The Business Master (3rd Edition)

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Address Manager User's Guide Your On Screen Address Book (c) 1990-93 Wilson WindowWare, Inc. Orders: 800-762-8383 Support: 206-937-9335 Fax: 206-935-7129 Wilson WindowWare, Inc. 2701 California Ave. SW Suite 212 Seattle, WA 98116 Manual Revision 2.1 (c) Copyright 1993 Wilson WindowWare, Inc All Rights Reserved. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Wilson WindowWare. Information in this document is subject to change without notice. This software described herein is furnished under a license agreement. It is against the law to copy this software under any circumstances except to create a backup of the programs for your personal use. Trademarks Word for Windows, Excel and Microsoft Windows are trademarks for Microsoft Corporation. LaserJet, DeskJet and PCL are trademarks of Hewlett-Packard. All other trademarks belong to their respective trademark owners. About This Manual The Address Manager Manual and Help file were written and designed by Kate Edson. The manual was written, edited and printed from Microsoft Word for Windows. Table of Contents Introduction ...........................5 System Requirements ...............6 Address Manager Installation ......6 Getting Started ........................7 User Interface .........................9 Control Bar ............................11 Keyboard ...............................13 Address Manager's Menu Commands ........14 File ..............................14 Edit ..............................19 Dialer! ...........................22 View ..............................22 Lists .............................24 Help ..............................25 Designing Custom View Forms ............27 Printing Dot Matrix Labels .............30 Avery Dot Matrix Labels ...........30 Other Dot Matrix Labels ..........30 Printing Laser Labels ..................33 Printing Envelopes .....................36 Settings ...............................39 International Support ..................41 Changing Control Bar Letters ......42 Smart Dialer Settings .............42 Special Lists ..........................44 Importing Data into Address Manager ....46 Print Merge Using Address Manager ......48 Designing Custom Column Views ..........50 Hints and Tips .........................52 Introduction Address Manager is a program designed to organize addresses, phone numbers, birthdays, anniversaries and additional information for a list of names. Use Address Manager to print your names and addresses to envelopes, Rolodex cards, or mailing labels. The Address Manager program includes the following features: 1. Supports up to 8,000 entries per address book. 2. Prints labels to dot matrix and/or laser printers. Templates are provided for commonly used Avery laser labels. See Printing Dot Matrix Labels or Printing Laser Printer Labels. 3. Prints envelopes to laser printers. See Printing Envelopes. 4. Prints address information to Rolodex cards. 5. Use Address Manager to print lists of the addresses you entered. Print the addresses in a single column, two columns, or on a single line left to right. All printers supported by the Windows operating environment are also supported by Address Manager. 6. Full support for international languages. See International Support. 7. Fully customizable Address Forms. Use the provided Forms or create your own Forms for viewing data. See Designing Custom View Forms. 8. Address Manager supports up to 32 User Defined Lists. A User Defined List is a list that you define to store addresses. Lists are a subset of the names in a file. For example, within a single data file you may have a list of business clients, friends, and a list of local businesses. See Special Lists. 9. Address Manager includes several column heading formats with the ability to create your own. See Designing Custom Column Views. The standard views include Full Book, Quick Look, All Important Dates, Business, and Phones. 10. Support for all of the typical database functions- i.e. Add/Modify/Delete names. Also there is a Search function and the ability to Sort your data a number of ways ("First Name, Last Name", "Last Name, First Name" or by City, State, Zip Code, or Company). ___________________________________________________________________ Address Manager User's Guide 5 11. Telephone Dialer. Address Manager will dial the phone for you provided you have your modem on COM1, COM2, COM3 or COM4. 12. Import names and addresses from a comma or tab delimited file (See Importing Data into Address Manager. Or choose to export the data in Address Manager to a comma or tab delimited file. You can also copy your names and address to any other Windows application via the Windows clipboard. 13. Customizable fonts and colors. Any available font may be selected for displaying your data and/or column headings. 14. Support for the Windows Dynamic Data Exchange or DDE. Look to the DDE.TXT file for the Address Manager DDE protocol. Included with Address Manager are Word for Windows and WordPerfect for Windows macros to import addresses into your documents. System Requirements Address Manager requires an IBM PC or compatible with a minimum of 2 MB of memory running Microsoft Windows version 3.1 or higher. A mouse is recommended but not required. Address Manager Installation The installation program for Address Manager is a Windows application, so Windows will need to be running prior to running the Setup program (however, it is best to close all other Windows applications). To start the Setup program, put the appropriate disk into the floppy drive and from the File menu of the Windows Program Manager choose Run (if you are running the Setup program from your hard disk, then double click on the WSETUP.EXE file in the Windows File Manager or use File Run with the command line path pointing to your hard disk, i.e. C:\PROGRAMS\WSETUP.EXE). Beside "Command Line:", type the drive that contains the floppy disk followed by the filename WSETUP.EXE (i.e. A:\WSETUP.EXE). This will start the Address Manager setup program. Setup prompts you for a location to install Address Manager (i.e. C:\ADDRESS) and copies over all of the necessary files to this location. ___________________________________________________________________ Address Manager User's Guide 6 Getting Started with Address Manager If this is your first time to run the Address Manager program, select New from the File menu to open a new file for storing addresses. After selecting New, a dialog box will appear prompting you for the name for the data file. You can type any valid filename (DOS limits you to 8 characters for the filename and 3 characters for the extension) for your address book. The .ADD file extension is automatically added to your filename. If you entered "ADDRBOOK" as the name for your address book, then the filename would be ADDRBOOK.ADD. When using the File Open command *.ADD is entered into the filename box by default, making it easy to locate your data file if saved with a .ADD extension. Once you have specified a name for your new address book, you will immediately be taken into the "Add" mode. Since this is the first time you are running Address Manager, each field in the "Edit box" dialog will be labeled with the information that you should enter into the edit boxes. This information will only be displayed when there are no entries in your address book. Delete the label text (such as First Name) and begin entering names. When you tab to an empty phone field, Address Manager will insert the local area code for you if the Auto Area Code box is checked. Each name you enter will be added to your address book. The title bar for the dialog indicates that the dialog is for adding names to the "All Addresses" list. Edit Box - Add Names to All Addresses Choose the More... button to indicate the following additional information for a name: His Birthday Her Birthday Anniversary Comments The text entered into the "Comments" edit box will automatically word-wrap. A maximum of 256 characters can be entered into the Comments box. When entering dates for the other options in the ___________________________________________________________________ Address Manager User's Guide 7 dialog, use the following formats: 3/4/78 or 3-4-78. If you are running Reminder, a personal information manager from Wilson WindowWare, a button labeled To Reminder will appear. When pressed, the button will automatically enter the birthday and anniversary information into Reminder. Once the address information is complete, choose the Another... button to add the name and bring up another blank dialog, or choose OK to add the name and return to the Address Manager list window. Word for Windows Macros Word for Windows users can run the provided WordBASIC macros to import address information from Address Manager into a Word for Windows document. Simply type a name in a Word for Windows document and run the InsertAddress macro to bring in the address information. If you are using Word for Windows 1.x, refer to the MACRO.DOC file for instructions on how to add and use this macro. If you are using Word for Windows 2.0, refer to the MACRO2.DOC file for installation and macro usage information. WordPerfect for Windows Macro WordPerfect for Windows users can run the provided macro to import address information from Address Manager into a WordPerfect document. Refer to the WPMACRO.DOC file for more information (WPMACRO.DOC is located in the \AddrMan\WP-Macro directory).If you would like to communicate to Address Manager using Windows Dynamic Data Exchange or DDE, refer to the DDE.TXT file for information on the Address Manager's DDE Protocol. ___________________________________________________________________ Address Manager User's Guide 8 User Interface This is a quick discussion of how to use Address Manager. There are really only a couple of things to keep in mind in order to use this program efficiently. The main display window shows you the addresses is an extended selection list box This means you can highlight one or more names at a time. Hold the CTRL key and click with the mouse to select discontinuous items or hold the SHIFT key to select a range. Any combination of names can be highlighted. Most menu selections will "act on" the highlighted names. For example, let's say you just got in a huge fight will all of your in-laws. In a moment of rage you decide to delete them from your address list. Choose Delete Highlighted Names from the Edit menu to permanently delete the highlighted names. To modify or view the address information for a name, double click on the name with the mouse or press the Enter key to bring up the Edit Box-Modify/Delete dialog box with the information for the selected name. This gives you the opportunity to change any information about the selected name. When viewing your data, there are five column heading layouts to choose from: Full Book displays the Name, Address, City, State, Zip and choice of Home, Work or FAX telephone numbers. Note: The type of phone number (Home, Work or FAX) is indicated in the Settings dialog (choose Settings... from the File menu). Quick Look displays the Name and Phone Number (Home, Work or FAX). All Important Dates displays the Name, His and Her Birthday's and an Anniversary date. Business displays the company name, person's name, address, city, state, and zip code. Phones displays the person's name, home phone, work phone, and fax phone. ___________________________________________________________________ Address Manager User's Guide 9 When viewing your data, click on any of the lettered buttons below the menu bar. If you are in "Page Mode" indicated in the status bar, you will see only those names for the selected letter. If the status bar along the bottom of the window indicates that you are in "Filter Mode", then all names from the selected letter to the end of the alphabet will display in the window. The Page and Filter modes are discussed in more detail in the next section. To determine what options are in use for the Address Manager program, look to the Status Bar at the bottom of the Address Manager screen. List: User List Name or All Addresses Mode: Full Book, Quick Look or View Dates and Filter or Page Addresses: The number of addresses in the active list or all addresses in the file. ___________________________________________________________________ Address Manager User's Guide 10 Control Bar The Control Bar allows you to quickly point and click to get to different areas of your address book. In addition to the Full Book, Quick Look and View Important Dates and Custom Columns views, Address Manager has two other ways to display your data. These modes are referred to as the Page Mode and Filter Mode. The "*" button (just after the "Z" button) is used to toggle between Page Mode and Filter Mode. Page Mode shows you a single page of your book, such as all the names for the letter "B." Filter Mode will show you all the names from the letter that is depressed on the Control Bar to the end of the alphabet. For example, if you have the "C" button pressed and are in Filter Mode, the first name displayed will be the first name in your book that begins with the letter C. ALL other names through the end of the alphabet will follow there after. If you are in Page Mode (as indicated in the status bar window), pressing the "A" button will display all the names in the list that begin with "A." Note that the names displayed will depend on the selected sort mode. For example, if you are sorting by First Name/ Last Name, then pressing the "A" will display the entries in the list whose FIRST name begins with an "A." The Control Bar along the top of the Address Manager screen can be resized and repositioned anywhere on the screen. Click the left mouse button on the Control Bar and pull downward to "tear" the Control Bar from the top of the window (the mouse cursor will change to a box with the text TEAR). Let go of the mouse button and the Control Bar is now floating on top of the Address Manager window. Position your mouse over the edge of the bar and you can resize the bar. The Control Bar can be docked along any window edge. So if you'd like you can "dock" the control bar on the left or bottom of the Address Manager window. To dock the bar, click in the middle of the Control Bar and move your cursor to the middle of the top, left, right or bottom window edge. Move your mouse cursor until the cursor changes from "TEAR" to "DOCK". Once your cursor reads "DOCK" release the left mouse button to dock the Control Bar along the window edge. ___________________________________________________________________ Address Manager User's Guide 11 To change the sort mode, choose Sort By from the View menu. There are six Sort options to choose from: Last Name, First Name First Name, Last Name City State Zip Code Company ___________________________________________________________________ Address Manager User's Guide 12 Keyboard + or Insert Add a new address - or Delete Delete(s) currently selected address(es) Tab Toggles the active column layout view for your data. (Full Book, Quick Look, etc). Enter Brings up the Edit/Modify dialog for the currently selected address Up/Down Arrows Recalls the last three Cities and Last Names entered into the City or Last Names edit fields in the Add or Edit/Modify dialog box. F1 Address Manager Help F5 Invokes the telephone Dialer. F6 Selects all names in the Address Manager window. ___________________________________________________________________ Address Manager User's Guide 13 Address Manager's Menu Commands The following is the menu bar for the Address Manager Window: File Edit Dialer! View Lists Help The underlined character indicates the ALT key combination for keyboard usage, i.e. ALT+F to activate the File menu without the use of a mouse. Choosing the Dialer! menu will activate the Address Manager Dialer (there are no other items under the Dialer menu). File New... Choose New... from the File menu to start a new data file. Typically you will not use this item a great deal as it is possible to keep several types of names and addresses in a single file. Within a single file, you can create User Defined Lists which represent different logical groups (i.e. Christmas List, Friends, Family, Business Contacts etc...) If you do decide to create a new data file, the filename can be any valid DOS filename. Address Manager will automatically add ".ADD" as the file extension. Open... Choose Open... to open a data file that already exists on disk. When choosing Open... from the File menu, the current file is automatically saved before the new data file is opened. Only one file may be open at a time (opening a second file will close and save the first file). ___________________________________________________________________ Address Manager User's Guide 14 Save As... Choose Save As... to save your current data to a different filename. This feature is most useful for making backup copies of your Address Manager data files (i.e. save a copy of the MYNAMES.ADD to BACKUP.ADD). Do not use the Save As... command to save your data to the current filename. Address Manager automatically saves your data as you enter names and before you exit the program. Merge... Select an address or group of addresses and choose Merge... to copy the addresses to another Address Manager file. After selecting Merge you will be presented with a dialog of Address Manager files (*.ADD). Select a filename and choose the OK button. The addresses will be merged into the selected file and also remain in the existing file. Settings... Choosing Settings... from the File menu allows you to configure the Address Manager program. Smart Dialer Settings... If you will be using the Dialer function of Address Manager, you will want to select this option to give the Dialer some "brains." The options in this dialog are covered in more depth beginning on page 42 of this manual. Import... Choose Import... to add data from a tab or comma delimited text file to your existing Address Manager file. Within the Import File dialog, select the filename, the field delimiter (comma or tab) and the default Address Form for the names and addresses. Refer to page 45 of this manual for more information on the import data format. Export... Choose Export... to copy the highlighted names to a tab or comma delimited text file. All information will be copied including birthdays and comments. Enter a filename with extension (EXPORT.TXT) and choose from a tab or comma delimited text file. ___________________________________________________________________ Address Manager User's Guide 15 Design Custom View Forms... Choose this option to modify the View Forms included with Address Manager or to create your own custom View Forms. Windows Printer Setup... Choose Windows Printer Setup... to configure options within the active Windows printer driver. Select the appropriate printer and choose the OK button to access the Windows printer setup dialog. If you select a printer driver from the list that is not "Active", then the following error message will result: "Unable to access printer driver". To change a printer driver to an "Active" status, you will need to go through the Windows Control Panel (Printers icon). Select Printer... Prior to printing from Address Manager, choose Select Printer to indicate your printer selection. If a printer is not selected, Address Manager will use the default printer as set up through the Windows Control Panel. Print> Rolodex Cards... Choose this menu selection if you want to print your selected addresses to Rolodex cards. From the resulting dialog you may specify the dimensions of the cards you are using. The Lines Per Label field represents the size of the ENTIRE Rolodex card. (Default of 13 for Courier font) Typically there are several lines at the top of the Rolodex card that will not be suitable for printing text. Enter the number of lines suitable for printing in the Printable Lines field. (Default of 10 for Courier font) Enter the number of characters that can fit horizontally on the card in the "Width of Label in chars" edit box. The "Left Margin in Chars" edit box allows you to indent the printed text from the left margin. The address fields and placement of the fields are determined by the form associated with the address (i.e. USA Long, European Short). To modify a custom address form choose Design Custom View Forms from the File menu (see Designing Custom ___________________________________________________________________ Address Manager User's Guide 16 Address Forms). If you select all of the available address fields, there may not be enough room on the card for every field. If this is the case, Address Manager will notify you when a card is missing some fields. Rolodex cards will print in the default or internal printer font (usually this is Courier). Dot Matrix Labels... Choose this menu selection to print labels to a dot matrix printer. From the resulting dialog you will be able to choose from a list of Avery labels, or specify the dimensions of the labels in the numerous edit boxes (horizontal distance is measured in characters and vertical distance is measured in lines). Dot Matrix labels will print in the default or internal printer font (usually this is Courier). Laser Labels... The Laser Labels... option is for printing labels to a Laser printer using Avery labels or labels with similar dimensions. Select the name for the labels from your address book and choose this menu selection. Any font and point size may be selected for each address line of the label. Portrait List Landscape List The List options (landscape and portrait) will display a preview of the printed page with options to Print, Reduce/Enlarge the display of the page, and view the next or previous page of information (Page Up/Page Down). Choose the Print button to send the information to your printer. If you have not selected a printer using File Select Printer, Address Manager will use the default printer as set up in the Windows Control Panel. The Print button will print the names in the active list, regardless of which names are highlighted. The name of the list is printed along the top of the page (i.e. All Addresses List, Friends List) and the names and addresses are printed in Courier. Print Single Column The Print Single Column selection allows you to print the contents of the main Address Manager window to your printer in a single column fashion. This means that instead of the names ___________________________________________________________________ Address Manager User's Guide 17 printing left to right on a single line, this option will print the data similar to how labels are printed. Name Address City, State Zip Name Address City, State Zip As with the Print List option, this menu selection will print the entire list, regardless of which names are highlighted. Print Double Column The Print Double Column selection allows you to print the contents of the main Address Manager window to your printer in a two columns. Name Name Address Address City, State Zip City, State Zip Envelopes... Choose Envelopes... to print manually fed envelopes to a Laser printer. Select a Send To address from the names in the main Address Manager window, and choose File Print>Envelopes. Fonts... Select this menu option to change the display font used in the main Address Manager window. Any screen font that is available to the system can be selected. Font style attributes such as italics and bold can also be set in this dialog. Changes to the screen font will be remembered for the next session of Address Manager. Colors... Address Manager allows you to customize the screen colors that are used throughout the program. You can specify the background color that is used in the main Address Manager windows (Listbox), as well as the display text (Listbox Text), and the color of the highlighted display text (Selected Text). The colors for the "slider" (the column headings) can also be ___________________________________________________________________ Address Manager User's Guide 18 set through the Slider Bar and Slider Bar Text options. Color changes that are set in the Colors dialog are saved and will be remembered the next session of Address Manager. Exit Choose Exit from the File menu to end you Address Manager session (your data is automatically saved). Edit Modify/Delete... Select a name to view/modify and select Modify/Delete... from the Edit menu or press the Enter key. The Modify/Delete edit box will appear with the information for the currently selected name. You may change or add to the information in the dialog. To change the data about a person, type the new information into the edit fields and then choose the OK button. You can also permanently delete a name from your file using the Delete button. Choose the Next button to view the information for the next name in the list, or the Prev button to view the previous name information. Add Use this menu option to add a new name to your address book. If you are adding several names at a time, use the "Another" button in the resulting edit box to continue adding names. Choose the OK button when you have added the final entry. When entering the Last Name or City, use the Up/Down arrow keys to recall the last three entries. This helps reduce the number of times you will have to type the same last name or city. When tabbing to an empty phone field, Address Manager will insert the local area code for you if the Auto Area Code box is checked (local area code is indicated in the File Settings dialog). Copy Choose Copy to place the selected names from the Address Manager window into the Windows clipboard. There are two copy options: As Shown and Formatted. The As Shown option will copy the column information as currently shown in Address Manager. For example, the following information is copied to the ___________________________________________________________________ Address Manager User's Guide 19 clipboard when in the Quick Look view: Bart Simpler 1-512-555-3982 The above information is tab delimited and can then be pasted into any other Windows application. The Formatted option will copy the address information as it would be shown on an envelope. The address information is copied to the clipboard regardless of the current view setting in Address Manager. For example: Bart Simpler 3456 Morris Drive Circle Dallas TX 23603 Only 640 names can be copied to the clipboard at a time. Set Address Form... Use this selection to assign a new address Form to one or more addresses. This item is useful when changing the address View Form for a group of names. Simply select the names and choose this menu item. A dialog box will follow with a listing of the available address Forms. The View Form for an individual name and address can also be changed in the Modify/Delete edit box. Customize Columns... This menu item allows you to create, edit and delete custom views for your Address Manager data. Custom views allow you to specify the order and names of the column headings (Name, Address, City...). The custom view names that you create will appear under the Views menu along with Full Book, Quick Look, and All Important Dates views. Control Bar Buttons... Configure the letters that appear on the Address Manager Control Bar when sorting your list alphabetically or by postal code. Search... Use this menu selection to find any name in your address book. You can either search the currently selected list or search all names in the data file. Specify the search criteria field (i.e. Name Fields) to tell Address Manager which fields to ___________________________________________________________________ Address Manager User's Guide 20 search through. Type the text string you are looking for in the Search For: field. For example, if you wanted to find all the people in your data file who lived in Washington state, you would do the following: 1. Type WA in the "Search For" edit box. 2. Specify the State Field as your search criteria (mark the State Field with an X). 3. Choose All Names for the Search option at the bottom of the dialog. 4. Choose the Find button to start the search. Address Manager will search through your data file for those that have "WA" in the State field. Those names that meet this criteria will be displayed in a dialog along with their home telephone number. To view additional information about a name resulting from the search, choose the name and press Enter or click on the OK button. The Edit Box - Modify/Delete dialog will appear with the complete information for the selected name. Choose the Cancel button to exit the Found Strings dialog and return the main Address Manager window. Delete Highlighted Names This menu selection will permanently delete the highlighted names from your data file. Prior to deleting the names, Address Manager will ask you if you are sure you want to delete the highlighted names. Choose Yes if you mean to have the selected name(s) deleted. If you want to delete the name from a User List only, choose Delete from User List.... from the Lists menu. Save Heading Columns When viewing your data, you can adjust the column widths by clicking and dragging the column boundaries (line between two column headings) on the "slider" bar. This allows you to format the columns as far apart or as close as you like. If you want Address Manager to remember these column heading widths for the next session, you need to select Save Heading Columns from the Edit menu. The heading columns can be saved separately for the Quick Look and Full Book modes. This menu item will be grayed ___________________________________________________________________ Address Manager User's Guide 21 out if Best Fit Columns is specified in the File Settings dialog. Dialer! The Dialer item is for those people with modems. This feature allows you to let Address Manager dial the phone for you. To use this feature, highlight/select a single name in the main window and click on Dialer! or press F5 from the keyboard. This action will bring up the dialer with the phone number of the selected name listed in the Phone # edit box. Now, click on the Dial button and wait for the connection to be made. Once the connection is made, pick up the telephone receiver and wait for someone to answer your call. If no name is highlighted or more than one name is highlighted, the dialer dialog box will appear with no phone number inserted. In this case you can either type a phone number into the Phone # edit box or use the mouse to insert the number by clicking on the numbered buttons. View Full Book When the Full Book mode is active (as indicated by a check beside the Full Book menu selection and the status bar text: Mode:Full Book), the following column headings will display: Name, Address, City, State, Zip and one of three phone number fields (Home, Work or Fax). To indicate which type of phone number to display, choose Settings... from the File menu and select between Home, Work and Fax. If you have not used the Full Book mode before or do not have "Best Fit Columns" selected in the File Settings dialog, you may need to adjust the columns widths. To adjust the column width click with the mouse on the line between the column headings, now drag the mouse to adjust the column width. Be sure to select Save Heading Columns from the Edit menu so that the next time you enter Full Book mode, Address Manager will preset the column widths as you like them. ___________________________________________________________________ Address Manager User's Guide 22 Quick Look The Quick Look mode displays only the Name and Phone number information, omitting the address information from displaying. The phone number is the phone number type as indicated in the File Settings dialog (choose from Home, Work or Fax). All Important Dates The All Important Dates mode displays the Name, His and Her Birthday dates, and an Anniversary date. This information is entered into the More Info dialog along with Comment information. To edit or add this information, double click on a name in the main Address Manager window or choose Modify/Delete... from the Edit menu. Now, choose the More... button to add or view existing information for the selected name. Sort By To change the sort mode for your data, choose Sort By from the View menu. There are five Sort options to choose from: Last Name, First Name Anderson, Bixbee, Collins First Name, Last Name Anne, Beth, Charlie City Anchorage, Boise, Cle Elum State Alaska, California, Florida Zip Code 09821, 13421, 22033 Company Boeing, Multplex, Zeos ___________________________________________________________________ Address Manager User's Guide 23 Lists Create User List... Choose Create User List... when you want to create a new list to store names. For example, you may want to create a User List to store the names of those people who you sent Christmas cards to this year. Type a name for the new User List and choose the New button to create the list. This will only create the list. To add names to a list, see Add to User List... below. Delete User List... Just as you can create User Lists, you can also delete User Lists. Choosing Delete User List... will bring up a dialog with the names of all of your current Lists. Select the User List name that you would like to delete and choose the Delete button. When might this be necessary? Will suppose all of a sudden you decide you really don't care who your friends are and so you don't need a special list for them. Selecting this option will allow you to delete a User List such as "Friends". Note that any names that were on the list are NOT actually deleted from the file, but rather just removed from the User Defined List. If you want to permanently delete names from your address book, choose Delete Highlighted Names from Edit the menu. Edit User List Names... Use the Edit User List Names... option to change the name assigned to a list you previously created. For example, suppose you previously created a list named "Christmas List" and later noticed a typo in the word Christmas. Rather than creating a new list named "Christmas List" and then moving all of the names to the new list, you can simply edit the name of the list to correctly read "Christmas List". Select the name to edit from the listing of User List names, change the name in the edit box above, and choose the Change button. Add to User List... The Add to User List... option allows you to add names to a list that already exists in your data file. This saves you from re-keying data when creating lists of names. To copy names to a list do the following: ___________________________________________________________________ Address Manager User's Guide 24 1. Choose "All Addresses" from the List menu to view all addresses in your file. 2. Highlight those names you will want to add to the User List. 3. Choose Add to User List... from the Lists menu. 4. Select the User List name from the resulting list box of names. 5. Choose the Add button to add the names to the selected list. 6. From the Lists menu choose "Group 1>User List Name" to view the names. Delete from User List... This menu item works in much the same way as Add to User List..., but allows you to remove names from a User Defined List. This item will not delete names from the file, but will simply remove the highlighted names from the specified List. For example, if a person on your Clients list is no longer a business client, you can select their name and choose Delete from User List.... In the resulting dialog, choose the Clients list and choose the Delete button. All Addresses Choose this menu option to display all of the names in your data file regardless of assigned User List. Group 1 If you have created User Defined Lists, the List names will pop out to the right of Group 1. Selecting a User List displays only those names that you have added to the selected list. A second group called Group 2 will be added once there are more than 8 Lists under Group 1. ___________________________________________________________________ Address Manager User's Guide 25 Help Index Displays an Index of the Address Manager OnLine help information. Overview Displays Overview information for Address Manager. Keyboard Displays the Keyboard Controls for Address Manager. Commands Displays information about the Address Manager Menu Commands. Help on Help Activates the Microsoft Windows Index to Using Help. About Address Displays the Address Manager About dialog. ___________________________________________________________________ Address Manager User's Guide 26 Designing Custom View Forms Custom View Forms allow you to design your own way of viewing and printing addresses. The Edit/Modify dialog (choose Modify/Delete... from the Edit menu or double click on a name in your address book) will display information as defined by the Custom View Forms. The available Forms are listed in the list box labeled "Address Form". Choose one of the Forms from the list box and the dialog will update to the layout to the new Custom View Form. Different forms can be used for different names and addresses. For example, you can use a business Form such as "USA Business Long" for your business contacts in the United States and the "European Short" Form for your friends in Europe. There are a number of Forms provided with Address Manager with the ability to design your own. To create a new Form or modify an existing Form, choose Design Custom View Forms... from the File menu. This will bring up the Custom View Form Designer and the last Form you edited. To load a different Form, choose Load Form... from the File menu. ___________________________________________________________________ Address Manager User's Guide 27 Working with the Form Designer To create/add a new field to a Form, double click the left mouse button on the Form where you would like the new field to appear. A Form can have any of the following fields: Salutation, First Name, Middle Name, Last Name, Company, Address 1, 2, or 3, City, State, Zip, Home Phone, Work Phone, Extension, or Fax Phone. In addition to field names you can add up to 20 text fields. A text field is static text that will appear on the final Form. You may want to identify some of your fields so that it is obvious what data should be entered. For example, before the Fax Phone field you may want to include a text field that reads "Fax:". After double clicking on the Form with the left mouse button, choose a field name, or if you are defining a text field select the Text option and type the text for the field in the edit box below. The new field will be positioned on the Form at the point where you double clicked the mouse. To adjust the length of the fields position your mouse cursor near the right or left edge of the field and click and drag the mouse. The fields have a fixed height and can only be sized horizontally. To change the placement or position of the field on the form, position your mouse over the field so that the cursor changes to a Hand and now click and drag the field to a new position on the form. To delete a field from the form, position your mouse over the field so that the cursor changes to a Hand and press the Del or Delete key on your keyboard. After creating a Form, the Form name will be added to the list of available Forms to choose from when adding/editing names in your address book. In addition to controlling the layout for your on-screen fields, the Custom Forms are also used when printing addresses to an envelope or label. The order and position of the fields on the Form is used to determine how the address will be printed. To ___________________________________________________________________ Address Manager User's Guide 28 indicate which fields you would like to have print, mark the fields on the form as "print fields". To do this, position the mouse cursor over a field and click the right mouse button. The field will turn red and a printer icon will show on the right edge of the field, indicating that this field should be printed when printing an address that uses this form. For example, the European Forms that are included with Address Manager specify Zip, State, City for the last address line. When an address that uses a European Form is printed to a label, it will print in the same order as the fields display (Zip, State, City). The print field option is a toggle, click the right mouse again to remove\add the print field option. ___________________________________________________________________ Address Manager User's Guide 29 Printing Dot Matrix Labels To print labels to a dot matrix printer, choose Print>Dot Matrix Labels... from the File menu. In the resulting dialog there are many options to help navigate the address to the appropriate position on the label. The three radio buttons give you a choice as to what information will actually print on the label. There are three choices: Print from form This will print only those fields marked as "print fields" in the associated form. Print All data fields This will print every field on the form that contains data, whether or not it is marked for printing. Print ALL fields This will print every field on the form, even if it does not contain data. This includes the field labels such as "Name", "Address 1", etc. Printing to Avery Dot Matrix Labels If you are using Avery labels, simply choose the Template name that corresponds to the number on the Avery box of labels (for example Avery 4144). Once a template is selected, the appropriate values are placed into the edit boxes for you. Choose Print Labels to print mailing labels for the names you selected in the main Address Manager window. Printing to Dot Matrix Labels (non Avery) In the Dot Matrix Labels dialog there are many options to control the placement of the address information on the label. Lines Per Label The height of the label measured by the number of lines. Typically there are 6 lines per inch, so if your labels are an inch tall, the number of lines would be 6 (1.5 inch high labels would be 9 lines). ___________________________________________________________________ Address Manager User's Guide 30 Labels Across The number of labels left to right. This values is usually 1 for single column labels, or 2 for double column labels, or 3 for three columns of labels. Lines Between Labels The vertical spacing between each physical label, again measured in lines. The number of lines between each label is usually 1. Width of label in chars To calculate the number of characters for the horizontal width of the labels, measure the width of the labels with a ruler and convert inches to characters. Typically there are 10 characters per inch, so a 3.5 inch wide label would be 35 characters wide. Distance between labels in chars The horizontal distance between the columns of labels. Usually this distance is fairly minimal, perhaps 1-5 characters at most. Left Margin in Chars The horizontal distance to indent the printed text from the margin. Printing Multiple Dot Matrix Labels for the Same Name In order to print multiple copies of each name selected in the main Address Manager window, indicate the "Copies of each label" in the Dot Matrix Labels dialog: 1. Select the names for printing labels in the main Address Manager window. Select as few as a single name or as many as you would like. 2. Choose Print>Dot Matrix Labels from the File menu. 3. In the edit box labeled "Copies of each label", indicate the number of labels you would like to print for each of the selected names. For example, you may want to print an entire page of a single address (i.e. copies of each label = 16) or 2 labels for each address selected. ___________________________________________________________________ Address Manager User's Guide 31 4. Choose the Print Labels button. Notes on Printing Dot Matrix Labels: Only the names that are highlighted in the main Address Manager window will be printed. If you want to print a label for all the names in the active window, press F6 to select all of the names prior to printing labels. Information printed to the label will be the contents of the Print Fields for the selected View Form. To change the Print Fields for a Form, do the following: 1. Choose Design Custom View Forms from the File menu. 2. Choose Load Form from the File menu of the Custom Form Designer and choose the Form to edit. 3. Position your cursor over a field and click the right mouse button to toggle the Print Field status on or off. Dot matrix labels will print in the default internal font for the printer (this is usually a monospaced font such as is Courier). ___________________________________________________________________ Address Manager User's Guide 32 Printing Laser Labels If you have a laser printer and Avery labels, Address Manager allows you to easily print labels. Any font and point size may be selected for each line of the label. For example, the name can be printed in Arial 12, while the other address lines are printed in the Times New Roman 10 point font. To access the Laser Labels configuration screen, select the names you would like to print labels for and choose Print>Laser Labels... from the File menu. The three radio buttons give you a choice as to what information will actually print on the label. There are three choices: Print from This will print only those fields marked as form "print fields" in the associated form. Print All This will print every field on the form data fields that contains data, whether or not it is marked for printing. Print ALL This will print every field on the form, even fields if it does not contain data. This includes the field labels such as "Name", "Address 1", etc. When entering the Laser Label screen, Address Manager will default to the Avery 5160 label template. A pictorial representation of this template is shown in the window to the right of the Select Label Fonts dialog. If you choose a different label type (say Avery 5161) then the display on the right will update to show you the general layout of the selected label template. One of the labels will have the text "Start" displayed. This is the indicator for which label you would like Address Manager to begin printing first. This is useful if you only print several labels at a time and want to feed the same sheet through the printer the next time you print labels. To change the Start label for Address Manager, click with the mouse on the address label that you would like to have Address Manager print first. Or, choose the Set Start button to move the focus to ___________________________________________________________________ Address Manager User's Guide 33 the graphic window. You can now use the arrow keys to specify the starting label. In the Laser Label Settings dialog on the left, you can specify attributes for the labels, including Margins and copies of each label. The Margins box allows you to change the overall margins for the page or for the individual labels. Indicate adjustments to the Top and Left margins in millimeters (mm). The "Copies of each" edit box allows you to specify the number of copies you would like for the name(s) selected in the main Address Manager window. If you want a page of labels for each name, you would type 30 for the "copies of each". If you need to send each of the selected names two pieces of mail, you might enter 2 as the number of copies. To set a font for an address line, do the following: 1. Choose the Set Fonts... button. 2. Below "Set font for", choose the address line to change and then select a font name, style and size. 3. Choose the Apply button to apply the font to the selected address line (Address line 1, for example). 4. Repeat steps 2 and 3 for each of the address lines. 5. Choose the OK button to return to the Laser Label Settings dialog. Your font selections will be remembered for the next time you use the envelope template. The envelope templates are set up to work properly with the Avery laser printer labels, but you may still want or need to fine tune the margin settings. Choose the Print button to begin the label printing. Address Manager will print a label (or multiple labels if copies of each is greater than 1), for each name that was highlighted/selected prior to entering the laser labels window. ___________________________________________________________________ Address Manager User's Guide 34 Note: If you have labels with similar dimensions as the Avery templates that are provided, you can still use the laser label feature of Address Manager. The dimensions for the current templates are as follows: Avery 5160 1" x 2-5/8" Avery 5161 1" x 4" Avery 5162 1-1/3" x 4" Avery 5163 2" x 4" Avery 5164 3-1/2 x 4" ___________________________________________________________________ Address Manager User's Guide 35 Printing Envelopes The envelope printing facility of Address Manager is designed to print manually fed envelopes on a laser printer. There are templates provided for the following sizes of envelopes: Envelope 9 Envelope 10 Envelope 11 Envelope 12 Envelope DL Envelope C5 Monarch To print manually fed envelopes to a laser printer, do the following: 1. In the main Address Manager window, select a single name or multiple names for which you would like to print envelopes. 2. Choose Print>Envelopes from the File menu. 3. Choose the Envelope Size that you will be printing to (Envelope 10, 4 1/8" X 9 1/2" is the standard business size envelope). 4. Type your return address in the upper left in the Return Address Info box (this needs to only be done once, as the return address is saved with the envelope template file). If you have selected a single name for which to print an envelope, the address information for this name will appear in the Send to Address Info box. If you have selected multiple names for envelopes, the first selected name will appear in the Send to Address Info box. Note: In either case the address displayed in the Send to Address Info box cannot be edited in the Print Envelopes dialog. 5. Choose the Set Fonts... button to specify the fonts for both the Send To and Return addresses. A font dialog will appear where you can specify the font name, style and size for a given address line. ___________________________________________________________________ Address Manager User's Guide 36 Choose "Send to" or "Return" at the bottom of the dialog, an address line number, and then the font, font style and size. Choose the Apply button to record the font setting and then continue the process for each line of the send and return address. Note: Each envelope template can have its own font information. This way you can have one font style for your business envelopes and another font for your personal envelopes. 6. Choose the Print this One button to print a single envelope with the address information as displayed in the Print Envelopes dialog. If you have multiple names selected you can either choose Print this One or Print All. If you have more than one name selected in the main Address Manager window, the Next and Previous buttons will thumb through the names that you selected in the main window. Copies: This indicates the number of copies (envelopes) you would like to print for each name selected. Note: The address displayed in the "Send to Address Info" box cannot be edited in the Print Envelopes dialog. Further Notes: Your return address information is associated with the envelope size. So you can enter a business address for business size envelope and your home address for another size envelope. Choose to save changes when exiting the Print Envelope dialog, and your return address will be remembered for the next session. Envelope feeders are not currently supported. If your laser printer does not feed envelopes through the middle of the paper tray, read the following discussion. The templates have default positioning values that are based on assumption that the manual envelope feeder pulls the envelopes through the middle of the paper tray. If your laser printer pulls envelopes aligned with the top or bottom portion on the paper tray, the Left and Top millimeter values will need to be adjusted. Both the Return and Send address text have edit boxes for the Left and Top positions. To determine what values to place in these edit boxes it is necessary to place an envelope on top of an 8.5 X 11 inch piece of paper. The envelope should be placed in relation to how the manual feeder pulls then envelope. So, if your envelope feeder is aligned with the bottom of an 8.5 X 11 sheet of paper, you would align the envelope at the bottom of the 8.5 X 11 inch paper. Now, measure with a ruler from the top portion of the 8.5 X ___________________________________________________________________ Address Manager User's Guide 37 11 inch page to where you would like the return address to print on the envelope. Determine the number of millimeters this would be from the top of the 8.5 X 11 inch page and the left of the 8.5 X 11 inch page. Apply the same concept for determining the millimeter values for the send address. All of this is necessary because the millimeter values are measured from the edge of a normal sheet of paper and not from the edge of the envelope. ___________________________________________________________________ Address Manager User's Guide 38 Settings The following information details the options in the File Settings and Smart Dialer Settings dialogs (both are options from the File menu). "Disable US smart dialer" will disable the Smart Dialer feature of Address Manager. The Smart Dialer option was designed for the United States telephone system and may not apply elsewhere. If this option is selected, all of the options in the Smart Dialer Settings dialog will be grayed except for the "Wildcard" characters option. "Disable Label Warning" will disable the warning that Address Manager posts just before printing dot matrix labels. When printing dot matrix labels, the warning reminds you to make sure no other applications are printing. (See Common Questions for an explanation of why this error occurs.) If you get tired of seeing this warning box each time you go to print dot matrix labels, you can disable it using this option. "Show Last Name First" is an option to change the way the names will be displayed. By default, the names will be shown First, Middle, Last. Mark the "Show Last Name First" box to reverse the order that the names are displayed. This option only effect the Full Book, Quick Look, and All Important Dates views, and not the custom views you create. "Best Fit Columns" is an option that when selected tells Address Manager to automatically adjust the column widths to best fit the data that is currently being displayed. When this option is selected, the Save Heading Columns menu item will be grayed under the Edit menu. The Local area code edit box is where you will need to enter the area code from which you will be dialing from. This is necessary so that the "Smart Dialer" can strip off an area code if the number you are dialing is within your local area code. For example, if your local area code is 206, Address Manager will strip off the area code whenever dialing a phone number with the 206 prefix. The group of radio buttons in the "Display Phone" box allow you to choose which phone number you would like to view when viewing your data in the Full Book or Quick Look view of Address Manager. "Full Book" displays the Name, Address, City, State, Zip and choice of ___________________________________________________________________ Address Manager User's Guide 39 Home, Work or FAX telephone numbers. Choose from: Home, Work or Fax. Modem Settings: Use the box labeled Prefix to specify any prefix number you need to dial before dialing the phone number. This option is useful if you are in a setting where you need to dial "9" for an outside line. By entering 9 as a prefix, 9 will automatically be added to any phone number you choose to dial with the dialer. Select the communications port that your modem is connected to (COM1 - COM4) and choose the baud rate for your modem. Finally, specify the modem initialization string. The default is ATDT and when dialing from a touch tone phone. ATDP can be used for dialing from a pulse phone. ___________________________________________________________________ Address Manager User's Guide 40 International Support The drop down Language box in the settings dialog indicates the current language for Address Manager. Address Manager is designed to support ANY language (excluding the double byte character set languages) in the world. Several languages are shipped with Address Manager, including English, French and Dutch. To change the language representation of the program, simply select Settings... from the File menu. In the dialog that follows, there will be a list of languages to choose from. Select the desired language and choose OK. The program will automatically switch to the new language! To add support for your own language, follow these simple steps: 1. Open the STRINGS.USA text file (included with Address Manager) into your favorite text editor. 2. Translate the strings to your language. 3. Open the ADDRESS.LNG text file from your Address Manager program directory. Under the [Settings] section, add your language to the AvailableLanguages line. For example, if you are adding support for Spanish, you would add Spanish as follows: [Settings] AvailableLanguages=English,French,Dutch,Spanish Note that the languages must be separated by a comma. 4. At the bottom of the ADDRESS.LNG file, create a new section that has the exact name you added to the AvailableLanguages line (in this example, the entry would be [Spanish]). 5. Copy your translated strings and paste them into the ADDRESS.LNG file under this new section. Now, when you run Address Manager again, your newly supported language will be listed in the Languages entry of the Settings dialog box. When creating support for your own language, try to keep the length of each string to approximately the same length as the English equivalent or shorter. ___________________________________________________________________ Address Manager User's Guide 41 Changing the Control Bar Button Letters To configure the letters that appear on the Address Manager Control Bar choose Control Bar Buttons... from the Edit menu. In the resulting dialog you can edit the letters that are used on the Control Bar. This way, when you have your list sorted by Zip Code (sort option on the View menu), you can configure the Control Bar to indicate the numbers or letters that are used by your addresses. For example, if some of your addresses have a zip code of "M6B 4B7", you can add the letter M to the string within the Postal Code Sorting edit box. Now, when sorting by Zip Code a M will appear on the Control Bar. Additionally you can edit the letters that appear on the Control Bar when sorting alphabetically (any of the sort options on the View menu other than Zip Code). The default string is "ABCDEFGHIJKLMNOPQRSTUVWXYZ", but you can edit this string in the Edit Control Bar Buttons dialog. For example, if your language setting in Control Panel International is set to German, then you may want to replace the U character on the Control Bar with an umlauted U or ALT 220 (type 220 on the numeric keypad). Characters that are entered into the Alphabetic and Postal Code edit boxes need to be entered in alphabetic and/or numeric order. Smart Dialer Settings When entering phone number information about the people in your address book, it is recommended that you enter complete phone information (i.e. 1-206-555-1212) Including the area code allows the Smart Dialer to strip off area codes appropriately. Address Manager keeps track of your local area code, as specified in the File Settings dialog box. Typically, if the number you are dialing has the same area code as your local area code, the Smart Dialer will strip off the "1-206" portion. However, sometimes you may be dialing an inter-state number that is actually a long distance call. These numbers don't require the area code, but still require the "1-". Using the Smart Dialer Settings dialog box, will allow you to tell Address Manager which 3 digit prefix's require a "1-". To indicate the numbers that require a "1-", choose the numbers from the list box by clicking on the numbers with the mouse. ___________________________________________________________________ Address Manager User's Guide 42 Once the appropriate numbers are selected, choose the Save button to save the selections. Note: If all of the options in the Smart Dialer Settings dialog are grayed except for the wildcard characters option, choose Settings from the File menu and clear the "Disable US Smart Dialer" checkbox. You may soon need to include an area code when dialing phone numbers in your same state. This is because the phone companies are running out of area codes in certain geographic areas such as California. For example, currently a call from Seattle to Tacoma requires the 206 area code. Even though Tacoma uses the same area code as Seattle and is really on 40 miles away, a 206 is required when calling Tacoma. In the Smart Dialer Settings dialog, you can indicate which 3 digit prefix's within your state require an area code. To indicate the numbers that require an area code, choose the "Area Code Req'd" option and then the area code numbers from the list box (click on the numbers with the mouse to select). Once the appropriate numbers are selected, choose the Save button to save the selections. The area code that is listed at the top of the dialog, "For Area Code: XXX" is the area code that has been set in the Settings dialog. If you travel a lot and will be dialing from many different area codes, you can create smart dialer settings for any number of area codes you choose. To do this just make sure that when you go to a different area code, you change the area code in the File Settings dialog. The Wild Characters option in the Smart Dialer Settings allows you to indicate a special character as a place holder for a series of characters. For example, you can define the "!" character to be "234". Then when entering a phone number and you need to enter "234", you can just type the wild character, "!". If you then select the name and choose the Dialer!, the "!" character in the phone number is changed to "234". ___________________________________________________________________ Address Manager User's Guide 43 Special Lists Address Manager allows you to create up to 32 User Defined Lists. These Lists are essentially logical subsets of the All Addresses List. For example, you may want to create a List of all your "Friends" and another List of all you "Family" members. When you create a User List, the name you supply will be appended to the Lists menu (under Group 1). Select a List name (such as "Friends") and only the names for the selected List will appear in the main Address Manager window. To create a User List such as "friends" or family", choose Create User List... from the Lists menu. In the resulting dialog box, type a name for the List (family, friends, business...). Choose the New button to create the User List. Once you have created a User List, you will want to put some people's names and addresses on the List. If you want to add a name that is currently not in your data file, choose Add.. from the Edit menu and type in the data. If you have already typed in the name previously, follow these steps to add a name to a User List: 1. Choose All Addresses from the Lists menu to view all names in your data file. 2. Locate and highlight the names you would like to have in your new List (to select multiple names press the CTRL key in combination with selecting the names with the mouse). 3. Choose Add to User List... from the Lists menu. 4. In the resulting dialog, select the List you would like the names added to and choose the Add button. 5. Now from the Lists menu choose Group 1>User List Name (i.e. Friends) and you will see the names have been added to the List. Note: The status bar at the bottom of the Address Manager screen indicates what List is before you on the screen - List: All Address or List: Friends. Deleting names from User Lists works much the same way as Add to User List.... To remove names from a User Defined List select Delete from User List.... from the Lists menu. Choosing this selection will NOT delete the names from the file, but will remove ___________________________________________________________________ Address Manager User's Guide 44 the highlighted names from the List you specify. If you mean to remove the name from the data file entirely, choose Delete Highlighted Names from the Edit menu. Note: If you tell Address Manager to delete a name from a User Defined List and the name is not in the User List, Address Manager will simply ignore this directive. Refer to the Hints and Tips section of this manual for step by step instructions on copying and moving names from one List to another. To display all the names and address in your data file, choose All Addresses from the Lists menu. The status bar will update to indicate "List: All Addresses". If you have created User Defined Lists, the List names will pop out from Group 1 under the Lists menu. Selecting a User List name from the Lists menu will display only those names that you have put on the List. A second group called Group 2 will be added once there are more than 8 lists under Group 1. Again, look to the status bar to determine what list you are viewing. ___________________________________________________________________ Address Manager User's Guide 45 Importing Data into Address Manager If you have name and address data in another program, it is possible to export the data to a text file and read the data into Address Manager. The fields in the exported text file can be either comma or tab delimited. There are 19 fields (18 commas or tabs per record) in the Address Manager input file format. Mr.,David,A.,Slim,Phillips Oil,1234 Main Street,,,Boise, ID, 83704,208-555-1212,,,208-555-1213,06/07/66,,,College buddy from class of 90 Address Manager Input file specifications: Field# Description Length 1. Salutation 15 2. First name 20 3. Middle name 20 4. Last name 20 5. Company 30 6. Address line 1 40 7. Address line 2 40 8. Address line 3 40 9. City 20 10. State 20 11. Zip code 10 12. Home phone 30 13. Work phone 30 14. Work extension 4 15. FAX number 30 16. His Birthday 8 17. Her Birthday 8 18. Anniversary 8 19. Comments 255 If your data file meets the above format specification, follow these steps to import into Address Manager. 1. Open an existing file or create a new file for the imported data. 2. Choose Import... from the File menu. 3. Select the file name to import and the type of field separator used in the text file (comma or tab). ___________________________________________________________________ Address Manager User's Guide 46 4. Each address will initially need to use the same default View Form. Select a Form from the list box of Address Forms. 5. Choose OK to start the import process. Just below the Comma option button is an indicator of the number of records imported (Total Imported: X). The Import File dialog will remain on screen until all of the records are imported and sorted. ___________________________________________________________________ Address Manager User's Guide 47 Print Merge Using Address Manager Data While Address Manager is not capable of performing a print merge to create such things as form letters, you can export your data to a comma or tab delimited text file. Most word processing programs or mail merge programs can import text files. The following steps outline the procedure for exporting your data for a Word for Windows print merge: 1. In the main Address Manager window, select the names that you want to use for the print merge. The F6 key will select all of the names in the window. 2. Select Export from the File menu of Address Manager. 3. Type a file name for your data. You might look to the window title bar and use your address file name with a TXT file extension. You can choose either comma or tabs as the field delimiters, but in the case of Word for Windows the tab delimited option is the better choice. 4. Switch to Microsoft Word for Windows. 5. In a new document select Print Merge from the File menu. Choose the Attach Date File button. 6. In the resulting dialog find and select the text file you created in step 3 above. The text file will is located in the same directory as your Address Manager file. 7. Choose the Insert Merge Field button on the Print Merge Helper bar. Address Manager exports all of the possible field or column headings, but you only need to select the fields which you would like to use in the print merge. After inserting merge fields, your Main document may look something like the following if you are creating a form letter. <<FirstName>> <<LastName>> <<Address1>> <<Address2>> <<City>>, <<State>> <<Zip>> Dear: <<Salutation>> <<LastName>> ___________________________________________________________________ Address Manager User's Guide 48 Thank you for purchasing Address Manager... Refer to your Word for Windows User's Guide for more information on Print Merge. ___________________________________________________________________ Address Manager User's Guide 49 Designing Custom Column Views In addition to the three internal forms included with the Address Manager product, you have the ability to create your own custom column views. The Phones and Business column views under the View menu are actually custom views that have been included with Address Manager. You can edit or delete the Phones and Business column views and/or create your own column views. To create your own custom column view choose Customize Columns... from the Edit menu. From the top portion of the dialog, choose the New View option. When you do this the View Name and Description edit boxes will be cleared for data entry. In the View Name box, enter a name for your custom view. The name you supply in the View Name box will appear under the View menu. The Description box allows you to describe your View, such as "Telephone field view". Choose the Save button to create and save your new view form. To customize or edit your view form, choose the Edit View option from the top portion of the dialog. Select the View you would like to edit from the Existing Views list box. The bottom portion of the dialog has a sample column heading bar for you to edit. Click on the column to edit and choose a field name from the supplied list. If the view form is a newly created form the sample bar will only list the Name field. Click on the Name field with your mouse and choose a field name (i.e. Names> Last Name). Now click again on the Name field again and choose Insert Column (a blank field is inserted to the right). Click on the blank field and select a field name for the column. Additionally there are options to Delete and Insert a column; the Delete Column option deletes the selected column and the Insert Column option inserts a blank column to the right of the selected column. The Custom Column option in the list of field names allows you to enter a custom name for your field selection(s). For example, you may want to insert a Zip Code field, but have the column heading read Postal Code instead of Zip Code. 1. Click on a column section from the bar in the Edit Custom Columns dialog. 2. Select Custom Column from the list of options. ___________________________________________________________________ Address Manager User's Guide 50 3. Type "Postal Code" in the Column Heading edit box. 4. Select Zip Code from the list box labeled Available. 5. Choose the Add button. 6. Choose the OK button. The Custom Column option also allows you to assign more than one field to a particular column heading. For example, you may want to have the City and State combined under one column heading called City/State. 1. Click on a column section from the bar in the Edit Custom Columns dialog. 2. Select Custom Column from the list of options. 3. Type "City/State" in the Column Heading edit box. 4. Select City from the list box labeled Available. 5. Choose the Add button. 6. Select State from the list box labeled Available. 7. Choose the Add button. 8. Choose the OK button. Note: You can add up to four fields under a single column heading. To delete a custom column view choose Customize Columns... from the Edit menu. From the top portion of the dialog, choose the Delete View option. When you do this the Delete button will become available. Select the View you would like to delete from the Existing Views list box and choose the Delete button. You cannot delete the current column view form. A custom column view form is limited to 15 fields. In order to add 15 fields to the sample bar in the Edit Custom Columns dialog, you may need to disable the "Adjust columns for best fit" option. The "Adjust columns for best fit" option adjusts the widths of the column headings you insert so that you can view the text for each column. Depending on your screen resolution and the number of columns you add to the bar, it may become necessary to turn the adjust option off so that you can add more columns. ___________________________________________________________________ Address Manager User's Guide 51 Hints and Tips to Using Address Manager In addition to the following information, there is a common questions and answers section in the Address Manager Help file. To access this information, choose Index from the Help menu and choose the Common Questions topic. The best way to use Address Manager is to keep one file with all of your data in it. Because it is possible to create your own User Defined Lists, it is less efficient to have one file for your business addresses, one file for your personal addresses, one file for your Christmas card recipients and so on.... Instead, just maintain one file and create User Lists. Use the Save As... menu item from the File menu to create a backup copy of your address book. If your address file is named NAMES.ADD, choose Save As and type BACKUP.ADD for the backup copy. Choose OK to save to the new filename. Then choose Open... from the File menu and open your original data file, NAMES.ADD and continue working with the file. Address Manager automatically saves your address files when you exit the program or add/edit the address book information. To the right of the alphabetic buttons there is a "*" button. This asterisk toggles you between two viewing modes (Page and Filter). If you are in Page Mode, and the "A" button is depressed, then you will only be shown names from the current list whose that begin with the letter "A". For example, if you are sorting by Last Name, First Name, you would see all the people in the current list whose last name begins with "A." Clicking on the "*" button again, puts you in the Filter Mode. When in this mode, if the "D" button is depressed, the first name in the list will be the first person whose last name begins with "D" with all names from "D" through "Z" following thereafter. The status bar along the bottom of the Address Manager window indicates whether you are in the Page or Filter mode (Mode: Quick Look, Filter). There are two options to control the column widths. One option automatically adjust the widths of the columns and is called "Best Fit Columns" (indicated in File/Settings...) The second option is to manually set the columns widths by adjusting the widths of the columns headings with the mouse. Choose Save Heading Columns... from the Edit menu to save the current column width settings. You can set the column headings manually for the Quick, Full Book and All Important Date modes. The next time you load Address Manager, the saved settings will be used for the column widths. Note: The ___________________________________________________________________ Address Manager User's Guide 52 Save Heading Columns menu item is grayed when the Best Fit Columns box is checked in the File Settings dialog. When entering a slew of names and addresses, use the Up/Down arrow keys to help minimize the number of keystrokes you type. For the Last Name field and the City field, Address Manager will remember the last three entries. This way, you don't have to type "Seattle" for ALL of your friends who live in Seattle. Instead use the arrow keys when your cursor is in the City field to cycle through the last three cities. Use different View Forms for different addresses. If you are entering a personal address, use the USA Short Form instead of one of the Business Forms. When editing your address information the available View Forms are listed from the list box labeled Address Form. You can use different View Forms for different addresses. Address Manager remembers which View Form is assigned to which address. Use the Custom View Form Designer to make changes to the existing Forms or design new ones altogether. Choose Design Custom View Form from the File menu to access the Form Designer. If you need to copy names and addresses to another Windows application, simply choose the names to copy and choose Copy from the Edit menu. Switch to the other application (such as Excel), and choose Paste from the Edit menu. Look to the Status Bar at the bottom of the Address Manager window, for information on what list is active, the viewing mode, and the number of addresses in the list. List: User List Name or All Addresses Mode: Full Book, Quick Look or View Dates and Filter or Page Addresses: The number of addresses in the active list (user or all) ___________________________________________________________________ Address Manager User's Guide 53 Address Manager Index Add Names, 19 User Lists, 24, 44 All Important Dates, 9, 23 Using Address Manager, 9 Colors, 18 View Forms, 27 Columns Widths, 21 View Menu, 22 Control Bar, 11 Viewing Address Information, 9 Custom Form, 27 Word for Windows Macros, 8 DDE, 8 Delete Highlighted Names, 21 Designing Custom Col Views, 50 Dialer!, 22 Display Fonts, 18 Displaying Address Info, 27 Edit Menu, 19 File Commands, 14 Filter Mode, 11 Fonts, 18 Full Book, 9, 22 Hints and Tips, 52 Importing Data, 46 Installing Address Manager, 6 International Support, 41 Keyboard Interface, 13 Languages, 41 Lists, 24, 44 Menu Commands, 14 Modify/Delete Names, 19 Page Mode, 11 Print Merge, 48 Print Rolodex Cards, 16 Printing Dot Matrix Labels, 30 Printing Envelopes, 36 Printing Laser Labels, 33 Quick Look, 9, 23 Searching for Names, 20 Selecting Names, 9 Setting Up Address Manager, 6 Settings, 39 Smart Dialer Settings, 42 Sort By, 23 Special Lists, 44 Status Bar, 10 User Interface, 9 ___________________________________________________________________ Address Manager User's Guide 54