SYSTEM OVERVIEWûû The PRObook Personal Address Book system is designed to enable you toû maintain a database of contacts, to store free-form and user definedû information on each contact and to print this out in a variety ofû formats. There is also a memory resident section, called BOOKlink, whichû allows you to view the information in your database when you are runningû another program, such as a word processor. BOOKlink allows you to pasteû names and addresses to your current application, print labels orû envelopes and dial a number from your database, if you have a modemû attached.ûû The programs incorporate a fully functional word processing facilityû called PROword, which enables letters and circulars to be typed which canû then be merged with the database for personalizing mailshots etc.. Theû word processing facility is also used to enable you to record free-formû information on each contact.ûû The programs are licensed to your organization for operation at the siteû stated in the licence agreement. Unless otherwise stated the programsû may only be run on one machine at a time and you may only make one copyû of the master disk for back-up purposes. As you will see when you runû the system, the name of your organisation is hard-coded into the programsû and should any unlicensed copies be found in use, we will be able toû discover their origin. Any user who allows copies of his programs to beû used, either within the organisation in breach of the agreement, or by aû third party, will be in breach of the licence agreement and his rights toû use the program will automatically terminate.ûû ^32^Auxiliary systemsûû The PRObook program is a complete system within itself. However, thereû are two auxiliary programs which are available to assist you with theû efficient use of the program. These are as follows:ûû 1) BOOKlink - Memory resident address bookû Provided with PRObookûû 2) Memory resident spelling checkerû This program is available as an add-on to the system and isû subject to a separate licence fee. Please contact BBHW forû further information.û CODING SYSTEMûû Each contact is identified by a unique code which is alphanumericû and may be up to 10 characters long. All printouts are sorted on thisû code and it should therefore be in a format which will give anû alphabetical sort of the database.ûû Whatever code structure is used it is more efficient to agree its formatû before the system is created than to make changes later. If you changeû your mind about the structure of the code it these can be changed for anyû record, but it has to be done one at a time.ûû SCREEN DISPLAYûû At all times when the system is loaded, the Data Set currently in use isû displayed at the top of the screen.ûû Three further pieces of data are always present at the top of theû display:ûû 1) The name of the printer which is currently installed (shown in theû top left hand corner).û 2) The name of the program which is always displayed directly under theû system's name.û 3) The current date (shown to the right of the program name).û DATA SETS AND FILES USEDûû The system allows you to maintain any number of Data Sets, each one beingû identified by a three digit code. Four files are stored for each Dataû Set, named as follows:ûû XXXBOOK.FLE The data fileû XXXBOOK.IDX Index to the data fileû XXXNOTES.FLE File holding free format informationû XXXNOTES.IDX Index to free format fileû XXXVAR.FLE File holding user defined informationû XXXVAR.IDX Index to aboveû XXXUSER.ABK Structure of user defined databaseûû (XXX = The three digit code)ûû In addition a number of temporary files are created when the system isû run. These files will be erased on exit so you will never see them, butû if you store files in the Data Files path with the same name they will beû overwritten.ûû XXXCLIENT.DOCû CLIENT.DOCû XXXPRINT.IDXû LETTER.FLEû SIDE2.ABKûû Each Data Set can hold a maximum of 30,000 records. The capacity of theû free format file is 64k records of 1,000 characters each, ie 6.4mb,û which should prove sufficient for most needs.ûû All files are stored in the Data Files directory, which will default toû the directory in which PRObook has been installed. If you wish yourû files to be stored elsewhere, change the path via Option 3 of theû SYSTEM OPTIONS MENU. Please note that, if you wish to use a differentû directory, it must exist, ie have been created from DOS, before Option 3û is used.ûû The programs are provided with a demonstration Data Set with which youû may care to experiment. This is called PRO and the system will initiallyû default to this. To create your own Data Set use Option 4 from theû SYSTEM OPTIONS MENU.ûû PROGRAM DEVELOPMENTûû We are always pleased to receive suggestions from users about changesû they would like to see made to the programs, and if these are requestedû by a number of users, or felt by ourselves to be an improvement, theyû will be incorporated in future revisions of the programs.ûû ENTERING INFORMATIONûû Each time the system requests information to be entered via the keyboard,û the maximum number of characters possible is preset by the programs. Ifû the maximum number is keyed in, the system will automatically accept theû entry without the operator pressing <return>. If, however, it is notû wished to enter the maximum allowed, e.g. a code of less than 10û characters, pressing <return> will indicate to the system that the entryû is complete.ûû Whenever the system is waiting for input from the keyboard, it willû highlight the entry field by either underlining on a monochrome monitorû or blocking the field in colour on a colour system, thereby showing theû number of characters which may be entered.ûû To assist the operator when entering/editing data there are a number ofû cursor control keys and special function keys. The keys used by theû program are the standard keys available on an IBM keyboard and are listedû below. More extensive editing facilities, including Wordstar(tm)û emulation, are available when operating within the word processor, calledû PROword. The facilities available within this section of the programs,û covered in Section VI., are as follows:ûû ^32^1) Non-destructive backspace - Left arrowûû This will move the cursor one space to the left, provided the cursorû is not at the leftmost position of the field being entered.ûû ^32^2) Non-destructive forward space - Right arrowûû This will move the cursor one character to the right, provided theû cursor is not already positioned at the end of the field defined forû the input.ûû ^32^3) Character insert - Insertûû Pressing this key will cause the character under the cursor and allû characters to the right of the cursor to be moved one character toû the right creating a space under the cursor.ûûû ^32^4) Character delete - Deleteûû Pressing this key causes the character underneath the cursor to beû deleted and all characters to the right of the cursor to be movedû one position to the left to fill the space created.ûû ^32^5) Automatic insert - CTRL+Vûû Pressing CTRL+V, when the system is in over-typing mode, will causeû the cursor to become square in shape, indicating that insert mode isû on. With insert mode selected, whenever a character is typed anyû characters above or to the right of the cursor will be moved oneû space to the right and the character typed will appear in the spaceû created. If when this is done there is a character occupying theû last position in the field, this character will be lost. Withû automatic insert selected, the backspace key acts as a destructiveû backspace so that the character to the left of the cursor will beû deleted and all characters above and to the right of the cursor willû move back one position to fill the space. However, the left arrowû key will still operate as a non-destructive backspace.ûû ^32^6) Over-typing - CTRL+Vûû Pressing CTRL+V when the system is in insert mode will switch insertû mode off and place the system in over-typing mode. This mode isû represented by a line cursor. In this mode when entering/editing aû field of data, if the cursor is sitting over an existing characterû typing a letter or number key will cause the character to be over-û written. In addition the backspace key acts in a non-destructiveû fashion.ûû ^32^7) Reverse line feed - Up arrowûû In most places within the programs, when the computer is requestingû a series of entries or fields to be entered, pressing the up arrowû key will cause the system to move back to the previous entry. Noû harm can be done to the system by experimenting to find out whereû this key is active, such as when editing contact's details, as if itû is not active it will either simply be ignored or be taken to meanû that you have finished editing or entering that particular field.ûûû ^32^8) Line feed - Down arrowûû Pressing the line feed key will cause the computer to move on to theû next field or line and again can be used in most places throughoutû the program.ûû ^32^9) End key - Endûû When contact entries are being edited this key is used to deleteû records from the system.ûû The following keys will either be labelled with their names on theû keyboard or there will be an overlay provided identifying which keysû carry the functions described:ûû ^32^10) Finish - F1ûû The effect of pressing this key varies with the information beingû requested, but its primary object is to inform the computer that youû do not wish to proceed with the operation chosen, or if a menu isû displayed on the screen, that you wish to select the last option ofû the menu - which will either take you back to the previous menu orû exit from the programs.ûû ^32^11) Print - F4ûû This key can be used whenever a menu is displayed on the screen andû enables a printer to be installed. If you have more than one printerû attached to your system, using this key enables you to directû subsequent printouts to a different printer.ûû It is also used when a contact's text file is displayed to print aû summary of the record and the text file.ûû ^32^12) Interrupt - F8ûû At any point in the programs when the computer is requesting entryû of a code, pressing this key will cause a window to be displayed inû which will be listed the codes currently in use.ûû You may then scroll through the list, carry out a search and selectû a code to be returned to the input field. This facility is fullyû described in Section V.F.ûû ^32^13) Escape - ESCûû At any time during the production of a long report pressing the ESCû key will abandon the report being produced and return the user toû the menu from which the report was selected.ûû Some function keys which directly affect the contents of an entry field,û e.g. cursor movement keys, will be accepted at any point in the field.û However, other function keys such as "Finish", "up arrow", etc, will onlyû be accepted if the cursor is positioned at the first character of theû field of entry.û DATE ENTRYûû When the system requires you to enter a date you only have to type in theû number for the day, month and year (e.g. 31 01 99), as the system willû add separators as appropriate. The system has been programmed toû understand and accept dates from 1 January 1981 to 31 December 2080. Anyû invalid dates will be rejected.ûû When entering a date, if the year entered is between 81 to 99 it is takenû by the system to represent a date in the twentieth century, whereas aû year from 0 to 80 will be taken as a date in the twenty-first century.ûû SCREEN SAVE FUNCTIONûû When you are running PRObook, and it is requesting data from theû keyboard, the system is constantly monitoring your key strokes and if youû do not press a key for a set period of time PRObook will enter screenû save mode. The purpose of this is to prevent the image of the displayû becoming burnt onto the screen, which can happen if the same display isû left on the screen for a period of time.ûû In screen save mode, the screen will blank and a small window will beû displayed at a random position on the screen. The position of the windowû will change periodically.ûû In this mode pressing any key will return to the display which was on theû screen when the mode was invoked.ûû NETWORKS - FILE LOCKINGûû At various stages PRObook will lock files and records to ensure thatû another terminal does not gain access to information which only oneû terminal should use at a time. This will not happen very often, but whenû it does you will see the following message displayed at the foot of theû screen:ûû Waiting for network access - press "ESC" to abortûû As soon as the file/record is free the system will proceed. However, ifû you do not wish to wait for this to happen, you can press the "Escape"û key to abort the process and return to the calling menu.ûû Important note: Although PRObook does carry out certain checks theû program is not fully network aware and is not intended to be used over aû network where more than one person can have access to the same dataû simultaneously.ûû THE MENUSûû The system is menu-driven through a "T" menu. Which contains twoû menus. When the "T" menu is displayed use the "Left" and "Right arrow"û keys to move from one menu to the other.ûû To select an option from the menu displayed you may either press theû number associated with the option, or the letter shown in capitals withinû the name of the option.ûû The menus used in the system are as follows:ûû ADDRESS BOOK OPTIONSûû 1 Edit/add recordsû 2 Telephone listû 3 Address book listingû 4 Full listingû 5 Labelsû 6 Mail merge/custom reportsû 7 Define user databaseû 8 Word processingû 9 Close downûû SYSTEM OPTIONSûû 1 Printer driversû 2 Date editû 3 System control dataû 4 Change address bookû 5 Import dataû 6 Export dataû Paths and portsûINSTALLATIONûû HARD DISK SYSTEMSûû Installation is very simple and an automated, menu-driven installationû routine is provided on the installation disk.ûû The installation is carried out in two steps:ûû 1) Physical copying of the programs to an appropriate directory on theû hard disk.û 2) Running Edit system data to tell PRObook where to access data andû how to control the screen.ûû Running the installation routineûû To install PRObook on your hard disk, place the installation disk in yourû floppy drive, say A:, make A: the default by typingûû A: <return>ûû and typeûû Install <return>ûû The installation menu will appear.ûû Three options are available from this menu and they should be run inû turn to carry out a successful installation. The F10 key is the Help keyû which will give you information on each of the menu options.ûû 1) Install PRObook on the hard diskûû Select this option first by either pressing "1", or positioning theû highlight bar over the option, using the "up" and "down arrow" keys,û and pressing <return>.ûû On selecting the option the following prompt will appear:ûû Routine to install PRObook on your hard disk.û Please select the letter which corresponds to the driveû you wish to use.û C: D: E: F: G: H:ûû The highlight will initially be positioned over drive C.ûû Position the highlight over the letter which represents the driveû you wish to use and press <return>. If, however, you are not sureû which drive you wish to use, you may press F1 to abort the install-û ation process and come back to it later.ûû On selecting the drive letter the system will create a directoryû called PRObook on the hard disk and copy all the programs and dataû files to this. Various messages will appear on the screen as theû process progresses, and on completion the screen will clear and theû following message will appear:ûû Installation completeû Now run option 2 to set data pathsûû Pressing any key will return you to the INSTALLATION MENU. You mustû now run option 2 of the INSTALLATION MENU to set the controlû information which is appropriate to your system.ûû 2) Set up PRObook data paths and screen attributesûû See related subject - ^32^Paths and ports.ûû 3) Exit installation routinesûû Select this option by pressing "3", or positioning the highlightû over the option and pressing <return>, to exit from the installationû routine and return to DOS. You will be warned that you haveû requested an Exit to the operating system. If you wish to return toû the INSTALLATION MENU press F1, otherwise press any other key andû you will be returned to the DOS prompt.ûû You have now completed the installation of PRObook and the programs areû available for your use. See the next section for details on how toû activate the programs.ûû FLOPPY DISK SYSTEMSûû To create a system to run from a floppy disk, simply format a disk andû copy the contents of the PRObook directory, from the installation disk,û to the root of your work disk. To run, make the floppy drive holding theû work disk the default and type:ûû PROBOOK <return>ûû The system will look for the programs, and store the data files, in theû root directory of the disk. If you would like to use a directory on theû drive to hold your data files, generate the directory from DOS, runû PRObook and access option 3 from the SYSTEM OPTIONS MENU to set the pathû stored for the Data Files.û Screen colours - prûInstallationûStarting the systemûPaths and portsûû Before you can run your PRObook system, you have to inform theû programs where they have been installed, the path where you wishû your data stored and the ports to which your printers are attached.û It is also possible to customize the highlights and colours used onû the screen if you do not like those which are provided as defaults.ûû Select option 2 from the INSTALLATION MENU by pressing "2", or byû positioning the highlight over the option and pressing <return>. Orû run PRObook as described in ^32^Starting the system^999^.ûû Press the right arrow followed by Option 3 "System control data",û the paths and ports screen will be displayed.ûû This screen contains data relating to the paths where PRObook willû find certain data and the ports to which your printers are attached.û The various items on the screen and the responses you should type inû are set out below:ûûû a) Hard or floppy disk machineûû Although in theory it is possible to run PRObook on a twin floppyû machine, it is not recommended. You should therefore leave theû setting for this option as H representing a hard disk system.û Either accept the H displayed by pressing <return>, or press "H"û to move on to the next item.ûû b) Directory path - programsûû This entry contains the full path identifying where the programsû are installed on your hard disk. In the example shown above theû programs are stored in a directory called PRObook in the rootû directory of drive C. The system will default to the path whereû you have installed PRObook. If the entry is correct pressû <return>, if not, type in the full path description relatingû to your system and press <return>. Please note that, unless theû programs are stored in the root directory, the path entered mustû be terminated with a "\" for the system to operate correctly.ûû c) Directory path - Data filesûû Using PRObook you can maintain any number of separate addressû systems, referred to as "Data Sets". Each Data Set is identifiedû to PRObook by an 3 digit alphanumeric code, called the "Data Setû code".ûû When you change address books, via Option 4 from the SYSTEMSû OPTIONS MENU, the system will create a new Data Set, if one doesû not exist with the code given, or switch to an existing Data Set.û In both cases the files created, or used, will be stored in theû directory given in this field.ûû The "Directory path - Data files" field contains the full path ofû the directory containing the Data Set files. If you wish toû store the files in the same directory as the program files, orû access the example Data Set provided, accept the default pathû which PRObook will have generated for you. Alternatively, enterû the full path of the directory to be used. Please note that ifû you wish to use a different directory it MUST have been createdû before this routine is executed.ûû Please note also that, unless the programs are stored in the rootû directory, the path entered must be terminated with a "\" for theû system to operate correctly.ûû d) Default Data Set codeûû Enter in this field the three digit code representing the dataû set that you would like loaded on accessing PRObook. Weû recommend that you leave this field as "PRO" so that the exampleû Data Set is loaded for you to examine. Each time you run PRObookû it will always default to the last Data Set used, so once youû have created your own database it will default to this onû subsequent access.ûû e) Printer ports - 1 to 9ûû You can define the DOS device name for up to 9 ports to which youû can attach printers. The device name may be up to 5 charactersû for each port and should be set as appropriate. For example ifû you wish printer port 1 to be directed to the parallel port,û enter LPT1 (without the trailing colon) and to direct printerû port 2 to the Coms port enter COM1.ûû You can define up to 5 printer drivers to be available to PRObookû at any one time and within the printer driver you define the portû number to which you would like the output directed. Section V.D.û of this manual covers the editing of printer drivers.ûû f) Lines per labelûû This field holds the length of your labels in lines. The numberû entered here should represent the distance from the top of oneû label to the top of the next.ûû g) Offset to labelûû This field holds the offset, usually in 12 characters perû inch (cpi) as this is the PRObook standard pitch for the printer,û which is to be applied to the name and address printed on labels.û E.g. Entering 20, in 10 cpi mode, will offset the print byû 2 inches.ûû The purpose of this field is to allow you to offset the labelû stationery when it must be positioned in a certain place toû activate a paper sensor, and still have names and addressû correctly aligned.ûû After you have entered the offset field, or pressed F1, you will beû presented with the second screen, screen colours. see related topic.û Paths and portsûSCREEN COLOURSûû This screen allows you to set the screen attributes for the textû displayed within the main PRObook programs:ûû Normal textû Bold textû Underlined textûû At the top of the screen the system will inform you whether it isû currently working on a colour or monochrome screen and this isû immediately followed by the numbers 1-225, displayed showing you theû result of using that number as an attribute for text.ûû You may enter the attribute giving the colour/highlight combinationû you would like to invoke for the three types of text used withinû PRObook. Simply enter the number, followed by <return> if it isû less than 3 characters. We recommend that you only change theû attributes relating to the type of screen you are currently using,û as you may erroneously enter an attribute which produces no displayû on the alternative screen type.ûû Normal text is used for most screen displays, bold text is used forû windows, and underlined text is used for separating sections of theû screen display and all entry fields.ûû After you have entered, or accepted, the attributes displayed, aû third screen will be shown, requesting attributes for the screenû colours used within PROword. The attributes may be entered in theû same way as for PRObook and are used as follows:ûû Normal text - main body of document.û Block highlight - used to display text which has beenû selecting for block move, copy, orû delete.û Border colour - used to display the status line at theû top of each text window.ûû Alter, or accept the attributes shown.ûû The fourth screen in the set-up program allows you to set theû attributes used for the pull-down menus within PROword. Theû attributes available are as follows:ûû Normal text - used to display the menu items.û Selected text - used to display the menu item which isû currently selected.û Frame - used to display the frame surroundingû the pull-down menu.ûû After entering or accepting these attributes, the final screenû displayed allows you to select the attributes used for PROwordû windows. These are as follows:ûû Normal text - used for the background of the window.û Highlighted text- used for any messages displayed withinû the window.û Frame - used to display the frame surroundingû the window.ûû After entering or selecting these attributes, the control file willû be rewritten to disk and you will be returned to the "T" menu.ûû Menu structureûChange address bookûSTARTING THE SYSTEMûû If you are currently running another application, return to the operatingû system and ensure that the drive which contains PRObook is selected.û If it is not, type:ûû X: <return>ûû Where X is the drive in question.ûû Switch to the PRObook directory and invoke the programs by typingûû CD \PROBOOK <return>û ADDRESS <return>ûû The program will be loaded and the set up screen presented.ûû The screen contains our copyright notice, together with an indication ofû the organization to whom the programs have been licensed.ûû After a few seconds the system will display:ûû Press any key to access programsûû Press <return> and the ADDRESS BOOK OPTIONS MENU will appear.ûû The set up screen shows the date of last access together with the currentû date held in the system clock. If the current date precedes the date ofû last access the system will pause on TODAY'S DATE to allow you either toû confirm or change the date.ûû LAST ACCESS DATEû 31/12/99û TODAY'S DATEû 31/12/99ûû If the system date offered is correct simply press the "Repeat" key toû accept it, otherwise enter the correct date.ûû If you enter a date which precedes the last access date, or more thanû four days have elapsed since the system was last used, a window will beû opened and an appropriate message displayed asking you to confirm thatû the date you have entered is correct. If the date is correct press "Y"û to accept it, otherwise press "N" and the system will return to the dateû to allow you to change it.ûû After the date has been accepted the "T" menu will be displayed.û CHANGING DATA SETS AND CREATING NEW DATA SETSûû The first task you will have to carry out after installing PRObook isû to create a set of data files in which you will store your information.ûû Option 4 "Change address book" on the SYSTEM OPTIONS MENU enables you toû change to another Data Set or create a new Data Set at any time.û Your new Data Set will be created in the data files directory.ûû After selecting Option 4, the screen will clear and you will be invitedû to:ûû Enter code of Data Set to useûû Enter the code, up to 3 digits, that you wish to use. The system willû check if the code you have used already exists and, if it does willû select that Data Set as active. If the code entered does not exist theû system will display:ûû Data set does not existû Would you like a new Data Set created? (Y/N)ûû If you have entered the wrong code press "N" and the system will returnû to the SYSTEM OPTIONS MENU. If you have entered the correct code and youû do wish a new Data Set to be created press "Y" and the system willû display:ûû Initializing filesûû for a few seconds before returning to the SYSTEM OPTIONS MENU.ûû There will always be a Data Set selected, shown at the top of the screen,û and if you have just created a new Data Set this will be selected asû active. You may now operate on the new system.ûû Each time you change to a different Data Set, the new Data Set is storedû as the default. This means that each time you run PRObook it will selectû the last Data Set which was active.û EDIT DATEûû When PRObook is first accessed, the user is presented with a screenû showing the last access date and he may be asked to enter the currentû date.ûû It is important that the system date is correctly set when PRObook isû running, as reports produced by the system incorporate the date ofû production in the heading. If the date is wrong it can be edited byû selecting option 2 "Date edit" from the SYSTEM OPTIONS MENU. On selectingû this option the system presents the set-up screen and displays theû following:ûû LAST ACCESS DATEû 31/12/99û TODAY'S DATEû 31/12/99ûû You may now edit the date, by over-typing it, or accept the dateû displayed by pressing the "Repeat" key. In both cases the SYSTEM OPTIONSû MENU will then be redisplayed.ûû If you enter a date which precedes the last access date, or is more thanû four days since the last access date, a window will be opened and anû appropriate message displayed asking you to confirm that the date youû have entered is correct. If the date is correct press "Y" to accept it,û otherwise press "N" and the system will return to the date to allow youû to change it.û Install printerûEdit printer driverûPRINTER DRIVERSûû The system has space to store the details necessary for controlling upû to five printers at a time. These details include information to tellû the system the port to which the printer is connected, the name of theû printer and the control sequences required to install the printer andû to control the print formats.ûû When PRObook is first accessed it may not know which printer you wishû to use. This is indicated at the top left of the screen by the wordsû "No Printer". Before any printouts may be produced PRObook needs to beû informed which printer to use. This can be done at any time when a menuû is displayed on the screen by pressing the "Print" key. See V.D.2. forû a full description of how to use this function.ûû If you always use the same printer you can request PRObook to try andû install the printer on start-up. To do this set a DOS environmentû variable called PRINTER to the number of the printer you would likeû installed. Either type the following line from the DOS prompt or includeû it in your AUTOEXEC.BAT file or batch file created to run PRObook:ûû SET PRINTER=9ûû Where the "9" is replaced by the printer you wish to be installed.ûû As an alternative you may use a command line option to install a printerû on start up. This takes the form:ûû /P=9ûû Where the "9" is replaced by the printer you wish to be installed.ûû The instruction is placed after the program name on the same line whichû runs the program. E.G.ûû PROBOOK /P=2ûû Will run PRObook and install printer 2.ûû To set-up a printer the user will need to know the escape sequences toû set the following -ûû Form lengthû Enable 96 and 132 characters to be printed across the pageû Underline On and Offû Bold print On and Offû Inverse or Italic print On and Offûû The codes required for some of the more common printers are set out inû Appendix 1. If the printer you are using is not included, the informationû should be obtainable from the printer manual or from your supplier.ûû When setting codes to enable 132 columns to be printed across the pageû you will have two choices. If the printer is capable of taking paperû wide enough to print 132 columns in 12 character print mode, you mayû wish to set the control code for this item at all zeros, thereby usingû the 12 characters per inch which undoubtedly will have been set underû the 96 column control sequence. If, however, you wish to print allû reports on A4 size paper, or use FILEOFAX╞ paper, the control sequenceû for 132 columns will have to set the number of characters per inch to 17.û Install printerûEDIT PRINTER DRIVERûû To set-up or edit a printer driver select option 1 "Printerû drivers" from the SYSTEM OPTIONS MENU. PRObook will display theû names of the five drivers in existence and you will be requested toû enter:ûû Printer number (1-5)ûû If you do not wish to proceed press the "Finish" key and you willû be returned to the SYSTEM OPTIONS MENU.ûû Select the printer, From 1-5, that you wish to edit, by pressingû the number key corresponding to the printer number. The editû printer codes screen will appear, see Figure 6, and the portû number will be offered to you for edit. If you wish to change theû port, press a number key from 1-9 to select the port to which youû would like this driver to direct its output, or press <return> toû accept the port number offered. In both cases the entry field willû move on to the print lines for 96 columns field.ûû Each field will then be offered to you in turn for editing and youû may either edit the entry, accept it by pressing <return> or moveû on to the next section by pressing the "Finish" key. Each fieldû on the screen is listed below with a description of its effect.ûû ^32^Port^999^ - Port number may be from 1-9 and selects the output dû which has been set for the port using "Edit system data".ûû ^32^Print lines per page for 96 columns^999^ - This field tells PRObû how many lines it can physically print on each page. This does notû define the actual length of the paper but simply how many lines canû be printed. When printing any report the system is constantlyû monitoring the number of lines it has printed and willû automatically throw a new page when appropriate.ûû ^32^Print lines per page for 132 columns^999^ - This field holds theû of lines which can be printed when printing in 132 column mode.ûû ^32^Name^999^ - Enter here the name of the printer, up to 25 charactû which will appear in the top left hand corner of the screen whenû the printer is installed.ûû ^32^Codes to set-up printer^999^ - enter here up to 40 decimal numbeû representing the escape sequences which are to be sent to theû printer when it is installed. Enter each number in turn, and whenû you have entered the last number in the sequence you may press theû "Finish" key to skip the balance of the 40 numbers and move to theû codes for 96 columns of print. In Figure 6 the set-up sequenceû shown for an Epson printer does the following:ûû 27, 82, 3 - Select UK character setû 27, 77 - Set 12 characters per inch, Elite printingû 27, 67, 70 - Set the physical paper length to 70 linesûû Codes to set for 96 columns of print - Enter here the controlû sequence required to set 12 characters per inch. In our exampleû the codes have the following meaning:ûû 18 - Turn condensed print offû 27, 77 - Select Elite printingûû ^32^Codes to set for 132 columns of print^999^ - Enter here the contû sequence to set 17 characters per inch if you wish to print thisû type of report on A4 paper, or set all the fields to 0 if you wishû the printer to continue printing at 12 characters per inch on wideû paper. The codes used in the above example are as follows:ûû 27, 80 - Turn off Elite print and select 10 charactersû per inchû 15 - Select condensed printûû ^32^Code for money sign^999^ - enter here the decimal code which repû the money sign you wish to use. PRObook will utilize this codeû whenever a money sign is to be printed, or where it sees a hashû sign in a word processing document. In our example, code 35û represents the pound sign in the UK character set.ûû ^32^Codes to turn inverse, underline and bold on and off^99^ - enterû the control sequences to set the various modes of printingû indicated. Each sequence may be up to 10 characters in length.û Although the codes in our example are relatively short, much longerû codes are used to control a laser printer - refer to Appendix 1.ûû After you have finished editing the control sequence for bold off,û you may either press "Finish", or return through all 10 codes, andû the system will return to the list of printers. You may now selectû another printer to edit or, if no further edits are required, pressû the "Finish" key and PRObook will return to the SYSTEM OPTIONSû MENU.ûû Edit printer driverûINSTALL PRINTERûû At any point in the programs when a menu is displayed you may pressû the "Print" key to install a printer.ûû Pressing this key will cause the install printer window to beû opened.ûû If you wish to install a printer, select the number correspondingû to the printer required and PRObook will send the initialisationû sequence to the printer, clear the window and display the printerû name in the top left hand corner of the screen. If you do not wishû to install a printer, pressing the "Finish" key will force a returnû to the menu without carrying out the installation.ûû If the printer you have tried to install is not switched on or on-û line, the system will attempt to send out the set-up sequence forû approximately 45 seconds, thereby giving you time to switch theû printer on or make it on-line, before displaying the message:ûû Printer not availableûû for a few seconds before returning to the menu. In this case noû installation will have taken place.ûû From the above explanation it will be seen that printers can beû connected to any ports physically available on the computer, be theyû serial or parallel. If your system has more than one printer attachedû you can freely change printers at any time through the install printerû routine - redirecting future printouts to a different printer. Further,û if a dot matrix printer is attached, which is capable of both draft andû letter quality printing, two drivers can be set up to invoke theû different modes. By using the install printer routine to select one orû other of these drivers, the print quality can be selected through theû programs.ûû Once the printers have been defined for your system, they will only needû to be edited if you change to a new printer. If you have difficultyû using this section of the program please contact BBHW Computer Servicesû for assistance.û PROWORDûû There are two places in the program where the word processing facilityû may be accessed:ûû 1) From the ADDRESS BOOK OPTIONS MENUû 2) When editing a contactûû 1) From the ADDRESS BOOK OPTIONS MENUûû Accessing PROword via this menu enables the program to be usedû as a free-standing word processor. To enter PROword, selectû option 8 "Word processing" from the ADDRESS BOOK OPTIONS MENU andû the word processing screen will be displayed. You will beû asked for the name of the file to be processed with the prompt:ûû Open file:ûû Enter the name of the document you would like to edit, or if youû wish to create a new document, simply press <return> and you willû be placed in the editing mode, editing file "NONAME".ûû For a full description of how the word processing section operatesû see Section VI..ûû To exit from the word processing section, press the "Finish" keyû and you will be returned to the ADDRESS BOOK OPTIONS MENU.ûû 2) When editing a contactûû In this mode PROword is accessed by pressing the "Interrupt" keyû when the contact's name is offered for edit, to allow you to editû the "free-typing" document which is associated with the contact.û All the functions of the word processing program are available toû you, including the ability to load, edit and save information fromû or to a specified file.ûû On exiting the word processing program in this mode, the text heldû in the document will be saved to the XXXNOTES.FLE file along withû the text stored for other contacts. The NOTES.FLE file is anû integral part of the system. Under no circumstances should you tryû to edit this file other than through pressing the "Interrupt" keyû when editing a contact's name.ûû For further details please see Section V.G., which covers editingû contact's records.û CODE LISTûû At any point during the programs where PRObook is requesting the userû to enter a code, the user may open a code list window by pressing theû "Interrupt" key.ûû On pressing this key, a window will appear on the screen in which willû be listed the first 10 entries in the file. This listing is in alphaû order of code.ûû The facilities available to you at this point are listed below:ûû 1) u - Up or "Page up" keyûû Pressing lower case "u" for Up will cause the screen to display theû previous 10 entries in the file. If the first 10 entries areû currently displayed the system will display the last 10 entries inû the file.ûû 2) d - Down or "Page down" keyûû Pressing lower case "d" will cause the system to display the nextû 10 entries in the file. If the last 10 entries are currentlyû displayed the system will move to the first 10 entries in the file.ûû 3) U - Top of fileûû At any point pressing upper case "U" will cause the system toû display the first 10 entries in the file.ûû 4) D - End of fileûû At any point pressing upper case "D" will cause the system toû display the last 10 entries in the file.ûû 5) C - Code searchûû Pressing "C" will cause the window to clear and the user will beû invited to enter:ûû Code for search:ûû A string, up to the length of the code, can be entered representingû the code you would like to find. The search is case-independentû and will commence immediately you press <return>. PRObook willû look for the code entered in the file and, if it is found, displayû 10 codes starting with the code entered.ûû If the code is not found, the display will start at the nearestû match found, which will be the next code in alphabetical sequence.û It is therefore possible to enter a partial code for the search,û for example entering "BRO" will cause a display of codes startingû at the first code alphabetically after "BRO" in the file.ûû You are now free to scroll through the list pressing "u" or "d",û to move the selection tick (see below), or to carry out anotherû search.ûû 6) N - Name searchûû Pressing "N" will cause the window to clear and you will be invitedû to enter:ûû Name for search:ûû Enter a text string, up to 30 characters, which will identify theû item for which you are searching. This string may contain anyû characters including spaces. On accepting the string the systemû will search through the descriptions stored in the file and displayû all matches found. The search is case-independent and if theû string of characters appears anywhere in the name, a match will beû found. The string does not therefore have to be at the beginningû of the name for the item to be identified.ûû As the search is continuing, matches will be displayed as they areû found, 10 at a time. If more than 10 are found, the system willû pause and display:ûû More - Press any keyûû Pressing any key will cause the system to continue its search.ûû After the system has searched the entire database, it will display:ûû Finished - Press any keyûû to indicate that all possible matches have been displayed.û Pressing any key at this point will cause the first 10 contacts inû the list to be redisplayed. You should therefore make a note ofû the code of the contact in which you are interested and then moveû to it by pressing "u" or "d", or carry out a code search to displayû that part of the chart.ûû ^32^The selection tickûû As can be seen from Figure 8, there is a tick against the first itemû in the code list when the window is called. The tick may be moved upû and down the 10 codes displayed by pressing the "up" and "down" arrowû keys. The tick is known as the selection tick and can be used to selectû a code to be returned automatically to the entry field. Position theû tick next to the code required and press either <return> or the spaceû bar and the code window will disappear, placing the selected code inû the input field.ûû If you wish to leave the code window without returning a code, pressû "Finish". The code window will disappear and you will be returned toû the field from which the "Interrupt" key was pressed.ûûû ^32^Starting the code window at a specified pointûû An important feature is the ability to start the code window at aû specified point in the list of codes. This can be useful if you canû remember the first few characters of a code and wish to discover theû full code.ûû When you press the "Interrupt" key, the system will take whatever codeû currently appears in the entry field and start the listing of codes atû that alphabetic point in the file. To use this facility, type in theû part of the code you can recall before pressing the "Interrupt" key -û it is quite possible that the first code in the list will be the codeû you are seeking. You can therefore press <return> to return the fullû code to the field in question. This can be a very convenient and quickû way of entering codes, and reduces the possibility of error.ûû If the first code displayed is not the one you are seeking, you are thenû free to use all the facilities of the code window to move about theû list.û Add/Edit recordûCode listûRECORD CODEûû Each contact in the address book must be allocated a unique code of up toû 10 digits.ûû All reports are sorted by this code and it can be used to find the contactû from the code window. We therefore recommend that the code beû alpha/numeric and based on the contacts name.û Code listûRecord codeûTelephoneûCONTACT RECORDSûû As indicated in the system overview, each contact is identified by aû unique 10 digit code.ûû ^32^Add/Edit contactsûû To add or edit contacts, select option 1 "Add/Edit records" from theû ADDRESS BOOK OPTIONS MENU. The Add/Edit contact record screen will beû displayed. The initial display will simply be a mask and the entry fieldû will be positioned next to the record code at the top of the screen.ûû Enter the code which identifies the contact you wish to add or edit, andû the system will see if the code exists in the list of contacts.ûû If the code does not currently exist you will be entered into new contactû mode - alternatively if the code does exist you will be entered intoû edit mode. If you enter edit mode the contact's details will beû displayed and in both cases the entry field will remain over the code.û Proceed as follows:ûûû 1) New contact modeûû The entry field will remain over the code you have just entered andû "New contact Record" will appear at the top of the screen. If youû have made an error and you do not wish to create a new contactû press the "Finish" key, and PRObook will return to a blank contactû record mask allowing you to enter another code. If you wish toû create a new contact with the code entered, press <return> and theû entry field will move to the name field.ûû If you wish to create a new contact but have entered an incorrectû code, change the code so that it reads as you wish and, provided itû is acceptable, the system will proceed to the name field.ûû If the system beeps and refuses to move from the code field youû have tried to create the contact by editing the code previouslyû entered, and have selected a code which already exists for aû contact within the data files.ûû You may either change the code to be acceptable or press "Finish"û to return to a blank contact record mask.ûû On entering an acceptable code you will then be able to enter eachû field within the record mask.ûû 2) Edit contact modeûû When the code entered already exists, the system will enterû Edit contact record mode, display the current data stored for theû contact and position the entry field over the contact's code.ûû You may change the code which is allocated to the contact. Toû change the code, simply type in the code you would like allocatedû to the contact and this will either be accepted or rejected by theû system.ûû A rejection will happen if the code used is already allocated toû another contact's records in the system, in this case the entryû field will remain on the code, with the original code allocated toû the contact displayed.ûû You may now either try to change the code again, or press <return>û to accept the original code shown and move on to edit the rest ofû the contact record, or press "Finish" to return to a blank contactû record mask.ûû Having entered and accepted the code of an existing contact youû will be able to move through the contact record fields editing asû you proceed. No field is fixed - they may all be edited at anyû time.ûû At any time within the contact record screen, pressing "Finish"û will inform the system that you have completed editing theû items shown on that screen and you will be returned to theû Record code prompt of a blank contact screen mask.ûû The only exception to the above is that pressing "Finish" when theû entry field is by the code will cause the system to return to theû ADDRESS BOOK OPTIONS MENU.ûû 3) Delete contactûû It is possible to delete contacts at any time.ûû To delete a contact enter the Edit contact mode as described aboveû and you will see the following message at the foot of the screen:ûû END=Delete recordûû Press "END" and the system will ask you to confirm your requestû with the following question:ûû Confirm you wish to delete record (Y/N)ûû If you do not wish to remove the record, press "N" and the systemû will return to a blank contact screen mask. Otherwise press "Y" andû the system will display:ûû Deleting Recordûû for a few seconds before returning to a blank contact screen mask.ûû When the system is sitting at a blank contact screen mask, you may pressû the "Repeat" key F2 to recall the last contact edited.ûû When the system is sitting at a blank contact screen mask, or displayingû a contact with the entry field on the record code, you may press theû "Down" and "Up arrow" keys to scroll through the contact records.ûû Add/Edit recordûNAMEûû The name can be up to 40 characters in length.ûû When this field is presented for edit the message:ûû F8=Text page F9=Databaseûû appears at the foot of the screen. Pressing F8 at this point takes theû system into word processing mode and offers for edit a free- typing sheetû of information associated with the contact. On first access this sheetû will be totally blank and can be used to contain whatever information youû wish to store. Enter the data, using the word processing facilities whichû are covered in Section V.I., and when finished, press F1 to save theû document and return to the contact record screen.ûû Pressing F9 at this point takes the system into the user database screen,û allowing the user data for the record to be entered. Enter each field orû press F1 to return to the record mask.ûû As will be seen from the word processing section, the system can storeû and utilise macros. It is possible to use the macro facility in thisû section of the program to draw in a mask giving the field names ofû additional data which you wish to store with the contact. However, itû should be remembered that the mask will be stored with each contact andû will therefore increase the overall storage requirement for the contactû documents.ûû If the text page is active a message to this effect is shown at theû bottom right of the screen.û Add/Edit recordûCONTACTûû The contact name can be up to 40 characters in length.û Add/Edit recordûSALUTATIONûû The salutation can be up to 30 characters long and should hold the formû of address required to be used on standard letters to the contact, e.g.û if the contact's name is J Smith Esq and he is to be addressed as Dearû John, then "John" should be entered in this field. If he is to beû addressed as Dear Mr Smith, then this field may be left blank and theû system will be able to deduce the salutation from the name.ûû If a salutation has been set for the record the system assumes that thisû is set to a form off address and not "Sir". For a record with aû salutation the system will return Sincerely for YSF during Mail merge.û Add/Edit recordsûADDRESSûû The address is five lines of 40 characters and should be completed asû required.û Add/edit recordsûTELEPHONE NUMBERSûû Four telephone fields are held each of which is 15 characters ofû alphanumeric data. The four fields are narrated as office, home, car andû fax but could of course hold whatever data you require.ûû The code PH1 relates to the first number, office, and PH4 to the last,û fax.ûû Print optionsûPrint restrictionsûView reportûAborting printûREPORTSûû There are seven report formats available from the system:ûû 1) Telephone listû 2) Address book listing - Normal formatû 3) Address book listing - FILEOFAX(TM) formatû 4) Full listingû 5) Labelsû 6) Mail mergeû 7) Custom reportingûû See the topic for the report in question for details of the contents ofû each.û ReportsûAborting printûPRINT OPTIONSûû When a report is selected the system takes the user through the printû options routine outlined below.ûû The system will first invite you to select the destination of the report,û screen or printer. Pressing "S" causes the system to compile the reportû for "viewing" on the screen while pressing "P" will direct the report toû the installed printer.ûû Once the destination has been selected, the system will ask:ûû By entered code list (Y/N)? - F1 to abortûû If you do not wish to continue press F1 and the system will return to theû "T" menu. If you wish to print the report for a few selected recordsû press "Y" and proceed as set out below. If you wish to produce the reportû for a range of codes press "N" and follow the procedure described underû Print restrictions.ûû ^32^By entered code listûû If you enter "Y" to the code list prompt above, the system will allow youû to enter a list of contact codes which will be included in the print run.û On pressing "Y" the screen will clear and the the system will invite youû to enter a code as the first item in the list. Enter the first contactû code you wish to include and, provided the code is valid, the code andû contact name will appear next to "Last code" on the screen. You may thenû continue to enter a list of any number of codes to be included in theû run. When you have entered all the codes press the "Finish" key and theû system will display:ûû Printing (or Compiling)ûû while the report is being produced. If directed to the printer the systemû will then return to the ADDRESS BOOK OPTIONS MENU. If directed to theû screen you will be placed in view mode with the first 22 lines of theû report shown on the screen.ûû ^32^Print restrictionsûû If you answered "N" to the code list prompt the system will display theû Print Restrictions screen which allows you to restrict the contents ofû the listing to a selected alphabetical section of the database.ûû You will be invited to select a range of codes to be included in the run,û and the system will pause at the From box and wait for you to enter aû code.ûû Enter the first code you wish to be included in the listing, orû alternatively press <return> to obtain a listing from the first code inû existence. The system will then highlight the To box and wait for you toû enter a code.ûû If you have entered a code in the From box this will be offered as theû default in the To box. If, however, you pressed <return> in response toû From you will be offered a default of all Zs, indicating the last code inû existence.ûû Enter the last account code you would like included in your listing, orû press <return> to accept the default.ûû The codes entered in response to the code boxes do not have to exist inû the database. If they do not exist it will still restrict the listing toû codes which fall between them. If you cannot remember a code use theû "Interrupt" key to open the code window.ûû If you have defined a database the system will then allow you to enter upû to five test to form the basis of selection of data to include in theû report. See the topic ^32^Print restrictions.ûû After entering the above the system will display:ûû Printing (or Compiling)ûû while the report is being produced. If directed to the printer the systemû will then return to the ADDRESS BOOK OPTIONS MENU. If directed to theû screen you will be placed in view mode with the first 22 lines of theû report shown on the screen.û ReportsûPrint optionsûAborting printûVIEWING A REPORT IN THE SCREENûû If the report has been directed to the screen the first 22 lines will beû displayed with the following prompt at the foot of the screen:ûû Press: ^, v, Page up & Down to scroll - S, < & > to scanûû You may now scroll through the report by pressing the "page up", "pageû down" and "Up" and "Down" arrow keys. It is also possible to display theû right-most 80 characters of the report - by pressing "S". Pressing "S"û again will cause the left-most 80 characters of the report to beû displayed. The final facility is to move the display one character to theû left or right by pressing "<" and ">".ûû When you have finished viewing the report on the screen press theû "Finish" key and you will be returned to the "T".û ReportsûPrint optionsûView reportûAborting printûTELEPHONE LISTûû This is the most basic report available from the system, and contains theû following:ûû Codeû Nameû Contactû Salutationû Telephone numbersûû presented in two lines per record.ûû To print this report select option 2 from the ADDRESS BOOK OPTIONS MENU.ûû The system will then go through the print options and then produce theû report.û ReportsûPrint optionsûView reportûPrint restrictionsûAborting printûADDRESS BOOK LISTINGûû This routine provides for the data to be printed in two formats:ûû a) Normal format on listing paperû b) FILOFAX(TM) format on special paperûû The programs are designed to print on standard, continuous, FILOFAX(TM)û paper. BBHW can supply paper of the correct specification on request.ûû The address book listing contains all the static data stored for eachû record in three lines for the normal format. The space required on aû FILEOFAX(TM) listing varies according to the fields which hold data. Inû addition it is possible to start each letter of the alphabet on aû separate page, and to print on both sides of this special paper.ûû To produce this listing select option 3 "Address book listing" from theû ADDRESS BOOK OPTIONS MENU.ûû You will be invited to chose the type of format you require with theû following prompt:ûû Please press (N) for a normal listingû (F) for FILEOFAX formatûû Press "N" or "F" as required. If you do not wish to continue press theû "Finish" key to return to the MENU.ûû ^32^Normal listingûû If you have selected a normal listing you will be taken through the Printû Option routine.ûû After making your selection the report will be produced.ûû ^32^FILEOFAX listingûû If you have selected this format, the system will invite you to enter aû heading to appear on each page of the listing, with the following prompt:ûû Please enter heading for printoutûû Enter the heading you would like to see and press <return>.ûû The system will then ask:ûû New page for each letter? (Y/N)ûû If you would like your printout to be organized so that a new page isû started for each letter of the alphabet press "Y", if not press "N".ûû You will then be asked:ûû Double sided printing? (Y/N)ûû If you would like to use both sides of the paper press "Y" if not pressû "N". At either of the above stages press the "Finish" key if you do notû wish to continue.ûû You will then be asked:ûû Are you using continuous stationery? (Y/N)ûû If you are press "Y", but if you are using, say, a laser printer pressû "N" and the system will proceed accordingly.ûû You will be presented with the Print Restrictions screen.ûû After entering any restrictions, the system will proceed to print. Itû will assume that you have already inserted the correct paper and that itû is aligned. You should align it as you would normal paper as the systemû knows that it has to leave blank lines at the top of the page.ûû If you have requested double sided printing, the system will print oneû side and then ask you to turn the paper over. Insert the paper so thatû the reverse side is forward, line it up, and press <return> to print sideû 2.ûû On completing the printing the system will return to the ADDRESS BOOKû OPTIONS MENU.û ReportsûPrint optionsûView reportûAborting printûFULL LISTINGûû This report contains all the static data held in each record and it isû presented in an expanded format for ease of reference. This report isû particularly useful for reviewing the contents of your database andû noting corrections.ûû To print this report select option 4 from the ADDRESS BOOK OPTIONS MENU.ûû The system will follow the Print options routine.û ReportsûPrint optionsûView reportûPaths and portsûAborting printûLABELSûû To print labels, select option 5 "Print labels" from the ADDRESS BOOKû OPTIONS MENU and the system will follow the Print options routine.ûû The system will produce the labels in accordance with the measurementsû stored in the control file, see Paths and ports.ûû On completion the system will return to the ADDRESS BOOK OPTIONS MENU.û ReportsûPrint optionsûView reportûAborting printûMAIL MERGE (PRINT)ûû The mail merge facility is provided to enable you to merge a wordû processing document with the data stored for individual contacts,û producing personalised letters or other documents for contacts.ûû A full description of the codes available for use in a document to beû merged is contained in the topic ^32^Mail merge documentsûû To print a mail merge document select option 6 "Mail merge/customû reports" from the ADDRESS BOOK OPTIONS MENU.ûû The system will display the following:ûû Please press (M) for Mail Mergeû (C) for Custom reportsûû To produce a series of Mail Merge letters press "M" to produce a customû report press "C".ûû The system will display the prompt:ûû Name of document to be usedûû Enter the name of the file which contains the document forming the letterû or circular. If no extension is provided an extension of .WP is assumed.ûû If you are unsure of the name of the file you are to use, press F8 toû obtain a directory of the files stored on the disk. The default searchû pattern will be displayed and you may either accept this by pressingû <return> or change it to meet your requirements for the path and file toû look for. A list of the files found will then be displayed, with theû first file name highlighted. You may press "Esc" to return to the callingû field, or move the highlight to the file to be used and press <return> toû select it for use.ûû Provided the file name exists on the disk the system will follow theû print options routine, explained above.ûû After the documents have been produced the system will return to theû ADDRESS BOOK OPTIONS MENU.û ReportsûPrint optionsûView reportûMail mergeûAborting printûCUSTOM REPORTSûû These are produced in exactly the same way as for Mail Merge reports, butû selecting "C" rather than "M". See topic ^32^Custom reporting^999^ on how û generate custom report formats.û ABORTING A PRINT RUNûû Whenever PRObook is producing a report you can press the "Escape" key toû abort the listing. This key can be extremely useful if you have selectedû a long listing in error, or the printer encounters trouble, e.g. screwsû up the paper, and you wish to abort the printout.û Paths and portsûEDITING CONTROL DATAûû A full description of how to edit the control data used by PRObook isû contained in the topic ^32^Paths and ports.ûû To edit the control data select option 3 from the SYSTEM OPTIONS MENU andû proceed as set out in the related topic.û W.P. sequencesûW.P. functionsûInsert modeûWordwrap modeûAuto indent modeûWORD PROCESSING WITH PRObookûû Introductionûû There are 2 places in the programs where the word processing facility,û called PROword, may be accessed:ûû 1) From the ADDRESS BOOK OPTIONS MENUû 2) When editing a contactûû 1) From the MENUûû Accessing word processing by selecting option 8 "Word processing"û from the ADDRESS BOOK OPTIONS MENU enables the program to be usedû as a free-standing word processor.ûû The word processing screen will be displayed overlaid by a windowû inviting you to enter the name of a file to be edited. Enter theû name of the file, or if you wish to create a new document simplyû press <return>. If you have entered a file name which exists, itû will be loaded and displayed for editing.ûû If the name of the file you entered does not already exist theû system will display the prompt:ûû File is new. Continue (Y/N)ûû If you wish to create a file with this name press "Y" and the nameû will be taken as the file being edited, otherwise press "N" and theû system will enter edit mode with "NONAME" recorded as the fileû being edited.ûû All the functions of the word processor are available to you, theû majority of which are available by pressing F10 to access the pull-û down menu system, or by using the function keys or Wordstar(tm)û command sequences. Please refer to topic ^32^W.P. sequences.ûû 2) When editing a contactûû When in edit contact mode, which is accessed by pressing theû "Interrupt" key when the contact's name is offered for edit, youû are editing the free-typing sheet which is associated with theû contact. You may also load, invoke macros, edit and save theû information shown in the document from or to whatever file youû wish. On exiting word processing the text held in the sheet willû be saved to the XXXNOTES.DOC file along with the text stored forû other contacts. The XXXNOTES.DOC is an integral part of the systemû and under no circumstances should you try and edit this file asû this will undoubtedly cause a corruption of the system.ûû When you first enter word processing three modes will automatically beû switched on:ûû 1) Insert modeû 2) Wordwrap modeû 3) Auto indent modeûû Functions available and key sequences, see related topic. Appendix 4 ofû manual and the topic ^32^W.P. sequences^999^ sets out alternative methodsû of invoking each function:ûû 1) Function keyû 2) WordStar(tm) key sequenceû 3) Pull down menu systemû Word processingûW.P. sequencesûW.P. functionsûINSERT MODEûû In this mode, which is evidenced by the characters "INS" appearing at theû right of the status line, and also by the cursor being shown as aû flashing box, everything you type will be added to the text already onû the screen and will not over-write it. This has no effect if you areû adding text to the end of the document, but if the cursor is positionedû in the middle of text already on the screen, all the text above and toû the right of the cursor will move along to make room for the newû characters typed.ûû Insert mode can be switched on and off by pressing either the Insert key,û or CTRL+V (holding down the CTRL and V keys together) or by pressing F10,û selecting the Environment option and selecting Insert item on the menu.ûû As you will see from the above description there are three methods ofû selecting the command:ûû a) A function keyû b) A Wordstar(TM) compatible key sequenceû c) A pull-down menu optionûû This is the case for most major options within PROword and a full list ofû the functions available together with the key sequences required toû achieve each function is contained in Appendix 4 of the manual.ûû If text is inserted, characters moved along may disappear from the rightû of the screen. If this happens you must "reformat" the paragraph byû positioning the cursor at the beginning of the paragraph and pressing F2.û Word processingûW.P. sequencesûW.P. functionsûWORDWRAP MODEûû When WW appears at the far right of the status line, this is anû indication that wordwrap is active. When active you do not have to pressû <return> at the end of each line, but simply continue to type and theû system will move any incomplete words to the next line when the rightû margin is reached.ûû Wordwrap mode can be toggled on and off by pressing CTRL O followed by W.ûû It should be noted that if wordwrap is off, any text you type can flowû past the right margin. If this happens the screen will scroll so that theû text you are typing will always be visible. However, for printing, theû system expects all text to fall within the left and right margins of 1û and 79 and if text is entered past the right margin it will not beû printed.û Word processingûW.P. sequencesûW.P. functionsûAUTO INDENT MODEûû When AI is displayed at the right of the status line, auto indent isû switched on. It can be switched on and off by pressing CTRL Q followed byû I.ûû When on, auto indent will cause the system to indent the left hand marginû of a line to the position of the first character of the previous line, ifû a <return> has been pressed at the end of the previous line. When autoû indent is off, text always starts at the defined left hand margin unlessû the backspace key is used, or tab is pressed.û Word processingûW.P. sequencesûInsert modeûWordwrap modeûAuto indent modeûWORD PROCESSING FUNCTIONSûû In the following descriptions the main keyboard sequence is describedû to invoke a particular function, but it is possible that alternativeû methods are available for invoking the sequence, see Appendix 4 of theû manual and the topic ^32^W.P. sequences.ûû ^32^Load file - CTRL F1ûû To load a file from disk press CTRL F1 and the system will ask you toû enter the name of the file to be loaded, with the prompt:ûû Open file:ûû Enter the name, incorporating the full path if the file is not in theû default directory. If no extension is provided, an extension of ROû will be assumed.ûû If the file exists on the disk it will be loaded into memory, displayedû for editing and the cursor positioned at the first character of theû file. Note that the name of the current document is always shown at theû left hand side of the status line.ûû If the file does not exist on disk the system will display the message:ûû File is new. Continue (Y/N):ûû If you press "Y" the file name will be accepted and a blank documentû offered to you for processing. If you type "N" the file name willû revert to "NONAME" and you will be placed at the beginning of a blankû document.ûû If you have instructed the system to accept a new file, the name of theû file will not yet have been generated on disk. The disk file will beû created when you instruct the system to save the file using the nextû option.ûû If when you press CTRL F1 you have a modified document in memory theû system will display the prompt:ûû Abandon changes (Y/N)?ûû If you wish to abandon the changes you have made, and load a new file,û press "Y" and the system will proceed as above. If you do not wish toû abandon the changes press "N" then save the file before loading the newû file to be edited.ûûû ^32^Save file - CTRL F2ûû To save the current contents of memory to disk press CTRL F2. The wayû the system reacts will depend on whether or not the file is alreadyû named in the work area. If the file has already been given a name,û either by a previous save or by it having been previously loaded fromû disk, the system will simply write the file to disk and return you toû the editing screen. If the file has not already been given a name,û evidenced by the description "NONAME" appearing in the status line, theû system will ask you to enter the file name to be saved.ûû Please note that whenever the system asks you to enter any informationû it will remember the last entry you made for that particular action andû display this for editing. If you wish to ignore the last name simplyû continue typing the new name and the old name will clear as soon as youû type the first character. If, however, you wish to change a fewû characters within the name you may use the cursor movement keys toû position the cursor within the text and make edits.ûû On either entering or accepting the file name offered, the system willû check to see if the file already exists on disk. If it does it willû display the prompt:ûû File exists. Continue(Y/N)ûû If you wish to over-write the file stored on disk with the contents ofû your current document, press "Y". If, however, you wish to give theû file a different name press "N" and repeat the procedure to save theû file.ûû ^32^Macro - CTRL F3ûû A macro is used to insert information into the current document from aû file which has already been stored to disk. This can be used to "pullû in" repetitive text, e.g. a mask of data to be entered, or commonly usedû wording.ûû To insert a macro, place the cursor on the line where you wish the macroû to be inserted and press CTRL F3. The system will ask you to enter theû macro name. Enter the name of the file, if no path is given the defaultû directory is used and if no extension is given a default of .MAC isû used. If the file exists the text will be read and inserted into theû current document. If the file does not exist an error message will beû given.ûû To create macro files, type the text into a blank document and save toû a file called NAME.MAC where "NAME" is the name by which you wish toû call the macro.ûû ^32^Directory - CTRL F4ûû A directory of any disk can be obtained at any time by pressing CTRL F4.û You will be asked to enter the directory mask for the directory. Enterû the "drive:path\filename" to be used and a directory listing will beû displayed. Wild cards can be used. For an explanation of drives, pathsû and wild cards see your DOS manual.ûû When the directory is displayed the system highlights the first entry inû the list. You may select a file by moving the highlight, using the arrowû keys, and pressing <Return>. This will take the system to the "openû files" routine using the file selected.ûû ^32^Find - Shift F1ûû You may search for a string of text in the document in memory byû pressing shift F1. The system will ask you for the string of charactersû to be found. Enter the string and you will then be asked for theû options which are to be used for the search.ûû The only option you need to know about at this stage is the U option.û If you enter U the search will be case-independent. If no option isû entered then an exact match will be required to succeed.ûû Searches are carried out from the current cursor position to the end ofû the file. When a match is found, the text around the match is displayedû on the screen and the cursor will be positioned on the matched string.û If you wish to search for another occurrence of the same string press,û Shift F4.ûû ^32^Find and replace - Shift F2ûû A find and replace is carried out in the same way as a find, i.e. fromû the current cursor position to the end of the file, but in this case youû will be asked for the string to replace the search string when found.û Press Shift F2 and you will first be asked for the string to search for,û then the string to replace it and finally the options to use for theû search.ûû If no options are entered, the system will search for the firstû occurrence of the string and pause to ask if you wish to replace it.û Answer "Y" or "N" as appropriate. You will then be returned to theû document at that point. To repeat the operation for the next occurrenceû press shift F4.ûû The "U" option (Upper case) is used in the same way as for a find toû make the search case-independent. The "G" option (Global) will cause theû routine to be called again after a match has been found, without the needû for you to press shift F4, and the "N" option (No pause) causes theû system to carry out the replace without asking for confirmation.ûû If you enter in the option line "GUN", the system will scan the entireû document, provided you initiate the command with the cursor on the firstû word of the document, replacing all instances of the string foundû ignoring case in the search.ûû ^32^Insert line - Shift F3ûû This key is used to insert a blank line at the cursor position.û Position the cursor anywhere on the line where you wish a blank line toû appear and press shift F3.ûû ^32^Repeat find - Shift F4ûû This key is used in conjunction with find, and find and replace. Seeû the above sections.ûû ^32^Go to block beginning - shift F5ûû It is possible to define a block of text within the document and operateû on it. Where a block has been defined, see "set block" later, pressingû shift F5 moves the cursor to the beginning of the defined block.ûû ^32^Go to block end - Shift F6ûû This is used to move the cursor to the end of the defined block, see "Goû to block beginning".ûûû ^32^Go to beginning of file - Shift F7ûû When shift F7 is pressed the cursor will be repositioned to theû beginning of the file in memory.ûû ^32^Go to file end - Shift F8ûû When shift F8 is pressed, the cursor will be repositioned to the end ofû the file in memory.ûû ^32^Delete line right - Shift F9ûû All the characters on the current line to the right of the cursor canû be deleted by pressing shift F9.ûû ^32^Delete word right - Shift F10ûû When shift F10 is pressed, the word to the right of the cursor will beû deleted.ûû ^32^Centre line - CTRL F10ûû To centre a line of text within the currently defined margins, place theû cursor on the line to be centred and press CTRL F10.ûû ^32^Exit - F1ûû When you wish to leave word processing, press F1 and the system willû respond in one of two ways:ûû 1) If in free-standing word processing, the system will check that youû have not edited the current contents of memory since it was loadedû or last saved. If you have, it will offer you the chance to saveû the changes before exiting the system by displaying the prompt:ûû Save changes (Y/N)?ûû If you do not wish to save the changes, press "N" and the systemû will return to the SYSTEM MENU. If you do wish to save theû changes, press "Y" and the system will proceed as though you haveû pressed CTRL F2 before exiting from word processing.ûû 2) If in contact edit mode the system will save the current contentsû of memory and return to the contact edit screen.ûû ^32^Format paragraph - F2ûû If text has flowed out of the current margin settings, it can be broughtû back by the use of the F2 key. Position the cursor at the beginning ofû the paragraph containing the overflow text and press F2. The systemû will reformat the text of the paragraph so that it is all containedû within the current margin settings.ûû Reformatting will continue up to the first blank line.ûû This key can also be used if you wish to change the look of yourû document by altering the margins and then reformatting paragraphs.ûû ^32^Delete line - F3ûû A whole line may be deleted by positioning the cursor on the line noû longer required and pressing F3.ûû When text is deleted it is placed in a stack of deleted text on a lastû in first out basis. If you have deleted text in error press theû "Escape" key and it will reappear. The number of lines held in thisû buffer is initially set to 20, but this can be changed from theû Environment option of the pull-down menu.ûû ^32^Print file - F4ûû Provided a printer has been installed, the full text contained in memoryû may be printed by pressing F4. The printout produced will depend onû whether you are operating in free-standing word processing or editingû a contact document.ûû 1) In free-standing word processing, the text will be formatted toû take into account printer and other control commands and will beû paginated based on the number of lines defined in the printerû driver.ûû 2) When printing a contact document, the text will be prefixed by aû complete printout of the contact's details. The document itselfû will be printed formatted for print commands and paginated withû each page headed up with the contact's code and name together withû a page number.ûû The system will only accept the F4 key if a printer has been installedû within PRObook, otherwise PROword will not know where to direct theû printout.ûû ^32^Set block beginning - F5ûû A block of text can be highlighted and moved, copied or deleted. Toû highlight a block of text, position the cursor on the first line to beû included in the block and press F5. Then position the cursor on theû last line to be included, press F6 and the block of text will beû highlighted on the screen.ûû The highlighted text can now be moved, copied or deleted - see theû following section.ûû ^32^Set block end - F6ûû This is used in conjunction with set block beginning - see previousû section.ûû ^32^Block copy - F7ûû To copy a block of text, highlight the block as described above, placeû the cursor on the line where the copy of the text is to appear and pressû F7. The highlighted block will be inserted at the line as a copy of theû original, which will remain in the original position.ûû ^32^Block move - F8ûû To move a block of text, proceed as for a copy but press F8 in place ofû F7. The text will be moved to the new position and will no longerû appear in the original position.ûû ^32^Block delete - F9ûû To delete a block of text, highlight the text as described in set blockû beginning and then press F9. The highlighted block will be removed.ûû As with line delete, the deleted text, up to the limit, is placed in theû delete buffer and can be recalled a line at a time by pressing theû "Escape" key.ûûû ^32^Pull-down menu - F10ûû To access the pull-down menu system press F10. A horizontal menu ofû seven items will appear at the top of the screen, together with a promptû telling you how to remove the menu, and an indication of the amount ofû memory remaining and available to the word processor.ûû The first item in the menu, Block, will be highlighted and you mayû select an item from the menu by either moving the highlight backwardsû and forwards using the left and right arrow keys, and pressing <return>û when the option required is highlighted, or by pressing the firstû character of the option required. Either method will cause a verticalû menu to appear underneath the highlighted item.ûû If the vertical menu showing is not the one desired press the left andû right arrow keys to display the vertical menu for the previous or nextû item.ûû When the vertical menu appears the first item in the menu will beû highlighted. To select an item from the menu press the Up and Downû arrow keys to move the highlight up and down and press <return> toû select the highlighted item. Alternatively, simply select the letterû which is shown in capitals within the menu item.ûû On selecting a menu item the system will either open a window asking forû additional data to be entered, or action the item immediately if noû further information is required.ûû To exit from the menu press the "Escape" key. The "Escape" key can beû used at any point when windows are open to inform PROword that you doû not wish to continue with the action selected. If you have progressedû from a menu to a window you may have to press the "Escape" key two orû three times to return to the document.ûû ^32^Tab keyûû Most keyboards have a tab key, and pressing this will move the cursorû on to the next tab position. On entry to PROword tabs are set at everyû 8th position. This can be changed by the procedure outlined in a laterû section.ûû ^32^Page up and Page downûû These two keys allow you to scroll through the text in memory a fullû screen at a time. Simply press the "Page up" key to move back a screenû or the "Page down" key to move to the next screen of information.ûû ^32^Insertûû Pressing this key toggles insert mode on and off.ûû ^32^Deleteûû Pressing this key deletes the character at the current cursor position.ûû ^32^Backspaceûû Pressing the backspace key deletes the character to the left of theû cursor.ûû ^32^Undo - Escapeûû Pressing the "Escape" key, while editing a document, retrieves fromû memory the latest line deleted and inserts it at the current cursorû line.ûû ^32^Tab set - Pull-down menuûû On accessing word processing, tabs are set at every 8th character. Toû change this press F10 followed by "E" and then "T". The system willû display the existing tab size and invite you to enter the new widthû required. Note that the new width will only be effective for future usesû of the tab key and will not reformat existing text.ûû ^32^Set left margin - Pull-down menuûû On accessing PROword the left margin is set at 1. This may be changed,û to say, indent blocks of text, by pressing F10 followed by "E" followedû by "L", the system will display the existing left margin and invite youû to enter a new column number. Type the number, or press <return> toû accept that currently displayed.ûûû ^32^Set right margin - Pull-down menuûû The right margin is set by pressing F10 followed by "E" and "R". Theû system will display the existing right margin, which will initially beû set at 79, and allow you to edit this to the figure desired.ûû ^32^Toggle wordwrap mode - Pull-down menuûû To toggle the wordwrap mode on and off, press F10 followed by "E" andû "W". When on WW appears at the extreme right of the status line. Noteû that the status line will not be updated until the pull-down menu hasû been cleared.ûû ^32^Toggle indent mode - Pull-down menuûû To toggle the indent mode, press F10 followed by "E" and "A" for autoû indent. When indent mode is on AI appears at the right of the statusû line. Please note that the status line will not be updated until theû pull-down menu is cleared.ûû Other functions are available in PROword, such as multiple windows,û copying text from one window to another, spell checking and DOS commandû emulation. All of these functions are available via the pull-down menuû and should not be used by an inexperienced user. In particular the DOSû emulation commands could cause irreparable damage if used incorrectly.û Advanced users will have no problems with using these commands which areû intuitive and fully prompted.ûû The spell check module, together with instructions for use, is availableû as a separate unit.û W.P. functionsûWord processingûW.P. sequencesûDot commandsûData extractionûMAIL MERGE DOCUMNETSûû It is possible to merge a PROword document with the database of contactsû for the purpose of printing personalized letters and documents.ûû To produce mail merge letters you first have to create a skeleton whichû forms your letter and includes special codes where the variable text willû appear. There are no strict rules on what to include in the skeleton,û any text may appear and will be reproduced at print time, any codes willû be replaced with the relevant information from the current record.û Merge skeletonûW.P. functionsûWord processingûW.P. sequencesûData extractionûDOT COMMANDS AVAILABLEûû Two types of code are available, DOT commands and Data extractionû commands. As indicated these commands are interpreted at print time andû use the data associated with the current contact being printed.ûû ^32^DOT commandsûû There are five DOT commands available, which are as follows:ûû ^32^New pageûû Placing ".P" at the beginning of a line causes the system to throw a newû page at that line position when printing. All text following the commandû on the same line will be ignored.ûû When a new page is thrown, either by this command or because the end ofû the page of print has been reached, the system will print any definedû header at the beginning of the next page before continuing with theû text.ûû ^32^Control sequenceûû It is possible to incorporate a control sequence within a document whichû will be sent to the printer when the line on which it appears isû printed. To do this place a ".\" at the beginning of the line andû follow it with the ASCII codes of the "Escape" or Control sequence toû be sent e.g.:ûû .\27 123 124 125ûû will send an escape character followed by the 3 characters whose ASCIIû codes are 123, 124 and 125. This could, for example, instruct theû printer to take the next page from the top tray of a dual bin laserû printer.ûû Note that numbers are separated by one space. This format must beû followed.ûû It is also possible to adjust the left margin and the print width, on theû fly. To do this include the following anywhere within the escapeû sequence line:ûû Rangeû T99 - Set left printing margin (1 - 60)û W99 - Set print width (20 - 80)ûû Note that the left margin plus the print width should not exceed theû carriage width of the printer or extra lines may be printed. The systemû simply truncates print lines so if the actual width of the document isû greater than the print width characters will be lost on the right of theû page.ûû ^32^Defined header .HS and .HEûû It is possible to define a header to be repeated each time a new pageû is thrown. To do this place ".HS" on a line on its own, follow thisû with any number of lines of text which are to form the header and placeû ".HE" on its own after the last line of the header being defined.ûû From this point the lines falling between the ".HS" and ".HE" will beû defined as a header and will appear at the top of all new pages.û Headers may be redefined any number of times as the document progresses.ûû ^32^Get record detailsûû There may be occasions when you wish to print a one off letter based on aû master skeleton you have stored. To achieve this you would have to goû through the full mail merge routine selecting from and to the code inû question. There is an easier way. A dot command ".@" is provided toû enable you to pick up a single record from the default address book andû merge it for printing from within the stand alone word processor. To doû this simply place:ûû .@AAAAAAûû Where "AAAAAA" is replaced by the code of the record to be used.ûû On a line on its own at any point before a data code appears. Thisû informs PROword to load the record and merge the data when printing.ûû The steps are therefore as follows:ûû Install a printerû Select option 8 Word processingû Load the documentû insert .@CODE as ,say, the first lineû Press F4 to print the documentû Merge skeletonûW.P. functionsûWord processingûW.P. sequencesûDot commandsûDATA EXTRACTION COMMANDSûû Data extraction commands, including print control commands, may beû embedded anywhere in the text of a document. When printed, the commandû will be replaced with the text drawn from the contact and printer driver.ûû When extracting text data, the system will expand or reduce the lengthû of the line as necessary to insert that which is relevant to the contact.û Consideration to this fact should be given when the document isû composed, as if the resulting line is longer than 79 characters theû right-most characters will not be printed. There is one exception toû this rule. If the code is followed by five spaces then the line is notû expanded or contracted but the text is overlaid on the line. Thisû allows two codes to appear on the same line and the absolute tabû positions of the second to be retained. E.g. On a letter you may embedû an address and a date on the same line and the print position of theû date will be maintained.ûû The following are the codes available for embedding within a document.û They are typed within circumflexes in the text.ûû COD - codeû NAM - Nameû CON - Contactû SAL - salutationû AD1 - AD5 - lines 1 to 5 of addressû PH1 - PH4 - the 4 telephone numbersû YSF - yours sincerely or faithfully (see below)û DSY - date held by systemûû ON OFFûû B b Bold on/offû I i Inverse on/offû U u Underline on/offûû You may also use the code of any user database variable.ûûû ^32^Computation of salutation and endingûû On accessing a contact the system works out the salutation and endingû even if one does not exist in the record. If the salutation field hasû not been completed, the system will base the salutation on the contact'sû name.ûû The rules for computing the salutation where it is to be based on anû extraction of the contact's name are follows:ûû If name contains Mr, Mrs, Miss, Ms, Sir, Lady or Esqûû it will produce the salutation from Mr, or whatever is appropriate, andû the first string of characters in the name which is more than 3û characters. In this case YSF will return "Yours sincerely".ûû If a salutation has been provided within the contact record, this willû be used as it appears and the system will provide an ending of "Yoursû sincerely".ûû If the system cannot calculate the salutation as outlined above it willû use Sir and YSF will return "Yours faithfully".û PRINTER CODESûûSelection of codes to use for some common printers.ûûEPSON - Draft modeû.{list}ûSet up: 27, 72, 27, 77, 18, 27, 50, 27, 67, 72, 27, 82, 3, 27, 53û12 CPI: 18, 77, 27û17 CPI: 27, 80, 15ûûMoney sign: 35ûû Turn on Turn offûInverse 27, 71 27, 72ûUnderline 27, 45, 49 27, 45, 48ûBold 27, 69 27, 70ûûEPSON - letter quality modeû.{list}ûSet up: Replace first two numbers of Draft mode Set up with 27, 71ûOthers: No changeûûIBM Quietwriterû.{list}ûSet up: 27, 15, 27, 50, 27, 67, 72û12 CPI: N/Aû17 CPI: N/AûûMoney sign: 156ûû Turn on Turn offûInverse N/A N/AûUnderline 27, 45, 1 27, 45, 1ûBold N/A N/AûûMannesman Tallyû.{list}ûSet up: 27, 40, 65, 27, 91, 48, 48, 48, 114, 27, 91, 48, 55, 50, 116, 27, 91,û 49, 119û12 CPI: 27, 91, 49, 119û17 CPI: 27, 91, 50, 119ûûMoney sign: 35ûû Turn on Turn offûInverse 27, 77, 0 27, 78, 0ûUnderline 31, 0, 0 32, 0, 0ûBold N/A N/AûûûBrotherû.{list}ûSet up: 27, 31, 11, 27, 30, 9, 27, 12, 72û12 CPI: N/Aû17 CPI: N/AûûMoney sign: 35ûû Turn on Turn offûInverse N/A N/AûUnderline 27, 69, 0 27, 82, 0ûBold N/A N/AûûHP LaserJetû.{list}ûSet up: 27, 38,108, 48, 79, 27, 40,115, 49, 50, 72, 27, 38,108, 54, 68û12 CPI: 27, 40,115, 49, 50, 72û17 CPI: 27, 40,115, 49, 55, 72ûûMoney sign: 187ûû Turn on Turn offûInverse 27, 38,100, 68 27, 38,100, 64ûUnderline 27, 38,100, 68 27, 38,100, 64ûBold 27, 38,100, 68 27, 38,100, 64ûûûThe resident fonts of a standard LaserJet do not support bold and inverseûprint. The underline codes have therefore been repeated in these sections.ûIf you have extra fonts installed to support these facilities, enter theûcommands to select these fonts in the appropriate section.û BOOKLINK - RESIDENT ADDRESS BOOK LINKûûINTRODUCTIONûû BOOKLINK is a memory resident program which gives the user the ability toû access PRObook data files from within another application.ûû Once loaded the program returns to DOS and you may then run whicheverû applications you wish to use. Although not apparent at this stage, theû program is still resident in memory and can be activated by pressing theû "hot key" which has been set for your system. While running anyû application, for example word processing, you can press the "hot key"û sequence and activate the program. A window is then displayed on theû screen containing a list of the first few contacts stored in the PRObookû active Data Set, and the following functions are available to you:ûû 1) Scroll through the list of contactsû 2) Search for a particular contact code, or text string within aû contact's nameû 3) Display the details stored for a particular contactû 4) Paste information relating to the contact into the currentû application, say a word processing document:û a) Address onlyû b) Name and addressû 5) Print a label or envelopeû 6) Dial a number (if you have a modem attached)ûû With BOOKLINK you need never type a name and address again. By keepingû the program memory-resident it can be called on at any time to insert theû contact's name and address in your word processing document. You canû therefore be confident that the names are always spelt correctly and theû correct address is used.ûû ^32^Interaction with other programsûû The memory resident program works by trapping interrupts We have testedû BOOKLINK with a number of standard packages, and proved it to workû without any problems. However, we cannot guarantee that it will work withû every application that you are running. On the distribution disk you willû see a file called APPLIC.TXT, which contains details of a few programsû that require a special command line or setting to allow BOOKLINK to beû used.ûû If you have a problem using BOOKLINK with a particular application pleaseû contact BBHW Computer Services as we may have a patch for the program youû are running.û THE PROGRAMSûû The distribution disk for PRObook contains the programûû BOOKLINK.EXE - The main programûû In addition two further files on the disk relate to this section:ûû READ.ME - Information regarding the current release of theû programsû APPLIC.TXT - Information on how to invoke certain "difficult"û applications so that they will allow access toû BOOKLINKûû All the above files are be copied to the drive and directory in whichû you have installed PRObook.ûû Please print both the READ.ME and APPLIC.TXT files which may containû information you will find useful when installing the system.ûû To print a file on the printer, make the drive and directory containingû the programs the default and copy the file to the printer as follows:ûû X: <return>û CD \DIRECTORY <return>û COPY FILENAME LPT1: <return>ûû The above assumes that your printer is attached to port LPT1:, if not,û substitute the appropriate port designation.û Paths and portsûû On first installing PRObook there are a number of defaults which will beû set for BOOKLINK. These are as follows:ûû Hot key - Ctrl Rû Control path - Default to current directoryû Modem port - COM1û Dial prefix - Hayes compatibleû Dial suffix - Hayes compatibleû Line Hangup - Hayes compatibleû Print port - LPT1ûû The purpose of each of these settings is described below.ûû If these settings are appropriate for your system you will not need to runû the configuration routine. However, if you wish to change the defaults youû should run BOKLINK, activate it and press "HOME" to set the defaultsû appropriate to your system, or use the command line switches see iv).1.û below.ûû To run the program change to the directory holding PRObook, by typing:ûû X: <return>û CD \PROBOOK <return>ûû (where X: is the drive holding the programs)ûû and type:ûû BOOKLINK <return>ûû You will see the standard welcome screen. Press <Alt><R> to activate theû program and then <Home> to enter configuration mode.ûû You will see menu showing the current settings listed:ûû ╔══════════════════════════════════════════════════════╗û ║Hot key <Alt><R> ║û ║Control path NONE ║û ║Dial prefix ATDP ║û ║Dial suffix | ║û ║Hangup string ~~~+++~~~ATH ║û ║Modem Port number (1 to 2) 1 ║û ║Print port (eg LPT1) LPT1 ║û ╚══════════════════════════════════════════════════════╝ûû BOOKLINK setup screenûû The system will invite you to enter each of the fields on the screen toû allow you to edit or accept the data shown. After you have finishedû editing the last field on the screen the system will update the defaultsû and return to the main screen. Any change to the Hot Key will takeû immediate effect, but the other fields will only be effective the nextû time the program is loaded.ûû The following is an explanation of each field:ûû ^32^Hot keyûû This is the key sequence which is to be used to activate BOOLINK once itû is memory resident. The current setting is shown and you have to enter theû sequence you would like used in the future.ûû Enter the key sequence you would like to use. If you enter an invalidû sequence the system will reject it. Most combinations of Shift, Ctrl, Altû and a standard key will be acceptable.ûû ^32^Control pathûû This field contains the path where BOOKLINK will look for a PRObookû control file for use to define screen colours and the active Data Set.û This field is initially set at "NONE" instructing the system to use theû DOS default directory. If you wish to load BOOKLINK from a directoryû other than the PRObook directory, e.g. have the root directory as theû default and path to the PRObook directory, or include the full path in theû name when running BOOKLINK, enter here the full path of the directoryû holding PRObook.ûû Please note that if PRObook is stored anywhere other than the rootû directory the path name must end with "\".ûûû ^32^Dial prefixûû This field contains the string which is output to the modem to initializeû dialing. The default provided is the Hayes string for pulse dialing. Ifû your modem uses some other activation string enter it here - see yourû modem manual.ûû If you do not have a modem simply leave the string unaltered.ûû ^32^Dial suffixûû The dial suffix string is output after the number to indicate that no moreû numbers are to be dialed. Change this as appropriate for your modem.ûû ^32^Hangup stringûû This string is output 5 seconds after the number has been dialed, therebyû disconnecting the computer from the line and allowing your handset to takeû over.ûû ^32^Modem port numberûû For BOOKLINK to use your modem it must be attached to, or designated as,û either COM1 or COM2. Enter here either 1 or 2 to inform the system whichû port to use.ûû ^32^Print portûû BOOKLINK can print the contact's name and address to LPT1, 2 or 3. Enterû here the port name to which the printer, on which you would like to printû your labels or envelopes, is attached. (Please note - do not type aû trailing ":")û INVOKING BOOKLINKûû To load BOOKLINK into memory simply type the program's name. If you areû using the default directory for the control path, the program must beû called with the PRObook directory as the current directory in DOS.û Assuming the programs are stored on drive C type:ûû C: <return>û CD \PROBOOK <return>û BOOKLINK <return>ûû The system will load the programs into memory, check that the control pathû contains PRObook data and, if it does, display the following message:ûû ╔════════════════════════════════════╗û ║ BBHW Computer Services Limited ║û ║ PRObook - Personal address book ║û ║Memory resident address book Rel 3.0║û ║To activate press - <Alt><R> ║û ╚════════════════════════════════════╝û Using data in directory - C:\PROBOOK\û Data set - proûû BOOKLINK welcome screenûû If the control path does not contain PRObook data then an error messageû will be displayed and the program will not remain resident.ûû If an error message is displayed, use the command line option to selectû the correct directory, see below.ûû ^32^1 Command line optionsûû A number of command line options are available to allow you to changeû the way BOOKLINK operates when loading it into memory. These are asû follows:ûû /C= [Control path]ûû Use a different control path. If you enter this option, which mustû be immediately followed by a valid path description, the system willû look in the path given for the PRObook control file. E.g. entering:ûû /C=E:\PROBOOK\ûû Will cause the system to look in the PRObook directory on drive E.ûû /D= [Data set]ûû Use a different Data Set from that stored as active in PRObook. Theû option must be followd by a valid Data Set code and will causeû BOOKLINK to use the given Data Set rather than that last used byû PRObook. E.g. entering:ûû /D=PSBûû Will cause the system to use the Data Set "PSB".ûû /P= [Printer port]ûû Instructs BOOKLINK to direct printout to the port given and not theû default port set via SETBOOK. E.g. entering:ûû /P=LPT3ûû Causes all names and addresses printed to go to the printer attachedû to port LPT3.ûû /O= [Label offset]ûû Instructs BOOKLINK to apply an offset to name and address printingû corresponding to the number given. E.g entering:ûû /O=15ûû Will cause an offset of 1.5 inches, at 10cpi, to be applied.ûû /L= [Label length]ûû Instructs BOOKLINK to apply the label length entered instead of thatû stored as the default. E.g. entering:ûû /L=15ûû Will result in name and addresses being printed at 15 line intervals.ûû To use the command line options simply follow the program name withû the options to be applied. The options can appear in any order andû any or all of them may be included. For example:ûû BOOKLINK /C=E:\PROBOOK\ /D=PSB /P=LPT3ûû A final option is available:ûû /U [Unload BOOKLINK]ûû This allow you to unload booklink from memory form the command lineû or from a batch file.ûû ^32^2 Automating the loading of BOOKLINKûû It is possible to force BOOKLINK to be loaded into memory when theû machine is first switched on by including the instructions to loadû the program in the AUTOEXEC.BAT file.ûû To achieve this simply edit the AUTOEXEC.BAT file, using PROword orû any program or text editor, and insert lines replicating the keyû strokes you would have typed from DOS to invoke the program. Theû AUTOEXEC.BAT file is automatically run by the system when theû computer is first switched on and BOOKLINK will therefore be loadedû into memory ready for use during the day.ûû If you have any difficulties editing your batch file please contactû BBHW Computer Services for further assistance.ûû ^32^3 Running your day to day applicationsûû Once BOOLINK has been loaded into memory and the welcome messageû displayed, see figure 11, you may run your standard applications,û either by invoking them from DOS or by using a front end menu systemû such as PROmenu. Your applications will work as normal ignoring theû fact that BOOKLINK is resident, however, it is available to you atû all times. While you are running your applications, e.g. wordû processing, spreadsheet, accounts, etc., BOOKLINK is constantlyû monitoring your keyboard to see if you have pressed the hot keyû sequence to activate the program.ûû By simply pressing this sequence a window will be displayed allowingû you to access your address book data. On completing the enquiry theû window is closed and you are returned to your application at theû point where you left off.ûûû Important noteûû There are two restrictions to the above - BOOKLINK will only workû with character based applications and those which use the standardû BIOS routines to receive data from the keyboard. The system will notû work with graphic programs and you may find that some programs maskû the fact that BOOKLINK is present in memory. If you have anyû problems activating BOOKLINK from an application please look at theû contents of the APPLIC.TXT file on the distribution disk to see ifû any tips are given relating to the application you are running. Ifû you are still unable to make it work with your program contact BBHWû Computer Services and we will investigate how interaction can beû achieved.û ACCESSING THE ADDRESS BOOKûû When running your day to day applications you may want to access yourû database of contacts for a variety of reasons. The main reasons areû likely to be:ûû a) To view informationû b) To paste a name and address to the current applicationû c) To phone a contactû d) To print a label or envelopeûû No matter what the purpose of activation the initial action requiredû is the same - you simply press the hot key sequence set to activateû the program. This is initially set at "Ctrl R" but may haveû been changed for your system. The hot key sequence is displayed inû the welcome screen, see figure 11. Pressing the hot key willû interrupt your current application and cause a window to be displayedû on the screen in which will be listed the first 10 contacts in yourû Data Set. We will refer to this window as the contact code window.ûû ╔═════════════════════════════════════════════════════════════════╗û ║ PRObook memory resident address book ║û ║ Record codes ║û ║─────────────────────────────────────────────────────────────────║û ║√ACLIENT A Client Limited ║û ║ BLOGGSF F Bloggss Esq ║û ║ BLUEB B Blue Esq ║û ║ BROWNB B Brown Esq ║û ║ GREENH H Green Esq ║û ║ JONESP P Jones Esq ║û ║ JONEST T Jones Esq ║û ║ SMITHJ J Smith Esq ║û ║ TEST Test It Limited ║û ║ TIM Timothy ║û ║ ║û ║─────────────────────────────────────────────────────────────────║û ║Move : Page (U)p (D)own │ Search : (C)ode (N)ame │ <F1> Exit║û ║Position √ : │ <Return> Show current item │ <End> Remove║û ║Dial :(H)ome (O)ffice C(A)r (F)ax │ (P)rint label │<Home> Confg║û ║Return : (1)Address (2)Name+1 (3)Contact+2│(8) Database (9) Text ║û ╚═════════════════════════════════════════════════════════════════╝ûû Contact code windowûû ^32^Finding a contactûû There are 3 ways of moving about the code list looking for theû contact you wish to interrogate.ûû a) scroll through the listû b) search for a contact codeû c) search for a text string within a contact nameûû a) Scroll through the listûû As indicated above, when BOOKLINK is first activated the firstû 10 contacts will be displayed in the contact code window. Toû display the next 10 codes press "d" or "Page down" and theyû will be listed. To display the previous 10 codes press "u" orû "Page up". To move directly to the last 10 codes in the listû press shift "D" and to move to the first 10 codes in the listû press shift "U". To summarize, the following are the keystrokesû for scrolling through the codes:ûû u or Page up - move up 10 codesû d or Page down - move down 10 codesû U - display first 10 codesû D - display last 10 codesûû b) Code searchûû Within PRObook each contact is allocated a code, which may be upû to 10 alphanumeric characters. It is the code which providesû the unique identification for the contact and BOOKLINK displaysû contacts on the basis of an alphabetical sort on this code.ûû To search for a particular code press "C". The contact codeû window will be cleared and you will be requested to enter:ûû Code for search:ûû Enter the code, or the first few characters of the code, whichû identifies the contact you are seeking and press <return>. Theû system will search for a code which matches that entered andû display a list of 10 contacts starting with the code whichû matches, or, if no match was found, starting with the codeû which comes immediately after the string.ûû If the contact you are looking for is not displayed, you mayû then scroll up and down the list in the normal way.ûû c) Name searchûû There may be occasions where you need to find a contact andû cannot remember the contact's code, or the first few charactersû thereof. The name search facility has been provided to enableû you to find contacts in such circumstances.ûû To invoke the name search facility press "N". The contact codeû window will clear and you will be invited to enter:ûû Name for search:ûû You may now enter a string of characters, up to 30 digits, whichû you believe will identify the contact in question. Terminateû the entry by pressing <return> if less than 10 digits are to beû entered, and the system will start a search of the entireû address book comparing the string of characters you have enteredû with each contact's name. Where the string appears in anyû position within the name (case is ignored) the contact code andû name will be displayed. If more than 10 matches are found theû system will pause after 10 codes have been displayed with theû message:ûû More - press any keyûû displayed at the bottom of the window. Pressing any key willû cause the system to continue its search. If you do not wish toû continue with the search press the "ESC" key to finish.ûû After the system has searched through the entire address book itû will display:ûû Finished - press any keyûû to indicate that all possible matches have been displayed. Noteû the code of the contact which you were seeking and press a key.û The first 10 contacts will now be redisplayed. You may nowû carry out a code search to go directly to the contact you haveû identified or scroll through the list as described above.ûû ^32^Show a contact's detailsûû Using the procedures outlined above you will have the contact you areû seeking displayed somewhere within the 10 contacts currentlyû displayed in the window. At the left of the codes is a square rootû sign called the code tick. To examine the details of a particularû contact, position the code tick by the contact's code, by pressingû the up and down arrow keys to move the tick up and down one line at aû time. With the tick next to the contact press <return>. The contactû list will disappear and be replaced by a screen showing the contact'sû record.ûû The full address book record is shown for the contact selected. Theû details will remain displayed until a key is pressed. If you pressû a key, other than one which will select an option shown at the footû of the window, the system will return to the code list with theû contact viewed shown at the top of the list. If you press a keyû relating to an option, the option will be executed and the systemû returned to the code list or to the application, see below.ûû ^32^Dial a phone numberûû If you have a modem attached it is possible to use BOOKLINK to dialû your telephone numbers for you. To use this option, activateû BOOKLINK, place the code tick next to the contact you wish to dialû and press the letter corresponding to the number you want, asû follows:ûû H - Homeû O - Officeû A - cArû F - Faxûû If no number is recorded for the item selected you will be informedû of this fact and the system will return to the code window. If theû modem does not respond to the initialization string, either becauseû one is not attached or it is not working, an appropriate message willû be displayed and you will be returned to the code window.ûû If the modem responds the number will be dialled and the system willû display the message:ûû Dialling - please waitûû while dialing takes place. After which it will display:ûû Connecting .... Pick up phoneûû for 5 seconds before disconnecting from the line. This gives you anû opportunity to lift your receiver and take control of the connection.ûû ^32^Print labelûû You may print a name and address at any time via BOOKLINK. Simplyû activate BOOKLINK, position the code tick by the contact you wish toû print and press "P". The system will print the name and address onû the defined printer starting at the current line, i.e. it will notû advance the paper before printing. The print will be offset by theû defined number of characters, and after printing the system will lineû feed to the top of the next label position.ûû If you are printing labels on continuous stationery you may now printû the next contact's label. Continue until all labels are printed andû then remove them.ûû If you are printing envelopes you will have to insert these one at aû time for each one to be printed.ûû ^32^Show documentûû To view a contact's free format text, simply activate BOOKLINK, placeû the code tick by the contact in which you are interested and pressû "9". The first 22 lines of the contact's text page will be displayedû and you will be invited to:ûû Press any keyûû Press a key and the next 22 lines will be presented. After all theû text has been displayed the system will return to the code window.ûû ^32^Show databaseûû To view the information stored in the user database, activateû BOOKLINK, place the code tick by the contact in which you areû interested and press "8". The database for the contact will beû displayed and pressing any key will cause the system to return to theû code window.ûû ^32^Return data to an applicationûû BOOKLINK can return information to your application program byû simulating key strokes on the keyboard. The information which can beû returned is as follows:ûû a) Addressû b) Name and addressû c) Contact, name and addressûû To return the information relating to a specific contact to yourû application, position the code tick next to the contact and press 1,û 2 or 3 as follows:ûû 1) To return address onlyû 2) To return name and addressû 3) To return the contact, name and adressûû If any field is blank it will be ignored during the return process.ûû Before returning the chosen data to your application BOOKLINK willû close the code window and reinstate your original display. Afterû returning the data BOOKLINK will deactivate itself. You are now freeû to continue running your application as though no interruption hadû occurred.û DEACTIVATING BOOKLINKûû If you have activated BOOKLINK simply to examine data on the screen,û you will wish to exit from BOOKLINK without returning any data toû your application. To do this press the "F1" key when the code windowû is displayed. The window will clear and you will be returned to yourû application as if no interruption had occurred.û REMOVING BOOKLINK FROM MEMORYûû There may be occasions where you wish to recover the memory used byû BOOKLINK (approximately 75K), where it is needed for yourû application - e.g. when running a large spreadsheet it may not beû possible to have BOOKLINK resident and load your spreadsheet intoû memory.ûû To remove BOOKLINK, activate it in the normal way, by pressing theû hot key, obtain a code window and then press the "End" key. Theû following message will be displayed:ûû ╔═══════════════════════════════════════════════════╗û ║ You have requested the removal of the PRObook ║û ║ resident address book. Only continue if ║û ║ you are not running another program. ║û ║ Continue (Y/N)? ║û ╚═══════════════════════════════════════════════════╝ûû As you will see the message is warning you that you should onlyû continue with the removal of BOOKLINK if you are not currentlyû running another application, which includes having present in memoryû another memory resident program which was loaded after BOOKLINK.ûû If you are running another application, or there are any later memoryû resident programs, press "N" and BOOKLINK will not be removed. Inû this case you should close down your application and remove any laterû memory resident programs before attempting to remove BOOKLINK again.ûû It is safe to remove BOOKLINK if there are no later memory residentû programs and you have called BOOKLINK from the DOS command line. Inû this case you may answer "Y" to the prompt shown in figure 14. Theû system will inform you that it has unloaded itself and return to DOS.û BOOKLINK has now been removed from memory and the space freed forû your applications.ûû BOOKLINK always checks to make sure that it is safe to unload itself.û If it is it will proceed, if not it will present an appropriateû message and remain in memory.ûû You can also remove BOOKLINK from the DOS prompt, or from within aû batch file, using the /U option, see above.û POSSIBLE HOT KEYS - TO ACTIVATE BOOKLINKûû Any combination ofûû Shift keyû Ctrlû Altûû Another key on the keyboardûûû When you try and change the hot key theû system checks that the key combinationû used is acceptable.û Word processingûW.P. functionsûPROWORD - BASIC WORD PROCESSORûûFor most commands there are three methods of calling the function. Each userûshould therefore be able to find the most convenient and natural choice.ûûThe Pulldown menu system is invoked by pressing F10. Options may either beûselected by positioning the highlight and pressing <return> or typing theûletter in capitals on the menu.ûûDescription WordStar keys Function key Pulldown menuûûCursor movementûLeft Word Ctrl A Ctrl <--ûLeft character Ctrl S <--ûRight character Ctrl D -->ûRight Word Ctrl F Ctrl -->ûUp line Ctrl E Up arrowûDown line Ctrl X Down arrowûUp screen Ctrl R Page upûDown screen Ctrl C Page downûScroll up Ctrl WûScroll down Ctrl ZûJump beginning/û end of line Ctrl JûJump beginning ofû line Ctrl Q S HomeûJump end of line Ctrl Q D EndûTop of file Ctrl Q R Shift F7 Go to/Top of fileûEnd of file Ctrl Q C Shift F8 Go to/End of fileûTop of block Ctrl Q B Shift F5 Go to/Begin blockûEnd of block Ctrl Q K Shift F6 Go to/end blocKûJump to line Ctrl O N Go to/LineûJump to column Ctrl O I Go to/ColumnûSet marker Ctrl K M Go to/Set markerûJump to marker Ctrl Q J Go to/Go markerûNew line ReturnûTab Ctrl I Tab keyûToggle insertû mode Ctrl V Insert Envmt/Insertûû.{list}ûText manipulationûDelete characterûUnder cursor Ctrl G DeleteûLeft of cursor Ctrl H BackspaceûDelete word right Ctrl T Shift F10 Text/Word deleteûDelete line right Ctrl Q Y Shift F9ûInsert line Ctrl N Shift F3 Text/Insert lineûDelete line Ctrl Y F3 Text/Delete lineûUndo delete ESCûReformat para Ctrl B F2 Text/ReformatûCentre line Ctrl O C Ctrl F10 Text/CentreûChange case ofû character Ctrl O KûûSearchûFind pattern Ctrl Q F Shift F1 Search/FindûFind and replace Ctrl Q A Shift F2 Search/ReplaceûRepeat find Ctrl L Shift F4 Search/NextûOptions for find:û U - Ignore caseû G - Repeat find after replaceû N - Replace without user confirmationû B - Search backwards from cursorû W - Whole words onlyûûBlock commandsûSet begin Ctrl K B F5 Block/BeginûSet end Ctrl K K F6 Block/EndûCopy block Ctrl K C F7 Block/CopyûMove block Ctrl K V F8 Block/MoveûDelete block Ctrl K Y F9 Block/DeleteûRead block fromû disk (Macro) Ctrl K R Ctrl F3 Block/ReadûWrite block toû file/device Ctrl K W Block/WriteûHide/show block Ctrl K H Block/Hide/showûûSpell checkûCheck block/file Block/Spell checkûToggle auto proof Ctrl -ûCheck last bad word Ctrl Page upûCheck word atû cursor Ctrl HomeûCheck words onû screen Ctrl Print screenûReview last checkû of words on screen Ctrl Page downûCall thesaurus forû word at cursor Ctrl EndûûûEnvironment commandsûSet left margin Ctrl O L Envmt/Left marginûSet right margin Ctrl O R Envmt/Right marginûSet tab size Ctrl K T Envmt/Tab sizeûSet undo limit Ctrl O S Envmt/Undo limitûToggle insert Ctrl V Insert Envmt/InsertûToggle word wrap Ctrl O W Envmt/Word wrapûToggle auto indent Ctrl Q I Envmt/Auto indentûûWindow commandsûOpen 2nd window Ctrl O O Window/OpenûClose 2nd window Ctrl O Y Window/CloseûToggle betweenû windows Ctrl O X Window/SelectûLink 2nd windowû to first windowû text stream Ctrl O JûûFile operationsûOpen file Ctrl F1 File/OpenûClose file (same) File/CloseûSave file andû resume Ctrl K S Ctrl F2 File/SaveûSave file underû a different name File/save AsûShow directory Ctrl F4 File/DirectoryûChange loggedû drive/directory File/Logged dirûPrint file F4 File/PrintûCopy a file File/copYûRename a file File/RenameûErase a file File/EraseûûPrinter driversûEdit printer drivers Envmt/Edit printerûûTo exit systemûExit with promptû to save Ctrl K X F1 File/Quitûû W.P. sequencesûWord processingûW.P. functionsûLINE DRAWûûAt any time pressing Alt and one of the function keys will place you in lineûdraw mode. The cursor will move in the correct direction based on the keyûpressed. Moving the cursor with the arrow keys will change the movementûdirection if required. Eg to draw a simple box:ûû - Position cursor in top left corner and press Alt F1û a top left corner will appearû - Press Alt F2 and hold down a line will appearû - Press Alt F3 and a top right cornerû - Press Alt F4 and hold down a vertical line will be drawn downû - Press Alt F5 to produce bottom rightû - Press Alt F2 and hold down line will draw from right to leftû - Press Alt F6 to produce bottom leftû - Press Alt F4 and hold to draw up to top leftûûThe box is complete. Typing any other character places the system back inûnormal mode. Alt F7 and F8 produce top and bottom connectors and Alt F9 andûF10 left and right. See following for full understanding:û.{list}û 122222222272222222223 ┌─────────┬─────────┐û 4 4 4 │ │ │û 4 4 4 │ │ │û 9222222222422222222210 produces ├─────────┼─────────┤û 4 4 4 │ │ │û 4 4 4 │ │ │û 4 4 4 │ │ │û 622222222282222222225 └─────────┴─────────┘ûû FlagûDateûTextûRealûIntegerûDEFINING THE DATABASE STRUCTUREûû The database structure may be created, or extended, at any time and doesû not have to be implemented when the data set is created.ûû It is therefore possible to implement PRObook in its basic form,û completely ignoring the database aspect. When you have your system upû and running, with all records created and are proficient at working theû system, you may then consider how you can benefit from the databaseû aspects.ûû Using the database facilities, it is possible to add up to 20û user-defined fields to be stored with each record within the data set.û Each field is identified by a 3 digit alphanumeric code, has a 30û character description and is of a specific type of data, from theû following list:ûû Flag (Yes or No)û Textû Dateû Integerû Real numberûû It is possible, at any time, to change the unique identification codeû allocated to a variable and its name. However once defined it is notû possible to change the variable type, or its length in the case of aû text variable. It is therefore very important that consideration beû given to the structure of the database before it is entered into theû system.ûû Although existing data fields cannot be changed, it is possible to addû new data fields at any time.ûû ^32^Entering the database structureûû To enter the structure of the database proceed as follows:ûû 1 Load PRObook in the normal way.û 2 Select option "7 Database definition" from the ADDRESS BOOK OPTIONSû MENU.ûû The "edit definition" screen will be displayed showing the currentû definition, if any.ûû If any variables are already defined, the cursor will be positioned overû the variable identification of variable 1. If you wish to change theû variable identification you may overtype the current contents, pressû <return> to move to the variable name or the "down arrow" key to moveû down the defined variables.ûû If you have pressed <return>, or changed the variable identification,û the entry field will move to the variable name and this can either beû accepted by pressing <return> or edited as required.ûû After an existing variable name has been edited, the entry field willû move to the identification of the next variable.ûû ^32^Creating a new variableûû To create a new variable, move the entry field to the first blankû variable identification, or leave it on the first variable if noû variables have already been defined, and type the unique 3 characterû identification.ûû After the identification has been entered, the entry field will move toû the name field. Enter the name to be used on the input screen, and theû system will move to the variable type. Enter the letter identifying theû type of variable which is to be stored. The identification letters areû as follows:ûû F - flag - a flag variable is a single character ofû either Y or N to indicate yes or no.ûû T - text - a text variable may contain any string of characters upû to the defined length.ûû D - date - a date variable may contain any date within the rangeû acceptable to the system.ûû I - integer - an integer variable can contain any integer numberû from - 99,999 to +999,999.û R - real - a real variable can contain any number including up toû 2 decimal places from -99,999,999.99 to +999,999,999.99.ûû After entering an acceptable type, the system will either move to theû next variable entry, or will ask you for the length of the field if youû have selected a text variable. This may be any length from 1 - 40û characters. Enter the maximum length you wish to allocate to theû particular field.ûû At this point it is still possible to change the definition of theû variable type for new variables which have been defined in this run. Toû do this, simply press the "up arrow" key to move back to the previousû variable and the <return> key to pass over the variable definition,û editing any fields which are incorrect.ûû Continue creating new variables and, when you have finished, press theû "Finish" key. The structure now defined will be saved and can only beû edited as described above.ûû ^32^Special variable identification "Gap"ûû As indicated above, the system will create an input screen based on theû variables defined. In some cases you may have fields which can be splitû into logical groups and, for clarification on entry, you may wish theseû groups to be separated. This is the purpose of the "Gap" variableû identification.ûû By entering "Gap" as an identification, the system will draw a line atû that position on the input screen, separating the variables before andû after the gap in logical sections.ûû Any number of gap lines may be present within the user-defined database.ûû To enter a gap line, simply type "Gap" in the variable identificationû field and this will cause the entry cursor to move to the next variableû with no other information being requested on that line.ûû ^32^Noteûû Please note that it is up to the user to ensure that the variableû identifications entered are unique. If the identification givenû has already been allocated to another entry within the database,û or is the same as one of the system variables, it will not beû accessible in custom reports or mail-merge documents. The systemû picks up system variables first, followed by database variablesû in the order defined. As soon as it finds an identification whichû matches it will cease its search. However duplicateû identification will not cause a problem to the system as allû information will be stored and shown on the entry screen.ûû If you discover that you have duplicated a variable identification youû can, at any time, change the identification to a unique code and thenû incorporate this in your report and mail-merge definitions. BEDITINGû THE RECORD'S DATAûû Once the database has been defined, it is possible to store informationû in the database for each and every record within the system. When newû records are created, database information may be entered for thoseû records. When records are deleted, the database entries are also deletedû and the space recovered.û FlagûDateûTextûRealûIntegerûEDIT RECORDS STORED FOR A CONTACTûû To edit the record's data stored in the database proceed as follows:ûû Select option 1 "Edit records" from the MENU OPTIONS. The "Add/editû record" screen will be displayed, as shown in figure 8 of the mainû manual. Proceed to add or edit a record, as described in section V.G. inû the main manual, and when the entry field is over the name field pressû "F9", following the prompt at the bottom of the screen.ûû The "user database" entry screen will be displayed, showing the variableû names you have defined and the current contents of each variable for theû record selected.ûû You may now enter each field in turn, and as you do, the system willû display a prompt at the bottom of the screen indicating the range ofû data which is acceptable.ûû Proceed to enter each of the fields. You may scroll up and down the listû of variables by pressing the "up" and "down" arrow keys when the cursorû is positioned at the 1st character of the current field.ûû After you have finished entering the final field defined, the systemû will return to the "main record" screen with the highlight positioned onû the name field.ûû It is not necessary for you to enter all fields, you may press "F1" toû exit from the database and return to the main record at any time. If youû did not wish to return to the main record, or realise that you made aû mistake when entering the fields, you can simply press "F9" again to re-û access the database.ûû After returning to the main record you can continue to add or edit theû record, access the notepad by pressing "F8", or terminate editing of theû record by pressing "F1".û Edit DB informationûFLAG - Please enter Y or Nûû The only valid entry for a flag field is either "Y" or "N" to indicateû whether the record is to be included or excluded on the basis of theû field defined. This can be used as a flag on printouts, and can also beû used to include or exclude records from any printout, either a systemû report or a custom defined report.ûû If you enter any character other than "Y" or "N" the system will not moveû from the field but will pause for you to enter an acceptable entry. Theû only exception is if you wish to skip over the field leaving itû undefined, as described above.û Edit DB informationûDATE - Enter from 1/1/(19)81 to 31/12/(20)80 - F2=Skip F6=Todayûû The prompt shows the valid date range which the system will accept. Ifû you enter, as the year, a figure in excess of 80, the system takes thatû to be the 20th century. If you enter a figure less than 81 then theû system will assume that the entry refers to the 21st century. Invalidû dates will be rejected.ûû If you wish to store the day and month only, you can either do this byû creating two integer variables, or create one date variable and enter "0"û for the year. Where 0 has been entered for the year the system willû actually interpret this as the year 2000, but this will be irrelevant toû you, as, whenever you wish to test the date you will enter "0" for theû year.ûû If you wish to skip over the field leaving the date undefined press F2.û Pressing F6 will insert the current date in the field.û Edit DB informationûTEXT - Enter textûû Where a text field has been defined, you will simply be invited to enterû the appropriate text, and the length of the field will be highlighted asû that previously defined. No checks are made on the entry and it isû perfectly valid to have a blank entry for a text field.û Edit DB informationûINTEGER - Acceptable range -99,999 to +999,999ûû Simply enter the number which you wish to store in the integer field.û Unacceptable characters, such as alpha characters, will not be accepted.û Edit DB informationûREAL - Acceptable range -99,999,999.99 to +999,999,999.99ûû Enter the value to be stored. If you enter 2 decimal places the systemû will automatically accept the entry, alternatively you may press <return>û to inform the system that you have completed the entry of the amount.û Print optionsûPRINT RESTRICTIONSûû Once a user-defined database has been created, the system will activateû the test section of the "Print restrictions" screen.ûû This screen enables the user to define tests to be carried out on theû contents of the database.ûû After entering the code range to be used the user will be requested toû enter the variable identification on which the first test is to beû carried out. If no user tests are to be invoked simply press "F1" andû the report will be produced based on the code range.ûû If you wish to carry out a test on a variable, the result of which willû determine whether or not a record is to be included within the report,û enter the ^32^variable identification^999^. You may press F8 at this pointû obtain a list of the defined variables.ûû After a valid identification has been entered, the entry field willû move to the test column, and the following prompt will appear at theû foot of the screen:ûû ^32^Enter test - =, <>, <, <=, > or > =ûû Enter the test which is to be carried out on the contents of theû variable for each record.ûû The entry field will move to the ^32^comparison column^999^, and you will û invited to enter data which corresponds to the entry type which has beenû selected, e.g. a date. Enter the comparison against which the test is toû be carried out and the system will move to the ^32^+/- column^999^ on the û line.ûû If the entry made is the only test to be carried out, pressing "F1" willû continue with the production of the report. However it is possible toû combine tests by entering + or - in the first column followed by aû second test to be carried out. The + and - represent "and" and "or", toû determine whether both tests have to pass for an item to be included, orû whether an item should be included if either of the tests passes.ûû Up to 5 tests may be entered with a combination of "and" and "or" toû produce whatever selection is required. The rules for evaluation areû simply that the tests are carried out in order and the combinationsû looked at in order. For example, if you enter 4 tests as follows:ûû Test 1û or Test 2û or Test 3û and Test 4ûû The system will carry out the tests in order evaluating the results asû it goes. For this set of circumstances to be passed, the system willû evaluate test 1, 2 and 3 and if any of them is true and test 4 is true,û the item will be included. However, if test 4 is not true, the item willû be excluded irrespective of the results of tests 1, 2 and 3.ûû By comparison, if the tests were entered as follows:ûû Test 1û and Test 2û and Test 3û or Test 4ûû Evaluating them in order will produce a different result. The first 3û tests will be carried out and if they all pass, or if test 4 passes theû item will be included. Either tests 1, 2 and 3 must all be true or testû 4 must be true for the test to succeed.ûû By logically working through the "and" or "or" combinations you can putû together a sequence which will achieve whatever selection criteria youû wish.û Mail mergeûCUSTOM REPORTINGûû Reports are defined using PROword, and printed via the "Mailû merge/custom reports" option.ûû Once you have mastered the concept behind defining a report, it isû extremely easy and quick to create new reports from your system.ûû The report definition is made up of six sections, which are as follows:ûû 1 Head - in which you specify up to 9 lines to be printed at theû top of each pageûû 2 Body - which can contain up to 9 lines which are repeated forû each record included in the report runûû 3 Foot - within which you define up to 9 lines to be printed atû the end of the reportûû All sections must be present for every custom report, if any are missingû the system will reject the report when you decide to produce it.ûû The start of each section is identified by a line containing a full stopû followed by the name of the section, and the end of the report isû signified by a line containing a full stop followed by the word "end".û After the end has been defined, you may include any amount of typing youû wish in the document which defines the report, as this will be ignoredû at print time and can therefore be used for notes which you may wish toû store regarding the purpose of the report or the way it has beenû structured.ûû Your word processing document defining the report will therefore takeû the following format:ûû .headû .....û .....û .bodyû .....û .....û .footû .....û .....û .endû .....û .....ûû The principles followed within each section are as follows:ûû 1 All normal typing will be shown exactly as typed.ûû 2 Data extraction commands, including print control commands, may beû embedded anywhere within a line of text. When printed, the commands willû be replaced with the text, or figures, drawn from the record details andû printer driver.ûû 3 Each section must be defined and have at least one line, even if thisû line is totally blank.ûû 4 Where a data extraction code refers to a number from the userû database, the figure embedded at print time will be as follows:ûû i) Body - the figure from the recordû ii) Foot - totals for the report in respect of the variablesû ûû Thus it is very simple to create custom reports and the principlesû follow very closely those for mail-merge. However, custom reports areû printed in 132 column mode and each line can be up to 120 charactersû long.ûû When extracting data, the system will expand or reduce the length of theû line as necessary to insert that which is relevant to the record.û However, if the code is followed by 2 spaces or more then the line isû not expanded or contracted but the data is overlaid on the line. Thisû allows codes to appear in absolute tab positions for use with columns ofû figures.ûû We will look at two examples to demonstrate how reports are constructed.ûû Suppose we have been asked to produce a report showing the following forû each record:ûû Record codeû Nameû Address as one lineû Home telephone numberû Office telephone numberûû The report should be paginated and show the date it was printed, but itû does not need to have page numbers.ûû The following codes are available:ûû System wide codesûû DSY - date held by systemûû Record related codesûû COD - record codeû NAM - name from recordû AD1:AD5 - address lines 1 to 5û PH1 - office telephone numberû PH2 - home telephone numberûû Using these codes we can construct the report as follows:ûû Header section to head up each page:ûû .Headû Report produced by the PRObook report generatorû Printed on ^DSY^û Name and address listûû At print time the system will substitute the date held by the system forû DSY. The lines defined will be used to head-up each page of the report.ûû The next section, the body of the report, will be defined as follows:ûû .Bodyû ^COD^ ^NAM^û ^AD1^, ^AD2^, ^AD3^, ^AD4^, ^AD5^û Tel: Home - ^PH2^ Office - ^PH1^ûû Any text appearing outside the circumflexes will be printed as it isû typed, however, the system will repeat the lines defined for the bodyû for each record selected and substitute the record's details for theû codes given.ûû The report will therefore consist of the record code followed by theû name on the first line, and the five lines of the address on the nextû line, separated by commas. As there is only one space between each codeû the data will be printed in a line and all trailing spaces will beû removed from each of the text fields embedded.ûû The telephone numbers will be inserted in the third line, but as thereû is more than one space between the code for the home phone and theû description of the office phone number, the word "Office" will retainû its absolute position.ûû In this simple case no footer is required and therefore this is definedû with a single blank line.ûû The report definition is stored in a file called SAMPLE1.WP on theû installation disk. Please note that all PROword files have a defaultû extension of .WP if no extension is defined.ûû For the second example we will include figures extracted from the userû defined database and introduce totals for the report.ûû The example database stores details of a consultants clients and has twoû fields of numeric type:ûû BF Budgeted feeû FR Fees raisedûû We wish to produce a report listing the two and a total for each.ûû The report should be headed with the date printed and the pages shouldû be numbered.ûû The free text page should also be shown for each record in bold type.ûû In this case the heading will be defined as follows:ûû .Headû Report produced by the PRObook report generatorû Printed on ^DSY^ û Budget fee Fees raisedûû A new embedded control code has been used in this heading as follows:ûû P - insert the current page numberûû A line has also been incorporated which will head up the columns ofû figures produced.ûû The body of the report will appear as follows:ûû .Bodyû ^COD^ ^NAM^ ^BF^ ^FR^û ^B^û .textû ^b^ûû The record code and name will be embedded as in example 1.ûû Five new codes are included as follows:ûû BF - Budgeted fee (from the user database)û FR - Fees rendered (from the user database)û B - Turn bold on (using codes from the printer driver)û b - Turn bold off(using codes from the printer driver)û .text - Print free text pageûû Embedded real figures are right justified in a field of 12 charactersû starting at the position of the first ^. It is therefore important toû leave at least 13 spaces from the ^ to the start of the next field orû text, to ensure that the figure embedded does not overlay the definitionû of the next field along.ûû A footer is required giving totals for the 2 columns of figures. Thisû footer therefore takes the following form:û .Footû ----------- -----------û ^BF^ ^FR^û =========== ===========ûû This footer section will be printed at the end of the report and theû system will embed the running totals for each of the variables defined.ûû This definition is stored on the installation disk as SAMPLE2.WP.ûû The following codes can be embedded within custom reports and in mailû merge skeletons, codes are surrounded by circumflex:ûû SYSTEM CODESûû DSY Date held by SYstemû YTY Year of This Year (based on date held by system)û YNY Year of Next Year (based on date held by system)û P current Page numberû U underline onû u underline offû B bold onû b bold offû I inverse onû i inverse offûû RECORD CODESûû COD Record codeû NAM Nameû CON Contactû SAL Salutationû AD1û -AD5 Address linesû PH1 Office phoneû PH2 Home phoneû PH3 Car or mobile phoneû PH4 Fax phone numberûû USER DEFINED DATABASEûû To insert a field from the user defined database use the unique 3 digitû identification.ûû FREE TEXT PAGE - NOTE PAD (custom reports only)ûû To insert the text from the free text page placeûû .TEXTûû at the beginign of a line.ûû SEND A CONTROL SEQUENCE TO THE PRINTERûû Type the control sequence using the ".\" command described on page 63 ofû the main manual. (Tab positions and print width cannot be altered)û Export dataûImport dataûDATA EXPORT AND IMPORTûû Facilities are provided to allow you to export selected data to otherû systems and import data created by other systems.ûû Probook creates, and expects, ASCII files for this purpose placing oneû item of data on each line. I.E. carriage return separated fields. Eachû record contains a fixed number of fields and therefore takes a knownû number of lines.ûû The system uses two configuration files to control the fields which areû to be used in the export or import, and these created/edited by the userû using PROword. The files are called:ûû EXPORT.CFG Fields to exportû IMPORT.CFG Fields to importûû These files simply contain the codes of the fields to be used as a list.û The same codes are used as outlined in mail merge and custom reporting.û User database fields can be included as well as system fields.ûû Let us assume that you wish to create a file containing the followingû for each record:ûû Record codeû Contactû Nameû Office phone numberûû The configuration file would take the following form:ûû CODû CONû NAMû PH1ûû You may surround the code with circumflexes to keep the formatû consistent with mail merge and custom reporting, but this is notû necessary. When the export routine is run the system will look at thisû file and extract the appropriate data to be exported. Each record willû take four lines in the file created, even if some of those lines areû blank because there is no data held in the field.ûû When you select the export routine you follow the standard "Printû restrictions" routines to enable you to restrict the export to selectedû records.ûû To import the same fields into the system you create an IMPORT.CFG fileû in exactly the same format. As there is no guarantee that theû configuration file contains the codes which match the format of the dataû to be imported, the system presents the user with the first two recordsû in the file giving a visual check that the correct data is "hitting" theû relevant fields. If it is apparent that all is not well the user mayû abort the import, change the IMPORT.CFG file and try again.ûû As the system identified records by a unique record code it checks thatû the configuration file contains "COD" at some point in the list. It willû not allow you to continue if it is not present.û Data export/importûEXPORTING DATAûû Define the file EXPORT.CFG using PROword.ûû Select option 6 "Export data" form the SYSTEM OPTIONS MENU.ûû The system will check the configuration file and if all is well, ie CODû is defined and all codes used exist, ask you to enter:ûû Name of file to hold dataûû Enter the name of the file, you may use F8 to obtain a directory andû select an existing file if required. If the file exists you will beû warned of the fact and asked to confirm that you wish to proceed.ûû Assuming that you have proceeded, the system will display the "Printû restrictions" screen and you can proceed to restrict the records toû include as described in section V.H. of the main manual.ûû After you have completed the restrictions screen the system will proceedû to create the export file, giving you a progress message as it doesû this.ûû ^32^Noteûû The files created and used by the import routines are stored in the dataû path with the address book record, unless you include a path designationû with the file name. E.G. A:DATA.EXP would cause the system to use a fileû called DATA.EXP on drive A.û Data export/importûIMPORTING DATAûû Define the file IMPORT.CFG using PROword.ûû Select option 5 "Import data" form the SYSTEM OPTIONS MENU.ûû The system will check the configuration file and if all is well, ie CODû is defined and all codes used exist, ask you to enter:ûû Name of file holding dataûû Enter the name of the file, you may use F8 to obtain a directory andû select an existing file if required. If the file does not exists youû will be warned of the fact and returned to the above prompt.ûû Assuming that you have proceeded, the system will display the first twoû records to be imported, showing the code from the configuration file andû the data from the file and you will be asked to confirm that you wish toû continue.ûû Examine the contents of the two records, and if all is correct i.e. theû record code is by COD in both cases then you can continue. If it is notû abort the process, by pressing "N", and change the IMPORT.CFG file andû try again.ûû After you have indicated that you wish to proceed, the system will carryû out the import, giving you a progress message as it does this. Theû system will amend the data stored for existing records and create newû record where the record code is not already recorded in the files.ûû ^32^Notesûû 1 If something goes wrong during an import routine, e.g. a power cut,û you WILL have corrupted the data. It is therefore essential that youû make a copy of you data before carrying out an import.ûû 2 The files created and used by the import routines are stored in theû data path with the address book record, unless you include a pathû designation with the file name. E.G. A:DATA.EXP would cause the systemû to use a file called DATA.EXP on drive A.û
