The Business Master (3rd Edition)

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CHAPTER 3 - TRAINING LESSONS In these training lessons we use the case study method. Our subject is John Shell, a computer consultant who uses 3by5 in his daily act- ivities. He has five files that he uses routinely: 1. ADDRESS - a file of clients, suppliers, business contacts and computer journal editors. Their addresses and telephone numbers are included. He also lists the equipment at each client's site. This file is divided into fields of information (e.g. Name, Address, Phone). 2. PROGRAMS - a file of notes and comments on programs the consultant uses and recommends. 3. REF - a file of references on sundry topics. 4. PROJECTS - a file of ongoing projects in which the consultant is involved. 5. MEMOS - a file of memoranda from the consultant. 6. SLIDES - a file of John's 35mm slides that he uses for talks. 7. QUIZ - a file of test questions that John uses for an evening class in data processing that he teaches. The 3by5 disk comes with samples of John's ADDRESS, PROGRAMS and REF files. You will build the MEMOS file as part of a training lesson. 11 3by5 LESSON 1 - Searching 3by5 Files 3by5 FILES 3by5 stores your text in files on hard disk or diskette. 3by5 files come in pairs: a SOURCE FILE that contains text and a companion INDEX FILE that allows you to rapidly search your largest source file. 3by5 Source Files have the extension "3x5"; Index Files the extension "MAP." Before you can work with a 3by5 file you must open it. 3by5 allows you to open, search and edit up to five files at a time. The files you open are referred to as files 1 to 5. The numbering of files is for your convenience in issuing commands and referring to the open files. Loading the Program Insert the DOS system diskette onto which you have copied the 3by5 files in drive A (see Installing 3by5 in Chapter 2). Turn on the computer or reset it by pressing the Ctrl, Alt and Del keys simul- taneously. Enter the date and time if asked. DURING THESE LESSONS IT IS IMPORTANT THAT YOU REBOOT THE SYSTEM SINCE 3BY5 REQUIRES THAT DOS BE CONFIGURED FOR 16 OR MORE FILES. A NOTE TO HARD DISK USERS: For these lessons you will use only drive A with the system booted to drive A. Starting 3by5 When the "A>" prompt appears, type [3by5] <Enter>. The program will be loaded into memory and the 3by5 Title Screen dis- played. Press any key to continue, and the following screen will be displayed: 12 3by5 LESSONS --------------------------------------------------------------- | File Type Index Record Number of Number of | | Length Fields Records | | 1 | | 2 | | 3 | | 4 | | 5 | | | | | | | | | | | | | | | | | | | |>Edit< Search Print Files Utilities Quit | |Edit file | --------------------------------------------------------------- The screen has two sections: The Command Menu at the bottom is used for issuing commands, and the File Information Window at the top provides you with information on currently open files. Main Command Menu (Main Menu) >Edit< Search Print Files Utilities Quit Edit file The first line (Command Line) of the Main Menu lists the commands that may be executed. The second line (Auto Help Line) is highlighted, i.e. displayed in reverse video. It gives you information on the current command. On the Command Line the command EDIT is highlighted (depicted in this documentation by being enclosed by >< signs). The area in reverse video is called the Command Indicator. Press the space bar once and the command EDIT will appear in standard video and the command SEARCH will be highlighted. Press the space bar again and the PRINT command will be highlighted. You may move the Command Indicator by press- ing the space bar, left or right arrow keys or back space key. 13 3by5 You may execute a command by positioning the Command Indicator on the command and pressing <Enter>, or by pressing the first letter of the command you want, regardless of where the command indicator is located. If you become lost while using 3by5 and are not certain what to do next, read the Auto Help Line at the bottom of the screen. The infor- mation on the line should help you decide what to do next. If you are still lost, press <Esc> to return to the previous command menu. Opening Files Press [F] to issue the Files Command. The File Command Menu will be displayed at the bottom of the screen: >Open< Close Records List Directory Index Fields Memory Status Open file The Auto Help Line informs you that you use the OPEN command to open a file. Press [O] and the program will prompt you: File: Enter name of file to open and press <Enter>; <Esc> to quit The cursor will be blinking; waiting for you to enter the name of the file you want to open. Type [programs] <Enter> to open the first sample file. Remember, type only the characters within the square brackets [], but not the brac- kets. 14 3by5 LESSONS The message "WAIT" will be displayed in reverse video in the upper right corner of the screen while the file is being opened. If there were any errors in opening the file, the program will inform you of the problem, wait for you to press <Enter> and then allow you to re- enter the file name. If there were no errors, the screen will appear as follows: --------------------------------------------------------------- | File Type Index Record Number of Number of | | Length Fields Records | | 1 PROGRAMS.3X5 3by5 Sig 256 0 15 | | 2 | | 3 | | 4 | | 5 | | | | | | | | | | | |File: | |Enter name of file to open and press <Enter>; <Esc> to quit | --------------------------------------------------------------- After the source and index files have been opened, the name of the file will be displayed on the third line of the screen across from the number 1. On the same line the program will display the source file type (e.g., 3by5, WordStar, etc), the index file type (i.e. None or Sig for signature index), the record length (i.e. the number of characters allowed in one record), the number of fields (logical units into which the record is partitioned) and the number of records in the file. The program will prompt you for the name of the second file to open. We will not open another file at this time. Press <Esc> to return back to the File Command Menu. Press <Esc> one more time to return to the Main Menu. 15 3by5 Searching a File The Main Command Menu should appear as below: >Edit< Search Print Files Utilities Quit Edit file You are now ready to search the file. Press [S] and the following screen will appear: --------------------------------------------------------------- | Field Search key | | Global | | | | | | | | | | | | | | | | | | | | | | | | | | | |Type search key(s) and press <Enter> | |<F1> Help <F2> Browse <F3> Erase keys <F4> Options <Esc> quit | --------------------------------------------------------------- The message "Search Key" is a prompt to inform you that the program is ready to accept a search key. A key is any word, partial word, phrase or number (3 characters in length) that you want to search for. As you will see, you may also search for combinations of keys. The term "Global" under the Field title designates that the search will include the entire record. The Auto Help Line informs you that you can press <F1> for help, <F2> to browse through a file without specifying a search key, <F3> to erase the previous search key (if any), <F4> for search options (e.g. manual or automatic searching, output to another file, etc.), or <Esc> to quit searching and return to the Main Menu. 16 3by5 LESSONS Press <Esc> once and the Main Menu will be displayed again. The <Esc> key is used to exit from the Search Command. Press [S] to continue the search and the Search screen will appear again. You are now ready to start your search for words, phrases, etc. Finding Single Keys A client has called John and asked him to recommend a program for storing and retrieving textual information. The client wants to be able to search on any word, partial word or combination of words. Type [text] <Enter> in response to the Search prompt. Note that with 3by5 you do not have to be concerned about capitalization. The message "Searching PROGRAMS.3x5 will be displayed on the top line to indicate that the program is searching PROGRAMS.3X5. The first summary will be found, and the record displayed. The number of the record will be displayed on the top line. In the manual search mode 3by5 displays a record at a time and waits for instructions from you before continuing. At the BOTTOM of the screen the Search Command Menu will be displayed: >Search< Edit Key Forward Backward Goto Print Write Quit Continue search We will examine the various commands of the Search Command Menu as we proceed through the lessons. Press [S] to continue the search. The next record containing the search key "text" will be displayed. Pressing <Enter> while the command SEARCH is highlighted has the same effect. You may quit the search at any time by pressing <Esc> or [Q] in re- sponse to the Search Menu. When the search is completed you will be informed of the number of records found that match your search key. The Auto Help Line will prompt you to press any key to continue. After you press a key, the Search prompt will be displayed again. 17 3by5 Using Partial Keys John has a request from a client to find a program that will help him determine the best carrier for his long distant calls. John knows of a program that will handle the task but can't remember whether it's called "TELEDOLL" or "TELEDIAL". The Search prompt should be present. Press <F3> to erase the last search key. Type [teled] <Enter>, and the program will begin to search for all records with the letters "teled". One record is found. John calls his client with the information. Using Multiple Keys Records that contain two or more key terms may be found by using the logical operators "AND" (&) or "OR" (|). The "AND" operator is rep- resented by the ampersand (&). The "OR" operator is represented by the vertical bar (|). To search for a program that stores free-text and has special features to handle references type [free-text&refer] <Enter> in response to the Search prompt. One program will be found. When the Search prompt appears again, the prior search key "free-text&refer" will be displayed. The cursor will be under the letter "f" in free-text. Press the right arrow key eight times and the cursor will be under the ampersand ("&"). Now hold the shift key and press the "|" key. Press <Enter> and the program will locate all records with either "free-text" or "reference". Browsing The Browse mode of the search command allows you to look at a file without specifying a search key. All records will be displayed. In response to the Search prompt, press <F2>. The first record in the file will be displayed and the Search Command Menu will be displayed. Press <Enter> or [S] again and the second record will be found. Press [B] and the previous record will be displayed. Press [G] and the program will prompt you: Goto Record Records in file PROGRAMS.3X5: 15 Type [6] <Enter> and the program will take you to record 6. Press <Esc> to end. 18 3by5 LESSONS LESSON 2 - Building and Editing 3by5 FIles Building a 3by5 File Start from the Main Command Menu. Press [F] for the Files Command, then press [O] to OPEN a file. The program will prompt you to enter the name of the file to be opened. Type [memos] <Enter> to open (build) file MEMOS.3X5 and its companion index file MEMOS.MAP. The program displays the message "WAIT" while it tries to open the file. Since the file is not present on the diskette, the program will prompt you: File: memos Unable to open file. Do you want to build the file? (Y/N) If you do not want to create a new file (e.g., if you typed the wrong name), press [N]. We want to build a new file, so press [Y] and the following prompt will appear: Files: memos Build like (0 - 5) 0 = standard file If one or more files are already open and you build a new file, the program will allow you to build use the file settings of an open file for the new file. We will use the default settings, so press [0] and the program will prompt you: Files: memos Is the file a 3by5 file? (Y/N) Press [Y] to instruct the program to build a 3by5 file rather than an 19 3by5 ASCII, WordStar or WordPerfect file. The screen will the appear as follows: --------------------------------------------------------------- | File Type Index Record Number of Number of | | Length Fields Records | | 1 PROGRAMS.3X5 3by5 Sig 512 0 15 | | 2 | | 3 | | 4 | | 5 | | | | | |Maximum characters per record: (32 - 4800) 512 | |Number of fields: (0 - 15) 0 | |Left margin: (1 - 70) 1 | |Right margin: (10 - 78) 78 | |Index Density: (1, 2, 3, 4, 5) 1 | | | |Record size suggestions: | | 2 x 4 card: 256 bytes with index of 1 | | 3 x 5 card: 512 bytes with index density of 1 or 2 | | 5 x 7 card: 1024 bytes with index density of 2 or 3 | | Full page: 4800 bytes with index density of 4 or 5 | | | | | |File: memos | |Press <Esc> to cancel; <F10> to save | --------------------------------------------------------------- The program is requesting information on the file you want to build. The first item is the number of characters per record. This is an important number. Once you specify it for a file, all records in the file will have a maximum number of characters equal to the number you enter. You may pick any number between 32 and 4800. The default record size is 512 bytes. This number of characters is sufficient for most references and addresses, and matches the sector size of DOS. We will use a larger record size for keeping notes. Type [2000] <Enter> to specify a record length of 2000 characters. The program will prompt you for the number of fields. The memos file 20 3by5 LESSONS will not have any fields, so press <Enter> or the Down Arrow to move to the next item. The left margin is usually set at 1. Press <Enter> to continue. The right margin standard setting is 78. Press <Enter> to retain this setting. The cursor will the go back to the record size prompt. If you made any mistakes, use the Up and Down Arrows to position to the item and enter the correct information. Press <F10> to store the file information and build the file. The program will build both the source and index files, and then prompt you to enter the name of another file to open. Press <Esc> twice to return to the Main Menu: >Edit< Search Print Files Utilities Quit Edit file If there were any problems opening the file, the program will inform you of the problem, ask you to press <Enter>, and then return you to the File Command Menu. Adding a Record to a 3by5 File You will now learn how to edit records using file MEMOS. Press <Esc> twice. The Main Command Menu should appear at the bottom of the screen. Press [E] to Edit the file. The program will ask you to select a file to edit. Press [2] to select the second file (MEMOS.3X5). The program will then prompt you for the number of the record to edit: Edit record 1 Records in file MEMOS.3X5: 0 The number adjacent to the message "Edit record" is always equal to the number of records in the file plus one. This allows you to just press <Enter> to add a record to the file. Since there are no records in the new file, the number "1" is displayed. Press <Enter> to add a record to the file. 21 3by5 The screen will appear as shown below: --------------------------------------------------------------- | | | | | | | | | | | | | | | | | | | | | | | | | | |Block Origin 1:1 MEMOS.3X5 Rec 1 Line 1 Col 1 | |<F1> Help <Esc> End/Abort | --------------------------------------------------------------- The blinking cursor is positioned at the upper left corner of the window. The bottom two lines of the screen provide editing informa- tion. The first line informs you of the current block origin (star- ting position of a block of characters), the Record number, and the Line and Column numbers of the cursor. The bottom line informs you that pressing <Esc> will give you the Edit Command Menu, and pressing <F1> will give you a list of the func- tion key assignments. If you press the Caps Lock, Num Lock or Scroll Lock key the message "CAPS", "NUM" or "SCROLL" will be displayed at the bottom right of the screen. Pressing the key again turns the message off. 22 3by5 LESSONS Typing New Text Type the following text (remember, type only the characters within the square brackets, not the brackets): [This is line one] <Enter> [This is l two] <Enter> [Thas are line three] <Enter> The text will appear as shown below: This is line one< This is l two< Thas are line three< Note that when you press <Enter>, the program places a solid left pointing triangle at the end of the line (represented by "<" in this documentation). Next we will correct the errors in the text. Inserting one character at a time The 3by5 editor is routinely in the Insert Mode. Use the arrow keys to position the cursor on the space to the right of the solitary letter "l" in line 2. Type [ine]. The text will appear as follows: This is line one< This is line two< Thas are line three< Overtyping Use the cursor keys to position the cursor on the third character of the third line (the "a" in "thas"). Press <Ins> to switch to the Overtype Mode. The message "OVER" will appear on the bottom line. Press [i] to enter the letter "i" where the letter "a" is. Press <Ins> to return to the Insert Mode. The screen will appear as follows: This is line one< This is line two< This are line three< 23 3by5 Deleting one character at a time You should be in insert mode. If not, press <Ins> and the message "OVER" will be erased from the bottom of the screen. Position the cursor on the letter "a" in the word "are" in the third line and type [is]. The screen will appear as follows: This is line one< This is line two< This isare line three< The cursor will now be positioned at the letter "e". Press <Del> three times to delete the letters "a", "r" and 'e' respectively. The text will now appear as follows: This is line one< This is line two< This is line three< Inserting multiple lines of text - word wrap In the example above inserting text was confined to one line. The same method is used to insert multiple lines of text. For example, position the cursor to the space to the right of the word "is" in line two. Type: [ a test of character insertion and word wrap. By the time I have typed this far, the cursor will be on the next line.] Press the Up or Down arrow key to realign the text. Deleting multiple characters Position the cursor on the first "c" of the word "character" on the second line. Press <Del> twenty four times and watch the characters to the right of the cursor shift to the left each time you press <Del>. Then press any arrow key to realign the text. 24 3by5 LESSONS Saving Your Text Press <Esc> and the Edit Command Menu will appear at the BOTTOM of the screen: >End< Next Previous Abort End editing and save changes Press [E] to save the record. The program will then add the record to the file and display the following message at the bottom of the screen: Edit record 2 Records in file MEMOS.3x5: 1 If you want to add another record to the file, press <Enter>. If you want to return to the Main Menu, press <Esc>. In this part of the lesson you will return to the first record that you edited. Type [1] <Enter>. The program will retrieve the record and display it on the screen. Note that the Start Block message at the bottom right of the screen informs you that the start of the cur- rent block of text is at row one, column one. Press <Pg Dn> and the cursor will move to the end of text. The current block of text will be all text from row 1, column 1 to the current cursor position. Hold the <Ctrl> key and press <F4> The following prompt will appear at the bottom of the screen: 1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0 Press [3] to delete the block of text. The program will ask you to confirm the instruction: 1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0 Delete text? (Y/N): 25 3by5 Press [Y] and the text from the Start Block (row 1, column 1) to the end of text will be erased. The cursor will now be at row 1, column 1. You are now ready to type a memo. Type the following: [MEMORANDUM] <Enter> [TO: My Clients] <Enter> [FROM: John Shell] <Enter> <Enter> <Enter> This is a brief note to inform you that Softshell Corp. has moved to a new location. Their new address is: <Enter> <Enter> <Enter> Stop typing after you press the last <Enter>. The screen should appear as follows: MEMORANDUM < TO: My Clients < FROM: John Shell < < < This is a brief note to inform you that Softshell Corp. has moved to a new location. Their new address is: < < < Before typing the new address of Softshell, you will mark the start of the address as a block of text that will be copied to another file. Type <Alt><F4> (i.e. hold the <Alt> key and press <F4> to specify that the current cursor position is the start of a block of text. Now type the following: [Softshell Corporation] <Enter> [1100 Benjamin Road] <Enter> [POB 649] <Enter> [Bel Air, MD 21014] <Enter> <Enter> <Enter> [(301) 879-4486] <Enter> 26 3by5 LESSONS You will now copy the above block of text to a temporary buffer. Press <Ctrl><F4> and the following message will appear: 1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0 Press [2] to copy the block of text to a temporary buffer. Finish the memorandum by typing: <Enter> <Enter> [Custom versions of several of their products are available for ver- tical market applications: academic, legal and medical.] <Enter> The memorandum will appear as follows: MEMORANDUM < TO: My Clients < FROM: John Shell < < < This is a brief note to inform you that Softshell Corp. has moved to a new location. Their new address is: < < < [Softshell Corporation] <Enter> [1100 Benjamin Road] <Enter> [POB 649] <Enter> [Bel Air, MD 21014] <Enter> <Enter> <Enter> [301-879-4486] <Enter> < < Custom versions of several of their products are available for ver- tical market applications: academic, legal and medical.< 27 3by5 If you have a printer attached to the computer, you may print the memo by pressing <Shift><F7>. To end the editing of this memo, press <Esc> for the Edit Command Menu: >End< Next Previous Abort End editing and save changes Press [E] to end the editing of record 1 in file MEMOS.3X5. The program will prompt you: Edit record: 2 Records in MEMOS.3X5: 1 Press <Esc> for the Main Menu: >Edit< Search Print Command Files Utilities Quit Edit file 28 3by5 LESSONS Editing while searching Press [F] for the files command. When the File Command menu appears, press [C] to close a file. The program will prompt you: File: Enter number of file to close Press [2] to close the file MEMOS.3X5. Then press [O] to open another file. Type [ADDRESS] <Enter> to open the file ADDRESS.3X5. After the file is opened, you will notice that it has four fields and that the record length is set to 512 bytes. Press <Esc> twice to return to the Main Menu. Then press [S] to begin a search. When the program prompts you for the file to search, press [2] for file 2, the ADDRESS file. When the prompt Search Screen appears, type [softshell] <Enter>. The first record with the name Softshell will be the Softshell Crab Company of Baltimore. Press [S] to continue the search. Record 13 will be displayed. It contains the old address of Softshell Corp. Type [E] to edit the record. The 3by5 editor will take over and the Editor status lines displayed at the bottom of the screen. The cursor will be at row 1, column 1. The records in the address file are different than those that you have worked with before. There are four fields: 1. Name 2. Address 3. Phone 4. Comments To move from one field to another, press <Ctrl><Enter> or <F9>. The cursor will move from its current location to the start of the next field. If the cursor is in the last field it will move up to the first field. You will now insert the new address of Softshell Corp. in the Address field. Move to the start of the address field by pressing <F9>. Then press <Ctrl><F4> and the program will prompt you: 29 3by5 1 Cut Block 2 Copy Block 3 Delete Block 4 insert Block: 0 Press [4] to insert the block of text from the temporary buffer into the current record at the position of the cursor. The older text may be deleted by defining a block of text and using the delete command. Press <Esc> for the Edit Command Menu. Press <E> to save the changes made to record 13. The program will then return to the search mode. Press [Q] to quit the search. The program will inform you that two records were found. Press <Enter> to return to the Search prompt. Then press <Esc> to return to the Main Menu: >Edit< Search Print Files Utilities Quit Edit file Press [Q] to quit 3by5. The program will prompt you: >No< Yes Do not quit; continue 3by5 This last question prevents you from accidentally quitting 3by5. You must press [Y] to quit. Press [Y] and the program will automatically close all open 3by5 files and return to DOS. See Chapter 4 for more details on editing records. 30 3by5 LESSONS LESSON 3 - COPYING AND SORTING RECORDS In this session you will learn how to selectively copy (and in the process sort) records from one file to another file. The file may be a standard ASCII file, WordStar or WordPerfect Document file or another 3by5 file. The 3by5 Starter Kit can sort only the first 20 records of a file. Opening files REF.3X5 and NEWREF.3X5 Restart 3by5. Press any key after the Title Screen is displayed. Then press [F] for the Files Command and then press [O] for the Open Command. Type [ref] <Enter> to open the reference file. After the file is opened, the program will prompt you for the name of the next file to open. Type [newref] <Enter>. The program will attempt to open the file, but the file is not present on the diskette. It will then ask you whether you want to build the file: File: newref Unable to open file. Do you want to build the file? (Y/N) Press [Y] to build the file, and the program will prompt you: File: newref Is the file a 3by5 file? (Y/N): Press [Y] and the program will then prompt you for information about the file to be built: 31 3by5 --------------------------------------------------------------- | File Type Index Record Number of Number of | | Length Fields Records | | 1 REF.3X5 3by5 Sig 256 0 78 | | 2 | | 3 | | 4 | | 5 | | | | | |Maximum characters per record: (32 - 4800) 512 | |Number of fields: (0 - 10) 0 | |Left margin: (1 - 70) 1 | |Right margin: (10 - 78) 78 | | | |Record size suggestions: | | 2 x 4 card: 256 bytes with index of 1 | | 3 x 5 card: 512 bytes with index density of 1 or 2 | | 5 x 7 card: 1024 bytes with index density of 2 or 3 | | Full page: 4800 bytes with index density of 4 or 5 | | | | | |File: newref | |Press <Esc> to cancel; <F10> to save | --------------------------------------------------------------- In response to the characters per record prompt, type [600] <Enter>. In response to the number of fields, type [4] <Enter>. Then press <F10>. The program will then ask you to designate names for each of the four fields: 32 3by5 LESSONS --------------------------------------------------------------- | | |Field Field Name | | | | A | | B | | C | | D | | | | | | | | | |File: newref | |Press <Esc> to cancel; <F10> to save | --------------------------------------------------------------- The cursor will be blinking across from the letter "A" and under the caption "Field Name". Type [REF] <Enter>. The cursor will move to the next line. Type [CODE #] <Enter>. The cursor will move to the next line. TYpe [KEYWORDS] <Enter>. The cursor will move to the next line. Type [COMMENTS] <Enter>. The screen should appear as shown on the next page: 33 3by5 --------------------------------------------------------------- | | |Field Field Name | | | | A REF | | B CODE # | | C KEYWORDS | | D COMMENTS | | | | | | | | | |File: newref | |Press <Esc> to cancel; <F10> to save | --------------------------------------------------------------- There will be four fields in the file: REF: A reference field that has the authors, title and source. CODE # A code number assigned to the article that designates where the article is filed in a collection of reprints. KEYWORDS Keywords that do not appear in the title, but are useful in retrieving the document. COMMENTS Comments on the article. Field names may range from zero to eight character in length. Use the Up and Down Arrow keys to move to a field to make any corrections. When you are ready, press <F10> to save the file specifications and build the file. After NEWREF.3X5 is opened, the program will ask you for the name of the next file to open. Press <Esc>. The File Command Menu will appear: >Open< Close Records List Directory Index Fields Memory Status Open file 34 3by5 LESSONS Copying and sorting records from REF.3X5 to NEWREF.3X5 Press [R] for the Records Command. The open files will be displayed, and at the bottom of the screen the following prompt will appear: Move/Copy/Erase Enter number of source file Press [1] to specify REF.3x5 as the source file. The program will then prompt you: Move/Copy/Erase Source file REF.3X5 Enter number of destination file Type [2] to select NEWREF.3X5. The program will then prompt you: From REF.3X5 To NEWREF.3X5 >Copy< Move Copy a group of records (source records are not changed) At this point you may chose to Copy or Move records. If you Copy a record from a source file to a destination file, the source record is not changed. If you Move a record from a source file to a des- tination file, the record in the source file is erased. Press [C] to copy records. The program will prompt you: From REF.3X5 Copy: 1 Records in file: 78 Type [4] <Enter>. This is the start of the range of records to copy. The program will then prompt you: From REF.3X5 Copy: 4 to 78 Records in file: 78 Type [16] <Enter>. This is the end of the range of records to copy. The program will then prompt you: 35 3by5 From REF.3X5 Copy: 4 to 16 To NEWREF.3X5 At 1 Records in file: 0 The program is prompting you for the number of the first record in the destination file at which to begin to place the records. Since the file is empty, the first record that can be added is one. Press <Enter> for the default of one. Then you will be asked: From REF.3X5 Copy: 4 to 16 To NEWREF.3X5 At 1 Sort records? (Y/N) Press [Y] to sort the records in alphabetical order by the first 20 characters of each record. The program will sort the records and display the record numbers as each source record is copied to the destination file. When the program is finished sorting and copying the records, it will prompt you: FROM ref.3x5 COPY: Records in file: 78 It is ready for you to enter another range of records to copy. Press <Esc> three times to return to the Main Menu. Press [S] and then press [2] to search the file NEWREF. In response to the "Search" prompt, press <F2> browse through the file. You will see that the references have been sorted by first author. The refer- ences from REF.3X5 have been copied in the REF field of NEWREF.3X5. 36 3by5 LESSONS Selectively writing records from REF.3X5 to NEWREF.3X5 You will now search for a few references and write certain ones to the output file. Press <Esc> to return to the Main Command Menu; then press [S] to begin searching. Select file REF.3X5 as the file to be searched. The prompt "Search Key:" will appear. Press <F4> for the Search Options Menu: --------------------------------------------------------------- | | |---------------------------------------------------------------| |CURRENT SEARCH OPTIONS | | | |DISPLAY: Page of text | | | |OUTPUT FILE: | | | |OUTPUT TO: Screen | | | |COUNT: Display count of records found | | | |SEARCH MODE: Manual | | | | | | | | | | | | | |>Display< File Output Count Mode Quit | |Page Topline | --------------------------------------------------------------- The current search options are listed and the search option menu appears at the bottom of the screen. Press the space bar several times to review the different options. You will only change one, the output file. Press [F] to specify the output file. The program will list the open files and ask you to enter the number of the output file (i.e. the file that will receive the records). Press [2] to select NEWREF.3X5. The Search Options will be displayed again; press <Q> to return to the "Search Key:" prompt. Type [abbott] <Enter> so begin a search for records with the name Abbott. 37 3by5 When the first reference with the name "Abbott" is displayed, the Record Command Menu will be displayed at the bottom of the screen. Press [W] to write the currently displayed record to the Output File. The letter "W" will be displayed in reverse video in the upper right corner of the screen to inform you that the record was written. It will stay there until you continue the search for another record. If you should press [W] again, a second copy of the record will be written. The letter "W" in the upper right corner alerts you to the fact that you have written the record to the output file once and should prevent multiple copies of the record being written to the output file by mistake. If you have a printer attached to your machine, press [P], and a copy of the current record will be printed. The letter "P" will be displayed in reverse video in the upper right corner of the screen informing you that the record is being printed. It will stay there until you continue the search. Now press [S] to continue the search, and the program will return you to the Search prompt since there are no other records with the name "Abbott". In response to the Search prompt, type [murphy] <Enter>. The first reference with the name "Murphy" will be displayed. Press [W] to write the reference to the output file, then press [S] to con- tinue the search. The second reference with the name "Murphy" will be displayed. It is not one that we will copy to the output file, so press [S] to con- tinue the search. No other references will be found. The program will ask you whether you want to continue the search into file NEWREF.3X5. Press <Esc> and then <Enter> to return to the Search prompt. In response to the Search prompt, press <Esc>. The Main Command Menu will appear. Press [S] to begin a new search. This time select file NEWREF.3X5. In response to the "Search Key:" prompt, press <F2> to browse through the entire file. You will see that the first 13 records are those that you copied and sorted from REF.3X5. The remaining records are those that you wrote to NEWREF.3X5 while searching REF.3X5. 38 3by5 LESSONS ADDING FIELDS TO A FILE 3by5 files that have no fields may be converted to files with fields by a two-step process. First you manually mark the end of each field, then you copy the records to a new file in which the fields have been specified. NOFIELDS.3X5 is a 3by5 file provided on the 3by5 diskette for practice converting files without fields to those with fields. Open the file and edit the first record. The first record in NOFIELDS.3X5 is: Jones, John< Purchasing Agent< < ACME Industries< Suite 234< 111 Eastern Highway< Baltimore, MD 21230< < 301-555-2385< < You will divide the record into four fields - name, title, address and telephone number. Position the cursor to the end of line one and press <Ctrl> <Enter>. A double arrow and a small triangle will appear, designating the end of the field. This is the End of Field Mark that designates the end of one field and the beginning of another. Next, move to the title line and put an End of Field Mark at the end of the word Agent. Then move the cursor to the end of the ZIP code and press <Ctrl> <Enter> to designate the end of the address field. Move to the end of the telephone number and press <Ctrl> <Enter>. To avoid excessive blank lines between fields, you should remove any blank lines by deleting any triangles that appear on blank lines. The screen will appear as: Jones, John|< Purchasing Agent|< ACME Industries< Suite 234< 111 Eastern Highway< Baltimore, MD 21230|< 301-555-2385|< 39 3by5 The |< mark signifies the end of a field. Save the changes to record by pressing <Esc> and then [E]. Press <Esc> twice to return to the Main Menu. End of Field Marks have been previously added to the other records in the file. From the Main Menu press [F] for the files command and [O] to open a file. Type [FIELDS] <Enter>. The file does not exist, and the program will ask you whether you want to build it. Type [Y]. The program will then ask you whether it is a 3by5 file. Press [Y] to designate a 3by5 file. Set the number of characters per record to 256, then set the number of fields to 5, then press <F10>. The program will list five fields and ask for field names. Enter the following field names: Field Field Name A NAME B TITLE C ADDRESS D PHONE E COMMENTS Press <F10> to save the field names and build the file. The destin- ation file can have fewer or more fields that the file from which the records will be copied. After the file is built, press <Esc> to return to the File Command Line. Press [R] for the Records Command. Select NOFIELDS as the source file and FIELDS as the destination file. Copy all the records from NOFIELDS to FIELDS.3X5. You may use search or edit to examine the records in file FIELDS.3X5. You will see that each record has five fields and that the appropriate information has been copied to each field. 40