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PC-Names■ (Version 1.31) Program and Documentation ■1990 by WR Software P.O. Box 4819 Walnut Creek, CA 94596 U.S.A. Tel. (415) 930-0369 Permission hereby granted to make exact copies of Documentation and program diskettes for shareware distribution Effective: October 30, 1990 Introduction Welcome to PC-Names (TM). This program is a combination address book and mailing list manager. It will store an unlimited number of names, depending only on the amount of disk storage you have available. You can group your names into categories to keep track of clients, club members, pizza places, or any other grouping that is important to you. PC-Names (TM) has unusually large areas for name and address information. The flexible address format is designed for U.S. and Canadian addresses, but works for addresses of almost all countries. The mail merge facility has optional salutations, which can have default or custom greeting options. The program prints mailing labels (including laser labels), rotary card files, envelope addresses (with optional return address), custom size labels, and a variety of "page size" reports. An address book can be printed in many sizes from quite small to full page, with options to print on both sides of a printer page, just like a real book. There is also a duplicate name search report, file import, file export, sort by name and Zip Code, and "hot key" printing for individual labels and envelopes. Best of all, the program is easy to use. It is "menu-driven" so choices are made from a list of options. In addition, the bottom of each display window lists the commands and function keys that can be used. Shareware Registration PC-Names (TM) is a shareware program, so you are encouraged to try it out and make copies for friends. If you like the program and continue to use it, we ask that you become a registered user. Registration is only $18 and includes a free upgrade disk, vinyl address book cover, printed documentation, and program support. California residents please add $1.31 Sales Tax. We provide information about future upgrades to all registered users. To print an Order Form just type ORDER at the DOS prompt. To register, send check or money order (sorry, no credit cards) for U.S. dollars to: WR Software PO Box 4819 Walnut Creek, CA 94596 U.S.A. If you decide not to register because the program is missing a feature that you require, or does not work with your computer or printer, please let us know. We want to fix these kinds of problems whenever possible, so please, take a few minutes and tell us about them. Setting Up Disk Files To use the program you will need DOS 2.1 (or later), and at least 512K of computer memory. If you have a hard drive, you can use the HARDDISK install procedure. This install procedure will create a directory \PCN on your C: drive, and then move the required files to this directory. For HARDDISK installs, put the PC-Names diskette in your A: drive, type A:HARDDISK, and press <Enter>. If you have a hard disk drive, but don't want to use C: and \PCN, then use the DOS "MD" command to create another directory name (for example, enter MD \DIRNAME). Next, change to the new directory (enter CD \DIRNAME). Finally, copy the entire diskette to the hard drive (COPY A:*.*). Floppy diskette users should use DOS to copy the entire diskette to another diskette. Place the diskette in the A: drive, put a blank formatted diskette in the B: drive, and type COPY A:*.* B: and press <Enter>. Upgrading Prior Versions Use the procedures HARDUPGR (for hard disks) and FLOPUPGR (for floppy diskettes) to install new versions of the PC-Names program. The "upgrade" procedure will overwrite your SETUP data, so you may want to "Print Screen" this information before doing the upgrade. To do this, start PC-Names and select each "Setup" screen and press "Print Screen" after turning your printer on. To use the automatic upgrade procedure for hard disk systems, your current PC-Names must be on the C: drive in the \PCN directory. To perform this upgrade, put the new PC-Names diskette in your A: drive, type A:HARDUPGR and press <Enter>. If you use a hard drive but have PC-Names elsewhere on your system (not in C:\PCN), then change to the drive and directory where you currently keep PC-Names. Next, place the new PC-Names diskette in your A: drive, and enter these two separate commands: COPY A:PCN.EXE COPY A:SETUP.DAT For floppy diskette users, put the new PC-Names in your A: drive, and your current PC-Names disk (the one with your names on it) in the B: drive. Next type A:FLOPUPGR and press <Enter>. After the "upgrade" is complete, the new PC-Names program will be copied to your original diskette. Continue using your original diskette, and save the new PC-Names diskette for a program backup. Program Loading PC-Names (TM) will use the date in your computer to tell you when names were added or changed on your file, and to show the current date at the top of your monitor. If your system asks for the date when you turn the computer on, you should reply with the correct current date. To start the program, floppy users must first insert the newly created diskette into the A: drive. Hard disk users must change to the new directory (type CD \PCN if you used the INSTALL procedure). Next, both floppy and hard drive users should type PCN and press <Enter>. Main Menu The main menu is a list of things you can do with the program. You can use the left and right arrow keys to select the item you want, and then press <Enter> to start it. You can also select menu items by pressing their first letter, which moves the highlight to that item, and then <Enter>. For example, press "v" or "V" to highlight "View" and then <Enter> to select "View." In addition, two menu items can be called by function keys in many places throughout the program. These menu items are: Categories (press F6) Initialize (press F9) HELP There is a main menu choice called "Help" that provides a very brief overview of the program. For those familiar with computer programs, this may be all the help needed to get started. In addition, the bottom of each display window has a command summary. These shorthand reminders list most of the specific commands and function keys that can be used with the current window. Getting Started When you select "Names" on the main menu, you will see a list of the names in your file. If your file doesn't have any names in it yet, then instead of a list, you will see a window that lets you add the first name. The "Name" record holds the name, address, phone numbers, and other miscellaneous information for a person or business. When you select "Categories" you see a list of the categories that have been defined. If your file doesn't have any categories, then instead of a list, you will see a window that lets you add the first category. A category is a sub-group for your "name" records, and it consists of a single letter and the corresponding description of the category. The "Views" option lets you look at the names in one category. Choose "Print" to see a sub-menu listing all the report options. The "Initialize" option lets you choose the category to "View" or "Print," as well as the title for reports. Choose "Setup Utilities" to tell PC-Names about your computer system and desired report styles, and to choose Import, Export, and Mail Merge. Adding Information Adding either a new name, or a new category, is done in a similar way. The first step is to choose the list you wish to update. For example, choose "Names" to see an alphabetical list of the names on your file. If there are no names on the file, the program will automatically "bounce" to the window used to add a name. This is true for all "list" windows: if there are no items in the list, the program goes right to the "add" window. If there are names on the file, they are shown in an alphabetical list. To add to the list, press the <Ins> key to transfer to the "add" window ("Ins" is the abbreviation for "insert"). Be sure the "Num Lock" key is NOT depressed, as this converts the <Ins> key to the number zero. The <Ins> key can be pressed from the top of the list, or any point in the list, regardless of what name you want to add. The name will be automatically placed in its correct alphabetical position. You can add any number of names before returning to the list. The "add" window is used to type in data in order to put it on your file. After typing a given field, press the <Enter> key to move to the next field. For example, after typing "Bill" into the "First Name" field of the name record, press <Enter> to move to the "Last or Business Name" field. You can skip a field by pressing the <Enter> key, or using the DOWN arrow key. You can move to a prior field with the <Esc> key or the UP arrow key. If you are in the middle of typing a new field, the <Esc> key will move to the start of the field and delete what you just typed. If you are on the first field shown, the <Esc> key will take you to the prior window. Once you have keyed all the data for the record, hold down the <Shift> key and press the <Enter> key. This will update your file with the new record. You can use Shift<Enter> to update from any point on the display. If you decide after typing some data that you do not want to add the record, hold down the <Shift> key and press the <Esc> key. This will cause the program to return to the prior list window, without saving anything that you have just typed. In summary, use <Enter> after keying some data (like "First Name") to register that piece of data; or use <Esc> to remove what you have just typed and start over at the beginning of the field. Similarly, use Shift<Enter> to update an entire record (name, address, etc.); or use Shift<Esc> to skip updating, and return to the prior list window. You can think of it as "small" <Enter> adds one field, while "capital" <Enter>, or Shift<Enter>, adds an entire record (a record is a group of fields). Similarly, <Esc> stops the change to a field, while Shift<Esc> stops the changes to a record. Changing Records The records for names and categories are revised in the same way. The first step is to choose a list of the items you wish to update. For example, choose "Categories" on the main menu to see a list of the categories on your file. To change an item on a list, first position the highlight bar on the item to be revised, then press <Enter>. You can use the down arrow key to move the highlight bar, and the <PgDn> key to see a new "page" on a long list. You can also type the first few letters of a name into the "Find" area (top of the "Names" list), to locate a specific name when your list gets longer. To get to "Smith" on a list with thousands of names, begin by typing the first few letters of "Smith." For example, you might key in "smi" and then press <Enter>. If the name you want still doesn't appear, you can key in more letters, and press <Enter> again. Stop typing when the name "Smith" appears on the screen, and use the down arrow key to move the highlight bar to the name you want. The search is not case sensitive, so "Smith" "smith" and "SMITH" are the same (don't bother typing "Capitals"). Once the highlight bar is positioned over the item you wish to change (say "Smith, Robert A."), press the <Enter> key and the program will display the "change" window. This window shows all the information about the name you selected. The "change" window is identical to the "add" window, so the same keys will move the cursor and let you make changes. The bottom of the window shows the command and function keys that can be used. Again, use Shift<Enter> to update the record with your changes. If you use Shift<Esc>, the record will NOT be revised, even after you type changes to some of the values. Deleting Records Names and categories are deleted in the same way. The first step is to choose the list which has the item you wish to delete. For example, choose "Names" on the main menu to see a list of the names on your file. To remove a name from your file, position the highlight bar over the item, and press the <Del> key (the "delete" key). The program will display the "delete" window. You will see the details for the selected item, along with the message "Press Enter to confirm delete." If you press <Enter>, the item is removed permanently from your file, and no longer appears on the list. If you press any other key, you will return to the list, and the item will not be deleted from your file. Categories (F6) Use a "category" to group names that have something in common. For example, you might want to assign people in your Bridge club into a "B" category. Then you can use the "B" category to print a phone list of just club members, or to print mailing labels for party invitations to a club function. With the VIEW function, you can see a list window with just Bridge club members, or any other category you select. Before you can use a category, you must first define it. To define a category, choose "Categories" from the main menu, or use the F6 "Categories" function key from elsewhere in the program. When you select "Categories," the first thing you see is a list of categories that have been defined previously. For example, you may see "S" and "Software Companies" in the data supplied with the program. If no categories have been setup, the program will "bounce" to the window where you can add a new category. If you are on the list of categories, press the <Ins> key to move to the window for adding new categories. Now you can type any letter, number, or other symbol to represent the category. Whenever possible, you will want to use the first letter of one of the words used to describe the category, to help you remember it. For example, use "P" for "Pizza Delivery Places." Next type the description of the category, then press <Enter> to save the category definition. You can change or delete categories just like other records. To change a category, move the highlight bar to the desired category and press the <Enter> key. To delete a category, move the highlight bar to the item and press the <Del> key. After adding a category, you can assign names to the new category as you add the names, by typing the category letter into the "Categories" place on the "Names" add window. You can also add categories to existing names, by using the "Names" change window. The "Categories" area can hold up to eight different categories. So, each name on your file can belong to as many as eight different groups that you define. For a given name, if you try to add a category that has not been defined yet, the program will give you a warning "beep" and display an error message. If you forget a category, or want to define a new one, while adding or changing names, just press the F6 "Categories" function key. The "Categories" list window will display the current categories and definitions, and you can press <Ins>ert to add a new category. Names The "Names" option is used to display your names, and then add, change or delete name information. The names list shows an alphabetical listing of all the names in your file, one "screen full" (or "page") at a time (see "Getting Started" above for more information about the names list). Besides the names, the screen shows either phone number or address information. Press the F7 function key to switch between "phone numbers" and "addresses." You can also switch from the "alphabetical" order to a "ZIP Code" sequence on the names list by pressing the F8 function key. From the names list, press the <Ins> ("insert") key to add a name. To change a name, first select the name and then press <Enter>. Delete a name by selecting the name, and then pressing the <Del> ("delete") key. To locate a name on a long list, key in the first few letters of the "last" or business name, and press <Enter>. Use the DOWN and UP arrow keys to move through the list of names. Use <PgDn> and <PgUp> keys to see the next or prior "page" of names. Press <Home> to select the top name on the screen, and <End> to select the bottom name on the screen. Press Ctrl<PgDn> to move to the bottom name on the list, and Ctrl<PgUp> to move to the top name on the list. When adding or changing names, the screen shows the various types of information that can be kept for a person or business (name, address, phone, notes, etc.). For a person, you can enter a "Title" (Mr., Mrs., etc.) if you wish, and put their given name or nickname (Robert, Bob, etc.) in the "First Name" area. Place their surname in the "Last Name" area. If a record is for a business, leave the "Title" and "First Name" areas blank, and put the name of the business in the "Last Name" area. If the record is for a particular person at a business, you could put "Attn: Joe Smith" in the first "address" line. Alternatively, you could put the person's name in the name area, and the name of the business in the first "address" line. Which technique is best to use depends on whether you want to find the record by the name of the person, or by the name of the business. Put the name you will use to find the record in the "Last Name" area. Since the file is alphabetized on the "Last or Business Name" field, you may occasionally want to split a business name between the "First" and "Last" name fields. For example, if you put "The JC" into "First Name" and "Penny Company" into "Last Name," then the record would appear with the "P's" using "Penny Company" but "The JC Penny Company" would print as the first line on address labels. Be sure and leave "Title" blank for all business names. If the name record is for a person, couple, or family, then the "Title" is used for "Ms." or "Mr. and Mrs." etc. ("Title" is optional). The "First Name(s)" area can be used for the first name and/or initials of one or more persons. When printing address labels, the program will not show the "and" or "&" (and what follows it) from the "First Name(s)" field, if you put something in the "Title" field. For example, let's say you entered "John and Sue" into the "First Name(s)" field and "Smith" into the "Last Name" field. If you put "Mr. and Mrs." in the "Title" area, the program will print address labels without "and Sue" as follows: Mr. and Mrs. John Smith If the "Title" is left blank, the same address label would print as follows: John and Sue Smith For this reason, you will usually want to enter the man's name first for a married couple if a "Title" is also entered, in order to avoid printing labels that say: Mr. and Mrs. Sue Smith If all this sounds confusing, there is a program feature that will help by showing you the result of all these formatting rules. Just press the F7 function key after entering the name, and the name will be shown in the address label or envelope format. The "Address" area has three lines with 33 spaces each, to provide for almost any conceivable address format. You can leave any of these lines blank, and the program will discard the blank lines such that a normal looking address label will be printed. Again, the F7 key will display the final format. For U.S. and Canadian addresses, you should use the "City State Zip" fields. However, these fields can be left blank for addresses that don't fit this format. If you want to print labels in Zip order, then you must put the Zip Code into the "Zip" area. The "Zip/Country" field can also be used for Canadian, British, and other Postal Codes, as well as the "country name" for "foreign" addresses. The "Categories" field is used to put a name into one or more of the category groups you have defined. Each name can belong to up to eight different category groups. See the CATEGORIES section of this document for more information about defining categories. The program checks to see if the categories you enter here have been previously defined. If the categories are not defined, there is a warning beep, an error message is displayed at the top of the screen, and the program will not save the name record until the category is corrected. When adding names, you can use the F6 "Categories" function key to define a new category or see a list of categories you have already defined. The "Salutation" field is used when mail merge files are created, if called for by the "Setup1" function. Use "Salutation" to put names after the word "Dear" at the start of a letter. For example, you might put "Bill," into "Salutation," so letters begin with "Dear Bill," and still put "William" into "First Name" so mailing address labels print as "Mr. William Jones". You may want to include the "Dear" and/or the final punctuation mark with the salutation, depending on how your word processor is set up for mail merge. For example, a salutation can be set up as either "Dear Bill," or "Bill" (use "Bill" if the word processor supplies the "Dear" and the ","). If you leave "Salutation" empty, the program will create one for mail merge files using the "Title" and "Last Name" (for example, "Mr. Jones:"). If the "Title" and "Salutation" are both blank, the program substitutes "Sir or Madam:" when mail merge files are created. A colon (:) is supplied as the final punctuation mark whenever the program "creates" a salutation. See the "Setup1" section for additional "default" salutation rules. You can use the F7 function key to see the salutation format that will be used for any particular name. The "Notes" area can be used for miscellaneous comments, extra phone numbers, etc. This area works like a simple word processor. It has "word wrap" which lets you keep typing at the end of a line, and move automatically to the next line without dividing words in the middle. You can use the <Ins> and <Del> keys to insert and delete words. The arrows underneath the Notes line show where "Book" printing will divide the line, because the full line will not fit the address book format. Sometimes, when you are entering data, you will want to skip over some of the fields. For example, you may be entering names that don't have phone numbers. In this case, after keying the last name, use the F5 Skip key instead of <Enter>. This will cause you to skip the phone fields and move directly to the address information. In general, use F5 Skip to move quickly through the name fields. Initialize (F9) The Initialize function is used to specify the category (sub-group of names) to PRINT on a report or VIEW on your monitor, as well as the title for reports. The category and title are easy to change. For example, if you're about to print a phone list report from the "Print" menu, the category and title will be displayed. If you wish to change them, press F9 to bring up the Initialize "window," key in the new category and title, and press <Enter> to return to the "Print" menu. The "Category" entered on the Initialize window selects the names to PRINT or VIEW. To choose all the names in your file, key a space into the "Category" field on the Initialize window. Views Choose "Views" to see the names in a single category. The "Views" list is similar to the "Names" list, except that you can choose to see only the names in one category. Use the F9 Initialize key to select the category. Once the names are displayed, you can key the first few letters of a name into "Find" to locate a particular name. You can also move down through the list with the down arrow and PgDn keys. Hold down <Ctrl> and press PgUp to return to the start of the list. You can use the F8 function key to change the sequence from alphabetical by name, to Zip code sequence. When you press F8 the words "Zip Order" appear at the screen top and the names appear in Zip Code sequence. In the "Zip Order" you can key in the first part of a Zip Code to locate names on the list. In the "Zip Order," names are shown alphabetically only if they have the same Zip Code. Press F8 again to return to the alphabetical name order. After the word "View" in the screen title is the category letter that you have selected. The top of the name column has a description of the category. You can add, change, and delete names just like on the "Names" list. However, if you add a name, it will only appear on the "Views" list if you remember to assign the same category to the name as you selected for viewing. You can use "Views" in a variety of ways. For example, you might want to see a list of pizza places that deliver, so you can order a pizza. Or you might have a customer who wants to know which of your dealers is closest to where he lives. To locate the dealer, first select the category for dealers, and then press F8 for Zip Order. Finally, key a portion of your customer's Zip Code into "Find" to locate the nearest dealer. Print Choose "Print" on the main menu to see a list of report, book, label, envelope, and rolodex printing options. All program outputs can be sent to dot matrix, laser, or letter quality printers (use "Setup1" to choose which type). Use the F9 "Initialize" key to change the "Title" and "Category" from the PRINT window. The "Title" prints at the top of each page on reports, or on the first address label. If you enter a "Category" it will limit the printing to just names in that category (a description of the category prints at the top of each page). If the "Category" is left blank, then all the names on your file will be printed. To begin printing, use the arrow keys to highlight the desired output on the "Print" menu, and press <Enter>. While the printer is running, you can press <Esc> to suspend the printing, and then decide whether to resume or quit printing. The "Names & Phones" report will print names with home and work phone numbers. The three reports shown under "Names & Phones" each add more information to the reports. For example, "Address + above" shows address data as well as name and phone. The "Misc. + above" shows categories, salutation, and date updated, as well as name and phone data. The "Duplicates" report shows names that may be repeated on your file. It will print only those names that match on the first 17 letters of last name, the 1st 5 letters of first name, and the Zip Code. The "Book" selection prints an address book in a variety of sizes and with many other options. See the "Setup2" section of this documentation for an explanation of these options. From the PRINT window you can use the F8 "Setup2" function key to change these book options. Choose "Mail Labels" to print address labels. Use the F7 "Setup1" function key on the PRINT menu to choose the label format, the width of the label, and the number across the printer. If you always use the same labels, you only need to enter the setup values the first time. You can also "setup" the label sequence to be in name or Zip order. All "setup" values can be revised at any time. Labels can be 1, 2, and 3 across the printer, as well as in regular, compressed, or laser formats. Labels printed with the "Mail Labels" option must be 15/16 inch high. Align continuous form (pin feed) labels for printing by using the F3 "Print Label" function on the "Names" list window. Just choose "Names" on the main menu, then highlight any name and press the F3 function key to print a label for the highlighted name. It is best to select a label with 4 or 5 address lines, to ensure proper alignment. Repeat this process until the labels are printing correctly. This is also a good way to select a small number of names for printing on mailing labels, or to print a few envelope addresses using the F2 "Envelope" function key. The "Envelope" and "Custom Labels" options are used to print address information on envelopes and labels of any size. These options also need "setup" values. The "Indent Address" value sets the number of spaces to the left of the address lines for return address or addressee. The "Lines high" is the number of lines from the top to the bottom of the label or envelope. If a printer outputs 6 lines per vertical inch (the most common value), a standard 4 1/6 inch high business envelope would need a "lines high" value of "25" (lines). Rolodex cards can be printed in the two most common sizes. From the Print menu, choose "Rolodex 2 1/6" to print 2 1/6 by 4 inch cards, or "Rolodex 3" to print 3 by 5 inch cards. Both card types print name, address, and phone number information. The larger 3 by 5 inch size also prints "Notes" information for each name. Setup/Utilities The "Setup" functions are used to define your computer environment and personal preferences. Typically, most of these "setup" values are entered the first time you use PC-Names, and left unchanged as you use the program in the future. The "Utilities" functions include Mail Merge (send names and addresses to your word processor), Import (load name data from another program), and Export (send name data to another program). Setup 1 The "Setup 1" display is used to enter values that tell PC-Names how you want various things handled. These setup values can be changed at any time, and may require some "experimenting" to set the values that work best with your system. PRINTER DEVICE NAME: You can use this value to switch your printing between printers (if you have more than one), or to route printing to a DOS disk file name. Most people have a single "parallel" printer, and should enter either LPT1 or PRN in device name. Use COM1 for most "serial" printers. PRINTER TYPE: The "Type" of printer you have is important for book, label and envelope printing. For other reports the type printer does not matter. This is because books can be printed in "compressed" format, envelopes are rotated for laser printing, and labels must be aligned differently for laser and compressed printing. Enter printer Type "1" or "3" for Dot Matrix printers (either value works for most dot matrix printers, but try the "other" if you have problems). Use printer Type "2" for laser printers, and set your printer to a "HP LaserJet II" compatible mode. If none of these settings works with your printer, then choose printer Type "4" (Other). This is a "custom setup" mode that lets you enter specific codes from your printer manual to get "compressed" (small) size letters and "8 lines per inch" (vertical) line spacing. The first part of each "custom setup" code usually requires an "escape" code, which must be entered between special symbols, as follows: <27> (note: these symbols are usually found on your keyboard above the "comma" and "period"). Any codes that you enter as "decimal" values must be between these special symbols (for example, <27><48> is a common pair of codes). It is easier to use the actual character instead of the "decimal equivalent" whenever possible (for example, use <27>2 instead of the equivalent <27><50>). After printing labels or address books that use these special codes, you will need to turn your printer off to clear them, or they will affect subsequent printing. MODEM: If you have a Hayes compatible modem, you can have PC-Names dial phone numbers for you. Specify your telephone type (touchtone or rotary), modem port number, and speed. Then from the Names or View list, select the person you wish to dial, and press the F10 "Dial" key. You can also dial from the name window. LABEL/ENVELOPE SEQUENCE: The sequence for standard labels, custom labels and envelopes can be set to name or Zip order. Use "1" for name sequence, and "2" for ZIP Code sequence. MAILING LABEL FORMAT: You can define the size and number across the printer of the mailing labels you are using. The "Normal" formats work with all printers except lasers. The "Compress" formats require a dot matrix type of printer, while the "Laser" format works with laser printers set to the HP LaserJet II mode. MAIL MERGE: You can choose whether or not to include a salutation, when a mail merge file is created for your word processor. The salutation is used with the word "Dear" at the top of each letter, as in "Dear Bill,". If you choose to have a salutation included, the program will use the value you put in the "Salutation" area of the name record. If the "Salutation" in the name record is left blank, the program builds a salutation (see the "Names" section for details). You can also specify a universal default salutation (for name records that don't have a salutation), such as "Friends,". You can also specify that the "default" value be used every time, and override the salutation in the name record, if any. WHEN ADDING NAMES: When adding a lot of names, you can often save keying time by using some of the information from the prior name. For example, sometimes many names have the same City, State, and Zip code, or you may wish to assign them to the same categories. Answer "Y" for "Yes" to use the data from the previous name, instead of a blank "add" screen, when adding more than one name. IF REGISTERED: If you have registered PC-Names, enter the name and serial number exactly as shown in the registration letter. This will prevent the "registration information" window from appearing as you use the program. Setup 2 The "Setup 2" display is used to enter values that tell PC-Names how you want various things handled. These setup values can be changed at any time, and may require some "experimenting" to set the values that work best with your system. ENVELOPES/CUSTOM LABELS: Custom size labels and envelopes require an "Indent Address" value. This is the number of spaces from the left edge of the envelope or label to the place you want the addressee to print. This sets the left margin to position the address correctly on the label or envelope. You must also indicate the "Lines high" (form height). This is the number of printer spaces or lines from the top to the bottom of the label or envelope. For example, a standard size business envelope is 4 1/6 inches high (or wide) and most printers put 6 lines per vertical inch, or 25 lines in 4 1/6 inches; so the "Lines high" value for this envelope is 25. Two inch high labels have a "Lines high" value of 12 (2 inches multiplied by 6 lines per inch). ENVELOPES (Return Address): You can choose to print a "return address" on each envelope as you print the "addressee." Enter the "Indent Address" value that positions the "return address" near the left edge of your envelopes. The number of spaces to the left of the "return address" may be quite large depending on your printer and the size of the envelopes you are using. You can enter up to 5 lines of name and address information to be printed in the "return address" portion of your envelopes. ADDRESS BOOK: The rest of the Setup values are for address "Book" printing. Many of these values must be established by trial and error, as they vary between individual printers and the size and type of address book desired. PRINT PAGES ON BACK SIDE: You can choose to print an address book on the "back side also" so that every other "book" page is not blank. If printing both sides, first all the front sides are printed, then you must turn the pages over and feed them through the printer again to print the back sides. COMPRESSED: Choose this option to print with the smaller printer type size (approximately 17 letters per inch), which will result in smaller address book "pages." Dot matrix or laser printers are required if you choose the compressed format. LEFT MARGIN: This value increases the space to the left of the left-hand book page. The "Left Margin" value can be used to center the book pages (equal left and right margins), so that "back side also" printing will align correctly, with the page fronts on top of the backs. This has to be somewhat by trial and error, but once the right setting is found, no further adjustments are required. TEXT LINE WIDTH: This value controls the width of the area where the name, address, phone, and notes will print. If this area is wide enough, phone numbers will print on the right side of the same line that has the name and address. For best results, make the "text line width" as wide as possible, without exceeding the width of your address book cover or printer carriage width. BOOK PAGE MARGIN: The "Book page margin" refers to the smaller book pages that print two across each printer page. The "Margin" is on the left side if you choose "Left" binding (see below), and in the middle between the pages if you choose "Center" binding. This value will change the width of the book pages that are printed. The two "Book page margins" and "Text Line Widths" (one each for left and right hand side pages) plus the "Left Margin," must not exceed the width of your printer paper. There is a warning tone and error message if these combined values are too large. PRINT LINES PER INCH: You can choose to print the book at either 6 or 8 lines per inch (vertical spacing). This value and the "Lines per book page" (see below) determine the "height" of the book. The program will print as many book pages as will fit on each sheet of printer paper. This can be as many as 8 book pages on each side of an 8 1/2 by 11 inch sheet of printer paper. BIND PAGES LEFT OR CENTER: This option affects the basic style and page numbering of the book. The "Left" option puts the margins on the left side of each page. This option requires you to cut between the two book pages that are next to each other, and then staple or hole punch all the pages on the left side. With the "Center" option the margins are in the middle, so you should cut around the outside of the left and right pages, and then staple pages in the middle between the two pages. With the "Center" option, don't cut between the left and right hand side pages. LINES PER BOOK PAGE: This value determines the total number of lines on each "book" page. "Lines per page" includes name and address lines, as well as the blank lines at the top and bottom of each page. This value and the "Print lines per inch" value described above, determine the "height" of the book. START NEW PAGE WHEN 1ST LETTER CHANGES: This option causes a new book page to start when you change from the "A" names to the "B" names, and so on. Otherwise, printing will continue without starting a new page for the next letter of the alphabet, which results in fewer pages in your (smaller) address book. PRINT PHONE NUMBERS, ADDRESS, NOTES: This option lets you choose whether or not to print phone number, address, and note information for each name in your address book. Mail Merge The "Mail Merge" selection creates an ASCII file with the name MERGE.FIL to be used with your word processor. The "Category" value determines which names are put on the file. Use the F9 "Initialize" function key to change the category, or to select the "blank" category for all names. Each name placed on the MERGE.FIL will have five lines of name and address information. Most names will probably have some blank lines, since not all the address lines will be filled. There is an optional sixth line for salutation, which is present if called for in the "Setup1" area. See the salutation section of "Setup1" and "Names" for more information. Export The "Export" selection creates an ASCII file with the name EXPORT.FIL to be used with other software programs. The "Category" value determines which names are put on the file. Use the F9 "Initialize" function key to change the selection category, or to select the "blank" category for all names. For each selected name record, the "Export" function creates a "comma delimited ASCII" file record (also called a Data Interchange File, or DIF). This is the most common format for exchanging data between different programs, and should work with most other software. Import The "Import" function loads a file of names into this program. If you provide a "Category" value with F9 "Initialize," then that category will replace the category of imported names. If the "Category" is blank, then the value from the import file is used. The file name must be IMPORT.FIL, and the format must be identical to the "Export" file described above. The expected sequence of data fields and their maximum lengths is as follows: TITLE (12 characters), FIRST NAME (20), LAST NAME (33), ADDRESS LINE 1 (33), ADDRESS LINE 2 (33), ADDRESS LINE 3 (33), CITY (18), STATE (2), ZIP CODE (10), HOME PHONE (15), WORK PHONE (15), EXTENSION (4), SALUTATION (20), CATEGORIES (8), and NOTES (128). MISCELLANEOUS ITEMS Phone Dialing You can automatically dial the phone numbers of names on your file. Just highlight the name on the NAMES or VIEWS list, and press the F10 Dial function key. You can also dial from the name record itself. After pressing F10, press "H" for home phone, or "W" for work phone. To use "autodial" your computer must have a modem, and it must be defined using "Setup1." File Backup It is a good idea to make a copy of your data files frequently, so that a floppy or hard disk failure will not cause you to lose your data. Use DOS to copy all of the following files to a blank (formatted) floppy diskette in order to protect your name information: NAMES.DAT SETUP.DAT CATS.DAT NAMES.K01 NAMES.K02 See your DOS manual if you have questions about using DOS to copy data files. The file BACKUP.BAT can be used to copy these files from your disk to a floppy in the A: drive (just key in BACKUP and press the <Enter> key). Monitor Problems If you have trouble seeing some of the displays or fields with a laptop or monochrome monitor, try keying MODE BW80 before starting the program. On color monitors a slight adjustment of the color intensity "knobs" on the monitor itself, will often clarify faint or invisible information. Screen Protection If you don't press any keys for a period of 10 minutes, the program will blank your display monitor. This protects your monitor from having a pattern "burned" into the display. To see the display again just press any key, and the program will re-display what you were using before the monitor went blank. To avoid this feature, start the program by keying "PCN V=0" (zero) and pressing <Enter>. Warrantee Disclaimer WR Software makes no warrantee concerning the function or fitness of this documentation or the corresponding program, and shall have no liability or responsibility to any recipient with respect to any liability, loss, or damage, directly or indirectly arising out of the use of the documentation and programs, including but not limited to, any loss of business or other incidental or consequential damages.