. This is the end of the range of records to copy.
The program will then prompt you:
35
3by5
From REF.3X5 Copy: 4 to 16 To NEWREF.3X5 At 1
Records in file: 0
The program is prompting you for the number of the first record in
the destination file at which to begin to place the records. Since
the file is empty, the first record that can be added is one. Press
<Enter> for the default of one. Then you will be asked:
From REF.3X5 Copy: 4 to 16 To NEWREF.3X5 At 1
Sort records? (Y/N)
Press [Y] to sort the records in alphabetical order by the first 20
characters of each record.
The program will sort the records and display the record numbers as
each source record is copied to the destination file. When the program
is finished sorting and copying the records, it will prompt you:
FROM ref.3x5 COPY:
Records in file: 78
It is ready for you to enter another range of records to copy. Press
<Esc> three times to return to the Main Menu.
Press [S] and then press [2] to search the file NEWREF. In response
to the "Search" prompt, press <F2> browse through the file. You will
see that the references have been sorted by first author. The refer-
ences from REF.3X5 have been copied in the REF field of NEWREF.3X5.
36
3by5 LESSONS
Selectively writing records from REF.3X5 to NEWREF.3X5
You will now search for a few references and write certain ones to
the output file. Press <Esc> to return to the Main Command Menu;
then press [S] to begin searching. Select file REF.3X5 as the file
to be searched.
The prompt "Search Key:" will appear. Press <F4> for the Search
Options Menu:
---------------------------------------------------------------
| |
|---------------------------------------------------------------|
|CURRENT SEARCH OPTIONS |
| |
|DISPLAY: Page of text |
| |
|OUTPUT FILE: |
| |
|OUTPUT TO: Screen |
| |
|COUNT: Display count of records found |
| |
|SEARCH MODE: Manual |
| |
| |
| |
| |
| |
| |
|>Display< File Output Count Mode Quit |
|Page Topline |
---------------------------------------------------------------
The current search options are listed and the search option menu appears
at the bottom of the screen. Press the space bar several times to
review the different options. You will only change one, the output
file.
Press [F] to specify the output file. The program will list the open
files and ask you to enter the number of the output file (i.e. the file
that will receive the records). Press [2] to select NEWREF.3X5. The
Search Options will be displayed again; press <Q> to return to the
"Search Key:" prompt. Type [abbott] <Enter> so begin a search for
records with the name Abbott.
37
3by5
When the first reference with the name "Abbott" is displayed, the
Record Command Menu will be displayed at the bottom of the screen.
Press [W] to write the currently displayed record to the Output File.
The letter "W" will be displayed in reverse video in the upper right
corner of the screen to inform you that the record was written. It
will stay there until you continue the search for another record. If
you should press [W] again, a second copy of the record will be written.
The letter "W" in the upper right corner alerts you to the fact that
you have written the record to the output file once and should prevent
multiple copies of the record being written to the output file by
mistake.
If you have a printer attached to your machine, press [P], and a copy
of the current record will be printed. The letter "P" will be displayed
in reverse video in the upper right corner of the screen informing
you that the record is being printed. It will stay there until you
continue the search.
Now press [S] to continue the search, and the program will return
you to the Search prompt since there are no other records with the name
"Abbott". In response to the Search prompt, type [murphy] <Enter>.
The first reference with the name "Murphy" will be displayed. Press
[W] to write the reference to the output file, then press [S] to con-
tinue the search.
The second reference with the name "Murphy" will be displayed. It
is not one that we will copy to the output file, so press [S] to con-
tinue the search.
No other references will be found. The program will ask you whether
you want to continue the search into file NEWREF.3X5. Press <Esc> and
then <Enter> to return to the Search prompt.
In response to the Search prompt, press <Esc>. The Main Command Menu
will appear. Press [S] to begin a new search. This time select file
NEWREF.3X5. In response to the "Search Key:" prompt, press <F2> to
browse through the entire file. You will see that the first 13 records
are those that you copied and sorted from REF.3X5. The remaining
records are those that you wrote to NEWREF.3X5 while searching REF.3X5.
38
3by5 LESSONS
ADDING FIELDS TO A FILE
3by5 files that have no fields may be converted to files with fields by
a two-step process. First you manually mark the end of each field,
then you copy the records to a new file in which the fields have been
specified. NOFIELDS.3X5 is a 3by5 file provided on the 3by5 diskette
for practice converting files without fields to those with fields.
Open the file and edit the first record. The first record in
NOFIELDS.3X5 is:
Jones, John<
Purchasing Agent<
<
ACME Industries<
Suite 234<
111 Eastern Highway<
Baltimore, MD 21230<
<
301-555-2385<
<
You will divide the record into four fields - name, title, address and
telephone number.
Position the cursor to the end of line one and press
<Ctrl> <Enter>. A double arrow and a small triangle will appear,
designating the end of the field. This is the End of Field Mark that
designates the end of one field and the beginning of another.
Next, move to the title line and put an End of Field Mark at the end of
the word Agent.
Then move the cursor to the end of the ZIP code and press
<Ctrl> <Enter> to designate the end of the address field.
Move to the end of the telephone number and press <Ctrl> <Enter>.
To avoid excessive blank lines between fields, you should remove any
blank lines by deleting any triangles that appear on blank lines. The
screen will appear as:
Jones, John|<
Purchasing Agent|<
ACME Industries<
Suite 234<
111 Eastern Highway<
Baltimore, MD 21230|<
301-555-2385|<
39
3by5
The |< mark signifies the end of a field.
Save the changes to record by pressing <Esc> and then [E]. Press
<Esc> twice to return to the Main Menu. End of Field Marks have been
previously added to the other records in the file.
From the Main Menu press [F] for the files command and [O] to open a
file. Type [FIELDS] <Enter>. The file does not exist, and the program
will ask you whether you want to build it. Type [Y]. The program will
then ask you whether it is a 3by5 file. Press [Y] to designate a 3by5
file. Set the number of characters per record to 256, then set the
number of fields to 5, then press <F10>.
The program will list five fields and ask for field names. Enter
the following field names:
Field Field Name
A NAME
B TITLE
C ADDRESS
D PHONE
E COMMENTS
Press <F10> to save the field names and build the file. The destin-
ation file can have fewer or more fields that the file from which the
records will be copied.
After the file is built, press <Esc> to return to the File Command
Line. Press [R] for the Records Command. Select NOFIELDS as the
source file and FIELDS as the destination file. Copy all the records
from NOFIELDS to FIELDS.3X5.
You may use search or edit to examine the records in file FIELDS.3X5.
You will see that each record has five fields and that the appropriate
information has been copied to each field.
40
