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1990-06-02
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RELIANCE MAILING LIST
USER MANUAL
Version 2.30
by
William Meacham
June 1, 1990
This is a user-supported product. It is not public domain and it
is not free. You are granted a limited license to use this
product on a trial basis. If you wish to continue using the
product after evaluating it, please register. Send $25 (manual
on disk) or $35 (to get a printed manual) to the address below.
You may make copies of this software for your friends or computer
club, etc. You may not resell the software for your own profit.
See Chapter 2 for more information.
BENEFITS OF REGISTRATION: (a) Additional utility programs to
manipulate your data files, import data, and reconstruct the
master file after disk errors; (b) notice of future upgrades; (c)
reduced price on future upgrades.
Copyright (c) 1990 William Meacham
Reliance Software Services
1004 Elm Street, Austin Tx 78703
DISCLAIMER OF WARRANTY AND LIMITED WARRANTY
THIS SOFTWARE AND ACCOMPANYING WRITTEN MATERIALS, INCLUDING
INSTRUCTIONS FOR USE, ARE PROVIDED "AS IS" WITHOUT WARRANTY AS TO
THEIR PERFORMANCE, MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR
PURPOSE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF
THE SOFTWARE IS ASSUMED BY YOU.
If you purchased the software directly from me, William Meacham,
dba Reliance Software Services, I'll replace a defective diskette
without charge for 90 days after you purchase it.
IN NO EVENT SHALL WILLIAM MEACHAM, RELIANCE SOFTWARE SERVICES, OR
ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION OR
DELIVERY OF THIS SOFTWARE BE LIABLE FOR ANY DIRECT, INCIDENTAL OR
CONSEQUENTIAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS
PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND
THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE PRODUCT,
EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
Contents
Chapter 1 About This Manual 1.1
What is in the manual . . . . . . . . . . . . 1.1
Using the manual . . . . . . . . . . . . . . 1.2
Chapter 2 About The Software 2.1
The Reliance Mailing List program . . . . . . 2.1
Experience necessary . . . . . . . . . . . . 2.2
Equipment Needed . . . . . . . . . . . . . . 2.2
About Shareware . . . . . . . . . . . . . . . 2.2
Why register . . . . . . . . . . . . . . . 2.3
Restricted permission to copy . . . . . . 2.4
Chapter 3 Getting Started 3.1
What is on the diskettes . . . . . . . . . . 3.1
To copy the software for others . . . . . 3.2
How to install the software . . . . . . . . . 3.2
Floppy disk . . . . . . . . . . . . . . . 3.2
Hard disk . . . . . . . . . . . . . . . . 3.3
Get rid of old versions . . . . . . . . . 3.4
Using data from old versions . . . . . . . . 3.4
How to use the keyboard . . . . . . . . . . . 3.5
Using the cursor control keys . . . . . . 3.5
Entering dates . . . . . . . . . . . . . . 3.5
Entering a negative number . . . . . . . . 3.6
Yes/No Answers . . . . . . . . . . . . . . 3.6
Correcting mistakes . . . . . . . . . . . 3.6
Press space bar . . . . . . . . . . . . . 3.6
Caution . . . . . . . . . . . . . . . . . . . 3.7
Chapter 4 The Mailing List program 4.1
Starting the program . . . . . . . . . . . . 4.1
Title screen, Date, Drive and Path . . . . 4.1
Creating files the first time . . . . . . 4.2
The Main Menu . . . . . . . . . . . . . . . . 4.3
Overview of the Main Menu . . . . . . . . 4.3
The Utility Menu . . . . . . . . . . . . . . 4.5
Overview of the Utility Menu . . . . . . . 4.5
Change colors (Utility Menu) . . . . . . . . 4.7
Set up your printer (Utility Menu) . . . . . 4.8
Compressed print . . . . . . . . . . . . . 4.8
New page method . . . . . . . . . . . . . 4.9
Define selection categories (Utility Menu) . 4.10
Change data file ID (Utility Menu) . . . . 4.11
Change other options (Utility Menu) . . . . 4.11
i
Count names used (Utility Menu) . . . . . . 4.12
Selecting names for output . . . . . . . 4.12
All the names . . . . . . . . . . . . . 4.12
By category . . . . . . . . . . . . . . 4.12
By user code . . . . . . . . . . . . . . 4.13
By state . . . . . . . . . . . . . . . . 4.14
By zip code . . . . . . . . . . . . . . 4.14
By date . . . . . . . . . . . . . . . . 4.14
By contribution . . . . . . . . . . . . 4.14
Display System Control Information (Utility
Menu) . . . . . . . . . . . . . . . . . . . 4.16
Print System Control Information (Utility
Menu) . . . . . . . . . . . . . . . . . . . 4.16
Add a name (Main Menu) . . . . . . . . . . 4.17
Browse names (Main Menu) . . . . . . . . . 4.19
Displaying different names . . . . . . . 4.19
Changing a name . . . . . . . . . . . . 4.20
Recording a contribution . . . . . . . . 4.20
Deleting a name . . . . . . . . . . . . 4.21
Print list of names (Main Menu) . . . . . . 4.22
Print labels (Main Menu) . . . . . . . . . 4.24
Define your own labels . . . . . . . . . 4.25
Printing the labels . . . . . . . . . . 4.26
Create file to export data (Main Menu) . . 4.28
Procedure . . . . . . . . . . . . . . . 4.28
Using the Export Files . . . . . . . . . 4.29
Error message . . . . . . . . . . . . . 4.31
Change data files (Main Menu) . . . . . . . 4.32
Exiting the program . . . . . . . . . . . . 4.33
Chapter 5 The Utility Program 5.1
Installing the program . . . . . . . . . . . 5.1
Starting the program . . . . . . . . . . . . 5.1
The Main Menu . . . . . . . . . . . . . . . . 5.2
Overview of the Utility Program . . . . . 5.2
Fix . . . . . . . . . . . . . . . . . . . . . . 5.4
Introduction . . . . . . . . . . . . . . . . 5.4
Procedure . . . . . . . . . . . . . . . . . . 5.4
Find Duplicates . . . . . . . . . . . . . . . . 5.7
Procedure . . . . . . . . . . . . . . . . . . 5.7
Drive and path . . . . . . . . . . . . . . 5.7
What to compare . . . . . . . . . . . . . 5.8
Where to list the duplicates . . . . . . . 5.8
Press space bar ... . . . . . . . . . . . 5.8
Understanding the output . . . . . . . . . . 5.9
Stopping before the end . . . . . . . . 5.10
At the end . . . . . . . . . . . . . . . 5.10
Correcting the duplicates . . . . . . . . . 5.11
Extract . . . . . . . . . . . . . . . . . . . 5.12
Split . . . . . . . . . . . . . . . . . . . . 5.13
Error message . . . . . . . . . . . . . . . 5.15
Merge . . . . . . . . . . . . . . . . . . . . 5.16
ii
Chapter 6 Protecting your data 6.1
Backing up your data . . . . . . . . . . . . 6.1
Floppy disk . . . . . . . . . . . . . . . 6.1
Hard disk . . . . . . . . . . . . . . . . 6.1
Caution . . . . . . . . . . . . . . . . . 6.2
Restoring your data . . . . . . . . . . . . . 6.2
Floppy disk . . . . . . . . . . . . . . . 6.2
Hard disk . . . . . . . . . . . . . . . . 6.2
Insufficient disk space . . . . . . . . . . . 6.2
Using the BACKUP program . . . . . . . . . . 6.3
If things go wrong with BACKUP . . . . . . 6.4
Using the RESTORE program . . . . . . . . . . 6.5
If things go wrong with RESTORE . . . . . 6.6
Do not copy BACKUP files . . . . . . . . . . 6.6
Chapter 7 Error messages 7.1
Appendix A Converting Data from earlier versions A.1
Appendix B Importing data from a comma-delimited
file B.1
About the program . . . . . . . . . . . . . . B.1
Installing the program . . . . . . . . . . . B.1
Overview of Procedures . . . . . . . . . . . B.1
The Comma-Delimited Text File . . . . . . . . B.2
Example . . . . . . . . . . . . . . . . . B.3
Running the program . . . . . . . . . . . . . B.4
Source drive, path and filename . . . . . B.5
Target drive and path . . . . . . . . . . B.5
First line of the comma-delimited file . . B.6
Field numbers . . . . . . . . . . . . . . B.6
Results . . . . . . . . . . . . . . . . . B.7
If your data is not correct . . . . . . . . . B.7
Other . . . . . . . . . . . . . . . . . . . . B.8
Appendix C Examples C.1
Appendix D Hints D.1
Using subdirectories for multiple sets of data . D.1
Multiple selection . . . . . . . . . . . . . . . D.1
Using a Laserjet printer . . . . . . . . . . . . D.2
Compressed print . . . . . . . . . . . . . . D.2
Mailing labels . . . . . . . . . . . . . . D.3
On-disk documentation . . . . . . . . . . . . D.3
Appendix E Technical Information E.1
Mailing List Data Files . . . . . . . . . . . . E.1
Record type declarations . . . . . . . . . . E.1
Using the data files . . . . . . . . . . . . E.3
Export File Formats . . . . . . . . . . . . . . E.4
Field formats . . . . . . . . . . . . . . . . E.4
File Formats . . . . . . . . . . . . . . . . E.5
Wordstar-style comma-delimited . . . . . . E.5
Basic-style comma-delimited . . . . . . . E.5
iii
Lotus 1-2-3 import file . . . . . . . . . E.6
Microsoft Word . . . . . . . . . . . . . . E.6
WordPerfect . . . . . . . . . . . . . . . E.6
Sprint . . . . . . . . . . . . . . . . . . E.7
Appendix F History of revisions F.1
Earlier versions . . . . . . . . . . . . . . F.1
Version 2.30 . . . . . . . . . . . . . . . . F.2
Appendix G Reliance Software Order form G.1
Other Reliance software . . . . . . . . . . . G.1
Nonprofit General Ledger . . . . . . . . . G.1
User Interface source code . . . . . . . . G.2
Order Form . . . . . . . . . . . . . . . . . G.3
iv
Figures
Figure 4.1: Main Menu . . . . . . . . . . . . . . . 4.3
Figure 4.2: Utility Menu . . . . . . . . . . . . . 4.5
Figure 4.3: Change Colors . . . . . . . . . . . . . 4.7
Figure 4.4: Set Up your Printer . . . . . . . . . . 4.8
Figure 4.5: Define Selection Categories . . . . . .4.10
Figure 4.6: Change Other Options . . . . . . . . .4.11
Figure 4.7: Select For Output . . . . . . . . . . .4.12
Figure 4.8: By Category . . . . . . . . . . . . . .4.13
Figure 4.9: By User Code . . . . . . . . . . . . .4.14
Figure 4.10: By Contribution . . . . . . . . . . .4.15
Figure 4.11: System Control Information . . . . . .4.16
Figure 4.12: Add a Name . . . . . . . . . . . . . .4.17
Figure 4.13: Choose List Style . . . . . . . . . .4.22
Figure 4.14: Choose Label Style . . . . . . . . . .4.24
Figure 4.15: Define Your Own Labels . . . . . . . .4.25
Figure 4.16: Print Test Pattern . . . . . . . . . .4.26
Figure 4.17: Create File to Export Data . . . . . .4.28
Figure 4.18: Choose Fields for Export File . . . .4.29
Figure 4.19: Change Data Files . . . . . . . . . .4.32
Figure 5.1: Utility Program Main Menu . . . . . . . 5.2
Figure 5.2: Split . . . . . . . . . . . . . . . . .5.13
Figure 5.3: Merge . . . . . . . . . . . . . . . . .5.16
Figure B.1: Source and Target files . . . . . . . . B.4
Figure B.2: Field Numbers . . . . . . . . . . . . . B.6
Figure B.3: Results . . . . . . . . . . . . . . . . B.7
v
Chapter 1
About This Manual
This manual tells you how to use the Reliance Mailing List
program, a powerful, yet easy-to-use name and address list
manager. Like any software manual, it has two purposes:
1. To teach you how to use the software.
2. To serve as a reference once you have learned the
fundamentals.
What is in the manual
Here is what you'll find in each chapter:
Chapter
1 About this manual. Tells you how to use the manual.
2 About the software. What the software does. Equipment
needed. About Shareware.
3 Getting Started. What's on the diskettes. How to
install the software. How to use the keyboard.
4 The Mailing List Program. An explanation of each
function in MAIL, the Reliance Mailing List program.
5 The Utility Program. An explanation of each function
in MAILUTIL, the Utility program.
6 Protecting Your Data. How to back up data you have
entered.
7 Error messages. Explains the error messages that may
appear in the program and what to do about them.
Appendix
A Converting data from earlier versions. If you've
entered data in version 2.10 or an earlier version, you
need to convert it to version 2.30. This appendix
tells how.
Page 1.1
Reliance Mailing List 2.30 User Manual Page 1.2
Chapter 1, About This Manual
B Importing data from a comma-delimited file. This
appendix tells how to use the Mail Import program to
transfer data you've already entered in another
program.
C Examples. Examples of lists and labels.
D Hints. Tips and tricks concerning multiple sets of
data, multiple selection of output and laser printers.
E Technical information. Tells about the data structure.
This is for programmers who need to know how to extract
data from the files on disk. Also covers the format of
the files created in the option Create File to Export
Data.
F History of revisions.
G Reliance Software order form. Describes other Reliance
software. Use the order form to order the Registered
User version of this and other programs.
Using the manual
Follow the directions in Chapter 3, "Getting started," to
install the program. From there on, the program is easy to use;
just follow the menu prompts. Use chapters 4 and 5 as a
reference to each program function. Don't forget to back up your
data; Chapter 6 tells how. If you encounter an error message,
see Chapter 7 for an explanation.
This program is Shareware. Please read about Shareware in
Chapter 2.
If you have entered data with version 2.10 or earlier, you
MUST follow the instructions in Appendix A to convert it to
version 2.30. Version 2.30 will not work with data from version
2.10 or earlier. If your data is from version 2.20 or later, you
do not need to convert it.
When specific instructions are given, what you are to type
is in italics like this:
Enter: MAIL
What the computer shows on the screen is set off like this:
=================================================================
Press space bar to continue or up-arrow to go back
=================================================================
Chapter 2
About The Software
This chapter gives an overview of what the program does and
tells you what equipment you'll need to run it. It also explains
Shareware and tells you what you'll get if you register.
The Reliance Mailing List program
The Reliance Mailing List program is a powerful database
program for names, addresses, phone numbers and other
information. Successfully used in an Austin political campaign,
it is also good for individuals, charitable organizations or
small businesses. It is extremely easy to use; menus show all
program functions. Features include:
- Maximum of over 2 billion names (limited by disk size).
- A standard 360K diskette holds about 1,200 names.
- Mailing labels, one, two, three or four across, including
Cheshire format. There are twelve predefined formats, and
you can also define your own label style.
- Four different formats to list names in the data file.
- Eight sublists within the data file, selected by Yes/No
criteria.
- An additional three-character user code provides thousands
of selection criteria.
- Seven different ways to select output.
- Sorts output by last name or zip code.
- You can export data in six different formats, including
WordStar, Microsoft Word, WordPerfect, Lotus 123 (import
file), Sprint, and Basic-style comma-delimited.
- Support for the Hewlett Packard Laserjet and Deskjet
printers.
- The Registered User version can find duplicate names and
import data from other programs.
Page 2.1
Reliance Mailing List 2.30 User Manual Page 2.2
Chapter 2, About The Software
Experience necessary
You don't need to know a lot about computers to run this
software, but the more you know, the better off you'll be. I
assume you have a basic knowledge of how to use DOS to copy files
and run programs. Even if you don't, the manual tells you, step
by step.
Equipment Needed
- An IBM PC, XT, AT, PS/2 or compatible computer with two
floppy disk drives or a hard disk and one floppy disk drive.
NOTE -- I supply the software on a 5 1/4" 360K diskette. If
your computer has 3 1/2" diskettes you'll need to find a way
to copy the program.
- At least 256K of Random Access Memory (RAM).
- A printer that can print 132 columns of information. An
80-column printer that can print 132 columns in compressed
mode will work for all but the four-across Cheshire labels.
You'll need a wide-carriage printer for the Cheshire labels.
The printer must handle continuous forms or have a sheet
feeder for single sheets. The program does not pause
between pages.
- Diskettes, paper, printer ribbon, etc.
- Mailing labels, one, two or three across:
Number Avery ---- Width ----
Across Stock # Height Label Carrier
1 4013 15/16" 3 1/2" 4 1/4"
2 4143 15/16" 4" 9 1/2"
3 4144 15/16" 2 1/2" 9 1/2"
HP Laserjet:
2 5161 1" 4" 8 1/2"
3 5160 1" 2 5/8" 8 1/2"
- If you want to print Cheshire labels, you'll need wide (15")
paper.
About Shareware
This program is Shareware. That means you may try it out
without paying for it first. You may also make copies of it for
your friends or computer club and upload it to computer bulletin
board systems. If, after trying it out, you continue to use it,
please register and pay for it.
Reliance Mailing List 2.30 User Manual Page 2.3
Chapter 2, About The Software
Why register
You've already got the software, so why should you pay for
it? Here are some good reasons:
- You can get a printed copy of this manual.
- You'll get an additional utility program, described in this
manual but not included in the Shareware version. The
Utility program does the following:
* Fixes files that have become damaged. Files can become
damaged because of bad disks or the power going out or
random static electricity, etc., or because the user
switches diskettes at the wrong time. The Utility
program recovers all the good data in your data file
and creates a new file containing only undamaged data.
* Lists duplicate entries on the screen or on your
printer, so you can find the ones you want to delete.
* Creates a subset of the data files on another disk or
subdirectory. This is used to extract part of the
list, for instance certain categories, zip codes, or
user codes.
* Splits a file one disk into files on more than on disk
on another drive or subdirectory. This is used to
transfer data from a hard disk to floppy diskettes.
* Merges files on more than one disk into a single file
on another disk. This is used to transfer data from
floppy diskettes to a hard disk.
- You'll get another program, not included in the Shareware
version, that imports data from a comma-delimited text file
into the Mailing List program. This could save you lots of
time if you've already entered data in another program.
- I'll notify you of future upgrades and you'll be able to get
the upgrades at a greatly reduced price.
- You'll be supporting the Shareware concept. You get to try
out software before purchasing it. Because I don't
advertise, I can keep the prices low. By registering you
help continue this trend.
- If you use it, you should pay for it. That's fair to
everybody.
Reliance Mailing List 2.30 User Manual Page 2.4
Chapter 2, About The Software
Restricted permission to copy
You may make copies of the Shareware version of this program
for your friends, for your computer club, and for other non-
business uses. You may place the Shareware version on computer
bulletin boards for others to download.
You may not sell the software for your own profit. User
groups may charge a fee to cover the cost of the disk and
administration as long as this does not exceed $10, U.S.
If you make copies for others, you may not modify the
software or documentation in any way. You may add a description
of your user group or software distribution group if you wish, as
long as you don't modify any of the other files.
You may NOT give away or sell the non-Shareware Utility
programs, MAILUTIL.EXE and MAILIMPO.EXE. You may make a copy of
these programs for your own backup, but that's all.
Chapter 3
Getting Started
This chapter tells what is on your diskettes, how to install
the software, and how to use the keyboard to enter data. Follow
the instructions for installing the software carefully.
What is on the diskettes
The following files are on the Mailing List diskette you got
from Reliance Software Services. If you got the diskette from
another source, be sure these files are present.
- READTHIS. A text file briefly describing the disk.
- MAIL23.ARC. An Archive file containing the following:
* MAIL.EXE. The Reliance Mailing List program.
* MAILCONV.EXE. The Conversion program. This transfers
data from earlier versions of the Mailing List program
to files usable by version 2.30.
* MAIL230.DOC. The documentation for the Reliance
Mailing List program, version 2.30. This file.
* HPMAIL.BAT. A batch file for use with the HP Laserjet.
* HPRESET.EXE. For use with the HP Laserjet.
* HPSETUP.EXE. For use with the HP Laserjet.
* HP66.EXE. For use with the HP Laserjet.
- ARCE.COM. The program that extracts the files from the
Archive file.
- HINSTALL.BAT. Installs the program on a hard disk.
- FINSTALL.BAT. Installs the program on a floppy disk.
In addition, if you have the Registered User version of the
software, there is a subdirectory containing the Utility program,
MAILUTIL.EXE and the Import program, MAILIMPO.EXE. These are
Page 3.1
Reliance Mailing List 2.30 User Manual Page 3.2
Chapter 3, Getting Started
only on the Registered User disk, not the Shareware disk. The
Utility program lets you reconstruct damaged data files, find
duplicate names and manage your files. The Import program brings
data into the Mailing List program from other programs.
To copy the software for others
If you want to make a copy of the software for someone else,
please copy only the files in the root directory. Use the COPY
command. Do NOT copy the files in the Register subdirectory.
Don't use the DISKCOPY command, either.
How to install the software
There are two installation batch files on the diskette, one
to install on floppy disks and one for hard disks. They extract
the program files and the manual from the Archive file and copy
them to another floppy disk or hard disk. The program and manual
won't both fit on one floppy disk, so you'll need two. The
installation won't affect your AUTOEXEC.BAT and CONFIG.SYS files.
Floppy disk
If your computer has two floppy disks drives you'll want to
keep the program on one diskette and your data on another. For-
mat four diskettes and use the FINSTALL program to copy the
program files onto the first and the manual onto the second. The
third diskette is your data diskette, and the fourth is to back
up your data. Here is the procedure:
1. Format four blank diskettes. Put your DOS diskette in drive
A: and put a new diskette or one whose information you want
to erase in drive B:. Then,
* Enter: FORMAT B:
NOTE: When this manual says to enter information, it
means to type what is shown and press the Enter key.
(The Enter key has a picture of an arrow going down and
to the left. On many keyboards it's labeled "Enter.")
Follow the instructions on your screen to format the
diskette.
Repeat this step for all four diskettes.
2. Place the distribution diskette in drive A: and a newly-
formatted diskette in drive B:
* Enter: FINSTALL A B
Reliance Mailing List 2.30 User Manual Page 3.3
Chapter 3, Getting Started
Follow the instructions on your screen. First this copies
the program files to the diskette in drive B: and then tells
you to remove the diskette and insert another one.
When you insert the second diskette, it copies the manual.
The first diskette will be your working copy of the program.
The second contains the manual on disk.
3. If you have the Registered User version, install the Utility
and Import programs as well.
a. Put the program diskette you just made in drive B.
b. Enter: COPY A:\REGISTER\*.EXE B:
4. Label the working program diskette "Reliance Mailing List
Program" with a soft-tip pen. Label the documentation
diskette "Reliance Mailing List manual." Remove the
distribution diskette from drive A: and store it in a safe
place, free from dust, magnetism and extremes of heat and
cold. You can always make another copy if your working copy
becomes damaged.
5. Label the third newly-formatted diskette "Reliance Mailing
List Data" and the fourth, "Reliance Mailing List Data
Backup."
Hard disk
If you have a hard disk, use the HINSTALL program to install
the program in its own subdirectory. You'll also need to format
a blank diskette for backup.
1. Start your computer as you usually do. Then
* Enter: C:
NOTE: When this manual says to enter information, it
means to type what is shown and press the Enter key.
(The Enter key has a picture of an arrow going down and
to the left. On many keyboards it is labeled "Enter.")
The "C>" prompt should appear on your screen. (If your hard
disk has a different letter, substitute that letter in these
instructions.)
2. Place the distribution diskette in drive A:, the floppy disk
drive. Then,
* Enter: A:HINSTALL A C
This creates a subdirectory named MAIL and copies the
program files and the manual to that subdirectory.
Reliance Mailing List 2.30 User Manual Page 3.4
Chapter 3, Getting Started
3. If you have the Registered User version, install the Utility
and Import programs as well.
* Enter: COPY A:\REGISTER\*.EXE
4. Remove the distribution diskette from drive A: and store it
in a safe place, free from dust, magnetism and extremes of
heat and cold. You can always make another copy if your
working copy becomes damaged.
5. Place a new diskette or one whose information you want to
erase in drive A:.
* Enter: FORMAT A:
Follow the instructions on your screen to format the
diskette.
6. Label the newly formatted diskette "Reliance Mailing List
Data Backup."
Get rid of old versions
If you have version 2.10 or earlier of the program on your
hard disk, delete it. Enter the following commands:
DEL MAIL.COM
DEL MAIL.00?
DEL MAILUTIL.COM
The new program file is MAIL.EXE. If you have both MAIL.COM
and MAIL.EXE on the disk in the same subdirectory, and you enter
MAIL to start the program, MAIL.COM will run, not MAIL.EXE. The
same goes for MAILUTIL.COM and MAILUTIL.EXE.
You don't have to do this if your previous version was 2.20
or greater. The installation replaces your old program files.
Using data from old versions
If you have data from version 2.10 or earlier, you'll have
to convert it to the new version's format. Instructions are
given in Appendix A. If you have data from version 2.20 or
later, you don't have to convert it. Don't try to use the
Conversion program.
Reliance Mailing List 2.30 User Manual Page 3.5
Chapter 3, Getting Started
How to use the keyboard
When you run the program you'll enter data by filling in
blanks on forms that are displayed on your computer screen.
Simply type the information requested, then press the Enter key.
When you press the Enter key the cursor moves to the next data
entry field. (The "cursor" is the blinking underline or solid
block that indicates where the next character you type will be
displayed.)
Using the cursor control keys
While entering data, you may move around the screen and
correct your entries by using the arrow keys to move the cursor.
Here is a chart showing what keys to press:
=================================================================
Labeled Arrow Ctrl Function
Action key key key* key
MOVE
Back a character left S
Next character right D
To beginning of line Home A
To end of line End F
Previous line or field up E F3
Next line or field Enter down X F4
Previous screen PgUp R F7
Next screen PgDn C F8
DELETE
Character to left Backspace
Character at cursor Del G
Entire entry Y F2
CANCEL data entry Esc
* To use a Ctrl key, press Ctrl, type the key, then release both keys.
=================================================================
Entering dates
To enter a date, type the month, the day and the year, six
digits, then press the Enter key. For instance, to enter April
25, 1990, do the following:
Enter: 042590
Reliance Mailing List 2.30 User Manual Page 3.6
Chapter 3, Getting Started
You may omit the century when entering the year. If you
enter "90," the century is added and "1990" is displayed. If you
enter a year between 80 and 99 the century is assumed to be 19;
if you enter a year between 00 and 79 the century is assumed to
be 20. You may enter any century you wish by typing all four
digits. For instance, to enter April 25, 1950,
Enter: 04251950
Entering a negative number
To enter a negative number type a minus sign first, then the
number, then the enter key. For instance, to enter "-123.58,"
Enter: -123.58
Yes/No Answers
Sometimes a question will appear, such as "Do you wish to
add another name?" Type Y for Yes or N for No. Do not press the
Enter key.
In some cases the answer to the question ("Yes" or "No") is
already displayed. To accept the answer displayed, press the
Enter key. To change the answer displayed, type Y or N without
pressing the Enter key.
Correcting mistakes
If you make an error, use cursor commands to correct it.
The easiest way is:
1. Move the cursor to the line where the mistake is.
2. Press the "delete entire entry" key (Ctrl-Y or F2).
3. Enter the correct information
Press space bar . . .
When you get to the end of a data entry screen, the
following message appears:
=================================================================
Press space bar to continue or up-arrow to go back
=================================================================
This gives you one last chance to review what you have
entered and go back and change it if you wish. After you press
the space bar, your entries are processed, so be sure everything
is correct before you press the space bar.
Reliance Mailing List 2.30 User Manual Page 3.7
Chapter 3, Getting Started
Caution
Please do NOT reset or turn off your computer before you
exit the program, or you may lose some of the data you have
entered. The operating system keeps the data you have entered in
an internal area, called a "buffer," in the computer's memory and
only periodically actually writes it to disk. If the power goes
off before the data is written, you will lose it. For safety's
sake, always exit the program before turning off your computer.
Also note -- please do NOT change data diskettes while you
are in the program unless you use the menu option "Change data
files." If you change diskettes without using this option, data
from the first diskette still stored in the computer's memory
will damage the data stored on the second diskette. Always use
the menu option "Change data files" to change diskettes.
Chapter 4
The Mailing List program
This chapter explains each menu option and gives step-by-
step instructions for running MAIL, the Reliance Mailing List
program. Use it when you need more information than is given on
the screen.
Before you start the program, make a working copy. See "How
to install the software" in Chapter 3.
Starting the program
1a. If you are using two floppy diskettes, place the working
copy of your program diskette in drive A: and the working
data diskette in drive B:.
1b. If you are using a hard disk, log on to the disk and the
subdirectory where you've installed the program. These
instructions assume that the disk is C: and the subdirectory
is MAIL. If your system is different, substitute the letter
and subdirectory name for your system in the commands below.
- Enter: C:
- Enter: CD \MAIL
NOTE: When this manual says to enter information, it
means to type what is shown and press the Enter key.
(The Enter key has a picture of an arrow going down and
to the left. On many keyboards it is labeled "Enter.")
2. Enter: MAIL
This is the command that starts the program.
Title screen, Date, Drive and Path
The title screen appears. Press Enter or the Space Bar to
go on or press Esc to cancel and return to the operating system.
You are asked for the current date and the drive and path
where you keep your data files. The date appears on all the
reports. If you entered a data when you started your computer or
Page 4.1
Reliance Mailing List 2.30 User Manual Page 4.2
Chapter 4, The Mailing List program
if you have a clock that enters the date for you, that date is
displayed. Just press the Enter key to accept it.
On a two-floppy system the data drive would normally be
drive B:, although you may keep the data on your program disk
(drive A:). On a hard disk, the drive and path would normally be
C:\MAIL. If your data files are in the same directory as your
program (for instance, on a hard disk), just press Enter; the
program enters the drive and path for you.
You can use the cursor keys to move between the entries on
this screen or press Esc to cancel and return to the operating
system.
The program stores your drive and path in a configuration
file on the program disk. The next time you start the program,
your entry from last time is displayed; all you need to do is
press the Enter key.
Creating files the first time
If the program does not find its files on the drive you
enter, it displays a message:
=================================================================
Data files do not exist there. Do you wish to create them? (Y/N) ___
=================================================================
If you type N, you return to the operating system. Type Y
to create new data files. You are asked for a descriptive ID for
these data files; you would use this to identify, for instance,
different data diskettes. The ID is printed on the reports.
Reliance Mailing List 2.30 User Manual Page 4.3
Chapter 4, The Mailing List program
The Main Menu
Next, the Main Menu appears:
=================================================================
RELIANCE MAILING LIST MAIN MENU
Reliance Software Test Data
C:\MAIL\
Please select:
1 Utility menu
2 Add a name
3 Browse names
(Display, Change, Delete,
Record contributions)
4 Print list of names
5 Print labels
6 Create file to export data
7 Change data files
ESC Exit the program
==> _
=================================================================
Figure 4.1: Main Menu
Overview of the Main Menu
The top of the screen shows the program name, the data file
ID and the drive and path where the files are located. Beneath
them are the menu options.
1 The Utility menu allows you to enter and change system
information, such as screen colors, how to make your printer
print in compressed print, selection criteria, etc.
2 Add a name. Just what it says.
3 Browse names. This option lets you view information that
you've already entered and to change it if you wish. After
you select a name to view, you can view the next one or the
previous one. If you don't remember how to spell a name,
you can still find it with this option. You can also delete
a name using this option.
4 Print list of names. You can select which names to print in
a variety of ways and how to sort them, by last name or zip
code.
Reliance Mailing List 2.30 User Manual Page 4.4
Chapter 4, The Mailing List program
5 Print labels. Prints one, two, three or four-across labels.
You can select which names to print in a variety of ways and
how to sort them, by last name or zip code.
6 Create file to export data. This writes you data in a form
usable by another program, such a word processor or
spreadsheet. There are six different formats from which to
choose. You select which information to put in the file,
which names to use and how to sort, and the file name.
7 Change data files. You MUST use this option if you want to
change data diskettes. Do NOT change data diskettes while
you are in the program except by using this option. When
you use this option the program reads in the system control
information for the new set of data files. If you change
data diskettes without using this information you will
damage your data! You can also use this to work with files
in a different subdirectory on your hard disk.
ESC Exit the program. The Esc key always gets you out of
whatever function you are in. In this case it gets you out
of the program altogether. You are asked if you really want
to quit, so don't worry about hitting the Esc key
accidentally.
The rest of this chapter explains each of these options. To
select a menu option,
Type: the number
and press the Enter key.
Reliance Mailing List 2.30 User Manual Page 4.5
Chapter 4, The Mailing List program
The Utility Menu
This menu allows you to enter and change information that
controls the program as a whole. The menu looks like this:
=================================================================
UTILITY MENU
Please select:
1 Change colors
2 Set up your printer
3 Define selection categories
4 Change data file ID
5 Change other options
6 Count names used
7 Display system control information
8 Print system control information
ESC Return to Main Menu
==> _
=================================================================
Figure 4.2: Utility Menu
Overview of the Utility Menu
1 Change colors. If you have a color monitor, you can change
the text and background colors to your liking. If you have
a monochrome monitor, this has no effect. If you have a
computer that simulates color on a monochrome screen, you
may wish to use this option to adjust the brightness.
2 Set up your printer. Install your printer so the program
can make it print in compressed print and go to the top of
the page correctly.
3 Define selection categories. Enter a title or description
for each of eight categories used to select names for
printing.
4 Change data file ID. Change the descriptive ID displayed on
the Main Menu.
5 Change other options. This lets you change how the zip code
is printed. In the future there may be more options you can
change.
6 Count names used. Find out how many names there are in your
data files, based on a variety of selection criteria.
Reliance Mailing List 2.30 User Manual Page 4.6
Chapter 4, The Mailing List program
7 Display system control information. This shows at a glance
how much disk space is left and how many more names will
fit, as well as the printer settings.
8 Print system control information. This prints the same
information as Option 7.
Following is an explanation of each of these options.
Reliance Mailing List 2.30 User Manual Page 4.7
Chapter 4, The Mailing List program
Change colors (Utility Menu)
If you have a color monitor or one that simulates color on a
monochrome screen, you can change the text and background colors.
This option does nothing if you have a monochrome monitor. When
you select this option, the following screen appears:
=================================================================
CHANGE COLORS
Please enter your choice of colors or
press ESC to cancel.
DARK COLORS BRIGHT COLORS
-------------- -------------------
0 - Black 8 - Dark Grey
1 - Blue 9 - Bright Blue
2 - Green 10 - Bright Green
3 - Cyan 11 - Bright Cyan
4 - Red 12 - Bright Red
5 - Magenta 13 - Bright Magenta
6 - Brown 14 - Yellow
7 - Light Grey 15 - White
This is reverse video
This is emphasized
Background color (0-7): 0
Text color (0-15): 7
Is this OK? (Y/N) ___
=================================================================
Figure 4.3: Change Colors
When you enter both a background and text color, the colors
change on the screen. When you are happy with what you see, type
Y to answer the question, "Is this OK?" If you type N, the
cursor goes back to the background color entry. To cancel and
return to the colors in effect before you selected this option,
press Esc.
The colors are stored in the configuration file on the
program diskette. If that file gets erased or if you start the
program from a different drive or subdirectory, the colors will
change back to the original. You can choose this option any time
to change them.
Reliance Mailing List 2.30 User Manual Page 4.8
Chapter 4, The Mailing List program
Set up your printer (Utility Menu)
Use this option to install your printer. The program prints
both 80-column and 132-column labels and lists. To fit on labels
that are 8 1/2" wide (9 1/2" counting the holes on each side), it
must print the 132 columns in compressed print. Most dot matrix
printers and a few daisy wheel printers can do this; the program
has to send the printer special non-printing control codes to
make it do so.
Most printers advance the paper to a new page when they
receive a code called a form-feed, but some don't. If yours does
not, you can tell the program to advance a line at a time
instead.
Note -- If you use a Hewlett Packard Laserjet or Deskjet
printer, see Appendix D for how to use it with this program.
The appendix tells what codes to enter on this screen.
Use this option to enter the codes. The data entry screen
looks like this:
=================================================================
SET UP YOUR PRINTER
This program prints mailing labels and lists in compressed
print. Please enter the codes needed to control your printer.
COMPRESSED PRINT ON
Enter up to four control codes to turn compressed print on:
==> 15_ ==> 0 ==> 0 ==> 0
COMPRESSED PRINT OFF
Enter up to four control codes to turn compressed print off:
==> 18 ==> 0 ==> 0 ==> 0
NEW PAGE METHOD
Does the Form Feed code (12, or control-L) make your printer
go to a new page? YES
=================================================================
Figure 4.4: Set Up your Printer
Compressed print
The codes are the decimal equivalents of the control
characters used for your printer. The program comes set up for
the Epson printers (FX-80, etc.); the codes shown above are just
like entering \015 and \018 in Lotus 123. Your printer manual
Reliance Mailing List 2.30 User Manual Page 4.9
Chapter 4, The Mailing List program
should list the control codes to put your printer into compressed
print, and then back to normal print. They are often found as
part of a BASIC program to control the printer, like this:
10 LPRINT CHR$(15); REM TURN ON COMPRESSED PRINT
The number you want here is 15. (Note -- the actual number
or numbers will differ from printer to printer; this is only an
example.)
Sometimes the codes are listed in a table as the names of
the characters to be sent to the printer, like this:
ESC "P" 16.5 lines per inch
In this example you should send two characters, first the
Escape character, then an upper-case "P." You will have to find
the decimal equivalents of each character and enter them; don't
try to enter the characters themselves. Look for an ASCII chart
in the printer manual which lists all the characters and their
numeric equivalents (use decimal equivalents, not hexadecimal).
To test the codes, go to "Print Labels" on the Main Menu and
start to print some labels, just on plain paper. Before the
labels are printed the program prints a test pattern. If the
test pattern looks OK, you have the right codes installed. You
can cancel before actually printing all the labels.
New page method
Most printers advance the paper to the top of the next page
when they receive a form-feed code (decimal 12, hexadecimal 0C,
or control-L). Some older printers don't do this, so the program
cab advance a line at a time instead. The form-feed method is
faster and quieter. If your printer recognizes the form-feed
code, enter Y; if it doesn't, enter N.
Reliance Mailing List 2.30 User Manual Page 4.10
Chapter 4, The Mailing List program
Define selection categories (Utility Menu)
Selection categories are a way for you to print only part of
your file of names. There are eight categories, and for each
name in your file you can enter Yes or No in each category. When
you print the names you can select only those who have a Yes in
Category 1, for instance, or only those who have a Yes in
Category 1 or 2. In this way, you can have eight sub-lists
within your mailing list file.
This option allows you to define the meaning of each
category. The data entry screen looks like this:
=================================================================
DEFINE SELECTION CATEGORIES
1 ____________________
2 ____________________
3 ____________________
4 ____________________
5 ____________________
6 ____________________
7 ____________________
8 ____________________
=================================================================
Figure 4.5: Define Selection Categories
On each line, enter a title that describes the selection
category. You can change these at any time, but be aware that
there is no inherent link between what you enter here and the Yes
or No you enter in the name information. Suppose you define
category 1 as "Republican" and 2 as "Democrat," then enter names,
some with Yes for 1 and some with Yes for 2. You could then come
back to this screen and change "Democrat" to "Republican" and
vice versa. But this would not change the Yes in the name
information. All the people that used to be listed as
Republicans would now be listed as Democrats and vice versa!
Reliance Mailing List 2.30 User Manual Page 4.11
Chapter 4, The Mailing List program
Change data file ID (Utility Menu)
The data file ID is the descriptive information you enter
when you first create your data files. It is displayed on the
Main Menu and printed on the lists of names. Use this option to
change it if you wish, for instance to correct misspellings.
Change other options (Utility Menu)
This option lets you change how the zip code is printed. In
future versions there may be more options that you can change.
When you select this option, the following screen appears:
=================================================================
CHANGE OTHER OPTIONS
Print a U.S. zip code? .................................. Yes
(No = no hyphen after the first five characters)
=================================================================
Figure 4.6: Change Other Options
The program was designed for United States Post Office zip
codes, which can be five digits or nine. The last four are
optional, although the Post Office recommends that you use them.
If you enter more than five digits, the program normally prints a
hyphen to separate the first five from the rest. For instance,
If you enter 787031234, the program prints 78703-1234.
However, the postal codes in other countries are different.
In Canada, for instance, the postal code is six characters, two
groups of three. If you enter M5H 2N1, you would want it to
print just that way, not M5H 2-N1.
If you answer Yes, the program prints the hyphen after the
first five characters. If you answer No, the program omits the
hyphen. The program is shipped with the answer set to Yes.
Reliance Mailing List 2.30 User Manual Page 4.12
Chapter 4, The Mailing List program
Count names used (Utility Menu)
This option lets you find out how many names you have on
file. You may wish, for instance, to count them before you print
labels. You can count the total number of names you have on file
or the number of names that meet certain criteria. After you
make your selection, the names are counted and the number is
displayed.
Selecting names for output
There are many places in the program where you select names
according to some criterion, such as selection category, zip
code, contribution amount, etc. The selection screens are the
same throughout the program. This section explains in detail how
these screens work.
First you are asked how you want to make your selection.
The following screen appears:
=================================================================
COUNT NAMES USED
SELECT FOR OUTPUT
1 All the names
2 By category
3 By user code
4 By state
5 By zip code
6 By date
7 By contribution
Esc Return to menu
==> _
=================================================================
Figure 4.7: Select For Output
All the names
Just what it says.
By category
If you select "By category," the following screen appears:
Reliance Mailing List 2.30 User Manual Page 4.13
Chapter 4, The Mailing List program
=================================================================
COUNT NAMES USED
SELECT FOR OUTPUT
By category
Type "Y" to select a category. You can select more than one.
Type "N" or just press Enter for the ones you don't want.
Press Esc to cancel.
Selection categories
1 Republicans.......... NO
2 Democrats............ NO
3 Anarchists........... NO
4 Socialists........... NO
5 Libertarians......... NO
6 Greens............... NO
7 Trotskyites.......... NO
8 Other................ NO
=================================================================
Figure 4.8: By Category
Use the arrow keys to move the cursor and type Y next to
each category you want included in the output. The program
counts the names which have a "Yes" in one or more of the
categories you select. In other words, you select an "OR"
criterion. Suppose you type a "Y" for category 1 and a "Y" for
category 3. The program counts all the names with a "Yes" for
category 1 or a "Yes" for category 3 or a "Yes" for both of them.
You cannot select "1 or 3 but not both" or "1 and 3 but not 1
alone or 3 alone."
By user code
This selects a range of user codes. The following screen
appears:
Reliance Mailing List 2.30 User Manual Page 4.14
Chapter 4, The Mailing List program
=================================================================
COUNT NAMES USED
SELECT FOR OUTPUT
By user code
Enter the range of user codes to select. Leave both blank to
get all; enter the same thing for both to get one user code.
Press Esc to cancel.
User codes from (blank for first): ___
through (blank for last):
=================================================================
Figure 4.9: By User Code
You are asked for the beginning and ending user code. To
select only one user code, enter the same code for both. If you
leave the beginning user code blank, the range will include all
of them up to and including the ending user code. If you leave
the ending user code blank, the range will include all of them
from the beginning on. If you leave both blank, you will get all
user codes.
By state
This selects a range of states. Like the user code, you
enter the beginning and ending of the range.
By zip code
You are asked to enter the beginning and ending zip code, as
you do for User Code. The zip code here is only five characters;
it's designed for the U.S. postal system.
By date
The date is the Last Contribution date. Again, you can
enter a range. Organizations could use this to send mail only to
those who have paid their dues within the past year, or reminder
notices to those who are overdue.
By contribution
This too is a range. Here is what the screen looks like
when you leave both beginning and ending amounts blank:
Reliance Mailing List 2.30 User Manual Page 4.15
Chapter 4, The Mailing List program
=================================================================
COUNT NAMES USED
SELECT FOR OUTPUT
By contribution
Enter the range of amounts to select. Leave both blank to
get all; enter the same thing for both to get one amount.
Press Esc to cancel.
Contributions from (blank for zero): 0.00
through (blank for highest): 999999999.99
=================================================================
Figure 4.10: By Contribution
If you leave the "from" amount blank, the lower end of the
range will be zero. This assumes that there are no contributions
less than zero. If there are, you'll have to enter the "from"
amount as a negative number.
Reliance Mailing List 2.30 User Manual Page 4.16
Chapter 4, The Mailing List program
Display System Control Information (Utility Menu)
This option displays the information that you've entered in
the Utility Menu. Here is a picture of the display:
=================================================================
SYSTEM CONTROL INFORMATION
Reliance Software Test Data
C:\MAIL
Today's date: 11/13/1988
Space free on drive C: 1278 K
Maximum names: 4487
Number of names used: 21
Number of names left: 4466
Printer: Selection categories
Turn compressed print ON: 1 Republicans
2 Democrats
15 3 Anarchists
4 Socialists
Turn compressed print OFF: 5 Libertarians
6 Greens
18 7 Trotskyites
8 Other
Form Feed for new page? Yes
Press space bar to continue
=================================================================
Figure 4.11: System Control Information
There's no data entry for this option; it's merely a quick
way to get a summary of the status of your files. "Number of
names left" is how many more names you can enter based on how
much disk space is free. Press the space bar to go back to the
menu.
Print System Control Information (Utility Menu)
This is the same as "Display System Control Information,"
except the information is printed.
Reliance Mailing List 2.30 User Manual Page 4.17
Chapter 4, The Mailing List program
Add a name (Main Menu)
This option, number 2 on the Main Menu, is used to add names
to your data file. When you select this option, the data entry
screen appears:
=================================================================
ADD A NAME
┌─────────────────────────────────────────────────────────────────────────────┐
│ First Name: __________________ Contributions │
│ Last Name: Last amount: 0.00 │
│ Last date: MM/DD/YYYY │
│ Title: Total amount: 0.00 │
│ Salutation: │
│ Selection categories │
│ Address: 1 Republicans........... No │
│ 2 Democrats............. No │
│ City: 3 Anarchists............ No │
│ State: Zip Code: 4 Socialists............ No │
│ 5 Libertarians.......... No │
│ Home Phone: User code: 6 Greens................ No │
│ Work Phone: 7 Trotskyites........... No │
│ 8 Other................. No │
└─────────────────────────────────────────────────────────────────────────────┘
=================================================================
Figure 4.12: Add a Name
Fill in the blanks to enter the information requested. You
must enter something for the last name; you can skip everything
else. Use the arrow keys to move back and forth around the
screen to correct mistakes.
Most of the data fields are self explanatory. Title is, for
example "Ms." or "Professor." Salutation is how the person would
be addressed in a letter. John Harker might be addressed as
"Dear Jack," so you would enter "Jack" for the salutation. (Note
-- this program does not print letters; this field is available
if you wish to use the Export file output with a word processing
program to print letters.)
Selection categories are a way for you to print only part of
your file of names. When you print the names you can select only
those who have a "Yes" in Category 1, for instance, or only those
who have a "Yes" in Category 1 or 2. The selection categories
are "Yes/No" entries. Type a Y to include this name in the
category; type N or just press the Enter key to leave it out of
the category.
You can use the User code field for an additional selection
code. You can enter anything you want here, numbers or letters,
and later select one user code or a range of user codes. This
gives you, in effect, thousands of selection criteria.
Reliance Mailing List 2.30 User Manual Page 4.18
Chapter 4, The Mailing List program
When you get to the end of the data entry screen, the
following message appears:
=================================================================
Do you wish to save this information? (Y/N or up-arrow) ___
=================================================================
This gives you a chance to review your entries before saving
the information. If you want to go back and change something,
use the up-arrow key. Type Y to add the name to your data file
or N to cancel and not add it. You are then asked if you wish to
add another name. Type Y to get a fresh data entry screen or N
to quit and return to the Main Menu.
After every five additions, the following message appears:
=================================================================
PROCESSING ... PLEASE WAIT
=================================================================
The program is clearing its internal buffers and writing all
the data to disk. Even though the program has told you it has
saved data, data may not actually be written to the disk. The
program keeps data in its internal buffers until they are full
and then writes the data to the disk. After every fifth
addition, the program clears its buffers regardless of whether
they are full or not. This ensures that minimal data will be
lost if there is a power failure.
Reliance Mailing List 2.30 User Manual Page 4.19
Chapter 4, The Mailing List program
Browse names (Main Menu)
Use this option to display a name, to browse through the
file of names, to change the information recorded for a name, and
to delete a name. You are asked for the name with which you wish
to start browsing.
=================================================================
BROWSE NAMES
Press ESC to cancel
Last name: ______________________________
=================================================================
Enter the last name (or press Esc to return to the menu).
Only the first five characters are used to look it up. If the
program cannot find the name you enter, the following message
appears:
=================================================================
NAME NOT FOUND
Do you wish to view the closest one found?
(Y/N) ___
=================================================================
If you type N or if you press the up arrow, you go back to
entering the last name. If you type Y, or if the program found
the name you entered, the data entry screen appears. At the
bottom of the screen, the following choices are displayed in a
reverse-video box:
=================================================================
P=Previous N=Next F=First L=Last
C=Change R=Record contribution D=Delete Esc=Exit
=================================================================
Displaying different names
You can now browse forward and backward through the file.
In the Choices box you need only type the letter; don't press
Enter after it.
P Takes you to the previous name alphabetically. If you
are at the first name you stay there.
Reliance Mailing List 2.30 User Manual Page 4.20
Chapter 4, The Mailing List program
N Takes you to the next name alphabetically. If you are
at the last name you stay there.
F Takes you straight to the first name on file.
L Takes you straight to the last name on file.
Note -- the names are stored alphabetically by the first
five characters of the last name. If you look up Joanna Johnson,
you might find James Johnson instead, or Johnston or Johns. The
ability to browse forward and backward lets you move to the one
you want.
When you've found the name you want, type C, R, or D. If
you press Esc, you go back to entering the last name. Press Esc
again to return to the menu.
Changing a name
When you type C, the choices disappear and the cursor goes
to "First Name." Use the arrow keys to move up and down through
the screen and change whatever you want to. When you get to the
end, the following message appears:
=================================================================
Do you wish to save this information? (Y/N or up-arrow) ___
=================================================================
This gives you a chance to review your entries before saving
the information. If you want to go back and change something,
use the up-arrow key. Type Y to make the changes to your data
file or N to cancel. When you do so, the choices box appears
again.
While changing information, Esc means Cancel. If you press
Esc, the changes are not saved and the Choices box appears again.
Recording a contribution
This option makes it easy to keep track of who has
contributed money to your organization, how much and when. You
could use the Change option to record each contribution, but then
you would have to add up the total contribution yourself. With
this option the program adds it up for you.
When you type R, the Choices box disappears and the
following appears instead:
Reliance Mailing List 2.30 User Manual Page 4.21
Chapter 4, The Mailing List program
=================================================================
Previous total: $ 0.00
Contribution: ____________
New total: 0.00
Date: MM/DD/YYYY
=================================================================
The previous total is displayed. When you enter the contri-
bution, the new total is added up and displayed. After you enter
the date, the "Do you wish to save ..." message appears. As in
Change, type Y to record the new contribution or N to abandon it.
Pressing Esc cancels and abandons the new information.
Deleting a name
Use this option to remove a name you no longer wish to have
in your data file. When you type D, the following message
appears:
=================================================================
Confirm: Delete this name? (Y/N)
=================================================================
Type Y to delete the name or N to keep it in the data file.
When you delete it, the name disappears and the previous or next
one appears in its place.
Reliance Mailing List 2.30 User Manual Page 4.22
Chapter 4, The Mailing List program
Print list of names (Main Menu)
This prints the names you have in your data file. Before
you print the list you must select which names to print. The
same selection screens that are used throughout the program
appear. See "Selecting names for output," on page 4.12. After
you've selected the names, you are asked how to sort them:
=================================================================
SORT BY: 1 Last name
2 Zip code ==> _
=================================================================
Sorting by last name sorts by the first five characters of
the last name, so Joanna Johnson might be printed before Bill
Johns. Sorting by zip code prints the names alphabetically
within each zip code. After you choose how to sort, you are
asked what kind of list you want to print:
=================================================================
CHOOSE LIST STYLE
If you choose compressed print, the program uses the codes entered in
the Utility Menu. If you choose normal print, the codes are not used.
Please select:
1 Full list Compressed print
2 Name and address, Compressed print
one line per name
3 Name, address and phone Normal print
4 Name and phone, Normal print
one line per name
Esc Cancel and return to menu
==> _
=================================================================
Figure 4.13: Choose List Style
You can use the cursor keys to move back and forth between
this screen and the previous screens. Once you start to print,
however, there is no going back.
The lists marked "compressed print" are 132 columns wide.
They use the codes entered in the option "Set up your printer" on
the Utility Menu. If you haven't entered any codes there, these
lists won't be compressed. You might wish to do this if you have
a wide-carriage printer. The lists marked "normal print" are 80
Reliance Mailing List 2.30 User Manual Page 4.23
Chapter 4, The Mailing List program
columns wide. They don't use the "Set up your printer" codes.
Use them if you have an 80-column printer that cannot print in
compressed mode.
Examples of all of these lists are shown in Appendix C. Here
is a brief description:
- Full list. This shows everything on file for each name,
including name, address, phone, salutation, contribution,
etc. Prints up to four lines, depending on how many address
lines are filled in.
- Name and address, one line per name. Just what it says. No
phone number, etc. This is to give you the shortest
possible list.
- Name, address and phone. This is the fullest list you can
get in 80 columns. Prints up to four lines, depending on
how many address lines are filled in.
- Name and phone, one line per name. Short list, 80 columns.
When you select a list, the following message appears:
=================================================================
Put plain paper in the printer
Press space bar to continue or up-arrow to go back
=================================================================
You can go back and change your selection, sort and style
choices now; after you press the space bar you can't. When you
press the space bar, the list of names starts to print. To stop
before it is finished, press Esc. You will be asked if you
really want to quit, so don't worry about pressing Esc by
accident.
Reliance Mailing List 2.30 User Manual Page 4.24
Chapter 4, The Mailing List program
Print labels (Main Menu)
This option prints labels one, two, three or four across.
The procedure is the same as for printing the list of names;
first you choose which ones to print, then how to sort them (see
page 4.12). Next, you are asked what style of labels you want:
=================================================================
PRINT LABELS
CHOOSE LABEL STYLE
You can print the following labels. Select a style or press Esc to cancel.
┌───────────────────────────────────────────────────────────────────────┐
│ Number Avery ---- Width ---- - Characters - │
│ Style Across Stock # Height Label Carrier Compr. Normal │
├───────────────────────────────────────────────────────────────────────┤
│ Continuous-form: │
│ 1 1 4013 15/16" 3 1/2" 4 1/4" 56 33 │
│ 2 2 4143 15/16" 4" 9 1/2" 60 37 │
│ 3 3 4144 15/16" 2 1/2" 9 1/2" 39 24 │
│ 4 4 Cheshire 15/16" 3 1/2" 15" 51 31 │
│ │
│ HP Laserjet II: │
│ 5 2 5161 1" 4" 8 1/2" 60 37 │
│ 6 3 5160 1" 2 5/8" 8 1/2" 39 24 │
│ │
│ 7 Define your own labels │
└───────────────────────────────────────────────────────────────────────┘
Which label style do you want? ..................(1 - 7): _
Do you want to print in: 1 Compressed print
2 Normal print ......(1 or 2): _
=================================================================
Figure 4.14: Choose Label Style
The chart shows what types of labels are supported and how
many characters you can print on each. You can use any labels
that are equivalent to the Avery numbers shown. If you don't
have a printer that can print in compressed print, choose a
Normal style. Examples of these labels are printed in Appendix
C. The styles with fewer characters may print only part of the
name.
Cheshire labels are an exception. They are designed to
print on 15" wide paper (14" not counting the holes on each
side.) The Normal style should work with any wide-carriage
printer. Different printers have slightly different widths for
compressed print, so the Compressed style is not guaranteed to
come out exactly right on all printers.
If you are using a Laserjet printer, choose style 5 or 6.
See Appendix D for how to use the program with a Laserjet.
Reliance Mailing List 2.30 User Manual Page 4.25
Chapter 4, The Mailing List program
Define your own labels
If none of the predefined label styles is exactly what you
need, you can define your own. When you select style 7, the
following screen appears after you enter your choice for normal
or compressed print:
=================================================================
PRINT LABELS
DEFINE YOUR OWN LABELS
┌──────────────────────────────────────────────────┐
│ │
│ How many labels across?................(1-4) _ │
│ │
│ How many characters (max) in each label?... __ │
│ │
│ Enter the column on the page where the first │
│ character of each label should print. │
│ │
│ Label 1 Label 2 Label 3 Label 4 │
│ ─────── ─────── ─────── ─────── │
│ ___ N/A N/A N/A │
│ │
│ How many lines can print on each label?.... __ │
│ │
└──────────────────────────────────────────────────┘
=================================================================
Figure 4.15: Define Your Own Labels
Enter the information requested. The number of labels
across is self-explanatory. How many characters in each label
and where each on starts depend on how big the labels are and
whether you are printing in compressed or normal print. To give
you something to start with, here are the values for the
predefined label styles:
------------ Normal ------------- ---------- Compressed -----------
Number of Starting column Number of Starting column
Number characters for label # characters for label #
Across per label 1 2 3 4 per label 1 2 3 4
1 33 1 56 1
2 37 2 43 60 2 73
3 24 3 29 55 39 5 50 94
4 31 2 35 68 101 51 3 59 115 171
All the predefined labels print six lines per label (up to four
are actually printed, and there are two blank lines).
Reliance Mailing List 2.30 User Manual Page 4.26
Chapter 4, The Mailing List program
You may have to experiment a bit to get the numbers just
right. On the screen after this you can print a test pattern and
then come back to this screen (by pressing PgUp) to adjust them
if necessary.
Once you fill out this screen and print some labels, the
program stores what you've entered on the program disk, so the
next time you won't have to enter it all again.
Printing the labels
When you've made your selections for label style, compressed
or normal print and, if applicable, defining your own label
style, the following message appears:
=================================================================
PRINT TEST PATTERN
Use the test pattern to align your printer
Please select:
1 Print test pattern
2 Print the labels
ESC Cancel and return to menu
==> _
=================================================================
Figure 4.16: Print Test Pattern
Use the test pattern to make sure the labels will be printed
properly. Adjust the printer and print the test pattern until
you get it the way you want it. You can press PgUp and go back
to the previous screen to adjust your entries there as well.
Since you can cancel at this point without printing any
names, you can use this option to test your printer setup. If
the test prints small enough to fit across 8 1/2" wide paper,
your printer is set up correctly.
Once the labels are printing, you can press Esc to stop.
You will be asked if you really want to quit, so don't worry
about pressing Esc by accident.
When the test pattern prints OK, select "Print the labels."
The following message appears:
Reliance Mailing List 2.30 User Manual Page 4.27
Chapter 4, The Mailing List program
=================================================================
0 names printed.
This process can pause so you can put in new labels.
Enter the number of names to print before pausing.
Leave it zero for no pause.
Pause after how many more names? ==> ______
=================================================================
If you have more names to print than labels available, or
your labels are in more than one piece, this allows you to pause
to put in new labels after printing a number of names. After you
put in the labels, the test pattern screen appears again so you
can line them up. If you want no pause, just press the Enter key
without typing a number. You can also press Esc to cancel and
return to the menu.
At this point you can use the PgUp and PgDn keys to go
through all the selection screens. After you actually start
printing, you can't, so be sure your entries are correct before
you enter a number.
When you complete this entry, the labels are printed. If
you enter a pause number, the following message appears after
that many names have been printed:
=================================================================
Put in more labels now
Press space bar to continue
=================================================================
Put in more labels, then press the space bar. You start
over at the test pattern.
Reliance Mailing List 2.30 User Manual Page 4.28
Chapter 4, The Mailing List program
Create file to export data (Main Menu)
You can create a disk file of your name and address
information in a format that other programs can use. You have
six choices for formats, as shown on the following menu:
=================================================================
CREATE FILE TO EXPORT DATA
SELECT EXPORT FILE FORMAT
1 WordStar comma-delimited data file
2 BASIC-style comma-delimited data file
3 Lotus 1-2-3 import file
4 Microsoft Word data document
5 WordPerfect secondary merge file
6 Sprint merge record file
Esc Cancel and return to menu
==> _
=================================================================
Figure 4.17: Create File to Export Data
Procedure
First you select what names to put in the export file and
how to sort them (see page 4.12), and then the screen above
appears. After you choose what file format you want, you must
select which fields to include in the export file and what to
name the file. To do this, the data entry screen appears with a
Yes/No choice next to each data item.
Reliance Mailing List 2.30 User Manual Page 4.29
Chapter 4, The Mailing List program
=================================================================
CHOOSE FIELDS FOR EXPORT FILE
┌─────────────────────────────────────────────────────────────────────────────┐
│ First Name: No Contributions │
│ Last Name: No Last amount: No │
│ Last date: No │
│ Title: No Total amount: No │
│ Salutation: No │
│ Selection categories: No │
│ Address: No 1 Republicans........... │
│ No 2 Democrats............. │
│ City: No 3 Anarchists............ │
│ State: No Zip Code: No 4 Socialists............ │
│ 5 Libertarians ......... │
│ Home Phone: No User code: No 6 Greens................ │
│ Work Phone: No 7 Trotskyites........... │
│ 8 Other................. │
└─────────────────────────────────────────────────────────────────────────────┘
Output file:
(Note -- you must make sure there is enough space for the file!)
=================================================================
Figure 4.18: Choose Fields for Export File
Type Y to include the item in the export file or N to leave
it out. At the bottom of the screen you enter the name of the
file to create. You can enter any valid path and file name. If
you're exporting to 1-2-3, use the extension ".PRN."
Note -- the program doesn't check to see if there is enough
disk space to create the export file. If there's not, the
program will crash. The export file will be much smaller than
the Reliance Mailing List data files, so you can most likely fit
it on your A drive with your program files if you are using two
diskettes. If the program does crash, you won't lose any data;
the program is only reading, not writing, your data files.
Using the Export Files
Each format works with the program it's named for to produce
"merge print" or "mailmerge" letters or documents. See Appendix
E for detailed descriptions of each format. Following are brief
instructions for using each format. See the documentation for
the various programs (WordStar, 1-2-3, etc.) for complete
instructions.
In WordStar, your master document's .DF (Data File) command
must name the Export file. Use the .RV (Read Variable) command
to give each field in the Export file a variable name of your
choosing. Then enter the variable names in your text, each one
surrounded by ampersands (&). On the Opening Menu, use the M
(Merge) command to print the document.
Reliance Mailing List 2.30 User Manual Page 4.30
Chapter 4, The Mailing List program
The Basic format is the most common way for other programs
besides those listed to import data. For instance, dBase can
read this format and so can many other database programs. If you
need to export data to a program not listed on the menu, try this
format. If you are programming in Basic, refer to all fields as
strings except for the dollar amounts, which are double-precision
numeric values.
The Lotus 1-2-3 Import file format is the same as the
Basic-style format except each line is limited to 240 characters.
In 1-2-3, position the cell pointer on the upper left cell of the
range into which you want to import data. Give the command /FD
(File Directory) and enter the name of the directory where the
export file is located. Then issue the commands /FIN (File
Import Numbers). Then enter the file name. A tip: if you've
named the file with the extension ".PRN," it will show up on
1-2-3's list of file names and you'll be able to pick it with the
arrow keys instead of typing the name. When the data is brought
into the worksheet, dollar amounts are numbers and everything
else is a label; each is in its own column. You may have to
adjust the column width by entering /WCS (Worksheet Column Set-
Width) to see all the data.
In Microsoft Word, the Export file is your data document.
In your main document, the Data instruction must include the name
of the Export file. The field names in the main document must be
the same as the names in the header record in the Export file.
See Appendix E, page E.6, for a list of the field names. To
print the document, select PMP (Print Merge Printer) or PMD
(Print Merge Document) from the menu.
The following WordPerfect instructions are for version 4.2;
they should be applicable to other versions as well. In your
primary file press Alt-F9 to display the Merge Codes menu and
then insert a field marker (F and a number) for each field in the
Export file wherever you want the variable information to print.
To print the document, press Ctrl-F9 to get the Merge/Sort menu,
then press 1. Enter the primary and secondary file names; for
the secondary file name, enter the name of the Export file.
In Sprint, press F10 PM (Print Merge) to get the Merge menu.
Press R for Record File and enter the name of your Export file.
Press L for Letter File and enter the name of the file containing
the form letter. In the form letter file, press F10 IM (Insert
Merge field) wherever you want to insert a field from the Export
file. Enter the name of the field as it appears in the @Template
section of the Export file. Either split the screen and open the
Export file to see the field names or refer to page E.6 for a
list of the field names. To print, press F10 PM (Print Merge)
and then G for Go or S for Screen Preview.
Reliance Mailing List 2.30 User Manual Page 4.31
Chapter 4, The Mailing List program
Error message
If the message "<number> not written -- too long" appears
after you've created the file, it means that some of the name and
address records weren't written to the export file because they
would have been too long. The program can't write a line in the
export file longer than 255 characters (240 for Lotus 1-2-3). If
it's important that you write all of them to the export file, go
back and do it again, selecting fewer fields.
Reliance Mailing List 2.30 User Manual Page 4.32
Chapter 4, The Mailing List program
Change data files (Main Menu)
Use this option to change data diskettes, if you are keeping
your data on diskette. You can also use it on a hard disk to
work with files in a different subdirectory without exiting the
program.
To change data diskettes while running the program, you MUST
use this option. When you use this option, the program reads the
system control information from the new diskette, so it knows how
many names have been used, what the selection categories are
called, etc. If you change diskettes without using this option,
you will damage your data files!
When you select this option, the following instructions
appear:
=================================================================
CHANGE DATA FILES
Use this option to work with files in a different subdirectory or on
a different diskette. Enter the location of the files and then, if
necessary, change diskettes. Press Esc to cancel.
Where are the new data files? Enter the drive and path:
C:\MAIL\_________________________________________________________
=================================================================
Figure 4.19: Change Data Files
The current drive and path are displayed. Enter the new
diskette drive or the drive and path for the new files. When you
press the Enter key, the following message appears:
=================================================================
Replace the data diskette now, if necessary. THEN press the space bar.
Press space bar to continue or up-arrow to go back
=================================================================
If you are using diskettes, now is the time to put in a new
data diskette. After you do so, press the space bar. If you are
using a hard disk, just press the space bar. The main menu
reappears, and the top of the screen shows the new drive or path.
If data files don't exist on the new diskette or the new
drive and path, you're asked if you want to create them, just
like when you start the program. Enter Y to create them or press
the up-arrow to go back and enter a different drive and path.
Reliance Mailing List 2.30 User Manual Page 4.33
Chapter 4, The Mailing List program
Exiting the program
When you press Esc on the Main Menu, the following message
appears:
=================================================================
Quit now? (Y/N)
=================================================================
This lets you change your mind if you pressed Esc by
mistake. Type Y to exit or N to continue with the program.
Chapter 5
The Utility Program
This chapter tells how to use the Reliance Mailing List
Utility program. The Utility program is available only to
registered users. To find out how to register, see Appendix G.
Installing the program
The program is on a separate subdirectory on the Registered
User diskette. This diskette is not distributed as shareware.
(If you received this program from any source other than me, you
have an illegal copy. Please notify me right away!) To install
the program, copy all the files in the subdirectory to another
disk. Instructions are given in Chapter 3 on page 3.2 for floppy
disks and 3.3 for hard disks.
Starting the program
The program file, MAILUTIL.EXE, must be present on the
logged disk and subdirectory.
1a. If you are using two floppy diskettes, place the working
copy of your program diskette in drive A:.
1b. If you are using a hard disk, log on to the disk and the
subdirectory where you've installed the program. These
instructions assume that the disk is C: and the subdirectory
is MAIL. If your system is different, substitute the letter
and subdirectory name for your system in the commands below.
- Enter: C:
- Enter: CD \MAIL
2. Enter: MAILUTIL
This is the command that starts the program.
3. The title screen appears. Press the Space Bar to go on or
press Esc to cancel and return to the operating system.
Page 5.1
Reliance Mailing List 2.30 User Manual Page 5.2
Chapter 5, The Utility Program
The Main Menu
When you press the space bar, the Main Menu appears:
=================================================================
RELIANCE MAILING LIST UTILITY PROGRAM MAIN MENU
Please select:
1 FIX Reconstructs damaged files. Reads the master
name file and writes new files on a second disk or
on the same disk. (Be sure there's enough room.)
2 FIND DUPLICATES Lists duplicate entries on screen or printer.
3 EXTRACT Creates a subset of your files on another disk
or subdirectory.
4 SPLIT Splits a single file on one disk into
files on more than one disk on another drive.
5 MERGE Merges files on more than one disk
into a single file on another disk.
Esc Exit the program
==> _
=================================================================
Figure 5.1: Utility Program Main Menu
Overview of the Utility Program
The Utility program works with the Mailing List data files
in five ways:
1. Fix. This fixes damaged data files. Files can get damaged
in a number of ways; the symptoms are strange things
displayed on the screen or cryptic error messages that end
the program abnormally. The Utility program recovers all
the data that is not damaged and writes it to a new set of
files on the same or another disk. Name records with bad
data in them are not written to the new files. This builds
a new set of indexes for the files, so problems with indexes
go away too.
2. Find Duplicates. Finds duplicate names and addresses and
lists them on the screen or on your printer. It doesn't
eliminate the duplicates for you, but it shows you where
they are.
Reliance Mailing List 2.30 User Manual Page 5.3
Chapter 5, The Utility Program
3. Extract. This creates a subset of your data files on
another disk or in a different subdirectory. For instance,
if your file included both Republicans and Democrats, you
could use this option to create a file that contains only
Republicans.
4. Split. You can split files kept on one disk onto several
diskettes. Use this to move files from a computer with a
hard disk to one that only has floppy disks. Have several
blank formatted diskettes ready. You can split by last name
or zip code.
5. Merge. You can merge files kept on several diskettes onto
one disk. This is typically used to merge several diskettes
onto a hard disk. You can do it all at once or you can exit
the program in between diskettes.
To select a menu option,
Type: the number
and press the Enter key.
Reliance Mailing List 2.30 User Manual Page 5.4
Chapter 5, The Utility Program
Fix
Introduction
Data files can get damaged in a number of ways. A diskette
might be bad, or the power might go out while the program is
writing to the disk, or random electricity might write incorrect
data on the disk. One of the most common ways data is damaged is
by switching diskettes without using the Main Menu option Change
Data Files. The symptoms of bad data are:
- Strange characters appear on the screen.
- Strange characters are printed, or the printer does strange
things.
- The program ends abnormally with a cryptic error message,
such as "Turbo Access Error 100 -- Disk Read Error" or
"Turbo Access Error 1004 -- Index file created with
different key or page size."
The first two errors are caused by bad data in the Master
file of name information. Error 100 is caused by a bad Index
file; the index says there is a name record at a certain place in
the Master file, but that location doesn't exist in the Master
file. Error 1004 is caused by switching diskettes at the wrong
time; information is written to the wrong place on the new
diskette, damaging the index files.
The Fix option reads the Master file, the file of names, and
writes a new file with new indexes, either on the same disk or on
another one. In the process it examines each name record, and if
it contains bad data it doesn't write it out. As it writes, it
creates new index files, so the end result is that the new Master
file contains nothing but good data and the new Index files are
all correct.
Procedure
When you select this option, the following screen appears:
Reliance Mailing List 2.30 User Manual Page 5.5
Chapter 5, The Utility Program
=================================================================
FIX
┌─────────────────────────────────────────────────┐
│ │
│ Make a backup copy of your data files first. │
│ If you're using floppy disks, use DISKCOPY. │
│ Otherwise, copy the files to another disk or │
│ subdirectory. │
│ │
└─────────────────────────────────────────────────┘
Press Enter (<┘) to continue or Esc to exit
=================================================================
It's important to have a backup copy of your files in case
something goes wrong while running the Fix option. If you don't
have a backup copy, press Esc to go back to the menu, then exit
the program and make a backup. If you do have a backup, press
Enter to go on.
The following screen appears:
=================================================================
FIX
Please enter the following. Press Esc to cancel.
┌─────────────────────────────────────────────────────────────────────┐
│ │
│ SOURCE drive and path, where the file to be fixed is located: │
│ │
│ C:\MAIL\_____________________________________________ │
│ │
│ TARGET drive and path, where the new files are to be written: │
│ │
│ _____________________________________________________ │
│ │
=================================================================
The Source drive and path is where the file that needs to be
fixed is located. Your usual drive and path is already filled in
for you. Change it only if you've put your files somewhere else.
The Target is where you want the new files written.
If your data is on a diskette, for instance drive B, enter B
for the Source drive and A for the Target. If you are using a
hard disk you can specify a path and, unlike the other options,
you can specify the same drive and path for both the Source and
Target files. This allows you to write the Target files in a
Reliance Mailing List 2.30 User Manual Page 5.6
Chapter 5, The Utility Program
different subdirectory or in the same subdirectory on the same
disk.
You are then told to insert the Source and Target disks.
=================================================================
Insert Source and Target disks
Press space bar to continue or up-arrow to go back
=================================================================
If you've entered A for the Target drive, remove the program
diskette and put a blank formatted diskette in drive A. If
you're using a hard disk, just press the space bar. If you need
to change your entries you can press the up-arrow. When both
disks are in place, press the space bar.
If Mailing List files exist on the Target drive and
directory, and the Target is not the same as the Source, you are
asked if you want to overwrite them. If you say Yes, they are
erased before the new files are written.
The program reads the Source files and writes the Target
files, eliminating bad name records as it goes. The Target files
have the extension $$$ during this process. This is so they can
be written on the same drive and directory as the Source files
(extension RM2) if necessary.
When it's finished, the program tells you how many records
it has read and written.
=================================================================
Number of names in the Source file: nnnn
Number of names in the Target file: nnnn
All done!
Now make a backup of the new files. Run the mailing list program
to make sure everything is OK. If it is, delete the Source files.
The Source files now have the extension BAK instead of RM2.
=================================================================
If the number of Source and Target names are different, you
know that some bad name records have been eliminated. The Source
files are renamed to have an extension of BAK (for Backup). At
the end of the process the Target files are renamed from
extension $$$ to RM2.
Run the Mailing List program and inspect the names on file.
If everything looks OK, you can erase the old (.BAK) files. Be
sure to make a backup of the new files.
Reliance Mailing List 2.30 User Manual Page 5.7
Chapter 5, The Utility Program
Find Duplicates
This option finds duplicate names and addresses in your data
file. When you run it, you tell it where to find your data
files, what kind of duplicates to look for, and whether to list
what it finds on the screen or on the printer. The program only
lists the duplicates, it doesn't remove or correct them. To do
that, you must run MAIL, the Mailing List program.
Procedure
When you select this option, the following screen appears:
=================================================================
FIND DUPLICATES
Please enter the following. Press Esc to cancel.
┌──────────────────────────────────────────────────────────────┐
│ │
│ Where are the data files? Enter the drive and path: │
│ │
│ C:\MAIL\_____________________________________________ │
│ │
│ │
│ What do you wish to compare? │
│ │
│ 1 Last name │
│ 2 Full name │
│ 3 Address line 1 │
│ 4 City and State │
│ 5 Zip code │
│ 6 Sound-alike last name 1, 2, 3, 4, 5 or 6: _ │
│ │
│ Do you wish to 1) Display duplicates on screen │
│ 2) Print a list of duplicates 1 or 2: _ │
│ │
└──────────────────────────────────────────────────────────────┘
=================================================================
This is the data entry screen for the option. After you
fill out the screen, the program finds the duplicates.
Drive and path
Your usual drive and path are displayed. If this is
correct, just press the Enter key. If your files are somewhere
else, enter the full drive and path, but not the file names.
Reliance Mailing List 2.30 User Manual Page 5.8
Chapter 5, The Utility Program
What to compare
Enter a number, 1 through 6, to pick what you want the
program to look at when it looks for duplicates.
Last name The program looks only at the last name. Upper
and lower case are ignored. If you choose this,
the program will tell you that "Sam Jones" and
"Bill Jones" are duplicates.
Full name The program looks at the first and last name
together. The program will find duplicates of
"Sam Jones," but will not catch "Sam Jones" and
"Samuel Jones."
Address line 1 The program finds duplicates of the first address
line, regardless of the name. If "Sam Jones" and
"Samuel Jones" have the same address, the program
will catch them.
City and State The program looks only at the city and state.
Zip code The program looks only at the zip code.
Sound-alike last name
This finds names that sound similar but may be
spelled differently. For instance, it will flag
"Smith" and "Smythe" as duplicates. It uses the
Soundex method used in geneological research.
If you choose Address line 1, City and State or Sound-alike
Last Name, the program has to create a temporary index before it
can look for duplicates. The larger your file, the more time
this will take. Be patient.
Where to list the duplicates
If you choose 1, Screen, the duplicates are shown on the
screen one pair at a time. Choose this to get a quick look to
see if there are any. If there are more than just a few, go back
and choose 2, Print instead.
If you choose 2, Print, the duplicates are listed on your
printer. This gives you a complete list from which to work when
you run the Mailing List program and delete duplicate names.
Press space bar ...
When you've made your selections, the following message
appears:
Reliance Mailing List 2.30 User Manual Page 5.9
Chapter 5, The Utility Program
=================================================================
Press space bar to continue or up-arrow to go back
=================================================================
This gives you a chance to review what you've entered and see if
it's correct. If you've chosen to print, make sure the printer
is ready before going on. Press the up-arrow to go back and
change your entries. Press the space bar to go on.
Understanding the output
Following is an example of what might be displayed on your
screen. The printed report is very similar.
=================================================================
RELIANCE MAILING LIST Reliance Software Test Data 1/18/89 23:58
Duplicate names -- Last name
Adams P.O. Box 2720
Sam and Laura Austin, TX 78799
Adams P.O. Box 2720
S. and L. Austin, TX 78799
--------------------------------------------------------------------
Press Enter (<┘) to continue or Esc to quit
=================================================================
The top of the screen (or the title of the report) shows the
data file ID, the date and time, and what the program is
comparing. In this example, it's comparing the last name. When
the program finds a pair of names that duplicate each other, it
displays them and pauses. If you press Enter, the program keeps
on looking. If you press Esc, it stops looking.
Because the program displays pairs of entries, if there are
three or more the display will look like this:
Reliance Mailing List 2.30 User Manual Page 5.10
Chapter 5, The Utility Program
=================================================================
RELIANCE MAILING LIST Reliance Software Test Data 1/18/89 23:58
Duplicate names -- Last name
Adams P.O. Box 2720
Sam and Laura Austin, TX 78799
Adams P.O. Box 2720
S. and L. Austin, TX 78799
--------------------------------------------------------------------
Adams P.O. Box 2720
S. and L. Austin, TX 78799
Adams 5014 Lewis Avenue
Mimi Austin, TX 78788
--------------------------------------------------------------------
Press Enter (<┘) to continue or Esc to quit
=================================================================
This looks like four entries, but it's not; it's only three.
"Adams, S. and L." is the second entry in the first pair and the
first entry in the second pair. It's really only one entry in
the data file. It appears like this because the program only
looks at two entries at a time.
Stopping before the end
Press Esc if you want to stop before you've reached the end.
If you are not at the prompt "Press Enter to continue or Esc to
quit," you'll be asked if you want to quit. Type Y for Yes or N
for No.
At the end
When the program has reached the end or when you've pressed
Esc, the following message appears:
=================================================================
9999 pairs found
Press Enter (<┘) to go again or Esc to return to the menu
=================================================================
This time pressing Enter will return you to the data entry
screen where you can change your entries and go again. If you
press Esc, you'll go back to the Utility Program Main Menu.
Reliance Mailing List 2.30 User Manual Page 5.11
Chapter 5, The Utility Program
Correcting the duplicates
This program option only displays or prints the duplicates;
it doesn't fix them for you. To fix them, run the Mailing List
program and select the option Browse. Working from your printed
list, enter the last name of one of the entries in each pair.
The program will display the whole data entry form. Press N to
see the next one and P to see the previous one until you find the
one you want to delete. Then press D to delete it. Repeat this
for all the ones you want to delete.
Reliance Mailing List 2.30 User Manual Page 5.12
Chapter 5, The Utility Program
Extract
This is used to create a new set of data files that contain
a subset of the names in your main files. For instance, if you
had the categories "Democrats" and "Republicans" in your file and
you wanted to give someone a file containing only those names
listed as Democrats, you could use this option to do so.
This option is the same as Split with one exception. After
you say how you want the names extracted, by last name or by zip
code, you are asked to select the names for output. The
selection screens are the same as in the Mailing List program.
You can select by category, by user code, etc. For instructions,
please refer to "Split," page 5.13, and "Selecting names for
output" on page 4.12.
Reliance Mailing List 2.30 User Manual Page 5.13
Chapter 5, The Utility Program
Split
If you have a set of files on a hard disk that is too big to
copy onto a diskette, this lets you create files on several
diskettes. Each diskette has its own indexes and is a separate
and complete set of data files. You can split in last name
sequence or in zip code sequence. You specify how many names to
put on each diskette. When you select this option, the following
screen appears:
=================================================================
SPLIT
Please enter the following. Press Esc to cancel.
┌─────────────────────────────────────────────────────────────────┐
│ │
│ SOURCE drive and path, where the file to split is located: │
│ │
│ C:\MAIL\_____________________________________________ │
│ │
│ TARGET drive and path, where the new files are to be written: │
│ │
│ _____________________________________________________ │
│ │
│ Number of names to write on each Target disk:..... 0 │
│ │
│ This requires 0 K free on each disk, OK? Y/N: No │
│ │
└─────────────────────────────────────────────────────────────────┘
=================================================================
Figure 5.2: Split
Enter the information requested. The Source and Target may
be a drive letter or a complete path. You must also enter the
number of names to write on each disk. The program calculates
how much disk space will be needed. If this is OK, type Y for
Yes. If not, type N for No. If you answer No, the cursor goes
back to the number of names. When you answer Yes, the following
message appears:
=================================================================
Insert SOURCE disk in C:\MAIL\
Press Enter to continue, PgUp to go back, or Esc to cancel.
=================================================================
Reliance Mailing List 2.30 User Manual Page 5.14
Chapter 5, The Utility Program
If the Source drive is a hard disk, just press the Enter
key; if it's a floppy disk drive, insert the disk and then press
Enter. Next, the following appears:
=================================================================
Do you want names split by
1 Last name
2 Zip code 1 or 2: _
=================================================================
If you specify Last Name, the file will be split alpha-
betically. However, there's no guarantee that the split will
occur in between letters of the alphabet. In other words, you
might end up with A through M on one disk and M through Z on
another, with the Ms split between the two. Similarly, if you
specify Zip Code, the names will be split by zip code, but a zip
code might be split across disks.
If you are extracting data (see page 5.12) and not just
splitting files, the selection screens appear at this point
(refer to page 4.12). If you are splitting files and not
extracting, the selection screens don't appear.
Next, the following message appears:
=================================================================
Ready to split.
Press Enter to continue, PgUp to go back, or Esc to cancel.
=================================================================
At this point you can go back and check what you've entered.
After you press Enter to continue, you can't. When you press
Enter you are asked to put in a Target diskette:
=================================================================
SPLIT
Splitting C:\MAIL\
to A:
by last name
─────────────────────────────────────────────────────────────────
Put TARGET disk 1 in A:
Press Enter (<┘) to continue or Esc to exit
=================================================================
This starts a process that repeats until you tell it to
stop. If the program finds Mailing List files on the Target
disk, you are asked if you want to overwrite them. If you say
Reliance Mailing List 2.30 User Manual Page 5.15
Chapter 5, The Utility Program
Yes, the program creates new files on the Target diskette,
deleting the old ones. If you say No, you are asked to put in
another diskette.
The program lists the first and last name on each diskette
before it asks you to put in another one. You may wish to write
down which names are on which diskette for future reference.
=================================================================
First name on disk 1 = Able
Last name on disk 1 = Keane
Put TARGET disk 2 in A:
Press Enter (<┘) to continue or Esc to exit
=================================================================
This process repeats until the program has read and written
all the names in the Source files. At the end, it tells you how
many names were copied:
=================================================================
250 names written on each disk
31 names written on last disk
Done! 531 names written on 2 disk(s)
Press space bar to continue
=================================================================
Press the space bar to return to the Main Menu.
Error message
You might get a cryptic error message when running the Split
option, "Turbo Access Error 4 -- Too many open files." This
occurs when your CONFIG.SYS file either doesn't exist or doesn't
specify a high enough value for the Files command. You will have
to use a text editor to either create or modify the CONFIG.SYS
file on your boot disk or root directory to contain the command
"Files = n," where n is at least 16. See your DOS manual for
more information.
Reliance Mailing List 2.30 User Manual Page 5.16
Chapter 5, The Utility Program
Merge
This allows you to move Mailing List data files on several
floppy disks to a computer with a hard disk. If you just copy
the files, the second set of files will write over the first.
This option reads data from multiple floppy disks and writes a
new set of data files on another, presumably hard, disk. The new
set contains the names from all the diskettes, not just the last
one you copied.
When you select this option, the following screen appears:
=================================================================
MERGE
Please enter the following. Press Esc to cancel.
┌──────────────────────────────────────────────────────────┐
│ │
│ SOURCE drive, │
│ where the files to be merged are coming from: _ │
│ TARGET drive, │
│ where the new files are to be written: │
│ │
=================================================================
Figure 5.3: Merge
First you enter drive letters for the Source and Target
disks. You can only enter a single letter for the Source and
Target drives, so you must move to the appropriate subdirectory
before you start the program. If you leave a drive blank (press
the Enter key without having typed anything), the program puts in
the currently logged drive. The drive must be a letter between A
and Z. It's up to you to enter a valid drive for your system. If
you want to cancel and return to the menu, just press the Esc
key.
Next you are told to insert the disks.
=================================================================
Insert TARGET disk in drive C
Press Enter (<┘) to continue or Esc to exit.
=================================================================
When it tells you to insert the Target disk, if the Target
disk is the hard disk, just press the Enter key. If you are
writing to a floppy diskette, insert it in the target drive and
then press the Enter key. When you do so, the program checks to
see if the files already exist. If they do, the following
message appears:
Reliance Mailing List 2.30 User Manual Page 5.17
Chapter 5, The Utility Program
=================================================================
Files already exist on drive C. Do you wish to
1 Replace them?
2 Merge source files with them? 1 or 2: _
=================================================================
If you select Replace, the files on the Target disk are
erased and the new files take their place. If you select Merge,
the data from the Source disk(s) is merged with what is already
there. This lets you do the merge in several steps, exiting the
program in between if you need to. If files do not already
exist, the program creates them.
Next, the following messages appear:
=================================================================
Number of disks merged so far: 0
Number of names merged so far: 0
Insert SOURCE disk in drive A
Press Enter (<┘) to continue or Esc to exit
=================================================================
This is your last chance to cancel. When you press Enter,
the program reads the Source files and writes the Target files.
If there is any invalid data in Source data, that data is
rejected; only good data is merged. (See above, under "Fix,"
page 5.4, for more about fixing invalid data.)
When the program is done with a diskette, the message about
how many have been merged is updated and you are asked for
another diskette. Keep inserting diskettes when asked until
you've processed all of them. Press Esc when you are done.
Finally, the following message is displayed:
=================================================================
Done merging. Target contains nnnn names.
Press space bar to continue
=================================================================
When you press the space bar, the Main Menu appears.
Chapter 6
Protecting your data
Like it or not, sometimes disks get damaged or data files
are accidentally erased. You should always make a backup copy of
your files whenever you have entered, changed or deleted data.
Store the backup diskette separately from your everyday data
diskette. If something should happen to your data diskette, make
a copy of the backup diskette and use it. Diskettes are cheap;
your time and data are not, so always make a backup! This
chapter tells you how to back up your data files and how to
restore them if they get damaged.
Backing up your data
The Reliance Mailing list data files all have the extension
RM2. The procedure for backing up your files is quite simple.
Just exit the program and copy them to a floppy diskette.
Floppy disk
This procedure assumes that your program disk is in drive A:
and your data disk is in drive B:.
1. When you have exited the program and are at the operating
system prompt, remove the program disk and put a formatted
floppy diskette in drive A:.
2. Enter: COPY B:*.RM2 A:
This copies all the data files from B: to A: When you are
done, label the diskette "Reliance Mailing List data backup"
and write the date on it.
Hard disk
This procedure assumes that your data is on drive C:. If
your system is different, substitute your drive letter in these
instructions.
1. When you have exited the program and are at the operating
system prompt, put a formatted floppy diskette in drive A:.
The "C>" prompt should be showing.
2. Enter: COPY *.RM2 A:
Page 6.1
Reliance Mailing List 2.30 User Manual Page 6.2
Chapter 6, Protecting your data
This copies all the data files from the drive you are on,
C:, to A:. When you are done, label the diskette "Reliance
Mailing List data backup" and write the date on it.
Caution
If it appears that your files have become damaged, do not
back them up! If you back up damaged files, your backups will be
damaged too. Instead, restore the backup files. See below for
instructions.
Restoring your data
To "restore" means to copy the backup files onto the data
disk. When you do this, the files on your data disk become as
they were the last time you backed them up, and you'll have to
re-enter information entered since then. Do this only if your
data files are damaged or accidentally erased. The procedure is
simple. Exit the program and copy the files from the floppy
diskette to the data disk.
Floppy disk
1. When you have exited the program and are at the operating
system prompt, remove the program disk and put the backup
diskette in drive A:.
2. Enter: COPY A:*.RM2 B:
This copies all the data files from A: to B:.
Hard disk
This procedure assumes that your data is on the hard disk in
the MAIL subdirectory. If your system is different, substitute
your subdirectory name in these instructions.
1. When you have exited the program and are at the operating
system prompt, put the backup diskette in drive A:.
2. Be sure you are in the correct subdirectory. If necessary,
change to it by entering CD \MAIL.
2. Enter: COPY A:*.RM2
This copies all the data files from A: to the hard disk.
Insufficient disk space
This section tells you how to back up your files when they
are too big to fit on a single diskette. In this case, the
following message appears:
Reliance Mailing List 2.30 User Manual Page 6.3
Chapter 6, Protecting your data
----------------------------------------
Insufficient disk space
----------------------------------------
If your data is on floppy diskettes, this means that the
backup disk has other files on it. Erase these files and then
try again. The rest of this section concerns a hard disk.
If the Master file will fit on a single diskette, copy it
and the other files separately. First copy MASTER.RM2 to one
diskette, then copy INDEX1.RM2, INDEX2.RM2 and SCR.RM2 to another
diskette. If the Master file is too large to fit on a diskette,
use the DOS BACKUP program.
Using the BACKUP program
The BACKUP program splits large files over more than one
diskette. The following procedure tells how to use it. (There
are different ways to do this, but this is one of the simplest.
Please read your DOS manual for complete details.)
1. You will need a number of blank formatted floppy diskettes;
the exact number depends on how big your data files are. To
be safe, have five or six blank formatted diskettes ready.
2. Be sure you are in the MAIL subdirectory.
Enter: CD \MAIL
You must already have copied the BACKUP and RESTORE programs
from your DOS diskette to the hard disk in this directory.
If you have not done this, you must have entered a Path
command that names the subdirectory where they are found.
(See your DOS manual for more information about the Path
command.)
3. Enter: BACKUP *.RM2 A:
Leave a space between "BACKUP" and "*.RM2" and between
"*.RM2" and "A:." Type a colon, not a semicolon. This will
cause all the files with the extension "RM2" to be backed up
on the floppy diskette(s) in drive A.
The following message appears:
Reliance Mailing List 2.30 User Manual Page 6.4
Chapter 6, Protecting your data
----------------------------------------
Insert backup diskette 01 in drive A:
Warning! Diskette files will be erased
Strike any key when ready
----------------------------------------
4. Place a blank formatted diskette in the floppy diskette
drive and press any key.
The following message appears:
----------------------------------------
*** Backing up files to diskette 01 ***
----------------------------------------
and the file names are displayed as they are backed up.
5. Label the diskette -- use a felt-tip pen so you won't damage
it -- with the program name, the number of the backup
diskette and the date, so you will know when your last
backup was and the order in which to use the diskettes to
restore your files.
6. If more than one diskette is required, the following message
is displayed:
----------------------------------------
Insert backup diskette nn in drive A
----------------------------------------
where "nn" is the disk number. Repeat steps 4 and 5 until
the "C>" prompt appears, indicating that all files have been
backed up.
If things go wrong with BACKUP
The BACKUP program displays the file names as they are
backed up. If file names are not displayed, something is wrong.
Check the following:
- If the message "Bad command or file name" appears, the
BACKUP program is not in the same directory as your data or
you are not in the right directory. Use the CD command to
change to the right directory and copy the BACKUP program
from your DOS diskette.
Reliance Mailing List 2.30 User Manual Page 6.5
Chapter 6, Protecting your data
- Be sure you have typed the command correctly. There must be
a space after the word "BACKUP" and after the file name
("*.RM2" in the example shown), but nowhere else. Type a
colon, not a semicolon.
Using the RESTORE program
This section tells how to use the RESTORE program to copy
files back onto your hard disk. You must use the RESTORE program
to restore files backed up with the BACKUP program. (This is
only an outline; there are different ways to do this, but this is
one of the simplest. Please read your DOS manual for complete
details.)
1. Be sure you are in the MAIL subdirectory.
Enter: CD \MAIL
The RESTORE program should be on the hard disk, in this
directory. The "C>" prompt should be displayed. You may
also enter a Path command that names the subdirectory where
they are found. (See your DOS manual for more information
about the Path command.)
2. Enter: RESTORE A: *.RM2
Leave a space between "RESTORE" and "A:" and between "A:"
and :*.RM2." This will cause all the files with the
extension "RM2" to be restored from the floppy diskette in
drive A. (Note -- instead of "RM2," type the extension for
your program's data files -- this is an example only.)
The following message appears:
----------------------------------------
Insert backup diskette 01 in drive A:
Strike any key when ready
----------------------------------------
3. Insert the first backup diskette in the floppy disk drive
and press any key. The following message is displayed:
----------------------------------------
*** Files were backed up MM/DD/YYYY ***
*** Restoring files from diskette 01 ***
----------------------------------------
and the file names are displayed as each is copied from the
floppy diskette to the hard disk.
Reliance Mailing List 2.30 User Manual Page 6.6
Chapter 6, Protecting your data
4. If it took more than one floppy diskette to back up your
files, the following message is displayed:
----------------------------------------
Insert backup diskette nn in drive A
----------------------------------------
where "nn" is the disk number. Repeat step 3 for each
backup diskette until the C> prompt appears, indicating that
all your files have been restored.
NOTE -- When you restore your files like this, the files
copied from the floppy diskette(s) replace the files on your
hard disk. You may have to re-enter data you entered after
the last time you backed up your files.
If things go wrong with RESTORE
The RESTORE program displays the file names as they are
backed up. If file names are not displayed or the message "No
files found to restore" appears, something is wrong. Check the
following:
- If the message "Bad command or file name" appears, the
RESTORE program is not in the same directory as your data or
you are not in the right directory. Use the CD command to
change to the right directory and copy the RESTORE program
from your DOS diskette.
- Be sure you have typed the command correctly. There must be
a space after the word "RESTORE" and after the colon, but
nowhere else. Type a colon, not a semicolon.
- Be sure you have the right backup diskettes; use the DIR
command to view the directory. The files should have the
same extension as your data files.
Do not copy BACKUP files
Do not use the DOS COPY command to copy files from your
backup diskettes to the hard disk. Although the files on the
diskette have the same name as your data files, they have a
different internal format; the Mailing List program cannot use
them. If you copy these files onto your hard disk you will
destroy your data files on the hard disk. Don't do it.
Chapter 7
Error messages
This chapter explains the error messages that may appear in
the programs.
BEGINNING COLUMN FOR LABEL 1 MUST BE AT LEAST 1
This appears when you are defining your own label style.
The beginning column for label 1 must not be zero or less than
zero.
BEGINNING COLUMN FOR LABEL n MUST BE AT LEAST nnnn
This appears when you are defining your own label style and
you've entered too small a number for the beginning column for the
label in the message. The number in the message is the beginning
column for the preceding label plus the number of characters in
the label plus one. Entering too small a number would cause the
labels to overlap, which the program won't allow. Change either
the beginning column for the label or the maximum number of
characters in each label.
CAN'T CREATE <filename>
CAN'T CREATE FILES ON <pathname>
CANNOT CREATE <filename>
These appear in the Mailing List program and in the Utility
program when the program is first creating files. If the message
says "IOResult = 5," it means that the disk directory is full.
If it says "IOResult = 101," it means there is no more room on
the disk. In either case, you'll have to erase some files or use
another disk.
If the message includes a path name or it appears when
you've entered the name of a file to which to export data, you
may have entered an invalid path or put invalid characters in the
file name. See your DOS manual for how to construct a valid file
name and enter a different file name. Or the disk directory may
be full. If it is, use a different disk.
Page 7.1
Reliance Mailing List 2.30 User Manual Page 7.2
Chapter 7, Error messages
CAN'T OPEN <filename>
CANNOT OPEN <filename>
This may mean that you specified an incorrect drive or path,
or it may mean that your disk is damaged. Try changing the drive
or path.
CONVERSION ERROR
This indicates a programming error on my part. Please
contact me if you get this message.
CRITICAL ERROR
This message appears when the operating system, not the
program, detects an error accessing the disk or the printer. A
message box pops up over the screen and tells you what kind of
error it is. If you can fix the error -- for instance by closing
the drive door or turning on the printer -- do so and then press
Enter. If you can't fix the error, the only thing you can do is
press Esc to exit the program. If you exit the program, run the
Fix option of the Utility program to be sure that your data files
are not damaged.
Printer error
There are many causes for a critical printer error. Check
to see if the printer is turned on, connected to the computer and
on-line (usually indicated by a switch or light on the printer's
control panel). Make sure there is paper in the printer and the
ribbon is not used up.
DATA FILES NOT FOUND
This appears when you first start the program and you enter
a data drive and path on which the files do not exist. You have
the option of creating new files, using the up-arrow to go back
and enter a different drive and path, or exiting the program.
ERROR DELETING -- USE THE UTILITY PROGRAM TO FIX THE DATABASE
This appears when you are deleting a name; it may mean that
the data files are damaged or that your disk is damaged. In
either case, exit the program and use the Fix option of the
Utility program to rebuild your files.
Reliance Mailing List 2.30 User Manual Page 7.3
Chapter 7, Error messages
ERROR DELETING KEY xxxxx -- REC NUM nnn
This appears when you are deleting or changing a name. It
may mean that the data files are damaged or that your disk is
damaged. In either case, exit the program and use the Fix option
of the Utility program to rebuild your files.
FATAL ERROR -- CAN'T FIND xxxxx
This appears when you are adding or changing a name. It
probably means there was a programming error on my part. Try
using the Fix option of the Utility program to rebuild your
files. If that doesn't work, contact me.
FIELD NUMBER MUST NOT BE NEGATIVE
FIELD NUMBER MUST NOT EXCEED 50
In the Import program you have to enter a number between
zero and 50 for the field number. (Zero is the same as leaving
it blank; nothing will be imported for that field.)
FILES ARE MISSING ON <pathname>
This appears in the option Change Data Files when you put a
new disk in and then press Escape instead of the space bar. The
program halts, but you haven't lost any data. Put the correct
disk in the drive and start the program again.
FILE NOT FOUND
The Import program can't find the file you've entered for
the Source file. Be sure you type it correctly and enter the
drive and path if necessary, or insert the correct diskette.
FILES NOT FOUND
FILES NOT FOUND ON <pathname>
The program can't find the data files on the drive and
subdirectory that you've entered. Enter the correct drive and
subdirectory, or insert the correct diskette.
<filename> NOT FOUND ON DRIVE X
This appears in the Utility program. Either you've entered
the wrong disk drive or path, or you've put the wrong disk in the
drive.
Reliance Mailing List 2.30 User Manual Page 7.4
Chapter 7, Error messages
INVALID PATH
This appears when you enter a path that is not formed
correctly or contains invalid characters. See your DOS manual
for how to enter a path name.
LAST AMOUNT MAY NOT EXCEED TOTAL AMOUNT
This appears when you are adding a name. Correct either the
last amount or the total amount.
NEW DATE MAY NOT BE EARLIER THAN LAST DATE
This appears when you are recording a contribution. The
date of the contribution may not be earlier than the date already
on file. If the date on file is wrong, press Esc to quit
recording the contribution, then press C to change it.
<number> NOT WRITTEN -- TOO LONG.
This appears after you've created a file to export data. It
means that some of the name and address records weren't written
to the export file because they would have been too long. The
program can't write a line in the export file longer than 255
characters (240 for Lotus 1-2-3). If it's important that you
write all of them to the export file, go back and do it again,
selecting fewer fields.
NUMBER OF LINES MUST BE AT LEAST 4
When you define your own label style, you must have at least
four lines per label because there are four lines of information
to print, the name, two address lines, and the city, state and
zip code. Enter a larger number.
ORIGINAL FILES NOT FOUND
This appears in the Conversion program. The "original"
files are the files from version 2.0, 2.01 or 2.10. You have
entered the drive and path incorrectly or have inserted the wrong
disk. Correct your entry or insert the right disk and try again.
RUNTIME ERROR nnn AT nnnn:nnnn
If the error number is 101, it means the disk is full. If
you are creating a file to export data, erase unneeded files on
your disk or use a different disk and try again.
Reliance Mailing List 2.30 User Manual Page 7.5
Chapter 7, Error messages
If the error occurs in another option, use the Fix option of
the Utility program to rebuild your data files and then try
again. If that doesn't work, contact me. For more explanation
of some of the error numbers, see "Turbo Access Error" below,
page 7.6.
SOURCE AND TARGET MUST BE DIFFERENT
SOURCE DRIVE AND TARGET DRIVE MUST BE DIFFERENT
These appear in the Utility program in the Split, Merge and
Extract options. You must split or merge files on different
drives or subdirectories.
SOURCE FILES NOT FOUND ON <pathname>
SOURCE FILES NOT FOUND ON DRIVE X
These appear in the Utility program. The program can't find
the source files on the drive or in the subdirectory you have
specified. Correct your entry or put the right disk in the
drive.
SOURCE MASTER FILE NOT FOUND
This appears in the Fix option of the Utility program. The
program can't find the master file to be fixed on the drive or in
the subdirectory you have specified. Correct your entry or put
the right disk in the drive.
SPRINT CAN'T HANDLE MORE THAN 16 FIELDS (CATEGORIES ARE 8)
This appears when you select Sprint for the file to which to
export data and then select more than sixteen fields for the
file. Sprint can handle a maximum of sixteen. Categories create
eight fields in the output file, one for each category. Select
fewer fields.
THE FILE IS EMPTY
This appears when you select the Browse option and there are
no names on file. You can't browse an empty file.
Reliance Mailing List 2.30 User Manual Page 7.6
Chapter 7, Error messages
THERE'S NOT ENOUGH DISK SPACE TO CREATE THE TEMPORARY INDEX
This appears in the Find Duplicates option of the Utility
program. The program must create a temporary index if you want
to look for duplicate addresses, cities and states, or sound-
alike names. This message appears if there's not enough room on
your disk to do so. Exit the program and erase unneeded files
from your program disk or from your data disk. The temporary
index needs as much space as INDEX2.RM2. Enter DIR to display
the directory and see how big INDEX2.RM2 is, and then delete some
files so there is at least that much room on your disk.
THERE'S NOT ENOUGH SPACE ON DRIVE X
This appears when you try to add a name and the disk is
full, or nearly full. Either use a different disk or exit the
program and erase some files from your disk. If you want to use
a different disk, use the Change Data Diskette option; do not
change diskettes without using this option!
TURBO ACCESS ERROR
This indicates a problem reading, writing or creating a
file. The following table shows the most common errors:
Error number What it means What to do
4 Too many The operating system Create a CONFIG.SYS
open files can't open another file on your boot
file. You do not have disk on in the root
a CONFIG.SYS file on directory of your
on your boot disk or hard disk. The file
you have one but it must include the
doesn't have a FILES command "FILES = n,"
command or the FILES where n is at least
command doesn't 16. See your DOS
specify a high enough manual For more
number. FILES must be information about
at least 16. the CONFIG.SYS file.
100 Disk The program is trying Run the Fix option
Read to read past the end of the Utility
Error of the file. This is program. It was
caused by a bad index designed for just
file. The index says this type of
there is a name record problem.
at a certain place in
the master file, but
that location doesn't
actually exist in the
master file.
Reliance Mailing List 2.30 User Manual Page 7.7
Chapter 7, Error messages
1004 Index The index file has Run the Fix option
File been damaged, most of the Utility
... likely by switching program.
diskettes at the wrong
time.
For errors not in this table, use the Fix option of the
Utility program to rebuild your data files and then try again.
If that doesn't work, contact me.
YOU CANNOT CHANGE COLORS ON A MONOCHROME MONITOR
The Change Colors option on the Utility menu only works with
color monitors.
YOU MUST ENTER A VALUE FOR LAST NAME
In the Import program you've left the Last Name blank. You
have to import something into the Last Name field; the Mailing
List program requires it. Enter a number between 1 and 50.
Appendix A
Converting Data from earlier versions
This tells you how to use the Conversion program to transfer
data from files that were used by Reliance Mailing List versions
2.0, 2.01 and 2.10 to files used by version 2.30. The new
version will not read the files from version 2.10 or earlier, so
you must use the conversion program to transfer the data.
If you've been using version 2.20 or 2.21, you don't need to
convert your data. Don't run the conversion program; it won't
work.
Procedure
1. If you are using a hard disk, log on to the disk and the
subdirectory where you have installed the program. These
instructions assume that the disk is C: and the subdirectory
is MAIL. If your system is different, substitute the letter
and subdirectory name for your system in the commands below.
- Enter: C:
- Enter: CD \MAIL
If you are using two floppy diskettes, place the working
copy of your program diskette in drive A: and enter A:.
2. Enter: MAILCONV
This starts the Mailing List Conversion program.
The following screen appears:
Page A.1
Reliance Mailing List 2.30 User Manual Page A.2
Appendix A, Converting Data from earlier versions
==================================================================
RELIANCE MAILING LIST CONVERSION PROGRAM
This program converts data files from version 2.0, 2.01 or 2.10 into
the format required by Reliance Mailing List version 2.20 or 2.30.
The original files are MASTER.RML, INDEX1.RML, INDEX2.RML and SCR.RML.
The new files will be MASTER.RM2, INDEX1.RM2, INDEX2.RM2 and SCR.RM2.
Enter the drive and path where the original files are and where you
want the new files written. Press Esc to cancel.
ORIGINAL drive and path, where the files to be converted are located:
_____________________________________________________
NEW drive and path, where the new files are to be written:
_____________________________________________________
==================================================================
NOTE: If the screen says "Bad command or file name" instead,
it means you do not have the conversion program on your
program disk or on your hard disk in the current subdirec-
tory. Install the program again, following the directions
in Chapter 3.
3. Enter the drive and path where the 2.0, 2.01 or 2.10 files
are located. If you are using two floppy diskettes, you may
remove the program disk, so the original files should be in
drive A: and the new files in B:. If you are using a hard
disk, enter the drive and subdirectory. It can be the same
as the new drive and subdirectory or different.
4. Enter the drive and path where you want the new, version
2.30, files to be created. If you are using two floppy
disks, enter B:. If you are using a hard disk, enter the
drive and subdirectory.
5. The following message appears:
==================================================================
Insert Original and New disks
Press space bar to continue or up-arrow to go back
==================================================================
If you need to, you may remove the program diskette now and
insert the original data diskette in drive A:. When the
original and new diskettes are in the drives, press the
space bar.
Reliance Mailing List 2.30 User Manual Page A.3
Appendix A, Converting Data from earlier versions
6. The program now converts your data, showing messages like
these as it does so:
==================================================================
Converting data file C:\MAIL\MASTER.RML to D:MASTER.RM2 ...
Building indexes ... Converting SCR ... Done!
Get rid of MAIL.COM, MAIL.000 and MAIL.001.
Use MAIL.EXE, the version 2.30 program, instead.
==================================================================
7. The conversion is now complete. You have a new set of data
files with the extension RM2. The old data files have not
been changed.
If you are using two floppy disks, put the old program and
data disks aside and use the new program and data disks
instead.
If you are using a hard disk, erase the old program and data
files from your disk. Be sure you have a backup on floppy
disks first. To erase the old program, enter the following
commands:
DEL MAIL.COM
DEL MAIL.00?
DEL MAILUTIL.COM
To erase the old data files, enter
DEL *.RML
NOTE: If you are using a hard disk and you have the old
program in the same subdirectory as the new, you must erase
the old program before you can run the new one. The old
program is MAIL.COM, and the new one is MAIL.EXE. If you
enter MAIL to run the program and MAIL.COM is on the disk,
it will run instead of MAIL.EXE. The same goes for
MAILUTIL.COM and MAILUTIL.EXE.
8. If you have more data files to convert, start over at step
1, above. When you are done, you may erase the file
MAILCONV.EXE from your program disk or your hard disk.
Appendix B
Importing data from a comma-delimited file
This explains how to use MAILIMPO, a program to import names
and addresses into the Reliance Mailing List version 2.30.
About the program
Many people have asked for a way to import data that has
already been entered in another program into the Reliance Mailing
List, so they don't have to type it in again. The File Import
program provides a way to do this, if the other program can
export the data in a specific format, called a "comma-delimited
text file," defined below.
Installing the program
The program is on a separate subdirectory on the Registered
User diskette. This diskette is not distributed as shareware.
(If you received this program from any source other than me, you
have an illegal copy. Please notify me right away!) To install
the program, copy all the files in the subdirectory to another
disk. Instructions are given in Chapter 3 on page 3.2 for floppy
disks and 3.3 for hard disks.
Overview of Procedures
1. First, run the other program and tell it to write its name
and address data in a comma-delimited text file. You'll
have to read the documentation for the other program to find
out how to do this. The definition of a comma-delimited
text file is given below.
2. Next, if you haven't already done so, run the Mailing List
program, MAIL, to create your data files. You have to do
this before you can import any data into them. The File
Import program does not create the Mailing List files.
3. Run the File Import program, MAILIMPO. You tell it the name
of the comma-delimited file and the location of your Mailing
List files. Then you tell it which field in the comma-
delimited file corresponds to each field in your Mailing
List file.
Page B.1
Reliance Mailing List 2.30 User Manual Page B.2
Appendix B, Importing data from a comma-delimited file
Definition: Field means one piece of information.
For instance, First Name is a field and Last Name
is another field.
4. Finally, the File Import program reads the comma-delimited
file and writes the data into the Mailing List files. At
the end it tells you how many records were imported.
Definition: Record means all the data for one
name. All the fields for, say, John Smith, make
up the record for John Smith.
The Comma-Delimited Text File
The other program must write its data in a file on disk in a
specific format. A file that Lotus 1-2-3 can import using the
command "/FIN" (File Import Numbers) or one that WordStar can use
as a MailMerge file will work. The format is as follows:
- The file is a text file; each line of text ends with a
carriage-return character and a line-feed character.
- Each line contains all the information for one name and
address record.
- All records contain the same number of fields.
- Fields may vary in length, but the whole line may not exceed
255 characters (not counting the carriage-return and line-
feed).
- No field may contain a double-quote (") character.
- Each field in the line is separated from the next by a
comma.
- If the field contains a comma, it must be surrounded by
double-quotes ("). The double-quotes are inside the commas.
Example: ,"Building A, Room 101",
- If the field does not contain a comma, it does not need to
be surrounded by double-quotes.
Example: ,Building A Room 101,
It's OK if it is surrounded by double-quotes, however.
- There is no comma after the last field in a line.
- An empty field (no value) is indicated by two commas in
succession. An empty field at the end of a line is
indicated by a comma and then the carriage-return. Example:
Reliance Mailing List 2.30 User Manual Page B.3
Appendix B, Importing data from a comma-delimited file
Jonathan,,Sachs,Austin,TX,78799,
- Date: The date must be in the standard U.S. sequence of
month, day and year. It can be in any of the following
formats:
* MMDDYY, with nothing in between the digits. This
format must be exactly 6 digits long. If a month, day
or year is only one digit, put a zero before it. For
instance, April 1, 1990 would be written as "040190."
* MMDDYYYY, with nothing in between the digits. This
format must be exactly 8 digits long. If a month, day
or year is only one digit, put a zero before it. For
instance, April 1, 1990 would be written as "04011990."
* MM/DD/YY or MM-DD-YY. This format has a non-numeric
character between the digits. Any non-numeric
character will do, but there must be only one between
each set of digits. A single-digit month, day or year
is OK. Also, the year can be two or four digits. For
instance, April 1, 1990 could be written as
"4/1/90," or "4/1/1990" or "04-01-1990," etc. In this
format, blanks are OK too. For instance " 4- 1-90"
will work.
If the year is between 80 and 99, the program makes it 1980
through 1999. If the year is between 0 and 79, the program
makes it 2000 through 2079. If you want a different
century, put all four digits in the date.
- Dollar amounts may have commas in them, or the commas may be
omitted. Do not include dollar signs or cents signs. For
instance, both "12,345.67" and "12345.67" are OK, but
"$12,345.67" isn't. Remember, if there are commas, the
field must have double-quotes around it.
- Selection Categories. To import data into the Yes/No
selection categories, include a field for each one in the
comma-delimited file. To put a Yes in a selection category
field, put a "Y" or a "y" or a word that begins with Y in
the comma-delimited file. Anything else will put a No in
the selection category field.
It's OK if the comma-delimited file doesn't contain all the
fields that the Mailing List program does. Anything that's
missing will end up as empty fields in the Mailing List program.
Also, the fields in the comma-delimited file can be in a
different order from how they appear on the Mailing List screen.
Example
Here is a record from an example comma-delimited file.
Remember, in the file on disk it's all one line.
Reliance Mailing List 2.30 User Manual Page B.4
Appendix B, Importing data from a comma-delimited file
"Nina","Borodine","1406 West 6th Street","","Austin",
"Tx","78703",35.00,"1/4/89",45.00,,"Y",,,,,,
Running the program
1. If you are using a hard disk, log on to the disk and the
subdirectory where you have installed the program. These
instructions assume that the disk is C: and the subdirectory
is MAIL. If your system is different, substitute the letter
and subdirectory name for your system in the commands below.
- Enter: C:
- Enter: CD \MAIL
If you are using two floppy diskettes, place the working
copy of your program diskette in drive A: and the working
data diskette in drive B:.
2. Enter: MAILIMPO to start the program.
The first of two data entry screens appears:
==================================================================
╔══════════════════ RELIANCE MAILING LIST FILE IMPORT PROGRAM ═════════════════╗
║ ║
║ This imports data from an ASCII comma-delimited file into the Reliance ║
║ Mailing List version 2.2x or 2.3x. Read the documentation, Appendix B, ║
║ to find out how to format the comma-delimited file. Run the Mailing List ║
║ program first to create the Mailing List files. Then run this program to ║
║ import the comma-delimited data into the Mailing List files. ║
║ ║
║ ║
║ Enter the file names below, or press Esc to cancel. ║
║ ║
║ ┌───────────────────────────────────────────────────────────────────┐ ║
║ │ │ ║
║ │ SOURCE drive, path and filename, the comma-delimited file: │ ║
║ │ │ ║
║ │ _________________________________________________________________ │ ║
║ │ │ ║
║ │ TARGET drive and path, where the Mailing List files are: │ ║
║ │ │ ║
║ │ _____________________________________________________ │ ║
║ │ │ ║
║ └───────────────────────────────────────────────────────────────────┘ ║
║ ║
╚══════════════════════════════════════════════════════════════════════════════╝
==================================================================
Figure B.1: Source and Target files
Reliance Mailing List 2.30 User Manual Page B.5
Appendix B, Importing data from a comma-delimited file
Source drive, path and filename
Enter the name of the comma-delimited file. If it's on a
different disk, enter the disk drive. If it's in a different
subdirectory, enter the path as well. For instance, if the
comma-delimited file is named "EXPORT.FIL" and is on drive C in a
subdirectory named "WP," you'd enter "C:\WP\EXPORT.FIL."
If you need to put a different diskette in the drive, do it
before you enter the Source drive, path and filename. For
instance, you may have your program diskette in A:, your data
diskette in B:, and the comma-delimited file on a third diskette.
When the screen shown above appears, remove the program diskette
and put the comma-delimited diskette in A: and then enter the
Source information.
Target drive and path
Enter the drive and path where your Mailing List files are.
If you just press Enter on an empty field, the program enters the
current disk and directory for you. If your Mailing List files
are somewhere else, you have to enter the disk drive and path.
When you enter this information, the message "Press space
bar to continue or up-arrow to go back" appears. This lets you
make sure the information is correct before going on. To correct
your entries, press the up-arrow. When you're sure they're OK,
press the space bar. The second data entry screen appears:
Reliance Mailing List 2.30 User Manual Page B.6
Appendix B, Importing data from a comma-delimited file
==================================================================
╔══════════════════ RELIANCE MAILING LIST FILE IMPORT PROGRAM ═════════════════╗
║ ║
║ Here is the first line of the comma-delimited file: ║
║ ┌──────────────────────────────────────────────────────────────────┐ ║
║ │"Alan"," Alper","5513 The High Road","P.O. Box 1234","Austin","Tx"│ ║
║ │,"78712", 100.00 ,"12/31/85", 150.00 ,,"Y",,,,,, │ ║
║ │ │ ║
║ │ │ ║
║ └──────────────────────────────────────────────────────────────────┘ ║
║ Enter the number of the field in the line above to be imported into each ║
║ field in the Reliance Mailing List below. Leave blank for no import. ║
║ ┌──────────────────────────────────────────────────────────────────┐ ║
║ │ First Name: __ Zip Code: __ Selection Categories │ ║
║ │ Last Name: __ Home Phone: __ 1 .................... __ │ ║
║ │ Title: __ Work Phone: __ 2 .................... __ │ ║
║ │ Salutation: __ User Code: __ 3 .................... __ │ ║
║ │ 4 .................... __ │ ║
║ │ Address: __ Contributions 5 .................... __ │ ║
║ │ Address: __ Last Amount: __ 6 .................... __ │ ║
║ │ City: __ Last Date: __ 7 .................... __ │ ║
║ │ State: __ Total Amount: __ 8 .................... __ │ ║
║ └──────────────────────────────────────────────────────────────────┘ ║
║ ║
╚══════════════════════════════════════════════════════════════════════════════╝
==================================================================
Figure B.2: Field Numbers
First line of the comma-delimited file
The first line of the comma-delimited file appears in the
upper box. This lets you see what you are working with as you
enter data in the lower window. The illustration above is only
an example; your data will appear instead.
Field numbers
In the lower window, enter the number of the field in the
comma-delimited file that corresponds to each field in the
Mailing List file. For instance, if the first field in the
comma-delimited file is the first name, you'd enter 1 next to
First Name in the lower window. If the second field is the last
name, you'd enter 2 next to Last Name. If no field in the
comma-delimited file corresponds to a field in the Mailing List
file, leave the number blank. In the example above, for
instance, there's no title and no salutation, so you'd leave
these blank. The first address line is the third field in the
comma-delimited file, so you'd enter 3 for Address 1.
When you've filled in the lower window, press PgDn or press
Enter enough times to go past Category 8. The message "Press
space bar to continue or up-arrow to go back" appears. Again,
Reliance Mailing List 2.30 User Manual Page B.7
Appendix B, Importing data from a comma-delimited file
this lets you review the information before going on. When
you're sure it's correct, press the space bar.
Results
As soon as you press the space bar, the program imports the
data. When it's done, a message similar to the following
appears:
==================================================================
207 records read
205 records imported into Reliance Mailing List
2 records not imported
==================================================================
Figure B.3: Results
If any records were not imported it's because they had no
last name and no first name. The Mailing List program requires
the last name, so records with no name are rejected.
The program ends at this point. Run the Mailing List
program and use the Browse function to look at your data and make
sure it's correct.
If your data is not correct
If your data doesn't look right when you look at it in the
Mailing List program, it may be because you didn't enter the
field numbers correctly. Go back and make sure you know exactly
which comma-delimited field corresponds to each Mailing List
field. Also, make sure the comma-delimited file matches the
requirements listed above.
If the data is wrong, fix the problem in the comma-delimited
file or in the field numbers and try again. However, before you
try again, you must delete the Mailing List files and create new
ones. If you don't, the data you import the second time will be
added to the data you imported the first time. It won't replace
it. If you need to import the data again, do the following:
1. Delete the Mailing List files.
a. If you are in the same directory as your data files,
Enter: DEL *.RM2
b. If your data files are on a disk in drive B:,
Enter: DEL B:*.RM2.
2. Run the Mailing List program to create new data files.
Reliance Mailing List 2.30 User Manual Page B.8
Appendix B, Importing data from a comma-delimited file
3. Run the File Import program again to import the data into
the new files.
Other
Here are some other things to know about the File Import
program.
If the last name field in the comma-delimited file is empty,
the program imports the first name into the Last Name field
instead. If the first name is also empty, the record is not
imported, because the Mailing List program requires an entry for
Last Name.
If the first address line is blank, the program moves the
second address line up to the first address line.
If something is invalid in a comma-delimited field -- for
instance, if a date field contains an invalid date or a dollar
field contains invalid characters -- the data is not imported.
The Mailing List field is left empty.
You may have some information that doesn't correspond. For
instance, there's no place in the Mailing List program for a
middle initial or a suffix, such as "Jr." or "M.D." If you can,
get the other program to put the middle initial in the same field
as the first name and the suffix in the same field as the last
name. If there's a field that doesn't correspond, just don't
enter its number and it won't be imported.
Don't import the data twice, because you'll get duplicate
entries in the Mailing List file.
See Chapter 7 for an explanation of error messages you may
encounter.
Appendix C
Examples
The following pages contain sample lists and labels, in the
following order:
- Full list (compressed)
- Name and address list, one line per name (compressed)
- Name, address and phone list (normal)
- Name and phone list, one line per name (normal)
- Labels, one-across, compressed
- Labels, one-across, normal
- Labels, two-across, compressed
- Labels, two-across, normal
- Labels, three-across, compressed
- Labels, three-across, normal
Cheshire labels are not shown because they are printed on
15" wide paper. The examples are omitted from the on-disk
documentation.
Page C.1
Appendix D
Hints
This appendix contains some tips and tricks for advanced
users -- how to do things that are not obvious from the menus.
It assumes some knowledge of DOS beyond the basics.
Using subdirectories for multiple sets of data
When you start the program you are asked for the drive and
path where your data files are. You can keep multiple sets of
data on a hard disk by putting them in different subdirectories.
When you want to use data in a different subdirectory, use the
Main Menu option Change Data Files and enter the other
subdirectory.
Multiple selection
When you select names for output -- for lists, labels, an
export file or just to count -- you can select by only one type
of criterion at a time. If you select certain selection
categories, you get all the zip codes for names in those
categories. If you select certain zip codes, you get all the
categories in those zip codes. But what if you want only certain
categories and only a range of zip codes? Here's how to do it:
1. Make a separate subdirectory called \MAIL\TEMP or prepare a
blank formatted disk.
2. Use the Extract option in the Utility program (available to
registered users). When you are asked for the Target path,
enter the \MAIL\TEMP subdirectory or the floppy disk. (If
you are using two floppy disks, enter A: for the Target and
B: for the Source. You can remove the program diskette when
it tells you to insert the Target disk.)
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Reliance Mailing List 2.30 User Manual Page D.2
Appendix D, Hints
3. In the Extract option you are asked to select what names to
extract. Make your first selection, for instance only
certain selection categories. Then go on to extract the
data.
4. Exit the Utility program. If you are on a hard disk, start
the Mailing List program and use the Main Menu option Change
Data Files to change to the subdirectory or disk where the
new files are.
If you are using floppy disks, exit the Utility program and
put the program diskette in A: and the new data disk in B:.
Then start the Mailing List program.
5. Now make a further selection, for instance a range of zip
codes. Since you are working with files that contain only
the results of a previous selection, the resulting output
will contain only those that match both selections. For
instance if you first select certain selection categories
and then select a range of zip codes, the output will only
contain names in those categories and in those zip codes.
Using a Laserjet printer
This section tells you how to use the Hewlett Packard
Laserjet, Laserjet II and similar printers, including the Deskjet
Plus. I've tested these procedures with the Laserjet II and the
Deskjet Plus. There are two problems.
- The program lets you enter only four control codes. These
are not enough to put the Laserjet printers into compressed
print.
- The documentation on disk is intended for continuous-form
paper. There is a form-feed and a page header every 63
lines. Because the Laserjet ejects to a new page every 60
lines, every other page contains only a few lines.
Compressed print
The installation program copies three files to your hard
disk or your program diskette: HPSETUP.EXE, HPRESET.EXE and
HPMAIL.BAT. By using these files you can print lists and labels
in compressed print.
1. Instead of entering MAIL to start the Reliance Mailing List
program, enter HPMAIL.
Reliance Mailing List 2.30 User Manual Page D.3
Appendix D, Hints
2. In the Mailing List program, go to the Utility Menu and then
to Set Up Your Printer. On the Set Up Your Printer screen,
enter 14 for the code to turn compressed print on and 15 for
the code to turn compressed print off. All the other codes
must be zero, and the answer to the form feed question must
be Yes. Press Enter to get through all the entries, and
then press the space bar to go back to the menu.
3. Now you can print lists and labels using both compressed and
normal print. When printing labels, don't print the test
pattern first.
For printing labels, use Avery 5161 for two-across labels or
Avery 5160 for three-across labels. Be sure to select one of
these from the Choose Label Style screen, not one of the other
styles.
The batch file HPMAIL.BAT runs the program HPSETUP, then runs
the Mailing List program, and then runs the program HPRESET.
HPSETUP sets the laser printer to 60 lines per page and 6 lines
per inch, with a top margin of 3 1/2 lines, which is what you
need for labels. It also installs compressed print as a
secondary font. The control codes on the Set Up Your Printer
screen switch between the primary (normal) and secondary
(compressed) font. HPRESET sets the printer back to its normal
state.
Mailing labels
Be sure to select one of the HP Laserjet label styles.
Otherwise, the last page of labels will stay in the printer and
you'll have to press the Form Feed button on the Laserjet control
panel to get it out.
On-disk documentation
The installation program copies HP66.EXE to your program
diskette or your hard disk. Use this program to set your printer
to print 66 lines per page; then you can print the documentation.
1. Enter: HP66
2. Enter: COPY MAIL230.DOC PRN:
3. Enter: HPRESET
Appendix E
Technical Information
You'll need the information in this chapter if you are a
programmer who wants to extract information from or import
information into the Reliance Mailing List files. It describes
the data files and gives their Turbo Pascal record declarations.
It also describes in detail the format of the Export files. If
you are not a programmer, skip this.
Mailing List Data Files
The following files are not shipped on the distribution
diskette. They are created by the Mailing List program.
MASTER.RM2 The master file containing all the name and
address records.
INDEX1.RM2 An index file for the Master file. This enables
the program to look up name and address records by
last name.
INDEX2.RM2 An index file for the Master file. This enables
the program to look up name and address records by
zip code.
SCR.RM2 The System Control Record. Contains system-wide
information such as the codes for controlling your
printer, the selection category names, etc.
CONFIG.RM2 A configuration file created on the program disk.
Contains the last drive, path and colors selected.
Record type declarations
Following are the record type declarations for these files.
type
str1 = string[1] ;
str3 = string[3] ;
str4 = string[4] ;
Page E.1
Reliance Mailing List 2.30 User Manual Page E.2
Appendix E, Technical Information
str5 = string[5] ;
str9 = string[9] ;
str14 = string[14] ;
str20 = string[20] ;
str30 = string[30] ;
str53 = string[53] ;
date = record
yr : integer ; { 0 .. 9999 }
mo : integer ; { 1 .. 12 }
dy : integer ; { 1 .. 31 }
end ;
key1_typ = str5 ;
{ The key is the first five characters of the last name, stripped of
blanks and capitalized. }
key2_typ = str14 ; { zip code + key1_typ }
mf_rec = record { Master File record }
{ differs from Turbo 3.x version only in that status is a longint }
status : longint ; { 0 = active, else deleted } { 4}
last_name : str30 ; {31}
frst_name : string[18] ; {19}
title : string[9] ; { eg, Dr., Mr., Ms., etc } {10}
salutation : string[11] ; { Dear ... } {12}
addr1 : string[25] ; {26}
addr2 : string[25] ; {26}
city : string[23] ; {24}
state : string[2] ; { 3}
zip : str9 ; {10}
home_phon : string[14] ; {15}
work_phon : string[14] ; {15}
usercode : str3 ; { 4}
last_amt : real ; { last contribution amount } { 6}
last_date : date ; { last contribution date } { 6}
tot_amt : real ; { total contribution amount } { 6}
flags : byte ; { 8 booleans, user-defined } { 1}
end ; { total 218}
scr_rec = record { System Control Record }
ID : str30 ; { descriptive identification }
flagbits : byte ; { 8 booleans. 0 = formfeed, 1 = US zip, }
{ others are reserved for future use }
{ label defaults }
num_across, { number of labels across }
max_len, { max number of chars in one label }
start_1, { column to start label 1 }
start_2, { column to start label 2 }
start_3, { column to start label 3 }
start_4, { column to start label 4 }
num_lines : byte ; { number of lines in label }
{ end label defaults }
num_recs : longint ; { number of records used }
Reliance Mailing List 2.30 User Manual Page E.3
Appendix E, Technical Information
prt_init, { printer initialization string }
prt_rset : str4 ; { " reset string }
cat_name : array [1..8] of str20 ; { selection category names }
end ;
config_rec = record { Configuration record }
bgc, { background color }
txc : integer ; { text color }
datapath : str53 ; { data path }
cfgfill : array [59..128] of byte ; { reserved }
end ;
var
scr : scr_rec ; { system control record }
master : mf_rec ; { master record }
mf_file : datafile ; { master file -- type def. in TACCESS }
ix1_file : indexfile ; { index file -- type def. in TACCESS }
ix2_file : indexfile ; { index file -- type def. in TACCESS }
scr_file : file of scr_rec ;
config : config_rec ; { Configuration data }
{ Turbo Access constants }
const
MaxDataRecSize = 218;
MaxKeyLen = 14;
PageSize = 48;
PageStackSize = 16;
Order = 24;
MaxHeight = 3;
Using the data files
I do not recommend that you attempt to access these files
outside the Reliance Mailing List system. The only exception
would be in order to import data from another database into this
one or export from this into another one. In either case, you'll
need the Turbo Database Toolbox, version 4.0.
The easiest way to import data is to have the other database
program export it in a comma-delimited text file and then use the
Import program, MAILIMPO.EXE (available to registered users), to
import it. If the other database can't create a comma-delimited
text file, then you'll have to write a program to read its files.
The steps to import data in that case are as follows:
1. Create the files with the Mailing List program. This
creates a Master file that contains only one record,
required by the Database Toolbox functions.
2. Write a program to read the other database and add records
to the MASTER.RM2 file. Note that this is a Database
Toolbox Datafile. Do not attempt to index the file.
Reliance Mailing List 2.30 User Manual Page E.4
Appendix E, Technical Information
3. Use the Fix option of the Utility program (available to
registered users) to index the file. This will also update
the necessary fields in the System Control Record.
To export data, use the Main Menu option Create File to
Export Data to create a comma-delimited ASCII file. Then write a
program to read that file and write the data to your own files.
If you need help with any of this, call me. I'll be glad to
do custom programming for a fee, and I may have something already
written that can help you.
Export File Formats
This section gives details about each of the files created
by the Main Menu option Create File to Export Data. It only
tells how the Mailing List program creates the files; it doesn't
give a complete specification of the files. Please refer to the
documentation for the program you're working with (Word, Sprint,
etc.) for more details. First, some definitions:
Field means one piece of information. For instance,
First Name is a field and Last Name is another field.
Record means all the data for one name. All the fields
for, say, John Smith, make up the record for John
Smith.
Field formats
Unless specified differently for a particular file format,
each field is formatted as follows. All fields are converted to
strings.
Mailing List Data Output Format
Alphanumeric String
Numeric (dollar amounts) String; formatted with
commas and two decimal
places, as dollars and
cents. There's no dollar
sign.
Example: 999,999.99.
Yes/No "Y" if Yes, else null
Date "MM/DD/YYYY"
Reliance Mailing List 2.30 User Manual Page E.5
Appendix E, Technical Information
File Formats
All the file formats except WordPerfect are standard ASCII
text files. The WordPerfect file is a text file in WordPerfect
format. Each line (except WordPerfect) ends with a carriage-
return (0DH, Ctrl-M) and a line-feed (0AH, Ctrl-J). The files do
not end with a Ctrl-Z character. No line can exceed 255 charac-
ters (240 for Lotus 1-2-3). If any line would exceed the limit,
it's not written and a message appears at the end of the process
telling how many weren't written.
Wordstar-style comma-delimited
Each name and address record is on one line. All records
contain the same number of fields. Fields are variable length in
the standard format (see above), except as follows:
- No field contains double-quotes.
- Each field in the line is separated from the next by a
comma.
- If the field contains a comma, it's surrounded by double-
quotes ("). The double-quotes are inside the commas.
Example: ,"Building A, Room 101",
- If the field doesn't contain a comma, it's not surrounded by
double-quotes.
Example: ,Building A Room 101,
- There's no comma after the last field in a line.
- A null field (no value) is indicated by two commas in
succession. A null field at the end of a line is indicated
by a comma and then the carriage-return and line-feed.
Example: Jonathan,,Sachs,Austin,TX,78799,
Basic-style comma-delimited
Each name and address record is on one line. All records
contain the same number of fields. Fields are variable length in
the standard format (see above), except as follows:
- No field contains double-quotes.
- Each field in the line is separated from the next by a
comma.
- All non-numeric (non-dollar) fields are surrounded by
double-quotes (") regardless of whether they contain any
commas. The double-quotes are inside the commas.
Reliance Mailing List 2.30 User Manual Page E.6
Appendix E, Technical Information
Example: ,"Building A, Room 101",
- Numeric (dollar) fields are formatted with no commas and are
not surrounded by double quotes.
- There's no comma after the last field in a line.
- A null field (no value) is indicated by two quotes.
Example: "Jonathan","","Sachs","Austin","TX","78799",""
Lotus 1-2-3 import file
This is exactly the same as the BASIC-style comma-delimited
format except that no record may exceed 240 characters.
Microsoft Word
This is exactly the same as the WordStar-style comma-
delimited file except that the first record is a special header
record containing the names of the fields in the succeeding
records. The second and succeeding records contain Mailing List
data. Each name in the header record is one word. The names of
the fields in the header record are as follows:
firstname zipcode category1
lastname homephone category2
title workphone category3
salutation usercode category4
address1 lastamount category5
address2 lastdate category6
city totalamount category7
state category8
WordPerfect
This is a WordPerfect, not a standard ASCII text file. Each
line is terminated by only by a line-feed (0AH, Ctrl-J). There
is no carriage-return (0DH, Ctrl-M).
Each record spans more than one line. All records contain
the same number of fields. Fields are variable length in the
standard format (see above).
Each field is terminated by a Ctrl-R character (12H) and
then the line-feed. A null field (no value) is indicated by a
line consisting only of a Ctrl-R character and then the line-
feed. After the last field there is an additional line
containing only a Ctrl-E character (05H) and then the line-feed.
Reliance Mailing List 2.30 User Manual Page E.7
Appendix E, Technical Information
Sprint
This is a standard ASCII text file. It's in two sections, a
Template section and a Data section. The Template section
contains the following information:
- Line 1 starts with the following text:
@TEMPLATE{
- The rest of line 1 and all succeeding lines in the Template
section contain one field name each. The field name is the
same as in the Microsoft Word header record (see above).
The field name is enclosed in angle-braces (<>).
Example: <firstname>
- Each field name except the last one has a semicolon (;)
after it. There's no semicolon after the last field name.
- After the last field name there's a right curly brace (})
and then a blank line.
The Data section contains the following information:
- Line 1 contains the following text:
@DATA
- The rest of the Data section contains records for the name
and address data. A record spans more than one line. All
records contain the same number of fields. Each field
occupies one line. Fields are variable length in the
standard format (see above), except that no field contains a
semicolon (;).
- There's a semicolon (;) after each field name except the
last. There's no semicolon after the last field name.
There is a blank line after the last field.
- Null fields (no value) are indicated as follows:
* If it's not the last field, a semicolon on a line by
itself.
* If it's the last field, a blank line.
Here's an example of both the Template and Data sections:
Reliance Mailing List 2.30 User Manual Page E.8
Appendix E, Technical Information
@TEMPLATE{<firstname>;
<lastname>;
<address1>;
<address2>;
<city>;
<state>;
<zipcode>}
@DATA
Flesh;
Gordon;
123 Maple Street;
; <-- missing address line 2
Austin;
Tx;
78705
Franklin;
Patterson;
Castle View Condo, Bldg 3;
4456 Castle View Plaza;
San Antonio;
Tx;
<-- blank line for missing zip
Noah;
Zark;
44 Mongo Way;
;
Austin;
Tx;
78704
Appendix F
History of revisions
Earlier versions
Version 1.0 was written in SBASIC on a CP/M Kaypro in 1984.
There was no corresponding MS/PC-DOS version. It was pretty good
for its time and was an interesting programming exercise. There
were quite a number of users.
Version 2.0 was a completely new program written in Turbo
Pascal for both CP/M and MS/PC-DOS. It was designed for a
political campaign; the candidate made a respectable showing but
did not win. The program was then used in another campaign for
another candidate to keep track of supporters. That candidate
won and I was happy to have had a part in the victory. This was
the first version to have the selection criteria, the contribu-
tion field, and so forth. I used the Turbo Database Toolbox to
maintain the data files and the indexes.
Version 2.01 was a minor upgrade. Selection categories were
now printed with each name on the list and the list of selection
category titles was printed at the end of the list.
Version 2.10 was a major upgrade. It included several new
ways to print labels, new list formats, the ability to pause to
put new labels in the printer and several other enhancements.
For the first time, a utility program to recover damaged data
files was available to registered users.
Version 2.20 was another major upgrade. This version was
written in Turbo Pascal 4.0, which made it faster, and the new
features made it easier to use and more powerful. Some of the
important new features were: A much better Browse function; more
latitude in selecting names for output; more label formats; the
Extract feature; support for non-U.S. postal codes; colors; and
better error handling.
There were a number of minor upgrades, versions 2.20a, b,
etc., up to 2.21. These were never officially released as
shareware, but recent registered users have gotten them as I've
enhanced the program little by little.
Page F.1
Reliance Mailing List 2.30 User Manual Page F.2
Appendix F, History of revisions
Version 2.30
Version 2.30 is another major upgrade. Improvements over
version 2.20 include the following:
- The option Create File to Export Data now includes six
different formats, including WordStar, Basic-style, Lotus
1-2-3 (import file), Microsoft Word, WordPerfect, and
Sprint.
You can now enter a full drive and path for the output file,
and you can select Categories for output. If you do, the
output file contains a "Y" or Yes or null for No for each
category.
- You can define your own mailing label style if none of the
twelve predefined styles fits your needs. The program
remembers your definition, so once you've entered it you can
use it over and over again.
- Lists print better. Now a page break won't occur in the
middle of the information for a name.
- Better support for the Hewlett Packard Laserjet and Deskjet
printers.
- Better support for subdirectories. The data files don't
have to be in the same subdirectory as the program, and you
can access data in different subdirectories without leaving
the program. The current subdirectory is shown on the Main
Menu.
- The Utility program, available only to registered users, has
the ability to find duplicate names or addresses.
- Registered users get a program to import data from a comma-
delimited text file into the Mailing List program, making it
easier to transfer data from other programs.
- The data entry screen has a box around it and looks better.
There are other minor cosmetic enhancements.
There are numerous other small improvements. These
improvements came about because users asked for them. If there
is a feature you'd like to see, write or call me. I intend to
keep improving this program until it has no peer.
Appendix G
Reliance Software Order form
Other Reliance software
The Reliance Mailing List is one of several software
products from Reliance Software Services. Others include the
Nonprofit General Ledger program and the source code to the user
interface used in the General Ledger and the Mailing List
program. To order your Registered User copy of the Reliance
Mailing List or any of the other products, use the order form
below.
Nonprofit General Ledger
The Nonprofit General Ledger program is a powerful, yet
easy-to-use accounting program designed specifically for the
small nonprofit organization. Accounting for nonprofits is
different from accounting for for-profit organizations.
Nonprofits need to keep track of how much money is spent on
different service programs. They also need to know where the
money from different funding sources goes. This program keeps
track of both. The program does the following:
- Separates revenues and expenses according to service program
and funding source. This makes it easy to report expenses
to funding organizations.
- Prints a consolidated income statement and balance sheet as
well as detailed income statements for each service program
and funding source. You get an accurate picture of the
organization's financial position.
- Prints a great variety of other reports, including a trial
balance and budget variance reports.
- Provides a complete audit trail of all transactions. Your
auditor can easily verify the accuracy of your financial
statements.
- Compares actual to budgeted expenses and receipts. This
helps you to manage the organization effectively.
- Shows the effect of transactions on the budget immediately,
as they are posted. If an expenditure would exceed the
budget, you can post it to another budget category instead.
Page G.1
Reliance Mailing List 2.30 User Manual Page G.2
Appendix G, Reliance Software Order form
This eliminates the need to go back and make adjustments
later.
- Is extremely easy to use; data entry is simple and
intuitive, and all program functions are menu-driven. Your
books will always balance; the program prevents you from
making an unbalanced entry.
The Registered User version costs $40. You get the
Nonprofit General Ledger program and the Utility program with
complete documentation on disk. For $55, you get the disk plus a
nicely printed copy of the documentation.
User Interface source code
The menu-driven user interface used in Reliance products was
written up in Computer Language magazine, October 1987, page 57
and April 1988, page 117. Features include:
- On-screen data entry forms with complete cursor control
- "Bullet proof" data entry of strings, real numbers,
integers, booleans and dates
- Control of screen attributes and colors
You can get the Turbo Pascal source code for only $6. You
can freely use the source code in your own applications without
paying any royalties. The disk contains code for both Turbo
Pascal 3.0 and for 4.0, 5.0 and 5.5.
Reliance Mailing List 2.30 User Manual Page G.3
Appendix G, Reliance Software Order form
Order Form
Use this form to order the Registered User versions of Reliance
software. Mail the form to:
William Meacham
Reliance Software Services
1004 Elm Street
Austin, Tx 78703
Make checks payable to William Meacham.
Your name: ____________________________________________
Address: ____________________________________________
____________________________________________
City, State, Zip: ____________________________________________
Product Price
Reliance Mailing List, manual on disk $ 25 ____
Reliance Mailing List, printed manual 35 ____
Nonprofit General Ledger, manual on disk 40 ____
Nonprofit General Ledger, printed manual 55 ____
User interface source code 6 ____
Total enclosed: _______
What version of the Reliance Mailing List do you have?
(Version number appears on the opening screen.) _______
Where did you get your copy of the program?
____________________________________________
____________________________________________
____________________________________________
THANK YOU!