The Business Master (3rd Edition)

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Text File | 1988-10-31 | 59.0 KB | 1,774 lines

+----------------------------------------------------------------------+ | | | **** **** ***** ***** *** ***** *** *** | | * *** * ** ** * * ** ** * * | | * * ********* * * ********* * * | | *** *** *** *** ***** ******** *** *** ******** ******** | | | |----------------------------------------------------------------------| | | | | | Mail List Manager By James D. McDaniel | | -------------------------------------- | | | | Copyright (C) 1987, 1988 by | | | | mcTRONic Systems | | | | Revision 2.94 | | | | | |----------------------------------------------------------------------| | | | | | | | | | | +----------------------------------------------------------------------+ ----------------------------------------------------------------- M A I L A L L Page xi ----------------------------------------------------------------- Table of Contents Introduction....................................................1 Specifications..................................................2 Mailall Files...................................................4 Starting Mailall................................................5 Copyright and Revision Number...................................6 Address File Selection..........................................7 Main Menu.......................................................8 Display Next or Previous Address................................9 Search for the Next Address Match..............................10 F1. Enter New Address..........................................11 F2. Edit the Displayed Address.................................12 F3. Delete the Displayed Address...............................13 F4. Enter Address Search Data..................................14 F5. Sort the Address File......................................15 F6. Print Labels, Envelopes, & Reports.........................16 F7. Import/Export a MailMerge File.............................18 F8. List State Abbreviations...................................20 F9. System or Print Functions..................................21 F10.Quit or Select a New Mail File.............................22 Edit Keys and Their Functions..................................23 ----------------------------------------------------------------- M A I L A L L Page 1 ----------------------------------------------------------------- Introduction MAILALL is a versatile mail list manager program. It will maintain addresses, phone numbers and the like. MAILALL represents several hundred hours of program writing with many additions and corrections added in response to user request and comments. MAILALL'S primary function is to print mailing labels but can also be used to maintain addresses with phone numbers and ect. for just about any purpose. If you need a mail list manager, you should find MAILALL to your liking. The price is certainly right if you received MAILALL from a friend or a computer board. I do request, if you use MAILALL and find it does the job, that you mail a check to the address below for $20. If you would like to have the latest version of MAILALL then send a check or a money order to the address below for $25 plus $2.50 postage and handling. I will mail you a disk with the latest version of MAILALL. You can also optain MAILALL on a 3 1/2 inch 720K disks for an additional $1.00 charge. Registered users can optain an update to MAILALL at any time for $7.50. If you should find a bug in MAILALL or have a suggestion for an improvement, please write and let me know. If you have any special requirements, I will consider writing a custom version of MAILALL just for your use. I do hope you enjoy using MAILALL. m c T R O N i c S y s t e m s James D. McDaniel 7426 Cornwall Bridge Ln. Houston, TX 77041-1709 ........................... Thank You ......................... ----------------------------------------------------------------- M A I L A L L Page 2 ----------------------------------------------------------------- Specifications PRODUCT List price ------------------> $25.00 (+2.50 shipping) Max. no. of addresses -------> 4000 hard disk, 1500 floppy disk COLOR Supports Color --------------> Yes ON LINE HELP State abbreviation help -----> Yes DATA ENTRY Max. no. of zip code digits -> 10 Case conversion/add. search -> Yes RECORDS SAVED On entry --------------------> Yes DATA IMPORT/EXPORT Import/Export files ---------> Yes, MailMerge files in WordStar format RECORD RETRIEVAL Retrieved by any field ------> Yes Retrieved by multi-fields ---> Yes DATA SORTING Single-field sorting --------> Yes Dual-field sorting ----------> Yes LABELS Predesigned labels ----------> Yes Max. no. across -------------> 4 Size selection before print -> Yes Field trimming during print -> Yes Print test label ------------> Yes Print multiple label copies -> Yes Print labels by field -------> Yes ENVELOPES Prt sprocket feed Envelopes -> Yes Prt on single Envelopes -----> Yes, if printer suported REPORTS Separate report output ------> Yes Adjustable Page Length ------> Yes ----------------------------------------------------------------- M A I L A L L Page 3 ----------------------------------------------------------------- Number of Addresses accross -> 1 to 4 All fields are printed ------> Yes PRINT OPTIONS Can print options be saved --> Yes MAILMERGE Support MailMerge -----------> Yes, WordStar & MultiMate Advantage FIELD SIZES and NUMBER # 1) First Name: 20 characters 2) Last Name: 14 characters 3) Company Name: 34 characters 4) Address: 34 characters 5) City: 20 characters 6) State: 2 characters 7) Zip: 10 characters 8) Codes: 34 characters 9) Comments: 34 characters PRINTING ORDER OF ADDRESSES ON LABELS AND ENVELOPES First.Name Last.Name (always printed - see note-1) Company.Name (not printed if blank) Address (always printed) City State Zip (always printed) Each label will use a minimum of four lines. Notes: 1) If company name is blank then the first line of the label will be blank. The second line will print `First.Name Last.Name' and the rest of the label will print normally. ADDRESS FILE NAMES d:\path\filename.ext 32 characters maximum Up to 20 filenames are maintained by MAILALL ADDRESS SIZES Each address uses 204 bytes of disk space. 4000 addresses would require 797k of disk space. 1500 addresses would require 299k of disk space. When address files are sorted on a hard disk you will need up to three times the address file size to be free. This is due to MAILALL maintaining a backup file and using a temporary file while sorting. A floppy based address file does not require any space beyond the 299k for 1500 addresses. When a file is sorted on a floppy no backup file is maintained. COPY-PROTECTION MAILALL does not use copy-protection. ----------------------------------------------------------------- M A I L A L L Page 4 ----------------------------------------------------------------- Mailall Files The following files make up MAILALL: MAILALL.EXE - Required, Main program (Turbo Basic) MAFILNAM.DAT - Required, List of data file names LABEL.DAT - Required, Save of all print menu entries MASETUP.DAT - Required, Save of monitor type entry MAILALL.PIF - Required if you use MAILALL under MS Windows MAILALL.MAN - MAILALL user manual (this file) PRINTMAN.BAT - Batch file that will print this manual DEMO.DAT - Demo address data file WSDEMO.MM - Demo MailMerge data file WSDEMO.LET - Demo letter using WordStar MailMerge MMDEMO.DOC - Demo letter using MultiMate Advantage MMDEMODA.DOC - Demo MultiMate address file README.DOC - Latest info on MAILALL If MAFILNAM.DAT is not present, then it will be created. If LABEL.DAT is not present when option F6 (print labels) is chosen from the main menu, it will be created. If MASETUP.DAT is not present when MAILALL is started you will be asked for your monitor type. The MASETUP.DAT file is created and your monitor type is saved in this file. MAILALL.EXE, MAFILNAM.DAT, MASETUP.DAT, and LABEL.DAT should be in the default directory. If MAILALL is, run from a floppy disk, then it should not be write protected. Always use a backup copy of MAILALL. You should always back up your data files. If you use a floppy based system, then MAILALL will not maintain a backup copy of your data files. Please make backup copies of your data! ----------------------------------------------------------------- M A I L A L L Page 5 ----------------------------------------------------------------- Starting Mailall To start MAILALL enter the following command at the DOS prompt. MAILALL<enter> If the file MASETUP.DAT is not present when MAILALL is started, like the very first time you run MAILALL, you will be given four monitor types or operating modes to choose from. Your selection will then be saved in the file MASETUP.DAT and you will not be required to re-enter this data unless you wish to change your selection. You can only get to the monitor selection options when you first start up MAILALL. Your options are: <M> Monochrome Adapter Card and Monitor - SideKick Compatible <B> Color Graphics Card with Single Color Monitor <C> Color Graphics Card and Color Monitor <S> Color Monitor with `SideKick' compatible operation SideKick compatible operation has been added to MAILALL. Options `M' and `S' will allow you to pull up sidekick from any menu or section. Options `B' and `C' will allow SideKick to be started properly only from the Main Menu of MAILALL. Option `M' will work with all monitor types. Options `B', `C', and `S' all required a CGA or EGA adapter card. Options `C' and `S' work best with a color monitor. Your may override your monitor selection temporally by entering one of the following commands when MAILALL is first started. MAILALL /M<enter> - Same as option `M' MAILALL /B<enter> - Same as option `B' MAILALL /C<enter> - Same as option `C' MAILALL /S<enter> - Same as option `S' If you wish to change your monitor selection stored in the file MASETUP.DAT, you can just delete this file and restart MAILALL with no parameters. You can also start MAILALL as follows: MAILALL /0<enter> - Allows you to re-slect your monitor type See also option F9 from the MAILALL main menu. The systems and print functions has a option number 9. You can now change your monitor type from within MAILALL. ----------------------------------------------------------------- M A I L A L L Page 6 ----------------------------------------------------------------- Copyright and Revision Number The current revision will be displayed. You will also see my request for a donation for the use of MAILALL. The screen will stay on until you press any key. You can do a screen dump at this point if you wish to save my address to send in a donation for the use of MAILALL. Once a key is pressed then MAILALL will go to the address file menu. ----------------------------------------------------------------- M A I L A L L Page 7 ----------------------------------------------------------------- Address File Selection The address file selection menu is the second screen that will greet you. From this menu you will select the address file name that MAILALL will work with. You can also add a new address file name, up to twenty names are maintained, delete a file name, or rename one of your address files. To select a file for MAILALL to use, enter one of the numbers to the left of the address file names. If the number is less that 10, you can enter a zero in front or just the number and press return. MAILALL is looking for a maximum of two characters to be entered. After character number two, MAILALL will leave the address file selection menu. All request for file numbers will work the same. To add an address file name, enter an `A' for add. MAILALL will then ask you for the new name. Enter the name as: d:\path\filename.ext (32 characters maximum) The drive, path and extension entries are optional. If you use a floppy based system, you should enter the drive as `A:' or `B:'. This will alert MAILALL that it is a floppy and will allow up to 1500 addresses to be entered. The file sort program will do an in- file sort which will require no additional space beyond the maximum address file requirements of 299k for 1500 addresses. If for some reason you do not wish to use the floppy sort system, then either do not enter an `A:' or `B:' in front of the file name or enter an `A:\' or `B:\' even if your floppy does not have any sub-directories. If you do not use the floppy sort system on a floppy disk, then you will run out of disk space during a file sort if the file is bigger than about 500 addresses. If the file is smaller than 500 addresses, MAILALL will work properly with the floppy and also maintain a backup file for you. To delete an address file name from the list, enter a `D' for delete. MAILALL will respond with a number request. Enter the number just like you were selecting a file for MAILALL to use. The address file is not deleted but only its name is removed from the MAILALL file name list. You must go to DOS and delete the file if you do not want it any more. Since the delete function does not actually delete the file you can use it to remove an incorrectly entered file name also. To rename an address file, enter a `R' for rename. MAILALL will respond with a number request. Enter the number just like you were selecting a file for MAILALL to use. The address file must already exist in the drive/path as entered with addresses included. If you entered a name incorrectly, delete and re-enter it again. Enter a `Q' to quit MAILALL from the file selection menu. ----------------------------------------------------------------- M A I L A L L Page 8 ----------------------------------------------------------------- Main Menu You are now at the main menu of MAILALL. You will see many things that are displayed on the screen. The correct time and date are at the top of the screen. You should attempt to keep them correct as they are used to time and date stamp your data files. The current address number is displayed below the date on the left. The total number of addresses in this data base are listed on the right just below the time. The current address is displayed in the top middle of the screen. Just below the address on the left, is the sort status of the present address file. Just below the address on the right, is the current name of the address file that you are using. Below the sort status and file name display you have the thirteen main menu options listed. <+> Display Next Address <-> Display Previous Address <S> Search For Next Address Match F1. Enter a New Address F2. Edit the Displayed Address F3. Delete the Displayed Address F4. Enter Address Search Data F5. Sort the Address File F6. Print Labels, Envelopes, & Reports F7. Import/Export a MailMerge File F8. List State Abbreviations F9. System or Print Functions F10.Quit or Select a New Mail File All other keys are ignored at this time. The keyboard buffer is constantly cleared of any characters that might be pressed. Each above function is activated by its corresponding key. ----------------------------------------------------------------- M A I L A L L Page 9 ----------------------------------------------------------------- Display Next or Previous Address The plus and minus keys are used to move the displayed address by one address number. If the display is at address number one and the plus key is pressed, then the displayed address will change to number two. If the displayed address is number one and the minus key is pressed, then the displayed address will be the last address in the file. If the last address is displayed and the plus key is pressed, then the displayed address will change to address number one. If the last address is displayed and the minus key is pressed, then the address before the last address will be displayed. The beginning and end of the address file appear to be connected to each other. Any time you try to go past the end of the file you will go to the beginning. Any time you try to go to the address before the first address you will go to the last record. When MAILALL first starts you will always start at address number one. Also after you have sorted the file you will start at address number one. If you quickly enter several plus or minus key entries, they will stack up in the keyboard buffer. If you need to go to a address that is six addresses higher, you can press the plus key six times very fast and MAILALL will stop at the correct record. This will work until you exceed the sixteen character keyboard limit. ----------------------------------------------------------------- M A I L A L L Page 10 ----------------------------------------------------------------- Search for the Next Address Match The `S' key is used to search for the next occurrence of an address match per the data that you entered with the F4 Key. If no data has been entered, then MAILALL will tell you so. You can enter a address number, at this time, to be displayed if you wish. If you just press return, the search response line at the bottom of the screen will go away. If search data has been entered, when you press the `S' key MAILALL will give you three options. Select these options by entering a `N' for next, a `P' for previous or a `R' for address number. If you entered a `N' and there is a next match it will be displayed on the screen. If there is not a match then address one will be displayed and MAILALL will beep. If you entered a `P' and there was a previous match it will be displayed. If there was not a previous match then MAILALL will not change the displayed address at all. If you entered an `R' for address number then enter the address number that you wish to display and press return. ----------------------------------------------------------------- M A I L A L L Page 11 ----------------------------------------------------------------- F1. Enter New Address To enter a new address into your selected address file, press the F1 key at the main menu. This will display the `Enter New Address' screen. The current address and last address number will be the same and will be one address higher than the last address number that was displayed at the main menu. There will be nine fields displayed with the maximum number of characters that can be entered per field shown. The cursor will be placed at the beggining of the `First Name & Middle Int.' field. This field can also include the honorific (Mr. or Mrs.), if you like, up to 20 characters. When you are done, press return and you will go to the `Last Name' field. Enter last name, if any and press return again. You will do this in each field until you have filled in all appropriate fields. Just press return if a field should be blank. MAILALL insists that you enter data into at least one field. If all fields are blank, then the empty address is not entered into your data base. The STATE field has only two letters. If you do not know the correct state abbreviation, you can look it up from the main menu by pressing the F8 key. You do not have to capitalize this entry as MAILALL will always make it upper case when it is entered into the data base. The Codes or Comments fields can be used for special sorting codes, phone numbers or any other purpose that you may need. Each of these two fields are 34 characters in length. When you have entered the last field, MAILALL will display `Is the above address correct (Y/N Q=yes & Quit)' prompt. If you enter a `Y' for yes, the address is entered into the data base and the fields are cleared. The cursor is placed in the first field again and you can now enter another address. If you answer `N' for no, then the cursor will be placed at the end of your entry in field one. You can then correct any field that is bad by backspacing over the incorrect data and entering the correct data. Press enter if the field is correct or if you have just corrected it. When you press enter on the last field, you will once again be asked if the address is correct. If you enter a `Q' for yes the address is correct and quit, the address will be entered and you will be returned to the main menu. When you enter a new address the file sort status will read `FILE: Not Sorted'. Several other keys can also be used here besides the enter and backspace key. Go to page 23 for further information. If you go up from the first field or down from the last field you will see `Is the above address correct? (Y/N)' prompt displayed. ----------------------------------------------------------------- M A I L A L L Page 12 ----------------------------------------------------------------- F2. Edit the Displayed Address Pressing F2 will bring up the address edit section. In order to edit an address it must be displayed on the screen. Use F4 to enter search data to find the address that you wish to edit. Or enter `SN', `SP' or `SR' if you have already entered data using F4 but the address that you want is not yet displayed on the screen. You can also use the `+' and `-' keys to bring up the desired address, if you like. When you press F2 the screen will clear and the edit screen will appear. The cursor will be placed at the end of field number one of the displayed address. Press the enter key on each field that you do not wish to change. When you reach the field that you wish to modify use the backspace key to erase the data that is no longer correct, enter the correct data, and press enter when you are done. All keys work the same as in entering a new address into your data base. See page 23 for further information. If you should blank out every field for some reason, MAILALL will put two dots `..' in the company name slot. If you wish to delete an address, then use F3 from the main menu. When you have finished editing all the fields, MAILALL will ask `Is the above address correct (Y/N)?'. If you press a `Y' then the corrected address will be entered into your data base and you will go back to the main menu. If you answered `N' then the `correct' prompt will blank and the cursor will be placed at the end of field number one. Enter or re-enter the data that is incorrect and answer `Y' at the `correct' prompt when done. When you edit the field(s) that the address file was sorted by, the file sort status will change to `FILE: Not Sorted'. Use F5 from the main menu to re-sort the file. ----------------------------------------------------------------- M A I L A L L Page 13 ----------------------------------------------------------------- F3. Delete the Displayed Address Pressing the F3 key from the main menu will cause the `delete' prompt to be displayed at the bottom of the screen. In order to delete an address it must be displayed on the screen. Use F4 to enter search data to find the address that you wish to delete. Or enter `SN, `SP', or `SR' if you have already entered data using F4 but the address that you want to delete is not yet displayed on the screen. You can also use the `+' or `-' keys to bring up the desired address, if you like. Answer the prompt `Are you SURE you want to DELETE the displayed address? (Y/N)' with a `Y' if the displayed address is to be deleted or `N' if the displayed should not be deleted. If an address is deleted, it must be re-entered to be restored. MAILALL will take the last address in the file and fill the hole that is left by the deleted record. This will cause the file sort status to read `FILE: Not Sorted'. You will have to use key F5 from the main menu to re-sort the file. ----------------------------------------------------------------- M A I L A L L Page 14 ----------------------------------------------------------------- F4. Enter Address Search Data Pressing F4 from the main menu will bring up the `Enter Address Search Data' screen. It does not matter what address is displayed when you press F4. Use F4 to bring up an address that you wish to edit or delete. You also enter data here to use when you are printing out labels or exporting files in the MailMerge section. When you press F4 the screen will clear and the search data screen will appear. The cursor will be placed at the end of field number one. Any data that may have been entered previously will still be displayed. Just press the enter key on each field that you do not wish to change. If a field has data in it that must be removed or changed, then put the cursor on that field and use the backspace key to delete or change the data. Press the return key when you are done. All keys work the same as in entering a new address into your data base. See page 23 for further information. When you are through editing address fields, MAILALL will ask `Is the above address correct? (Y/N)'. If you press a `Y' then MAILALL will start at address one and search each address per the data that you have entered. MAILALL will stop at the first address match and display it from the main menu. If no address match is found, then address number one will be displayed and MAILALL will beep. If you answer `N' then the `correct' prompt will blank and the cursor will be placed at the end of field number one. Enter or re-enter the data that is incorrect and answer `Y' at the `correct' prompt when done. You will get an address match when the data you enter into the field(s) match in any position. Upper/Lower case is ignored unless the field entry starts with a `!'. Example: If all other fields are blank and you entered the following. Address - - - - - - - - -> :james_____________________________: or Address - - - - - - - - -> :!James____________________________: The following address would match. Address - - - - - - - - -> :1234 St. James Place______________: If MAILALL should find an address search match, but not the address that you are looking for, then enter `SN' from the main menu to find the next address search match. If no additional matches exist, then MAILALL will display address one and beep. ----------------------------------------------------------------- M A I L A L L Page 15 ----------------------------------------------------------------- F5. Sort the Address File Pressing F5 will bring up the address file sort section. It does not matter what address is displayed when you press F5. Use F5 after you have added, edited, or deleted addresses from your address file. Using F5 should be done after you have made all the changes to your address file. When the sort screen appears, you may choose either one or two fields from the total of nine to sort your address file. The fields are represented by the letters A-I with `First Name' equal to `A' and `Comments' equal to `I'. To sort the file by `Last Name' and `First Name' you would enter `BA'. To sort the file by only `Last Name' you would enter `BB'. Any time you want to sort by only one field enter the same field letter twice. If you decide that you do not want to sort the file then enter a `Z'. This will bring you back to the main menu. The address file will not be changed. When the sort routine first loads up it will check to see how much free string space is present. The total free string space is divided by the total number of addresses in your address file. I divide the result by two to determine the total number of characters that can be sorted with two fields using the present address file address size. EXAMPLE: Total Records = 1700 Total Free String Space = 53406 Field Size = (((53406/1700)/2) Field Size = 15.7 Fractions are not allowed. The field size number will be 15 characters per field. When you have a small address file the calculated number may be larger than 33 and/or equal to 34. When this happens the `Field Size' will say `MAX'. When you have a very large file, say 4000 addresses, the `Field Size` would be down to six. If you enter a `R' at the sort menu, you can revise the `Field Size' up or down. You can not enter a number below one or greater than two times the `Field Size' that was first displayed. If you make the number larger than the default, you will be able to sort only by one field. MAILALL will do this no matter what you tell it. The first field that you enter will be used for the file sort. Making the number smaller than the default will shorten the time to do the in memory sorting. The re-writing of the file will not be effected, however. If you enter a `0' at the revise field size prompt, then `Field Size' will be set to `MAX'. If for any reason the data base is corrupted or you receive some sort of error message during the sort do not re-sort the file. Immediately exit MAILALL and rename the old back file if present to some other name that does not end with .BAK. Restart MAILALL and add this new name. This may save your file. ----------------------------------------------------------------- M A I L A L L Page 16 ----------------------------------------------------------------- F6. Print Labels, Envelopes, & Reports Pressing F6 will bring up the Address Print Menu. The displayed address does not matter when you choose this option. When you press F6 the screen will clear and the Address Print Menu screen will appear. You are presented with five data sections and eight function key choices. The eight function keys are as follows: F1. Print Labels F2. Print Reports F3. Print Envelopes F4. Edit Data F5. Test Label F6. Test Envelope F7. Save Data F10. Quit The five data sections are labeled as follows: 1) Label Data 2) Report Data 3) Envelope Data 4) Return Data 5) Common Data Pressing F1 will cause labels to be printed per data entered in the label section one. Pressing F2 will cause a report to be printed per the data entered in the report section two. Pressing F3 will cause envelopes to be printed per the data entered in the envelope section three. Pressing F4 will give you the option of editing any of the five sections. Pressing F5 will cause a test label to be printed per the data entered in the label section one. Pressing F6 will cause a test envelope to be printed per the data entered in the envelope section three. Pressing F7 will save all data that has been entered into all five sections. When you press F6 from the main menu this label data file that has been saved will be loaded. Pressing F10 will send you back to the main menu. When you press F4 to edit a data section you will be asked which section you wish to edit. Only numbers one through five are valid. You need not press enter after the section number as you start editing the chosen section one second after the section number is entered. Valid control keys are the same as in enetering a new address. You must use the back space key or left arrow key to clear an entry. You may blank out an entry and enter a "?" to get a default value. This will work in sections one through three and section five. Section four will require that you enter a return address or leave it blank. All data fields except the return address and last address number to print are entered as a number, yes or no, or a question mark. The last address number to print can have a number or the letters EOF which stand for end of file. The last address number ----------------------------------------------------------------- M A I L A L L Page 17 ----------------------------------------------------------------- that is in the file may be a number from zero to 4000. The term EOF will always represent the last address no matter what its number is. I allow one additional feature in the return address section. You can embed control characters in the return address field. This will allow you to send special print commands to your printer. Not all control codes can be embedded, however you can enter the escape code which is used most often. Any control codes that you embed in the return address will take up character space in that line. If you turn on a special print function you must remember to turn it back off or it will effect the mail to address. ----------------------------------------------------------------- M A I L A L L Page 18 ----------------------------------------------------------------- F7. Import/Export a MailMerge File Pressing F7 at the main menu will bring up the MailMerge screen. It does not matter what address is displayed when you press F7. When F7 is pressed the screen will clear and the MailMerge menu will appear. You will first be asked if you want to import or export a MailMerge file. If you press enter, MAILALL will default to export. If you choose to export a file, the exported file will be in the MailMerge format of either Wordstar or MultiMate Advantage and is used to print out form letters. The WordStar MailMerge format is as follows: "First Name","Last Name","Company Name","Address","City","State", "Zip","Codes","Comments"<cr> Since double quotes are used by MAILALL while making a MailMerge file, MAILALL will not allow you to enter a double quote into the data base. Should you enter a double quote, it will be changed to a single quote. Any fields that are blank will show up as "". The MultiMate Advantage formate is as follows: FNAME (First Name) LNAME (Last Name) CNAME (Company Name) ADDRESS CITY STATE ZIP CODE COMMENT Multimate files must end with .DOC and are limited to 250 addresses per file. If more are required you will have to make more than one file. You will next be asked for the name of the MailMerge file. The format is d:\path\filename.ext with drive, path, and extension being optional. Limit your file name to 32 characters or less. If you do not enter a name, MAILALL will return you to the main menu. The next question is `Export only Address Search Matches? (Y/N)'. If you answered `N', MAILALL will export all addresses between the starting and ending address numbers entered. MAILALL will default to `N' for no should you press return. If you answer `Y' for yes, you have entered data using F4 from the main menu, and if there are any address matches, they will be exported to the MailMerge file. ----------------------------------------------------------------- M A I L A L L Page 19 ----------------------------------------------------------------- You will next be asked for the starting and ending address address number for export. If you just press return on the next two questions, you will get the entire file. You may enter a number greater than or equal to one for your starting record. You may enter a number less than or equal to the last address in your data base as the last address number to export. You will finally be asked if you want to change any of the above entries. If you answer `Y' for yes, you will have to re-enter all of the above data. If you answer `N' for no, then the MailMerge file will be created and you will be returned to the main menu. If you choose to import a file you must enter an `I'. MAILALL will then ask for the MailMerge file name for import and the `New Address file name'. The new address file format will be the same that MAILALL uses for all address files. The import file format must be a MailMerge file in the following format. "First Name","Last Name","Company Name","Address","City","State", "Zip","Codes","Comments"<cr> If there are any blank fields they should be entered as "". All file names must be in the format d:\path\filename.ext with the drive, path, and extension being optional. Limit your file names to 32 characters or less. If either file name is blank, then MAILALL will return to the main menu. You will now be asked if you want to change any entries. If they are not correct, then enter a `Y' for yes and you will have to re-enter all data. If you answer an `N' for no, then MAILALL will precede with generating the new MAILALL file from the MailMerge file. When MAILALL is done you will be sent to the file selection menu. If you want to use the newly created file, then add its name to the list and choose it as the active file. If you should create a very large MAILALL address file and wish to make it into smaller files, you can use the export and then import operations to make your address files into smaller ones. First determine the starting and ending address numbers that you wish to output. Choose F7 and export a file with the starting and ending address numbers that you have determined. When you have finished you will be returned to the main menu. Choose F7 again but this time import a file. Tell MAILALL the name of the MailMerge file you created. Now give MAILALL the name that you would like to use with this new, but reduced in size address file. When MAILALL is done importing data, you will be sent to the file selection menu. Add the new name to the list if you wish to check it out. Then select it as your address file to use. ----------------------------------------------------------------- M A I L A L L Page 20 ----------------------------------------------------------------- F8. List State Abbreviations Pressing F8 from the main menu will bring up the State Abbreviations list. It does not matter what the displayed address may be. If you are not sure what the state abbreviation is, check it out with F8. After you have found the correct state abbreviation, press the space bar to go back to the main menu. ----------------------------------------------------------------- M A I L A L L Page 21 ----------------------------------------------------------------- F9. System or Print Functions Pressing F9 from the main menu will bring up the `System or Print Functions' menu. It does not matter what the displayed address may be. You are presented with nine options number one to eight with a `Q' for quit. The first two allow you to enter the time and date. Enter time as HH:MM:SS in 24 hour format. The seconds entry is optional. Enter the date as MM-DD-YY or MM-DD- YEAR. The next six entries go to your printer. They use Epson codes which may or may not be the same on your printer. Draft and NLQ print are considered a toggle (options 3 & 4). The last function pressed will have an asterisk displayed by it. Emphasized print, on or off is considered a toggle (options 5 & 6). The last function pressed will also have an asterisk displayed by it. Option number 7 will send the form feed command to your printer and option 8 will reset your printer. If you had previously selected options 3 to 6, any asterisk(s) displayed will be cleared after choosing option 8. Epson Print Codes by Option Numbers: 3) Set Draft print ON CHR$(27);"x";CHR$(0) 4) Set NLQ print ON CHR$(27);"x";CHR$(1) 5) Set Emphasized print OFF CHR$(27);"F" 6) Set Emphasized print ON CHR$(27);"E" 7) Send Form Feed to printer CHR$(12) 8) Reset the printer CHR$(27);"@" Option number nine will allow you to change your monitor setting if you choose to. MAILALL will always restart from the beginning if you choose this option. If you enter a `Q' for quit you will then be returned to the main menu. After you start MAILALL, all entered print commands will be remembered until you leave MAILALL. ----------------------------------------------------------------- M A I L A L L Page 22 ----------------------------------------------------------------- F10.Quit or Select a New Mail File Pressing F10 will bring you to the last menu to be covered. It does not matter what address is displayed when this option is selected. After pressing F10 the screen will be cleared and the `Quit or Select New Mail File' menu will be displayed. If you choose `E' for exit, your address file will be closed and you will be returned to DOS. If you choose `S' for select new address file, you will be sent to the address file name selection menu. You can then select a new file for MAILALL to work with. If you choose `R' for return to the main menu, the main menu will be re- displayed as if you had not pressed F10 at all. ----------------------------------------------------------------- M A I L A L L Page 23 ----------------------------------------------------------------- Edit Keys and Their Functions All address field entry, edit and search functions use a full complement of editing keys while the label sub-menu uses a somewhat reduced set of editing keys. In all cases if the cursor is sent up from the first data field or down from the last data field no matter what key is used then you are asked if the above information is correct. You must answer with a `Y' for yes or a `N' for a no. If you answer `Y' then the present field edit/enter session is completed. If you answer `N' then the cursor is placed at the end of the data field on the first line and you may continue to enter or edit data fields. The Address Field Entry, Edit and Search Keys: ESCAPE KEY ------------------------------------------------------ Ends present edit/enter session and brings up the "Is the Present Entries Correct Y/N" prompt. TAB KEY --------------------------------------------------------- Moves the cursor to the right eight places. If there are less than eight characters left to the right then the cursor goes down to the next line. SHIFT TAB KEY --------------------------------------------------- Moves the cursor to the left eight places. If there are less than eight characters left to the left then the cursor goes up to the next line. BACKSPACE KEY --------------------------------------------------- Deletes the character to the left of the cursor. Also if there are any characters to the right of the cursor they will all be moved one space to the left. ENTER KEY ------------------------------------------------------- Moves the cursor to the end of the next field down. INSERT KEY ------------------------------------------------------ The insert key when pressed toggles the character input mode between the Insert and Over-Write modes. When you are in the Insert On mode any characters that are entered will be inserted at that present cursor position even if other characters are present to the right of the cursor. Any characters that appear to disappear at the end of the present edit field are lost. When you are in the Insert Off mode or Over-Strike mode all characters located at the present cursor position will be over-written instead of being moved to the right. When the Insert On mode is active the words "INSERT ON" will appear at the top right hand corner of the screen. The cursor size also changes and is largest when in the Insert On mode. ----------------------------------------------------------------- M A I L A L L Page 24 ----------------------------------------------------------------- HOME KEY -------------------------------------------------------- Pressing the HOME key will place the cursor at the first character position of the present address field. LEFT ARROW KEY -------------------------------------------------- Moves the cursor one position to the left. If the cursor is at the first character position then the cursor will go to the next field up. END KEY --------------------------------------------------------- Pressing the END key will place the cursor at the last character position that is used in the present line. UP ARROW KEY ---------------------------------------------------- Moves the cursor up one address field to the end of any address data present. DOWN ARROW KEY -------------------------------------------------- Moves the cursor to the end of the next field down. DELETE KEY ------------------------------------------------------ Deletes the character located at the present cursor position and moves any characters that may be located to the right on position to the left. PAGE UP KEY ----------------------------------------------------- Places the cursor on the first address data field at the end of any data that might be present. RIGHT ARROW KEY ------------------------------------------------- Moves the cursor one character position to the right. If the cursor is at the last position that is occupied by a character then the cursor will go to the next field down. PAGE DOWN KEY --------------------------------------------------- Places the cursor on the last address data field at the end of any data that might be present. ----------------------------------------------------------------- M A I L A L L Page 25 ----------------------------------------------------------------- The Label Edit and Entry Keys: TAB KEY --------------------------------------------------------- Moves the cursor down one field to the end of any data present. SHIFT TAB KEY --------------------------------------------------- Deletes the character to the right of the cursor and moves the cursor over one space. If the cursor where located at the first character position then the cursor will go up one line to the end of any data that might be present. BACKSPACE KEY --------------------------------------------------- Deletes the character to the right of the cursor and moves the cursor over one space. If the cursor where located at the first character position then the cursor will go up one line to the end of any data that might be present. ENTER KEY ------------------------------------------------------- Moves the cursor down one field to the end of any data present. HOME KEY -------------------------------------------------------- Moves the cursor to the first data field and at the end of any data that might be present. LEFT ARROW KEY -------------------------------------------------- Deletes the character to the right of the cursor and moves the cursor over one space. If the cursor where located at the first character position then the cursor will go up one line to the end of any data that might be present. END KEY --------------------------------------------------------- Moves the cursor to the last data field and at the last of any data that might be present. UP ARROW KEY ---------------------------------------------------- Moves the cursor up one field to the end of any data present. DOWN ARROW KEY -------------------------------------------------- Moves the cursor down one field to the end of any data present. RIGHT ARROW KEY ------------------------------------------------- Moves the cursor down one field to the end of any data present.