The Business Master (3rd Edition)

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CHAPTER 6 - PRINTING PRINT COMMAND Edit Search >Print< Files Utilities Quit Print Form Sheet Direct Codes Hardware Top Press [P] in response to the Main Menu to issue any of the following commands: Print: Print a group of records. Form: Specify the format for printing records. Sheet: Specify page length and margins. Specify whether each record is printed on a separate page. Specify whether the program pauses before printing a new page. Direct: Send text or codes directly to the printer. Codes: Specify the printer codes for underline and bold. Hardware: Select the printer port and specify whether a carriage return and new line feed are to sent to the printer at the end of each line. Top: Set the printer to the top of a page. 57 3by5 PRINT COMMAND: PRINT MENU >Print< Form Sheet Direct Codes Hardware Top Print records from a file The Print Menu's Print Command is used to print a group of records to a printer. The records are printed by record number and may be sorted alphabetically (3by5 and 3by5 Plus). To print a group of records by a search key, use the Search Command. Press [P] to print. If more than one file is open, the program will ask you to select the file for printing. It will the display the following message: From file FILENAME print records: Records in file: zzzzz The number of records in the file will be displayed. Type the starting record number and press <Enter>. Then type the ending record number and press <Enter>. The program will then ask you: From file FILENAME print records: Sort records? (Y/N) If you press [N], the program will start printing the records in numerical sequence. If you pressed [Y] to sort the records, the program will begin to sort the records by the first line of text if there are no fields in the file. Otherwise, the program will display the names of the fields and ask for primary and secondary sort fields. If you want to sort by one field alone, just press <Enter> in response to the secondary field prompt. With the 3by5 Starter Kit you may sort only the first 20 records of a file. Aborting printing: To abort a printing session, press <Esc>. 58 PRINTING FORM COMMAND Print >Form< Sheet Direct Codes Hardware Top Select print format This command is used to specify a format for printing records. Formats for printing records are stored standard 3by5 file records and are called PRINT FORMS. In response to the Print Command, press [F] for the Form Command. The program will ask you for the number of the file that contains the print form: File: Enter number of file with print form. 0 = standard listing Type the file number. The program will then ask for the number of the record that contains the print form you want to use. Type the record number and press <Enter>. The print form will be loaded into memory and any records printed will be printed in the format specified by that record. If you want to reset the program to the standard format for printing, type [0] <Enter>. 59 3by5 STANDARD FORM The standard print format is to print one record after another. The record number is printed before the record, all fields are included and the record is followed by a blank line. There is a six line top margin with the name of the file on the second line and a six line bottom margin. For example: --------------------------------------------------------------- REF.3x5 22 Knuth, D.E.: The Art of Computer Programing. Vol 3. Reading, Massachusetts: Addison-Wesley, 1973. 23 Harrison, M.C.: Implementation of the Substring Test by Hash- ing. CACM 14:777-779, 1971. 24 Trojak, J.E.: Finding the Search Solution: Signature Screening. 80 Micro p. 100, December, 1983. --------------------------------------------------------------- Many other formats are possible. The formats are stored in standard 3by5 files as PRINT FORMS. Your 3by5 master diskette has a file FORM.3X5 with sample print forms. The forms will be reviewed as an introduction to printing with 3by5. Once you load a print form into memory, you may close the file that contained the print form. 60 PRINTING Print forms define the way in which text will be printed. Any text in the form will be printed. The "@" symbol is used as an instruction for printing specific information (e.g. fields, field names, file names, etc.) PRINT FORM: EXAMPLE 1 @A< Record one of FORM.3X5 contains the simplest print form. It is designed for printing from a file with no fields or at most one field (e.g. file REF.3X5). The "@A" on the first line indicates that the contents of field A will be printed. The field letter must be in upper case for the contents to be printed. IN THIS CASE FILE REF.3X5 HAS NO FIELDS AND THE ENTIRE RECORD IS CONSIDERED TO BE FIELD A. The "<" symbol indicates the carriage return mark that result from pressing the <Enter> key. If a field is longer than one line, the following lines of print will be adjusted downward. This print form will result in one record being printed after another. Assuming that the Sheet Command settings are unchanged, there will be a top margin of six blank lines and a bottom margin of six blank lines. No spaces will be printed between records. The results of using this FORM with file REF.3x5 are shown on the next page. 61 3by5 --------------------------------------------------------------- Knuth, D.E.: The Art of Computer Programing. Vol 3. Reading, Massachusetts: Addison-Wesley, 1973. Harrison, M.C.: Implementation of the Substring Test by Hash- ing. CACM 14:777-779, 1971. Trojak, J.E.: Finding the Search Solution: Signature Screening. 80 Micro p. 100, December, 1983. // // --------------------------------------------------------------- Note that there is a standard top margin of 6 lines and a standard bottom margin of 6 lines. Since no headers or footers were defined, there is no text in either the top or bottom margins. 62 PRINTING PRINT FORM: EXAMPLE 2 (Blank lines between records) @A< < Record two of FORM.3X5 contains a record format that is very similar to record one of FORM.3X5. The only difference is that there is a carriage return on line two. This will result in a blank line being printed after each record. The results of using this FORM with file REF.3x5 would be: --------------------------------------------------------------- Knuth, D.E.: The Art of Computer Programing. Vol 3. Reading, Massachusetts: Addison-Wesley, 1973. Harrison, M.C.: Implementation of the Substring Test by Hash- ing. CACM 14:777-779, 1971. Trojak, J.E.: Finding the Search Solution: Signature Screening. 80 Micro p. 100, December, 1983. // // --------------------------------------------------------------- In this case the blank line with a carriage return in the form record causes a blank line to be printed between records. If there were two blank lines in the print form record, there would be two blank lines between records in the printout. 63 3by5 PRINT FORM: EXAMPLE 3 (Record numbers) RECORD NUMBER: @# @A< < Record three of FORM.3X5 contains a record format that is very similar to record two of FORM.3X5. The only difference is that the first line contains the text "RECORD NUMBER:" and is followed by the symbol "@#". The text "RECORD NUMBER:" will be printed on the line before each reference and will be followed by the number of the record. The "@#" symbol can appear anywhere on a print form (except the header or footer). The results of using this FORM with file REF.3x5 would be: --------------------------------------------------------------- RECORD NUMBER: 22 Knuth, D.E.: The Art of Computer Programing. Vol 3. Reading, Massachusetts: Addison-Wesley, 1973. RECORD NUMBER: 23 Harrison, M.C.: Implementation of the Substring Test by Hash- ing. CACM 14:777-779, 1971. RECORD NUMBER: 24 Trojak, J.E.: Finding the Search Solution: Signature Screening. 80 Micro p. 100, December, 1983 // // --------------------------------------------------------------- 64 PRINTING PRINT FORM: EXAMPLE 4 (Headers) @.< @.REFERENCES FROM FILE: @*< @.< @.< @.< @.< REC# @#< @A< ------------------------< Record four of FORM.3X5 contains a record format that is similar to record three of FORM.3X5. The differences are: Six header lines have be added. The symbol "@." at the start of a line indicates a header or footer. If the "@." symbol is at the top of a print form, it indicates a header. If it is at the bottom of a print form, it indicates a footer. The second line of the print form is a header line. It contains the text :REFERENCES FROM FILE:", followed by the symbol "@*". The symbol "@*" indicates that the name of the file being printed should be included at that location. Line nine of the print form has a dashed line. It will separate records. The results of using this FORM with file REF.3x5 are shown on the next page. 65 3by5 --------------------------------------------------------------- REFERENCES FROM FILE: REF.3X5 REC# 22 Knuth, D.E.: The Art of Computer Programing. Vol 3. Reading, Massachusetts: Addison-Wesley, 1973. --------------- REC# 23 Harrison, M.C.: Implementation of the Substring Test by Hash- ing. CACM 14:777-779, 1971. --------------- REC# 24 Trojak, J.E.: Finding the Search Solution: Signature Screening. 80 Micro p. 100, December, 1983. --------------- // // --------------------------------------------------------------- A header may contain any text you want to print. It is not necessary to include all the lines of a header. If you do not specify the text for a header line, it will be printed as a blank line. 66 PRINTING PRINT FORM: EXAMPLE 5 (Headers and Footers) @.< @.REFERENCES FROM FILE: @*< @.< @.< @.< @.< @* REC# @# @A< ------------------------ @. @.***************************************** Record five of FORM.3X5 contains a record format that is similar to record four of FORM.3X5. The first two footer lines have been defined: the first footer line is blank and the second contains a row of asterisks. The results of using this print form with file REF.3x5 are shown on the next page. 67 3by5 --------------------------------------------------------------- REFERENCES FROM FILE: REF.3X5 REF.3X5 REC# 22 Knuth, D.E.: The Art of Computer Programing. Vol 3. Reading, Massachusetts: Addison-Wesley, 1973. --------------- REF.3X5 REC# 23 Harrison, M.C.: Implementation of the Substring Test by Hash- ing. CACM 14:777-779, 1971. --------------- REF.3X5 REC# 24 Trojak, J.E.: Finding the Search Solution: Signature Screening. 80 Micro p. 100, December, 1983. --------------- // // *************************************************************** --------------------------------------------------------------- As with a header, it is necessary to only define those lines of a footer that you want to contain text (or other characters such as the asterisks above). Note that in the above example, the file name and record number are printed before each record. It is shown just to demonstrate that a file name can be placed anywhere within a record and anywhere on a page. The record number was intentionally moved to the right side of the page. 68 PRINTING PRINT FORM: EXAMPLE 6 (Multiple Fields) @.< @.@*< @.< @.< @.< @.< @a @A REC# @#< @b @B< @c @C< < @d @D< < Record 6 of FORMS.3X5 is designed for use with file ADDRESS.3X5 of your 3by5 master diskette. ADDRESS.3X5 has four fields: A: Name field B: Address field (street, city, state, zip, etc.) C: Phone number(s) D: Comments In this example the name of the file will be printed in the second line of the top margin. The "@a" symbol indicates that the name of the A field should be printed, while the "@A" symbol indicates that the contents of the A field should be printed. If the "@" symbol is followed by a lower case letter, the name of a field is printed; if it is followed by an upper case letter, the contents of the field are printed. The single carriage return on line 10 causes a blank line to be printed between the telephone field and the comments field. If a field contains several lines, the following lines of print will be adjusted downward. 69 3by5 PRINT FORM: EXAMPLE 7 (Mailing labels) @A< @B Record 7 of FORMS.3X5 is designed for use with file ADDRESS.3X5 of your 3by5 master diskette. It will print mailing labels containing the name and address fields. As note in Example 6, ADDRESS.3X5 has four fields: A: Name field B: Address field (street, city, state, zip, etc.) C: Phone number(s) D: Comments IN THIS EXAMPLE IT IS NECESSARY TO ALSO USE THE SHEET COMMAND TO SET THE FOLLOWING PARAMETERS: Page length = 6 (assumes five lines per label and one in between) Top Margin = 0 Bottom Margin = 0 Form = Y The left and right margins and pause command can be set as needed. The above settings will eliminate the printing of a header or footer (top and bottom margins = 0). Each label will be treated as a page (Form = Y). See page 72 for information on using the Sheet Command. The format of the record is simple. On line one the name of the person in field A will be printed. On line two, the address will begin. It may be up to 5 lines long. One record is printed per page (label) since the Form Command was set to "Y". 70 PRINTING PRINT FORM: EXAMPLE 8 (Sheet Command line) @$ 6 10 80 0 0 Y N< TO: @A< @B Record 8 of FORMS.3X5 is similar to record 7 and will print mailing labels from file ADDRESS.3X5. The major difference is that it contains a Sheet Command line. This line defines the page length, left and right margins, top and bottom margins, Form Parameter and Pause Parameter. The Sheet Command line must be the first line of a print form and it must begin with a "@$" symbol. The values entered are: Page length Left margin Right margin Top margin Bottom margin Form Parameter Pause Parameter All values must be entered in the above order. One or more spaces separate each value. 71 3by5 APPENDING FIELDS Sometimes you may want to append several fields together. For example, you may have a file with the following fields: A Last name B First name C Street address D City E State F ZIP Code You can append the last name and first name fields together to get one name. Similarly the City, State and Zip Code fields can be appended. The rule for appending fields is as follows: After the initial "@" symbol, there is a field letter. This is followed immediately by another "@" which may be followed by a character to be printed or by another field name. For example: @B@ @A will print the first name, a space, and the last name. @D@ @E@ @F will print the city, a space, the state, a space, and the ZIP Code. The ability to append fields has been added to 3by5 at the request of users who sort 3by5 records by ZIP Code or state and want to be able to print labels with the city, state and ZIP Code on one line. 72 PRINTING PRINT FORM CODES 3by5 used the "@' symbol to signify a print form command. The fol- lowing codes may be used: @A designates that the contents for field A will be printed at the location of the "@" symbol. The field must be specified as an upper case letter (i.e. A - O). @a designates that the name of the field will be printed at the location of the "@" (i.e. a - o). @# designates that the current record number will be printed at the location of the "@". The "#" symbol may be followed by a "-" sign to specify that the record number will be left justified. A "0" (zero) designates zero filling of any blank spaces. Finally, a digit form 1 to 9 may be used to specify the number of spaces in the record field. The rules are those used by the C language function printf(). @* The current file name will be printed @. The line is a header or footer @$ The sheet format control line. This command can appear only as the first two characters of the first line. It must be followed by the page length, left margin, right, top margin, bottom margin, form parameter and pause parameter settings. For example: @$ 66 6 6 15 90 Y Y Each parameter is separated by one or more spaces. The order of the parameters is the same as that used by the Sheet Command. In the above example, the page length is set to 66, the top and bottom margins to 6 lines each, the left margin to column 15 and the right margin to column 90. The Form Parameter is set to "Y" as is the pause Parameter. @= This symbol should appear at the end of a line. It indicates that the contents of the line are to be printed on the same line as the form line. The text will not be adjusted in an upward or downward direction. @- This symbol should appear at the end of a line. It indicates that the contents of the line should be moved up to the last printed line of text. 73 3by5 \xxx A back slash followed by three digits is used to send a printer code. The value of the three digits is sent to the printer. For example, \027 is sent as 27 (the escape code). 74 PRINTING SHEET COMMAND Print Form >Sheet< Direct Codes Hardware Top Set sheet margins, pause and form options The Sheet Command is used to specify the number of lines per page, the left, right, top and bottom margins. It also specifies whether one record is printed per page and whether there is a pause after a page is printed. Press [S] to specify the Sheet Command. The following screen will appear: ----------------------------------------------------- | | | | |Page length: (1 - 999) 66 | |Left margin: (1 - 132) 1 | |Right margin: (1 - 132) 78 | |Top margin: (0 - ) 6 | |Bottom margin: (0 - ) 6 | |Form: (Y/N) N | |Pause: (Y/N) N | | | | | | | | | |<Esc> Cancel <F10> save | ----------------------------------------------------- Page len is the length of the page in lines. A standard 8.5 x 11 inch page has 66 lines (6 lines per inch). A 3by5 card has 18 lines per page. LM is the left margin for printing to begin. The printer left margin is adjusted before a record is printed. For example, if the file left margin is 1 and the printer left margin is 10, the printer will be spaced 10 blank spaces to the right before printing begins. RM is the right margin of the printer. Any attempt to print past the right margin results in a carriage return and new line feed. In most cases if you move the left margin over 20 spaces to the right, you should also move the right margin over 20 spaces. TM is the number of lines the printer will leave at the top of a page before printing records. If you specified a heading, it will be 75 3by5 printed on the second line of the page. BM is the number of lines the printer will leave at the bottom of the page. FORM PARAMETER designates whether the printer will treat each record as a separate form (page). For printing 3x5 cards or large records the FORM parameter should be set to "Y". If you are printing references on standard 8.5 x 11 inch paper, most likely you will want to print several records on a page, in which case FORM should be set to "N". PAUSE PARAMETER designates that the program will pause after each page is printed. This will allow you to insert another sheet of paper. Type in your new printer parameters and press enter after each value. You may use the Up and Down Arrow keys to move form one value to another. When you are finished, press <F10> to save the new values. Press <Esc> to cancel any values you have entered. 76 PRINTING DIRECT COMMAND Print Form Sheet >Direct< Codes Hardware Top Type text or printer codes directly to the printer The Direct Command allows you to type a line of text and have it printed directly to the printer after you press <Enter>. Codes may be inserted by using a back slash followed by three decimal digits for the code. For example, the line "\027\071" will send codes 27 and 71 to the printer and will turn on bold printing on an IBM or Epson dot matrix printer. Press <Esc> when you are finished sending text or codes directly to the printer. 77 3by5 CODES COMMAND Print Form Sheet Direct >Codes< Hardware Top Set printer codes for underline and bold The Codes Command allows you to specify the printer codes for printing bold text and for underlining. 3by5 bold and underline commands are set for the IBM or Epson dot matrix printer. If you have another printer, you can specify the codes that will be sent to the printer for printing bold text and for underlining. The 3by5 Starter Kit cannot underline or print bold. 78 PRINTING HARDWARE COMMAND Print Form Sheet Direct Codes >Hardware< Top Set hardware parameters The Printer Hardware Command is used to specify the printer port (1 or 2) and whether a new line feed should be transmitted to the printer after each carriage return. The default printer port is #1 and the default end of line is to send a carriage return and new line feed. Press [H] for the Hardware Command. The program will display the following: Printer 1 New Line Feed Y Printer number (1 - 2) The default printer is number 1. If you want to direct printing to port 2, just type [2]. The program will move to the New Line Feed prompt. If your printer performs a new line feed after each carriage return, type [N] in response to the New Line Feed prompt. 79 3by5 TOP COMMAND Print Form Sheet Direct Codes Hardware >Top< Set printer to top of page The Top Command is used to direct 3by5 that you are setting the printer to the top of a new page. It is used if the paper is not aligned properly, if you change paper while printing, or if you abort printing and want to start on a new page. Press [T] and the program will prompt you: Set printer to top of page. Press <Enter> to continue. Manually position the paper to the top of the page, and press <Enter>. 80