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THE ADDRESS BOOK Version 4.10 Copyright (C) 1990,1992 by Compueez All Rights Reserved i WARNING! WARNING! VERSION 4.10 IS NOT SHAREWARE Though previous versions were written for shareware, this version, unless otherwise authorized by the Author, is NOT to be placed on a BBS, or to be sold by any distributor, without the written permission of the Author. PREFACE The purpose of computers is to store large quantities of information in a small area that is easily retrieved and manipulated at the user's request. The programmer's responsibility is to create a method by which the user is able to store, retrieve and use their information quickly and simply. This we would call USER FRIENDLY. We believe we have done this with THE ADDRESS BOOK. THE ADDRESS BOOK Version 4.10 ii TABLE OF CONTENTS WARNING .............................................. i PREFACE ............................................... i INTRODUCTION ........................................ 1 brief overview and features (pg 1) changing for monochrome (pg 1) CONFIGURE (SETUP) ............................. 2,3,4,5,6 opening Screen (pg 2) CONFIG.OVL (pg 2) Delete Files (pg 2) default SETUP (pg 3) SETUP options (pg 3,4,5) COMMAND LINE ....................................... 5 MAIN MODE ....................................... 6,7 general description of MAIN MODE (pg 6) key functions in MAIN MODE (pg 6,7) pressing keys to go to records (pg 6) untagging all records (pg 6) exiting program (pg 7) tagging individual records (pg 7) second screen (pg 7) viewing linked records (pg 7) ADD MODE <F2> ........................... 8,9,10,11 description of fields (pg 8,9) using PREFIX/SUFFIX (pg 9) second page (pg 9) birthdays/anniversaries (pg 9) use of <F2> key in Group: field (pg 9) linking records (pg 9,10) saving record <F10> (pg 10) key functions in ADD MODE (pg 10,11) MODIFY MODE <F3> ................................... 12 description of MODIFY MODE key functions in MODIFY MODE (see also ADD MODE) DELETE MODE <F4> ................................... 13 description of DELETE MODE key functions in DELETE MODE THE ADDRESS BOOK Version 4.10 iii TABLE OF CONTENTS continued SEARCH MODE <F5> .......................... 14,15,16,17 description of each search field (pg 14,15,16) use of <F2> key in Group: field (pg 14) examples of uses (pg 14,15,16) key functions in SEARCH MODE (pg 17) (un)tagging all records <F9> (pg 17) SORT MODE <F5> <F2> ................................ 18 PHONE MODE <F6> ................................. 19,20 general description of PHONE MODE key functions in PHONE MODE logging (keeping track) of telephone calls PRINT MODE <F7> .............................. 21,22,23 1stCard, tagged, all (pg 21) <F2> Report (pg 21) <F3> Labels (pg 22) <F4> Envelope (pg 21,22) return address (pg 22) <F5> Mail Merge (pg 22) <F6> ToFile (pg 23) <F7> Summary (pg 23) <F8> Phone.log (pg 23) FILES MODE <F8> .................................... 24 Technical Support .................................... 25 THE ADDRESS BOOK Page 1 Version 4.10 INTRODUCTION THE ADDRESS BOOK is written for both Monochrome and Color Monitors. If you have a monochrome monitor, simply run the program, and, at the opening screen press <F1>, move the cursor to MONITOR, press <ENTER> then choose MONOCHROME and press <F10> twice. THE ADDRESS BOOK is, a rolodex type program written to be simple enough to be used in your home and powerful enough to be used at your office to maintain a list of your friends, relative, business associates, contractors, suppliers etc. FEATURES: >1000 records per file >Multiple Files >Add Records >Modify Records >Delete Records >Search 13 different ways >Command line for batch files with wildcard option >Use Laser or Dot Matrix Printers >Print Envelopes >Return address option >Print Labels >Print File Folder Labels >Print summaries >Telephone from Records >Log your calls >Com1, Com2, Com3, Com4 >Tone or Pulse >View PHONE.LOG from program >Print PHONE.LOG >Use line access codes for dialing >Monochrome or Color >Tag Records for use with options >DIAL-A-NAME feature >Automatically sorts by last name >Sort by 6 different fields >Mail Merge with Wordperfect 5.0 >Delete whole files and 5.1, Wordstar, Ms Word, ASCII >Second screen with 34 more >Ability to link 1 record to another fields >Popup Notepad for each record >Search Notepad >Print Notepad V3TOV4.EXE - converts files from previous versions to new format. MERGE.EXE - program to copy records or whole files to another file or combine files to create a new one. IMPORT.EXE - program imports files from other program databases. THE ADDRESS BOOK Page 2 Version 4.10 OPENING SCREEN KEYS <F1> SETUP - To configure THE ADDRESS BOOK <F4> DELETE - Allows you to select a file and delete it. <Esc> Exit THE ADDRESS BOOK <Enter> Selects default file name (ADDRESS)*. OR Type in your own file name. After pressing <Enter> you have created your first file. Having created the first file, the opening screen will always have a list of all existing files. You can move ARROW UP/DN to the file you want, press <ENTER> and you will be in the file you chose. OR You can press <ESC> and you will find the cursor in the black box where you can create a new file. If you change your mind and decide to go back to the box press <F2>. CONFIG.OVL Used to SETUP (configure) THE ADDRESS BOOK to your requirements. CONFIG.OVL must be in the same directory as ADDRESS.EXE in order to configure the program. Set up is done from within the program by pressing <F1> in the opening screen. If you press <F1> and nothing happens, you are missing the file CONFIG.OVL. This file must be in the same directory as ADDRESS.EXE. When SETUP is complete press <F10> and your setup will be saved. If you wish to save disk space, you can delete CONFIG.OVL. REMEMBER KEEP A BACKUP COPY OF CONFIG.OVL SINCE ANY TIME YOU WISH OR NEED TO CHANGE THE SETUP YOU MUST HAVE CONFIG.OVL. THE ADDRESS BOOK Page 3 Version 4.10 USING SETUP DEFAULT THE ADDRESS BOOK defaults to: USER FILE DIRECTORY Directory where ADDRESS.EXE file is stored. MODEM COM1, TONE, LOG CALL - choose PRINTER DOT MATRIX, LPT1, RETURN ADDRESS - choose LABEL SIZE - 1-7/16 X 4 MAIL MERGE WORDPERFECT MONITOR COLOR KEYPAD ALT+SPACEBAR If the defaults meet your needs, you do not need to use SETUP. CHANGING DEFAULTS: At opening screen press <F1> for SETUP. Any time you are finished with SETUP press <F10> to save. In each category, when finished press <F10> to return to SETUP main screen. <ESC> to cancel what you changed. >> USER FILE DIRECTORY. Type in the full path where you want THE ADDRESS BOOK to place all the files. (Also SEE COMMAND LINE Page 5). EXAMPLE: Your *.EXE files are in C:\ADDRESS. You want your data files in C:\ADDRESS\FILES. Type in C:\ADDRESS\FILES press <ENTER>. NOTE1: To run the program from any directory, put the directory, in which you keep the *.EXE files, in PATH in AUTOEXEC.BAT. NOTE2: <TAB> go forward one box to another. <SHIFT><TAB> go back from one box to another. <Up/Dn Arrows> use within box <Enter> Make choice and press >> MODEM. COM PORTS - choose the COM port you operate your modem. If you have no modem choose NONE THE ADDRESS BOOK Page 4 Version 4.10 USING SETUP (cont'd) PREFIX/SUFFIX - Special characters that begin, or end, a phone number. You can create 5 different access codes. EXAMPLE - Dial '9' for an outside line. On line 1 type the number 9. Press <ENTER> then <F10> On line 2 you can put 011 for overseas dialing. In ADD or MODIFY MODE, beside each phone number there is a [ ].Type P (prefix) and the line number. See Page 9 NOTE1: Asterisk * omit dialing 416 in 1(416). Exclamation ! omit dialing 1 and area code Comma , pause 2 seconds 9,, NOTE2: If you want to dial the 1 and not the area code put a 1 in the area code brackets in ADD or MODIFY MODE example (1 )555-1234 NOTE3: If you have not used PREFIX/SUFFIX there will be no [ ] on screen. PHONE LOG - Choose - always log never log choose (each time) >> PRINTER DOT MATRIX or LASER. If you use a dot matrix press <TAB>. DOT MATRIX LPT1, LPT2 Choose the one you use. Press <ENTER>. RETURN ADDRESS For return address on envelopes. If you ALWAYS use pre-printed return address envelopes Select - NEVER. If you NEVER use pre-printed envelopes. For a return address Select - ALWAYS. If you switch back and forth. Select - CHOOSE. LASER PRINTERS THE ADDRESS BOOK is compatable with HP Lasers. Choose this option and refer to the instructions for Dot Matrix. However, there are two more options to choose from: ENVELOPE FEED Those who have a bin for multiple envelopes, select either ALWAYS AUTO or CHOOSE, whichever is the most applicable. Those who have a single feed only, select ALWAYS MANUAL. THE ADDRESS BOOK Page 5 Version 4.10 USING SETUP (cont'd) ENVELOPE SIZE Most laser printers can select a size 9 (4" x 9") or size 10 (4-1/8" x 9-1/2") envelope. LABEL SIZE There are a greater selection of LABEL SIZES. Select the one you use. >> MAIL MERGE Option for those who use mail merge in your word processor. You have 4 choices: Wordperfect 5.0 and 5.1 Wordstar Microsoft Word ASCII (all other databases) Select one. Press <ENTER>. Next, choose the directory you would like the file you create, to be put. Enter the full path. Press <ENTER>. The default is the root directory. NOTE1: The file you create will end in .MRG (See Page 22) >> MONITOR Select color or monochrome. Press <ENTER> >> KEYPAD For TSR users that use ALT+SPACEBAR. If you have a problem using this to get to the second screen, select any of the other 3 choices. Press <ENTER>. NOTE2: <F10> anytime saves changes & return to SET UP's MAIN MENU. Press <ESC> to cancel changes & return to THE ADDRESS BOOK. Press <F10> in SETUP's MAIN MENU to save all changes & exit to THE ADDRESS BOOK. COMMAND LINE (From DOS, go directly into a file). Assuming ADDRESS.EXE is in your DOS PATH in AUTOEXEC.BAT: Type "ADDRESS C:\ROLODEX\JOHN\RELATIVE." Press <ENTER>. You will now go directly into the file 'RELATIVE' which is in the sub-directory C:\ROLODEX\JOHN or, Create a batch file (e.g. FAMILY.BAT) which contains ADDRESS C:\ROLODEX\JOHN\RELATIVE REMEMBER! FAMILY.BAT must be in a directory which is in your PATH. At the DOS prompt TYPE 'FAMILY' and press <ENTER> THE ADDRESS BOOK Page 6 Version 4.10 MAIN MODE SCREEN At the top of the screen, above the top card, is the file name, and if you have a real time clock, today's date, and the correct time. Top right hand side is 'Records:' giving total number of records in this file. If there are any Tagged records, the number of Tagged records will be shown under 'Records:'. Bottom right side displays the mode you are in presently. 6 cards(records) are displayed in centre screen. You can scroll up or down or work with as described below. The following is a brief description of each key in MAIN MODE. KEYS MODE ACTION F1 HELP All 'F' Keys and functions appear at the bottom of the screen. Press <F1> and a list will show all other keys than can be used. This toggles. F2 ADD Screen clears front card and cursor appears ready for entering data. F3 MODIFY Front card displayed with cursor in first field ready for editing. F4 DELETE Delete front card or tagged cards. F5 SEARCH/SORT Select from search/sort options to find records. F6 PHONE Call, with modem, telephone numbers in your records or display PHONE.LOG F7 PRINT For various printing jobs. F8 FILES To change to a different file. F9 Untags (only) - all tagged records. DIAL-A-NAME. Press letters of last name. The program will search as you type the letters, until it arrives at the name you wanted. You will see the characters you pressed on screen. If you press a key that does not match, THE ADDRESS BOOK will tell you. To begin another name, press <ESC> or any cursor key. Up/Dn Arrow Scrolls 1 record up/1 record down. THE ADDRESS BOOK Page 7 Version 4.10 MAIN MODE (cont'd) KEYS ACTION Page Up/Dn Moves up/down 6 records. Home/End Moves to first/last record of file. Esc Leaves THE ADDRESS BOOK. Any changes made, will be saved to disk. Enter Tags/Untags front card. Total tagged records are shown at top right side of screen. Tags are saved on exit. <ALT>+key * To Screen 2 See Page 5 Keypad SCREEN 2 At the top is TIME, DATE and the name of the person or company from the 1st screen. Entered: Date you added the record to this file. It never changes. Updated: Date you last made any changes to this record. Birthday: For whom this record was created.(SEE Page 9). Group: More description to Group, Screen 1. SEE Pages 8 and 9. Address: Second address for this record. I suggest using the first screen for the mailing address. Suite(Apt., Unit, Box), City, Zip: All the same as screen 1. Country: Spouse: Birthday: Annivers: are all self explanatory. [ ]: A check mark means this person is linked to their own record. Those with no check mark are not linked. Move the cursor to a check mark, press <ENTER>. The linked record will be displayed. You can press <ALT>+key* and view the second screen of this record. <ESC> returns you to the original record. The UP/DN ARROWS moves the cursor to each linked record. The rest of the fields are self explanatory. * key refers to your choice in SETUP under KEYPAD. THE ADDRESS BOOK Page 8 Version 4.10 <F2> ADD MODE Enter from MAIN MODE only, to add new records to the file. Press <F2>. A blank card appears with cursor in the 'Name' field ready for entering data. Leave any field blank except Name: and Company:. One of these must have information. So enter what data you have and save <F10> your record at any time, from any field. The program sorts alphabetically by 'Name'. If 'NAME' is blank, it sorts alphabetically by 'Company'. To get to Second Screen use: 1. Press <ALT>+key in any field or 2. Press <ARROW DN>, <ENTER> or <TAB> in the last phone field. FIRST PAGE Name: Can be entered as 'John Smith' or 'Smith, John'. Either way, it will be saved as 'Smith,John'. If a name contains Jr.,Sr.,I,II,III,IV the program will compensate ie John Smith Jr. becomes Smith Jr.,John. Salutation: Only displayed in ADD and MODIFY MODES. There are 9 choices. Use for labels, envelopes and Mail Merge. The choice 'NONE' omits title for Companies or, if you are inclined, want to be less formal.ie: Mr. John Smith or John Smith. Press <Enter> to go to the next field, or press either <PgUp> or <SHIFT><TAB> to go back to Name:. Group: People classified under common meaning to you ie: doctor, contractor, relative, client etc. Press <F2>, a box will Also appear with all 'Group' names you have already created. see Scroll through them, and, if you find one you want to use, Page 9 press <Enter> and it will appear in the field. If you and decide to create a new one, press <Esc> and you will be Page 16 back to the field to enter a new name. All characters are in Upper Case for the first page. Company: Records are sorted alphabetically by this field if there is nothing in 'Name:' field. If this is the case you will see in boxes 2-6, Name: field replaced by Company: field. Address: 3 separate lines for addresses that requires more than one line. Each line will print directly under each other and will be printed on envelopes and the largest labels ONLY. The second and third lines will be ignored on all other labels. Therefore, if you are not using the largest label size, the mailing address must be on the first line. Suite: Select Suite: Apt: Unit: Box: or None. If you select None, the prompt disappears. It will reappear in Modify Mode, in case you wish to use it. THE ADDRESS BOOK Page 9 Version 4.10 <F2> ADD MODE (cont'd) Prov/St: Allows any 3 characters. Capitalizes when <Enter> pressed. Zip: Up to 10 characters. This field will capitalize when you press <Enter>. Phone: Enter the number as you would dial it. Also see page 4. When in the box for Home, Office etc enter any character, though there are choices shown. If you only need to dial a 1 and the number, put 1 in the brackets example (1 )555-1234 If you have entered anything in PREFIX/SUFFIX you are now in [ ]. See SETUP PREFIX/SUFFIX page 4.* Enter 'P1','P2','P3' etc. ie [P1]. Now, whenever you call this number, it will dial whatever is in the PREFIX/SUFFIX first. If you have a requirement for dialing a series of numbers after the number you are calling, instead of the letter 'P' enter the letter 'S'. * You will not find the [ ] in the record unless you have entered something in SETUP PREFIX/SUFFIX. SECOND PAGE Birthday: and Anniversary: Enter the first 3 letters of the month and 2 digits of date so that January 2 is JAN 02 followed by the last 2 digits of year. You must enter the correct spelling of the month and you must complete the full date or leave it out. Once the whole date has been entered, pressed <Enter>. The age is calculated and entered automatically. The age is recalculated each time you enter the second screen. To erase the date, erase the month. The rest will erase automatically. Group: You can identify multiple groups, up to 49 characters. You can view your list of 'Group' names by pressing <F2>. Move cursor, to the one you want and press <Enter> to add a group to your record. After each word identifier put in a semi-colon this indicates the end of each string. See SEARCH MODE Page 14. On the second screen, all characters are in Lower Case. Sex: If a name is entered, you must fill this in with either M or F. [ ]: This gives you the ability to link one record with another. If the first name of the person you have entered matches the first name of anyone in the file, the name(s) will be displayed. Move the cursor to the correct one, press <Enter> and a check mark will be there. That record is now linked with the present one. THE ADDRESS BOOK Page 10 Version 4.10 <F2> ADD MODE (cont'd) If a name is the same as in other records but none of the records belong to this name, press <ESC>, <TAB> or <SPACEBAR> and it will go to the next field without linking. If you accidentally linked a record, go back to the link field and press <SPACEBAR> and it will erase the link. If you wish to change the record linked, go back, pick a new one and press <ENTER>. Other: This is for anyone associated with the person for whom the record was created. A relative, boss etc. This too, can be linked. The rest of the fields requires little or no explanation. NOTE 1: When a record is saved <F10> the record is shown as the 2nd record so that you always know the last record entered. When you <ESC> to MAIN MODE, the new record is now the front record. When you go to ADD MODE, the displayed record moves up to 2nd card so that you know where you started. NOTE 2: <F10> saves record anytime. THE ADDRESS BOOK automatically saves ENTERED: and LAST UPDATE: in the second screen. NOTE 3: When you move to the second screen, no matter what method you use, THE ADDRESS BOOK automatically saves the first screen. If there is anything you wish to change, do it in MODIFY MODE or to get rid of the record, use DELETE MODE. NOTE 4: Pressing <Esc> from second screen leaves it without saving the data on the second screen; however, as mentioned in Note 3, the first screen has already been saved. KEYS ACTION F2 In Group: only. Displays all existing ones F6 Moves cursor to Phone #1: field in first screen and Children #1: in second screen. F10 Saves entered data in a new record when pressed. Esc Leaves ADD MODE and returns to MAIN MODE. Enter Moves cursor to next field. If pressed in 'Note:' field, it automatically saves the record. Up/Dn Arrows Moves cursor back and forth 1 field. BkSpace Erases 1 character to left of cursor from within current field. Insert Toggles on and off allowing insertion at the current cursor position. THE ADDRESS BOOK Page 11 Version 4.10 <F2> ADD MODE (cont'd) KEYS ACTION Delete Deletes character at cursor position and moves characters right of cursor 1 column to left. Home/End Moves cursor to the beginning or end of characters within current field. PgUp/PgDn Moves cursor to first field Name:/last phone field. TAB Moves cursor ahead to first field on each line SHIFT+TAB Moves cursor back to first field on each line ALT+key To second screen from first screen. See KEYPAD Page 5 and NOTE 3 Page 10 THE ADDRESS BOOK Page 12 Version 4.10 <F3> MODIFY MODE Enter MODIFY MODE from either MAIN MODE or SEARCH MODE. In this Mode you can edit any record displayed on the front card. All KEYS used in ADD MODE are used for the same purpose in MODIFY MODE. <Esc> returns you to MAIN MODE or SEARCH MODE, whichever MODE you were in when you pressed <F3>. THE ADDRESS BOOK Page 13 Version 4.10 <F4> DELETE MODE Enter DELETE MODE from MAIN MODE or SEARCH MODE by pressing <F4>. You have a choice: (1) <D>isplayed Press <D>. Deletes front displayed card. (2) <T>agged Press <T>. Message appears. Shows how many records are about to be deleted. To cancel press <ESC>, or press <C>ontinue, if you still wish to delete the records. A safety feature prevents you from accidentally tagging all records and deleting them. To delete the whole file use <F4>DELETE, in the opening screen. SEE Page 2 Opening Screen REMEMBER The record(s) you delete, are gone for good. KEYS ACTION Esc Takes you out of DELETE MODE and returns you to the last MODE you you were in (MAIN or SEARCH). D Deletes the front displayed record. T Deletes all tagged records. THE ADDRESS BOOK Page 14 Version 4.10 <F5> SEARCH MODE Enter from either MAIN MODE or re-enter from SEARCH MODE. NOTE: All searches are case insensitive and therefore you do not have to capitalize. Select field you wish to search under and press <Enter>. NAME Enter Name you wish to find, press <Enter>. You do not have to write in the whole name. THE ADDRESS BOOK will find you all records that match of characters you enter. YOU CAN USE '*' TO SEARCH FOR EVERYTHING BEGINNING WITH ... EXAMPLE 1: Looking for 'ev' you just ask for 'ev' you will get all names containing that string wherever it is in a name like 'Evans' or 'Stevens' BUT 'ev*' will only get you 'Evans' ___________________________________________________________________ EXAMPLE 2: Looking for 'John Smith'. Type in - John get all records with 'John' in it including 'Johnson'. Type in - Smith get all records with 'Smith' in it including 'Smithe', 'Smithson' 'Asmithsky' etc. Type in - Smith* get only records beginning with 'Smith'. Type in - John Smith get only 'John Smith'(if there are 2 John Smith's with no middle initial you will get both. GROUP Allows you to categorize records, so that you can search records under a common meaning, such as 'friend','broker' 'CLIENTS','relatives' etc. You can enter <F2> and choose from your list by pressing <Enter> on the one where you have positioned the black bar. All upper case characters belong to first page. All lower case characters belong to second page. EXAMPLE: In screen 1 you use a prime identifier 'RELATIVE'. In screen 2 identify in greater detail: cousin;nancy;toronto'. Another record says 'RELATIVE' 'cousin;vic;toronto'. We can do this with all relatives. The first one means that this relative is Nancy's, a cousin, who lives in Toronto. Now in SEARCH MODE you go to Group and want to find all relatives. If you type in 'rel;' you will get ALL RELATIVES. If you type in 'rel;cou;tor;nan' you will only get all relatives who are cousins to Nancy who live in Toronto. THE ADDRESS BOOK Page 15 Version 4.10 <F5> SEARCH MODE (cont'd) EXAMPLE: A business hires out temporary help. Someone wants a secretary who knows Wordstar, shorthand and bookkeeping. You could ask'sec;ws;shor;boo' and all people that have those qualifications will be found. You don't have to worry about the order either. Enter them and put ';' after each item. It will search both Groups (1st and 2nd screen). You can shorten the word in your search, too! Updated There are 3 choices - EXACT DATE, PRIOR TO (all dates prior to, the date you enter) and BETWEEN TWO DATES. Just enter the dates in one continuous string, example jan0287, press <ENTER>. Company, Title, City, State, Pcode and Note follow the same rules as described under Name search. Birthday All 7 fields (including Anniversary) are searched and all records that have a birthday or anniversary for the dates you chose are displayed. You can enter exact date as you did in Updated or just type in the month. NOTE: Both screens will be searched if the particular field is common to both screens, such as Group, City, Country. THE ADDRESS BOOK Page 16 Version 4.10 <F5> SEARCH MODE (cont'd) PHONE Type in any four digits of a phone number. THE ADDRESS BOOK automatically searches all four 'phone' fields. Long distance numbers on a telephone bill that you can't identify. Or, a number scribbled on a piece of paper you can't remember to whom it belongs. TAGGED All tagged records will be displayed in <A>lphabetical order or in the order you <T>agged them. Use TAGGED to look at all you tagged from any searches and tags you have made. Example of Tagging records. You are making a party and you need a mailing list. You want to invite some friends, relatives and some clients. 1. Press <F5>. 2. <Dn Arrow> to Group and press <Enter>. 3. Type in Friends press <Enter>. Found: 18 4. You now have a list of all your friends on screen. 5. (a) If you want to invite all of them press <F9> tagging all. OR (b) Scroll through your list. Press <Enter> when you find a friend you wish to invite. Let's say you tag 8 friends. TAG 8 6. Repeat Steps 1.and 2. 7. Type in Relatives. Press <Enter>. You have a list of all relatives. Found: 7 8. Repeat step 5.(a) or (b). You tag 4 relatives. TAG 4 9. Repeat steps 1. and 2. 10. Type in Clients. you have list of all clients. Found: 75 11. Repeat step 5. (a) or (b). You tag 25 clients TAG 25 12. Repeat step 1. only. _______ 13. Press <PgDn> so that you are now in 'Tagged'. Sub tot 37 Press <Enter> and choose in which order you would like to view them. 14. You now have a complete list of your 37 guests ready for calling or addressing envelopes or you can now go through your list and untag (Press <Enter>) individuals you decide not to invite. Say untag 4. UNTAG 4 15. Repeat steps 1. and 13. and voila, you now have _________ 33 guests invited. TOTAL 33 THE ADDRESS BOOK Page 17 Version 4.10 <F5> SEARCH MODE (cont'd) You can now print Reports, Summaries, Labels for envelopes or file folders, or address envelopes in Alphabetical or Tagged order. If you wish, you can call each one using your modem. TO SEARCH KEYS ACTION Up/Dn Arrows Moves up or down through choices of search. PgUp/PgDn PgUp moves you to 'Name'. PgDn moves you to TAGGED. Enter After you have moved to your choice, pressing <Enter> takes you to Enter Search Data, where you can enter data that you are looking for. AFTER SEARCH All Keys used in MAIN MODE except <F2>ADD MODE and <F8>FILES, <F10>SAVE. <F9>(UN)TAG works in SEARCH MODE. It tags or untags all records you you have found. THE ADDRESS BOOK Page 18 Version 4.10 <F5> <F2> SORT MODE SORT MODE SORT To reach SORT MODE you must go through SEARCH MODE <F5> then press <F2>. There are 6 choices to sort on GROUP, TITLE, COMPANY, CITY, STATE or ZIP. To do this press <F2> in SEARCH MODE. Select the choice you want and press <ENTER>. The whole file is resorted on the field you chose. This sort is further sorted alphabetically by last name. After the sort you can scroll through the records on the screen or, if you wish to print them out in sorted order, you can do so by going to PRINT MODE <F7>. You can also tag records this way and print them in the order they were sorted. THE ADDRESS BOOK Page 19 Version 4.10 <F6> PHONE MODE modem users Enter this mode from either MAIN MODE or SEARCH MODE. Press <F6>. The cursor appears covering Phone #1. If this is the number to dial, press <Enter> and THE ADDRESS BOOK will: 1. PHONE LOG ALWAYS Message tells you to press <Spacebar> when you have connected with the party. If the line is busy, or no answer, press <Esc> to cancel log. When the party answers, pressing <Spacebar> begins logging your call. When you hang up, press <ESC> to end the log. To view logged calls, press <F2>. PHONE.LOG will give you the date, time of start of call, the number you called and the party you called. It will also give you the time you finished the call and give you a total time of the call. 2. PHONE LOG NEVER Dial your number and instruct you to pick up phone. 3. PHONE LOG CHOOSE You are asked if you wish to log the call. If you decide not to log the number you selected, simply press <Enter> again and it will begin dialing. If you say <Y>es, to Log the number, THE ADDRESS BOOK will let you know to pick up the receiver. To disconnect, press <Esc>. If the line is busy press, <Enter> and the program will disconnect and redial. To go from one phone number to another, in your record, press <Right ARROW>, <Left Arrow>, <Up Arrow> or <Down Arrow>. Each number allows 12 characters and the opportunity to add special access codes at the beginning or end of your telephone number. See SETUP PREFIX/SUFFIX page 4. PHONE.LOG File is created if you log calls. To view the phone log, press <F2> To print logged calls go to <F7>PRINT MODE from MAIN or SEARCH MODE and press <F8>Print Log THE ADDRESS BOOK Page 20 Version 4.10 <F6> PHONE MODE (cont'd) VIEWING RECORDS To view other records while using PHONE MODE: 1. NO LOG Press <ESC> and find the other record in MAIN or SEARCH MODE, whichever you are now in. 2. LOGGED CALLS Press <UP/DN ARROWS>, <HOME/END>, <PgUp/PgDn> to view other records. To return to your called record, press <F9>. You can use NOTEPAD, or view the 2nd screen in any record KEYS ACTION F2 View PHONE.LOG use HOME/END and PgUp/PgDn to view F9 Used only when logging a call. You return to the called record from the record in which you are from scroll. Enter Dials number covered by cursor. Redials number if busy. Esc Terminates call in progress and if not in a call returns you to MAIN MODE or SEARCH MODE (whichever one you were in). Right/Left Arrow Moves cursor forward or backward to next Phone number. Up/Dn Arrow Moves cursor up or down to the next Phone number or scroll records while logging calls. Spacebar NOTEPAD THE ADDRESS BOOK Page 21 Version 4.10 <F7> PRINT MODE Enter from either MAIN MODE or SEARCH MODE. Once entered, you get another menu of <F> keys. In each of the following options you will be asked: 1st Card print front record Tagged print tagged records. All print whole file In Report, Label, Envelope, Mailmerge, Summary you will be able to choose print in Tagged order or Alphabetical. <F2> Report - Two reports available: First screen - Prints all information in the first screen, plus Entered:, Updated: and Note: fields from Screen 2. Both Screens - Prints all information from both screens. <F3> Labels In SETUP, you have already chosen the size labels you use. Just get your labels ready and choose in: - DOT MATRIX (one across only) Mailer - Address a mailing label. Folder - Print a label for a file folder. 3 choices: 1. Name only - name only will be printed last name first. 2. Company only - Company only will be printed. 3. Both - a further option: 1. Name first Prints last name first 2. Company First - LASER Same as Dot matrix, with one more option: Choose where you wish to begin. If 3 labels are used, start at label 4. The numbering begins at the top. Count across 1 2 1 2 3 3 4 (2 across) 4 5 6 (3 across) 5 6 7 8 9 Starting at 1, press <ENTER>. At any other, you must enter a two digit number. Starting at label 4, you must type in 04. <F4> Envelope - DOT MATRIX - Chosing 1st Card only the front card will be printed. - Chosing Tagged or All, after each envelope there will be a pause after each print for you to insert a new envelope. THE ADDRESS BOOK Page 22 Version 4.10 <F7> PRINT MODE (cont'd) - LASER - If you chose AUTOMATIC, just place your envelopes in the tray. The names you had selected will be printed. Return Address - allows you to create your own return address. - Select ALWAYS in SETUP, you will always be asked to choose a return address from the ones you have created, or create a new one. - Selecting CHOOSE you will be asked to decide <Y>es, if you want a return address or <N>o, if you do not want one. Enter a name of your choice or press <Enter> and choose the default (RETADDR). Choosing a new file name, you are asked to enter up to 4 lines of up to 40 characters each. Skip lines if you wish. Press <Enter> when you finish a line and the next line will appear. Press <ENTER> on the 4th line, the printing will begin. To use an existing one, type in the file name or press <F2>. A list of existing files will appear. Scroll through the list and choose. Entering a file name that has already been created, the print will immediately begin printing with the existing information. Return addresses are saved by the name you gave it and can be found by pressing <F2> in "Return Address File Name or <ENTER>" <F5> Mail Merge - Creates mail merge files useable by the word processor you had selected in SETUP. Choose a file name. Press <Enter>. The file is saved in the directory you chose in SETUP with '.MRG' added. This file can now be used by your chosen word processor without any modifications. The field names and their order are: 1. SAL - MR. MRS. etc. 2. FNAME - first name 3. MNAME - middle name 4. LNAME - last name 5. Title 6. Company 7. Address1 8. Address2 9. Address3 10. Suite 11. City 12. State 13. Country 14. Zip 15. Phone#1 16. Phone#2 17. Phone#3 18. Phone#4 THE ADDRESS BOOK Page 23 Version 4.10 <F7> PRINT MODE (cont'd) <F6> TOFILE This option allows you to tag records and create a new file. Tag records that you want to put in a new file. You will be prompted to give a new file name. Press <ENTER>. <F7> SUMMARY Choose to print 3 different summaries of your chosen records. Name, Group, Company, Phone 2 line summary Name, Group, Company 1 line summary Name, Phone 1 line summary <F8> PHONE LOG Enter a date, if you wish to print only from that date to the present. Press <ENTER> if you wish to print all dates. THE ADDRESS BOOK Page 24 Version 4.10 <F8> FILES MODE Pressing the <F8> key allows you to change files by taking you to the first screen where you can enter a new or existing file name. You are given the opportunity to return <ESC> to where you were, or continue <ENTER> to change files. Pressing <Enter>, takes you to the opening screen to choose from the existing files or create a new one. If you wish to work with the default file 'ADDRESS' press <Enter>. KEYS ACTION <Esc> Takes you back to your present file <Enter> To opening screen to choose new file THE ADDRESS BOOK Page 25 Version 4.10 For Information or technical support VOICE (416)229-2211 FAX (416)889-2012 COMPUSERVE 72020,534 or write to: THE ADDRESS BOOK 75 Breckonwood Cres Thornhill, Ontario, Canada L3T 5G8 If there was no FORM.DOC in your downloaded package, and you wish to register, please send us your name, address and phone number to the above address and $25 and we will send you the latest version. Make cheque payable to THE ADDRESS BOOK Please include the disk you wish 5-1/4 360K 5-1/4 1.2K 3-1/2 720K 3 1/2 1.4K AND information on your system, including printer.