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NAMES.HLP
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Clarion Help
|
1992-07-06
|
28KB
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538 lines
Type in each area that applies to the name you are adding and
press ENTER. For example, type "Bill" in First Name and press
ENTER. If you want to skip something, press just the ENTER key
(the program requires something in Name or Company, as a
minimum). When you finish, press the F10 "Save" key.
After pressing the F10 "Save" key, a new menu appears to let
you add Phone Numbers, Notes, and Dates for the new name.
Use the ESC(ape) key to go back to the start of a field (like
Last Name), and "undo" the keying you did in that field. Press
<ESC> at the start of a field to move to the prior field (from
Last Name back to First Name). Finally, press SHIFT<ESC> (hold
SHIFT down, then press ESC) from anywhere to "undo" all the
typing you have done, and QUIT the screen. SHIFT<ESC> will
"QUIT" such that nothing is saved.
Press the F3 key to "skip" quickly down the screen. Use the F8
key to see how your name and address data will appear when
printed on a label or envelope. Press the F1 HELP key on the
"state" to see a list of U.S. States and Canadian Provinces.
'(Press Esc to exit Help)
Use this to delete old Date and Note records. You will
want to delete reminders for past events because they
waste disk space, and after a year it becomes confusing
to see the events from the prior year. A good practice is
to delete reminders as they become more than a couple of
months old. For example, delete May events in August.
To delete these events, each record must have the "Mass
Delete" value set to 'Y' (for "yes"). So as you add events
of a temporary nature (meeting at 9:00 with Joe), put a
'Y'es in Mass Delete.
You can further select which records to delete by entering
the starting and ending Month. To delete just one month's
dates, enter the same Month number in both places. Also
enter the Year. The Year must match the dates you want to
delete (a blank Year deletes only dates with a blank year).
You can also delete only records in a single Category (use
F9 "Select" to choose), or associated with a single name
(use F3 "Date Name" to choose the name).
#(Press Esc to exit Help)
Adding Phone Numbers and User Items
Use this screen, while you are adding names, to add Phone
Numbers and User Item Data. User Item data can be anything
you want to record about the names in your file. For
example, you might want to save a person's job title, the
first name of a spouse, children's names, etc.
Use the EDIT (PHONE TYPES or USER ITEM TYPES) to name as
many areas as you want. For example, you might want to add
a place for a "summer" phone number. The titles and
descriptions that you define in the EDIT menu, will be
displayed here.
For Phone Numbers, first type the actual number, then use
the space bar to move to the "Extension" area.
#(Press Esc to exit Help)
This option will add many dates at once. It is useful
for repititious events, like meetings every other Tuesday.
Dates can be associated with a single name, if you select
the name first using the F3 "Date Name" function key.
First enter the month and day to start the dates with,
then the ending month and day. Next choose either a day of
the month (say, the 2nd), or a day of the week (say, Tue).
When you choose a day of the week, you must also tell the
program how to repeat it (e.g. once a week), unless you
choose the "every day" option. The "Day of Month" option
is created once each month.
The rest of the fields are similar to the normal date
records, and will be put in each date record created. The
first part of DESCRIPTION is required. The MASS DELETE
is initially set to Y(es), but can be revised if you wish.
The YEAR and MEMO comments areas are optional. If you
leave the YEAR blank, the program will default to current
year, with the "Day of Week" option. With the "Day of
Month" option, the year will remain blank.
#(Press Esc to exit Help)
Select by Date of UPDATE
Each time a name record is added or changed, the date
of that action is kept by the system. You can use this
date to select only the names that have been added or
changed after a certain date. This date can be used to
select names for printing, displaying, and other purposes.
This is useful if you need to see recently added or
revised names. For example, if you keep Rolodex cards, you
can print cards only for names that are newly added or
recently changed.
If you enter a date here, and then press Enter or F10
to "Save" the date, it will be used for your next "select"
only. "Scan" will flash on your screen to remind you that
a scan selection will be used.
#(Press Esc to exit Help)
Main Menu
This is where you choose what to do next. The quickest
way to choose is to press the key with the same letter as
the first letter of the desired menu item. For example,
type the letter "P" to select the "Print" menu item.
You can also use the cursor arrow keys (
) to move
the highlight to the desired menu item. As each menu item
is highlighted, a brief explanation of the item appears on
the line above. When the desired item is highlighted,
press the Enter key (
) or Down Arrow (
) to choose it.
To get started, highlight the word "Add" and press
<Enter> (or just press the "A" key). Next choose "Name"
and type in a name you want to add to your file. For
additional information, press the F1 HELP key as you are
using the program.
#(Press Esc to exit Help)
Pull Down Menu's
This menu lets you choose what to do next. You can select
menu items by pressing their first letter. For example, to
select "Dates/Notes" press the letter "D" (either upper or
lower case will work).
You can also select menu items using the up (
) and down
) arrow keys, or the space bar, to highlight the desired
menu item, then press the Enter key (
See the box just below the menu for additional features.
For example, if you see "F9 Select" you can press the F9
function key and then change the "Select" category.
To leave this menu and return to a higher level menu,
press the Escape (Esc) key.
#(Press Esc to exit Help)
Name Deletes
Use this function to delete all the Names in one
Category. Choose the category using the F9 "Select" key.
You can further select which names to delete by using the
F3 "Scan" function key.
These names will be permanently deleted from your file,
so be sure you are deleting names you no longer want. Use
the SCAN NAMES function on the VIEW menu to see a preview
of names to be deleted for the Category and Scan values.
Once the deleting process begins, you can press the
Esc(ape) key to pause, and then decide whether or not to
continue deleting names.
#(Press Esc to exit Help)
U.S. States, Districts, and Territories
Canadian
Provinces &
AL Alabama
KY Kentucky
OK Oklahoma
Territories
AK Alaska
LA Louisiana
OR Oregon
AZ Arizona
ME Maine
PA Pennsylvania
AB Alberta
AR Arkansas
MD Maryland
PR Puerto Rico
BC British
CA California
MA Massachusetts
RI Rhode Island
Columbia
CO Colorado
MI Michigan
SC South
LB Labrador
CT Connecticut
MN Minnesota
Carolina
MB Manitoba
DE Delaware
MS Mississippi
SD South Dakota
NB New Brunswick
DC District of
MO Missouri
TN Tennessee
NF Newfoundland
Columbia
MT Montana
TX Texas
NT Northwest
FL Florida
NE Nebraska
UT Utah
Territories
GA Georgia
NV Nevada
VT Vermont
NS Nova Scotia
GU Guam
NH New Hampshire
VI Virgin
ON Ontario
HI Hawaii
NJ New Jersey
Islands
PE Prince Edward
ID Idaho
NM New Mexico
VA Virginia
Island
IL Illinois
NY New York
WA Washington
PQ Quebec
IN Indiana
NC North Carolina
WV West Virginia
SK Saskatchewan
IA Iowa
ND North Dakota
WI Wisconsin
YT Yukon
KS Kansas
OH Ohio
WY Wyoming
Territories
,(Press Esc to exit Help)
Use this function to revise one Category in every name
selected. Choose the names with F9 "Select" function key.
You can further select which names to process with the
F3 "Scan" function key (see preceeding menu).
The Categories in the name records are permanently
changed, so be sure you understand before proceeding. Use
the NAME SCAN function on the VIEW menu to see which names
are selected from a given Category and set of SCAN values.
If the "Remove Category" is blank, this will add the
"Add Category" to every name selected. If "Add Category"
is blank, the "Remove Category" is deleted from the names.
If both are used, the Category is revised.
#(Press Esc to exit Help)
This menu is to print reports on your printer. The NAME
REPORTS and DATES/NOTES options select additional menu's
which list more report options. LABELS, ENVELOPES, and
ROLODEX print on these special forms, not plain paper.
The PRINTER CODES option can be used to sent special setup
codes to your printer (see your printer manual).
Press the F9 "Select" function key to choose the category
you wish to print. A blank category will print all names.
Otherwise, only names in the selected category will print.
Press the F2 "Start/Stop" key to begin and end reports
with names other than the top and bottom names on the
list. When F2 is pressed, a list of names in the chosen
category appears. Move the highlight bar to the name you
wish to start or stop with, and follow the directions on
your monitor.
Press the F3 "Scan" key to select names based on other
criteria. For example, you can print names only in a
particular state, or with addresses on "Main" street, etc.
#(Press Esc to exit Help)
Use Date Events to Select Names
You can use the Date reminder records that are associated
with each name as a means of selecting names. For example,
if you have memberships (or subscriptions) that expire,
you can associate a Date reminder with the name for the
required date (say, subscription expiration on 2/21/93).
Just enter the beginning month and day, the ending month
and day, and the year in this Scan select area. Then you
can see a list of all the names with associated dates in
the range you have entered. Or you can print labels or
or address envelopes for these same names.
This can work in addition to other selection rules, like
the F9 "Select" Category.
#(Press Esc to exit Help)
Scan Names
The SCAN NAME option lets you search thru name records,
selecting only names that have key words or letters. For
example, you could look in the CITY area of each name for
"San Francisco" OR "Boston." This would select all the
names in either of these cities. Upper case letters do not
affect which names are chosen (for example, "Boston" and
"BOSTON" would both be chosen).
You can describe "where" and "what" to look for with Scan.
First, in "Where to look" enter all the places you want to
search by placing a 'Y' after each field name (City, State
or Zip, etc). Next, in "What to look for" enter the values
you are looking for.
You can put an 'X' in the "NOT" area, to select only names
that don't have the values listed (for example, you can
select names in all states, but NOT "CA" or "NY").
Move the cursor to either of the "Date" selection areas
and press F1 for help with these selection methods.
#(Press Esc to exit Help)
You can define CATEGORIES to separate your names into
logical sub-groups. Then you can choose these sub-groups
for various purposes, such as VIEWing on your monitor, or
printing mailing labels for group members. Use SELECT on
the menu bar to choose a category (or the F9 Select key).
For example, you might want to define Category groups for
babysitters, club members, clients, pizza places, etc.
Each Category consists of a short abbreviation (1 to 4
letters), and a longer description. The short abbreviation
is placed in the name record for each person you wish to
associate with that category. For example, you could put
CLUB into the Category area of the name record for each
member of your country club. Each name can be associated
with up to 8 different categories.
#(Press Esc to exit Help)
Phones
You can have an unlimited number of phone "types" in your
system. For example, you may wish to have space for CAR,
FAX, and BBS phone numbers. Use this function to define
the various "types" of phones you wish to have.
Each type will have a short abbreviation ("CAR") and a
longer description ("Car telephone number"). When you add
names to your file, these phone areas will appear so you
can type in phone numbers, as appropriate for each name.
Each name can have an unlimited number of phone numbers,
and the numbers can be revised at any time.
#(Press Esc to exit Help)
User Items
You can have an unlimited number of custom data fields in
your system. For example, you may wish to have a place for
spouses name, or job title, or children's names, etc. You
can choose the various "types" of data you wish to have.
Each type will have a short abbreviation ("JOB") and a
longer description ("Job Title/Description"). When you add
names to your file, these custom areas will appear so you
can enter the data that is appropriate for each name.
Each name has an unlimited number of these custom data
areas, and the information can be revised at any time.
#(Press Esc to exit Help)
Phone Numbers
You can have as many phone numbers as you wish for each
name in your file. It is best to use the standard PHONE
ABBREVIATIONS that are defined (HOME, WORK, FAX, etc), but
it's not mandatory. It is also OK to use the same "type"
more than once for the same name (like two HOME numbers).
The NUMBER area is quite large. If there is an extension,
press the space bar until in the extension area, then type
in the extension. For some phone systems, you may wish to
"Dial the Extension too" with the automatic DIAL feature,
thus connecting directly with your party. You can insert
commas (,) each one is a 2-second delay, as required. See
printed documentation for additional features.
#(Press Esc to exit Help)
These values tell the program about your system (type
of printer, modem, etc). This is also where you define how
you want reports and other printed material to look. You
can also alter the way the program works (for example,
whether or not to display date alarms).
These values can be changed at any time. If you aren't
sure how to answer a specific question, it's probably best
to skip it, leaving the current value. See the printed
Program Documentation for more complete explanations of
these values.
#(Press Esc to exit Help)
Select Names
The category you enter here is used throughout the
program to select the names and dates associated with that
category. If you blank the category field, by pressing the
space bar repeatedly, then ALL names will be selected.
This category determines which names print on reports
and labels, and which names, dates, or notes appear with
the VIEW option. Likewise, with MISC activities the
category affects which records are processed.
To use Categories you must first define them. Use the
ADD or EDIT menu items to do this. After a category is
defined, you can decide which names belong in the category.
Then, as you add or change names, type the category values
into the bottom of the name information. These category
assignments can be changed at any time.
#(Press Esc to exit Help)
Custom Printer Control Codes
Use this to send commands to your printer for special
printing needs. For example, you may want to set your
printer to "letter quality" or change fonts. You will
need to look in your printer manual to see what codes are
required for your particular printer.
The first part of each code is often an "Escape" code,
which must be typed inside "less than" and "greater than"
symbols, as follows: <27>. Any codes that you enter as
"decimal" values must be in their own "brackets," like:
<27><48> etc. These "bracket" symbols are on the "comma"
and "period" keys (use Shift to get them).
Use the "non-decimal" code when possible. For example,
use "<27>0" instead of "<27><48>" as it involves less
typing and allows longer codes.
#(Press Esc to exit Help)
Monthly Calendar
The calendar first displays the current month and year
based on your computer's internal date. You can change to
any month and year using the arrow keys, as shown at the
bottom of the calendar. You can also change to a new month
by typing in the number of the new month.
When the F5 "Month" and F6 "1 Day" keys appear at the
bottom, they will display a list of your event reminders.
You can also add, change, and delete event reminders after
calling them with F5 and F6.
#(Press Esc to exit Help)
Dates or Notes FOR
This screen lists DATE or NOTE records. The title tells
whether it's FOR a person, a day, a month, or a Category.
To select a record, "highlight" the line and press <Enter>.
When you select a record, all the information is displayed
and can be revised.
Records can also be added or deleted here. Use the <Ins>
(insert) key to add a record, or the <Del> (delete) key to
drop one. The bottom of the screen has reminders for these
keys. Also see the bottom for Function Key values.
#(Press Esc to exit Help)
Names on your file are listed here for selection. You
can "Find" a name by typing the first few letters and
pressing <Enter>. You can also use the <PgDn>, <PgUp>,
<Home>, <End>, <
>, and <
> keys. Hold down <Ctrl> and
press <PgDn> to move to the bottom of the list.
To add a name to your file, press the <Ins> "insert"
key (you do NOT have to go to the alphabetical place where
the name should appear). To change a name, "highlight" the
name and press <Enter>. To delete a name, highlight it and
press the <Del> "delete" key.
Function key values are listed at the screen bottom.
Use these keys to add or change the NOTES, DATES, PHONES,
or USER ITEMS for the name selected by the highlight bar.
Press the F10 DUPS key to search "down" for duplicates.
You can print LABELS or ROLODEX cards, and address
ENVELOPES from this screen. First highlight the desired
name, then see the screen bottom for the function key that
corresponds to the type of printing you want to do.
#(Press Esc to exit Help)
Names on your file are listed here for selection. You
can "Find" a name by typing the first few letters and
pressing <Enter>. You can also use the <PgDn>, <PgUp>,
<Home>, <End>, <
>, and <
> keys. Hold down <Ctrl> and
press <PgDn> to move to the bottom of the list.
In order to choose a name to START or STOP with, or to
associate with a DATE, first move the highlight bar over
the desired name. Next see the instructions at the top
and bottom of the screen telling which function key to
press. With the name highlighted, press the appropriate
function key. The selected name will appear at the bottom
of the screen. After selecting the desired name or names,
press the F10 "Save" key to exit the window with the
selected names being saved.
#(Press Esc to exit Help)
The "Date" record is used to save reminders of important
events (meetings, birthdays, etc). These reminders can be
printed on calendars and other reports, as well as appear
in alarm messages to help you remember them.
MONTH, DAY, YEAR: Enter the date of the event. You can
omit the year for repeating events, like Christmas Day.
If you have the YEAR, the AGE or time TO GO will appear.
TIME: Enter the beginning and ending time, if appropriate.
To enter a time past noon, add 12 to the hours (for 3:30pm
type 1530; the 'PM' format will appear just below).
TITLE: Use this area to hold a short summary description
of your event ("Call to Robert Johnson"). This TITLE plus
the items listed above help you select one date record.
MASS DELETE: Put a 'Y' is this area for "temporary" items.
See the MISC menu to delete groups of "temporary" entries.
MEMO: Holds up to 16 lines of optional note information.
#(Press Esc to exit Help)
Press the ENTER key or down arrow to skip down to the data you
want to change. Press the F3 SKIP key to move more quickly
down the screen. When you get to the desired area, type in the
new information. When you finish, press the F10 'Save' key to
save the changes (Shift<Enter> does the same thing).
From anywhere on the screen, you can press the F4 through F7
function keys to see (or change) other information for this
name. Use F4 for Notes, F5 for Dates, F6 for Phone Numbers
(and automatic Dialing), and F7 for User Items. The bottom of
the screen shows the use of each of these special keys. After
pressing one of these keys, press F1 for additional Help.
If you decide NOT to "Save" your changes, press Shift<Esc> to
QUIT without saving the new information (you can also press
<Esc> repeatedly until you reach the top of the screen, and
then press <Esc> one more time to QUIT without saving).
Use the F8 key to see how your name and address data will
appear when printed on a label or envelope.
'(Press Esc to exit Help)
The "Notes" record is used to save miscellaneous text
information. You can have as many of these records as you
wish, thus storing an unlimited amount of note data about
each name in your file.
MONTH, DAY, YEAR, TIME: These are automatically entered
by your computer, reflecting the date and time that you
add the note. Use the Up arrow (
) to move to these items
if you want to change their values.
CALL LENGTH: If you DIAL a call with the program, the
length of the phone call is automatically saved here.
TITLE: Use this area to hold a short summary description
of your note ("Call to Robert Johnson"). This TITLE plus
the items listed above help you select an individual note.
MASS DELETE: Put a 'Y' is this area for "temporary" items.
See the MISC menu to delete groups of "temporary" entries.
MEMO: Holds up to 16 lines of note information.
#(Press Esc to exit Help)
This menu performs miscellaneous functions. Use F2, F3,
and F9 to further select which names to process.
The MAIL MERGE function creates an ASCII file with the
name MERGE.FIL. Each name will have 5 lines of address
data (some may be blank). A sixth line for "salutation" is
created if requested in the SETUP area.
The EXPORT function creates a "comma" separated ASCII
file (also called DIF) called TRANSFER.FIL. This file
contains all the data from each selected name record.
The IMPORT function loads data from TRANSFER.FIL. If
a category is selected with F9, all names are put in that
category. EXPORT and IMPORT files have the same format.
Use CHANGE CATEGORIES to revise the category found in
each of the selected records.
Use NAME DELETES to permanently remove from your file
all the names in a single Category.
The DATES/NOTES item leads to another menu that lets
you choose to add recurring dates for an entire year (a
meeting the 2nd Tuesday of every month, etc). You can also
choose to delete a group of temporary date or note records
(temporary means the MASS DELETE flag is set to "Y").
#(Press Esc to exit Help)
ADD_NME
DATE_DEL
ITM_AD
MASS_DTE
MEM_DTUP
MENU .
MN_TBL
NAME_DEL
NAM_ST
REV_CATS
RPT_MENU
SCAN_DTEO,
SCAN_SET
SDEF1
SDEF2
SDEF3
SDEF4 ~=
SETUP
SET_CAT kC
SET_PRTR.G
SH_CAL
SH_DTE gM
SH_NAMES
SH_NME34
UP_DATES2X
UP_NAME
UP_NOTESBa
UTL_MENUde