The Business Master (3rd Edition)

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Calendar Keeper Version 3 Table of Contents Table of Figures . . . . . . . . . . . . . . . . . . . . . iii Note to shareware trial users . . . . . . . . . . . . . iii 1. Introduction . . . . . . . . . . . . . . . . . . . . . . 1 1.1 The Bottom Line . . . . . . . . . . . . . . . . . . . 1 1.2 Upgrading Calendar Keeper Users . . . . . . . . . . . 1 1.3 Hardware Requirements . . . . . . . . . . . . . . . . 2 1.4 Registration . . . . . . . . . . . . . . . . . . . . 3 1.5 Product Support . . . . . . . . . . . . . . . . . . . 4 1.6 Warranty Information . . . . . . . . . . . . . . . . 4 1.7 The Association of Shareware Professionals (ASP) . . 5 2. Installation and Setup . . . . . . . . . . . . . . . . . 6 2.1 Files on distribution diskette . . . . . . . . . . . 6 2.2 Files created by Calendar Keeper . . . . . . . . . . 6 2.3 Hardware Requirements . . . . . . . . . . . . . . . . 7 2.4 Installation Procedure . . . . . . . . . . . . . . . 8 Hard Disk Installation . . . . . . . . . . . . . . . . . 8 Floppy Disk Installation . . . . . . . . . . . . . . . . 9 3. Starting Calendar Keeper . . . . . . . . . . . . . . . 10 3.1 Hard Disk Users . . . . . . . . . . . . . . . . . . 10 3.2 Floppy Disk Users . . . . . . . . . . . . . . . . . 10 3.3 Starting Calendar Keeper for the FIRST Time . . . . 10 4. New to Version 3.0 . . . . . . . . . . . . . . . . . . 11 5. Upgrading from a Prior Release of Calendar Keeper . . 13 5.1 Upgrading the Calendar Keeper Software . . . . . . 13 5.2 Converting Calendar Keeper 2.x files to 3.0 . . . . 14 6. Changing Printer Definitions . . . . . . . . . . . . . 15 6.1 The PDS (Printer Definition Source) File Line-by-Line 16 If your Wall Calendars have lots of strange characters 17 6.2 Compiling a New PDF (Printer Definition) . . . . . 18 7. The Pop-Up Calendar . . . . . . . . . . . . . . . . . 19 8. Maintain Calendar Events . . . . . . . . . . . . . . . 21 9. Adding Events to the Event DataBase . . . . . . . . . 26 Event types supported in Calendar Keeper 3.0 . . . . . . 27 9.1 Adding a Permanent Event . . . . . . . . . . . . . 28 9.2 Adding a Current-Year-Only Event . . . . . . . . . 30 9.3 Adding a Consecutive Days Event . . . . . . . . . . 31 9.4 Adding an Every 'n' Days Event . . . . . . . . . . 33 9.5 Adding a Monthly on Day-of-Week Event . . . . . . . 36 Calendar Keeper 10. Selecting a DataBase to Use . . . . . . . . . . . . . 38 11. Drawing a Calendar . . . . . . . . . . . . . . . . . . 40 11.1 Monthly Wall Calendars . . . . . . . . . . . . . . 41 11.2 Week-at-a-Glance Calendars . . . . . . . . . . . . 43 11.3 Year-at-a-Glance Calendars . . . . . . . . . . . . 45 11.4 Common Calendar Draw Options . . . . . . . . . . . 47 12. Change Program Display Colors . . . . . . . . . . . . 50 13. Program Configuration . . . . . . . . . . . . . . . . 51 14. Reorganize Current DataBase . . . . . . . . . . . . . 56 15. Delete Calendar Data for a Year . . . . . . . . . . . 57 ii Dataphile Version 3 Table of Figures Figure 1 - The Registration Reminder Screen . . . . . . . . . 3 Figure 2 - Calendar Keeper's MAIN Menu . . . . . . . . . . 10 Figure 3 - Pop-Up Calendar . . . . . . . . . . . . . . . . 19 Figure 4 - Maintain Calendar Events (Empty DataBase) . . . 21 Figure 5 - Maintain Calendar Events Help Screen . . . . . . 22 Figure 6 - Maintain Calendar Events (ViewEdit) . . . . . . 23 Figure 7 - Add Events Type Selection Menu . . . . . . . . . 26 Figure 8 - Adding a Permanent Event . . . . . . . . . . . . 28 Figure 9 - Adding a Current-Year-Only Event . . . . . . . . 30 Figure 10 - Adding a Consecutive Days Event . . . . . . . . 31 Figure 11 - Adding an Every 'n' Days Event . . . . . . . . 33 Figure 12 - Adding a Monthly on Day-of-Week Event . . . . . 36 Figure 13 - Monthly on Day-of-Week (Select Day) . . . . . . 37 Figure 14 - Monthly on Day-of-Week (Which Week?) . . . . . 37 Figure 15 - Select Calendar DataBase . . . . . . . . . . . 38 Figure 16 - Calendar Draw Menu . . . . . . . . . . . . . . 40 Figure 17 - Monthly Wall Calendar Draw Options . . . . . . 41 Figure 18 - Week-at-a-Glance Calendar Draw Options . . . . 43 Figure 19 - Week-at-a-Glance (Select Week) . . . . . . . . 43 Figure 20 - Year-at-a-Glance Calendar Draw Options . . . . 45 Figure 21 - Draw Options Common to All Calendar Types . . . 47 Figure 22 - Program Configuration Options Screen . . . . . 51 Figure 23 - Program Config (Select Printer) . . . . . . . . 54 Figure 24 - Delete Calendar Data for Specified Year . . . . 57 Note to shareware trial users: the graphic figures described in this table are not visible in the shareware CALENDAR.DOC file. This is not a form of 'crippling' but simply a technical shortcoming associated with ASCII files. This format is useful because it can be printed on any type of printer. Dataphile Software apologizes for any inconvenience this may cause. Software iii Version 3 1. Introduction This manual is prepared with the novice Calendar Keeper user in mind. It covers every detail of Calendar Keeper operation. Calendar Keeper version 3.0 was designed to be easy to use without even referencing this documentation. The menus are straight-forward and easy to understand; Help is available from any Calendar Keeper screen and is context sensitive to aid the user with the current function; prompt messages are given for every type of entry and response to help the user determine what action is required and why Calendar Keeper did whatever it did. 1.1 The Bottom Line Keep your eyes on the 'bottom line!' The bottom of your screen always displays a help message telling you what you should do next. If an error occurs, Calendar Keeper will usually pop-up a dialogue box telling you what happened. 1.2 Upgrading Calendar Keeper Users If you have been using a previous version of Calendar Keeper, be sure to read the section titled New to Version 3.0 on page 11 and especially the section titled Upgrading from a Prior Release of Calendar Keeper on page 13. These cover functional differences in this release and also describe the automated conversion process from prior versions to the current version of Calendar Keeper. Software 1 Calendar Keeper 1.3 Hardware Requirements Calendar Keeper version 3.0 requires either a hard disk or floppy disk with capacity greater than 360 Kb to run. That is, Calendar Keeper can be run from a single 1.2 Mb diskette, a single 3.5" (720 Kb or 1.44 Mb), and of course from Hard Disk. Calendar Keeper requires about 512 Kb available memory, but the more memory the better. If you have Expanded Memory then Calendar Keeper will take advantage of it for program and data. The size of your Calendar Data is limited by the amount of memory you have and the amount of disk space you have. See the section titled Installation and Setup on page 6 for more information about setup and hardware requirements. 2 Dataphile Version 3 1.4 Registration Calendar Keeper is a Shareware software product. IT IS NOT FREE!! If you use Calendar Keeper beyond a trial period of 21 days you are obligated to register. Shareware is a method software developers use to distribute their software products enabling users to evaluate the software without buying it. If after a reasonable evaluation period you decide to continue using Calendar Keeper please send your license fee of $33.00 to: Dataphile Software 7058 Sandpiper Kalamazoo, MI 49002 Figure 1 - The Registration Reminder Screen Software 3 Calendar Keeper 1.5 Product Support Dataphile Software can be reached by any of the following methods: 1) Compuserve Mail to PPN 74706,506 2) U.S. Mail to the address of Dataphile Software 7058 Sandpiper Kalamazoo, MI 49002 3) Telephone number (616) 327-7811 Both Registered and UnRegistered users are encouraged to contact Dataphile Software for assistance. 1.6 Warranty Information Dataphile Software offers a 'no questions asked' 90 day guarantee effective on date of registration receipt. If you are not satisfied with Calendar Keeper during the warranty period your full registration price will be refunded. The warranty period has no bearing on the availability of technical support. It is the policy of Dataphile Software to provide technical support even after the warranty period has expired, and to registered and non-registered users alike. 4 Dataphile Version 3 1.7 The Association of Shareware Professionals (ASP) Dataphile Software is a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442-9427 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536. Software 5 Calendar Keeper 2. Installation and Setup 2.1 Files on distribution diskette CALENDAR.EXE - The Calendar Keeper program CALENDAR.HLP - Online HELP information (required for online help) CALENDAR.IDX - HELP index file (required for online help) CALENDAR.PDF - Printer Definition File CALENDAR.PDS - Source for the delivered Printer Definition File CAL30PDF.EXE - Printer Definition File generator program. See section titled Changing Printer Definitions on page 15 below for instructions regarding the use of the CAL30PDF program. REGISTER.FRM - Calendar Keeper Registration Form CALENDAR.DOC - Calendar Keeper Documentation 2.2 Files created by Calendar Keeper CALENDAR.CNF - Calendar Keeper Configuration File CALNDR??.DAT - Calendar Keeper Event DataBase Files (?? can be 00 - 09) CALNDR??.21B - Prior version data files after conversion (?? can be 00 - 09) CALENDAR.21B - Prior version configuration file after conversion Warning: In release 3.0, the CALENDAR.CNF and CALNDR??.DAT files contain internal control/index information which can only be maintained by the CALENDAR.EXE program! Editing these files outside of the Calendar Keeper environment or deleting a file with the DOS delete command will result in unpredictable responses by Calendar Keeper. 6 Dataphile Version 3 2.3 Hardware Requirements Calendar Keeper 3.0, in its 'unpacked' form, takes up approximately 400 Kb of disk space if the CALENDAR.DOC file is not kept on the same diskette/directory. The amount of space required increases as you add events to your calendar databases. Each event adds 64 bytes (characters) to the target calendar database. Thus, if you are running Calendar Keeper from a 720 Kb 3.5" diskette you can expect to be able to add over 5000 events without running out of space. Calendar Keeper version 3.0 requires a minimum memory configuration amount of 512 Kb. Calendar Keeper may 'load' into less memory but the number of events you will be able to create (per database) will be limited. Calendar Keeper runs fine off a network drive but be sure to have a registered copy of the program for each user (quantity discounts are available). Each user should be assigned a unique storage path which must contain the CALENDAR.HLP and CALENDAR.PDF files as well as any user CALNDR??.DAT files. The only 'sharable' file is the CALENDAR.EXE program itself. Software 7 Calendar Keeper 2.4 Installation Procedure Note to Calendar Keeper 2.x users. Be sure to read the section titled Upgrading From a Prior Release of Calendar Keeper starting on page 13 for notes concerning upgrading to Calendar Keeper version 3.0 . 2.4.1 Hard Disk Installation 2.4.1.1 Create a Directory for Calendar Keeper C:\> MD \CALENDAR 2.4.1.2 Make the new Directory the 'Current' one C:\> CD \CALENDAR 2.4.1.3 Execute the installation program. Calendar Keeper version 3 is distributed as a self-extracting archive. Executing this program will 'unpack' the distribution files. Assuming the distribution diskette is in drive A: you should type the following command to install Calendar Keeper ... C:\CALENDAR> A:CAL30 2.4.1.4 That's all there is to it! Store your distribution diskette in a safe place. See the section titled Starting Calendar Keeper on page 10 below for start-up instructions. 8 Dataphile Version 3 2.4.2 Floppy Disk Installation 2.4.2.1 Create a 'working copy' of the Calendar Keeper distribution diskette and put away your original in a safe place (example assumes diskette in drive A:) A:\> DISKCOPY A: A: 2.4.2.2 Execute the installation program. As described above, Calendar Keeper version 3.0 is distributed as a self-extracting archive. Executing this program will 'unpack' the distribution files. A:\> CAL30 2.4.2.3 Delete the self-extracting archive from your working copy to leave more room for event data. Do NOT delete the self-extracting archive from the distribution diskette! A:\> DELETE CAL30.EXE 2.4.2.4 See the section titled Starting Calendar Keeper on page 10 below for start-up instructions. Software 9 Calendar Keeper 3. Starting Calendar Keeper 3.1 Hard Disk Users 3.1.1 Make the Calendar Keeper directory the 'current' directory. C:\> CD \CALENDAR 3.1.2 Start Calendar Keeper. C:\CALENDAR> CALENDAR 3.2 Floppy Disk Users 3.2.1 Insert the Calendar Keeper diskette into any floppy drive and make that the current drive (this example assumes A: to be the current floppy disk drive). Start Calendar Keeper by running the main program. A:\> CALENDAR 3.3 Starting Calendar Keeper for the FIRST Time Calendar Keeper requires the presence of two files that are not distributed on the distribution diskette. These are the CALENDAR.CNF and CALNDR00.DAT files. These files are not distributed because they are created the first time you start Calendar Keeper and remain unique to your configuration. The first time you start Calendar Keeper you will see three prompts warning you that these required files are not present and asking whether or not your monitor supports color. You have the choice of replying to these prompts or pressing <Escape> to terminate the start-up process. If you ever see these prompts again (after the first start-up) then something is wrong! Note: Calendar Keeper will never delete these files. If they are not found then you probably: (a) are using the wrong directory or data diskette; (b) deleted them yourself somehow. Note to Calendar Keeper 2.x users. Be sure to read the section titled Upgrading From a Prior Release of Calendar Keeper starting on page 13 for notes concerning the first time you start Calendar Keeper version 3.0 . 10 Dataphile Version 3 4. New to Version 3.0 Calendar Keeper version 3.0 is virtually a re-write of the Calendar Keeper system! It has much, much more functionality than the Calendar Keeper 2.x and has additional reports added too. Rather than repeating the entire manual in this section, only major functional differences appear here. 4.1 There is no longer any limit to the number of events you can have on a single day or within a given calendar event database (except as limited by your available memory and disk space). The only real exception to this is on the Wall Calendar report which has a limit to the number of events it can physically fit into a calendar day 'box.' 4.2 Context sensitive help available from any Calendar Keeper screen or prompt. Figure 2 - Calendar Keeper's MAIN Menu Software 11 Calendar Keeper 4.3 A Pop-Up calendar is now available from any Calendar Keeper screen or prompt. This is especially useful when entering event information. Can't remember the right date for your new event as you enter it ... press <F2> to display the Pop-Up calendar! 4.4 Virtually ANY printer is now supported by Calendar Keeper! Six printer drivers are distributed with Calendar Keeper, and a printer driver generation utility is included to create your own printer driver if necessary (see section titled Changing Printer Definitions on page 15 ). And, NO, you don't have to be a rocket scientist to use this utility. 4.5 Calendar Keeper now supports five different event types: current year only events; permanent events; consecutive days (range of dates); every 'n' days events; monthly on day-of-week events. 4.6 In addition to the existing Wall Calendar format, Calendar Keeper now has a Week-at-a-Glance and Year-at-a- Glance report. 4.7 Calendar Keeper now makes much better use of memory and disk space. Only event dates which are in use have any memory or disk space reserved for them. 4.8 Data is retained until you want to delete it. While Calendar Keeper will only display one year at a time in the ViewEdit window, you can <F9> page back and <F10> page forward from year to year within a database. All events (including Current Year Only events) are retained until you delete them with the <D>elete event or 'Delete YEAR' functions. 12 Dataphile Version 3 5. Upgrading from a Prior Release of Calendar Keeper If you have been using Calendar Keeper 2.x then you're in for a treat. Calendar Keeper 3.0 uses a menu-driven interface very similar to previous versions, but has a great deal more functionality. Be sure to read the section titled New to Version 3.0 starting on page 11 for a discussion of major feature differences. 5.1 Upgrading the Calendar Keeper Software As described in the Installation Procedures on page 8, Calendar Keeper 3.0 is delivered as a self-extracting archive. Before following the install procedures you should first perform the following steps: 5.1.1 Backup your Calendar Keeper directory C:\CALENDAR> COPY *.* A: 5.1.2 Delete your old Calendar Keeper Main Module C:\CALENDAR> DELETE CALENDAR.EXE 5.1.3 Install Calendar Keeper 3.0 into your old directory so Calendar Keeper can continue to use the same configuration and database files. You should now continue with the installation procedures as described on page 8. After installation is complete, return to the discussion of conversion to Calendar Keeper 3.0 which begins on page 14. Software 13 Calendar Keeper 5.2 Converting Calendar Keeper 2.x files to 3.0 Conversion is an automatic process. The FIRST time you use Calendar Keeper 3.0 a dialogue window will appear to warn you that conversion is about to take place. You have the option of confirming or aborting the conversion process (aborting the process will cause 3.0 to return you to the DOS prompt). Press <Enter> to confirm the conversion process, press <Escape> to exit this process. All of your data files and configuration preferences will be carried forward into version 3.0. Check the Program Configuration screen anyway to verify your preferences and to review the many new configuration options. There is a fundamental difference between the way data is stored in Calendar Keeper 3.0 versus prior releases. Prior releases had four lines of data per day, but 3.0 will store an unlimited number of events for any day. In the conversion process the conversion program creates a new event for each line of data you had in your old database. Thus if you had an event with two lines of text data (and two blank lines) your new database would contain two successive events each containing one line of data from the old event. It goes without saying that some editing will be necessary on your part to get things just the way you want them, but most of the work is done for you. Your old data and configuration files will be renamed in the conversion process. Their new names will be CALNDR??.21B and CALENDAR.21B (where ?? is 00 - 09 for each of your old database files). These files are no longer necessary but are saved for you to delete at your convenience. Please check to insure that all your data looks right before deleting the old files. 14 Dataphile Version 3 6. Changing Printer Definitions Calendar Keeper 3.0 is delivered with six common printer drivers. If yours is not named try the IBM Proprinter driver as many other printer manufacturers have emulated the Proprinter command format. If all else fails you can easily add your printer's commands to the printer definition file. You'll need your printer manual so have it handy. Two files and a utility program are delivered on your Calendar Keeper 3.0 distribution diskette. CALENDAR.PDS - Printer Definition Source file CALENDAR.PDF - Printer Definition File (compiled) CAL30PDF.EXE - Printer Definition Compiler (creates PDF) Basically, all that is required is to edit the PDS (source) file and then compile it using CAL30PDF to create a new PDF file. It is the PDF file which is used by Calendar Keeper during the print process to send printer commands to your printer. Note: You Must Re-Select your printer type (option 'P' in Program Configuration) whenever you re-compile the PDF file!!! Failure to do so may result in the production of some strange looking things on your printer where you thought a calendar was going to appear. Please note that each entry in the PDS file is separated by a blank line. This is for clarity only (it's not really necessary) but it is recommended. Also note that the first two entries in the PDS file are for 'DOS Text Printer' and 'HP LaserJet' respectively. Please leave these where they are even if you don't use them. Calendar Keeper assumes that these will be where they are, and will respond accordingly whenever printers (1) or (2) are selected. The special features associated with these printers are discussed further in the section titled Program Configuration on page 54. The following is an extract from the PDS (Printer Definition Source) file. It is the printer definition for an Okidata 193+ for IBM. $Okidata ML 193+ IBM Okidata ML193+ in IBM Mode RESET=/027/024 Master reset Software 15 Calendar Keeper INITS=/027/033/065 Select zero with no slash FONTS=/255 No font selection 17CPI=/015 17 characters per inch 10CPI=/018 10 characters per inch SUBSO=/027/083/049 Subscript ON SUBSF=/027/084 Subscript OFF NLQON=/027/073/051 Near Letter Quality ON NLQOF=/027/073/049 Near Letter Quality OFF FFEED=/012 Form Feed The order of each line above is not optional! In fact, the first six characters of each line are not even read by the CAL30PDF compiler program. This text is specified for your benefit only. Also, it is essential that you include all eleven lines of each printer definition. Leaving out any part of a printer definition will cause unpredictable results when you run CAL30PDF. Time to get out your printer manual! Your manual probably offers more than one way to specify a command for your printer; one of which will be a decimal command. This is the one you should specify in the PDS file. Always specify the decimal commands as three-digit numbers separated by a slash (/). For example, the decimal digit '1' is specified as /001. Up to 20 decimal 'commands' may be specified on any line. Specify /255 for any functions your printer does not support. A blank space always indicates the end of the current command line. Any text following the first space will be considered comments only. 6.1 The PDS (Printer Definition Source) File Line-by-Line ($) The ($) dollar sign tells the PDF compiler program that this is the beginning of a new printer definition. Twenty (20) characters of description may be specified for the printer name. The 21st position to the end of the line are considered to be comments only. (RESET) The RESET command should specify your printer's Master Reset command. It is sent to the printer at the beginning and end of each print session. 16 Dataphile Version 3 (INITS) INITS is short for 'Initialization String.' Use this command line to specify any options you'd like to make your calendars more appealing (the example turns off the Okidata default of zeros with slashes through them). INITS is sent to your printer at the beginning of each print session, after the RESET command. (FONTS) Font Selection command string. The FONTS command string is sent to your printer immediately after the INITS command at the beginning of each print session. Use this command to select the correct print 'font' or 'character set.' For instance, extended ASCII characters are not supported in the default HP LaserJet character set, but you can use FONTS to switch to a character set that does support these characters. If your Wall Calendars have lots of strange characters instead of nice boxes surrounding your event text then either: (1) your printer does not support the 'box' edge characters which are a part of the extended ASCII character set; or (2) you need to switch to an alternate character set in your printer which does support these characters. (17CPI) Specify the command your printer uses to switch to its 17 characters-per-inch character type. Some printer manuals refer to this simply as its compressed type. If your printer does not support 17 cpi then pick the character density closest to 17. If you don't use a 17 cpi type then you will have to adjust your Wall Calendars left-or-right using the Left margin adjustment in Program Configuration. See the section titled Program Configuration section starting on page 51 for more on this topic. (10CPI) Specify the command your printer uses to switch to its 10 characters-per-inch character type. (SUBSO) Specify the command your printer uses to activate SubScript printing. This command is not used by Calendar Keeper 3.0 at any time but is included for compatibility with other Dataphile Software products. You needn't specify it if your printer does not support SubScript or even if you just don't feel like it. (SUBSF) Specify the command your printer uses to turn off SubScript printing. This command is not used by Calendar Keeper 3.0 at any time but is included for compatibility Software 17 Calendar Keeper with other Dataphile Software products. As with SUBSO, you don't really have to specify this command. (NLQON) Specify the command your printer uses to turn on its Near Letter Quality mode. If your printer does not support NLQ or if NLQ is not necessary (as in any Laser printer) then specify /255 instead (the null command). (NLQOF) Specify the command your printer uses to turn off its Near Letter Quality mode. If you specified /255 for NLQON then your should specify /255 here as well. (FFEED) Specify your printer's Form-Feed command here. That is, the command to Eject a page. Nearly every printer in the known universe uses /012. 6.2 Compiling a New PDF (Printer Definition) You are free to add up to a total of 12 printer definitions to the PDS (source) file. You must leave the first two definitions for the 'DOS Text Printer' and 'HP LaserJet' in place (although you are free to modify the printer commands associated with them). You can remove any of the remaining delivered printer definitions if you wish. Alternately, you can leave all of these in place and add your new definitions to the end of the PDS file. After completing any edits on the PDS (source) file all you need to do is to run the CAL30PDF program. Type CAL30PDF on the command line and hit <Enter>. No options are necessary. CAL30PDF does not have to be in the 'current' directory but must be in a directory which is specified in your DOS PATH statement. It is easiest just to keep it in the same directory as your PDS and PDF files. CAL30PDF uses the CALENDAR.PDS file as input and creates a new output CALENDAR.PDF file. 18 Dataphile Version 3 7. The Pop-Up Calendar The Calendar Keeper Pop-Up Calendar -shown here displayed over the Calendar Keeper Main Menu- can be displayed at any time by pressing the <F2> key. The current date will remain highlighted during Pop-Up display (i.e. the 21st of each month will be highlighted if today is February 21st). Once the Pop-Up Calendar displayed the following functions may be used: The up/down arrows (cursor keys) will cause the Pop-Up calendar to increment up/down one year at a time. For instance, if February 1991 is displayed you can change the display to February 1992 by pressing the UP arrow. The left/right arrows (cursor keys) will cause the Pop-Up calendar to increment up/down one month at a time. For instance, if February 1991 is displayed you can change the display to March 1991 by pressing the RIGHT arrow. Figure 3 - Pop-Up Calendar Software 19 Calendar Keeper The <HOME> key will bring the display back to the current month no matter what month is displayed in the Pop-Up window. 20 Dataphile Version 3 8. Maintain Calendar Events The 'Maintain Calendar Events' selection is the heart of the Calendar Keeper system. Choose selection (1) or press the letter 'M' from the Main Menu (the highlighted selection letter) to enter the Maintain Calendar Events function. This is also referred to as the ViewEdit window for compatibility with prior releases (and for other obvious reasons) The illustration below (Figure 4) shows the ViewEdit window before any events have been entered for the current display year. There may, in fact, be events present in the selected Calendar DataBase but simply not for the year currently displayed. Use <F9> and <F10> to move backward and forward (respectively) one year at a time through the Calendar Event DataBase. Figure 4 - Maintain Calendar Events (Empty DataBase) Software 21 Calendar Keeper Figure 5 - Maintain Calendar Events Help Screen Navigation through an Event DataBase is an easy matter. An important note to keep in mind, however, is that Calendar Keeper only displays one year at a time in the ViewEdit window. In other words, if the selected calendar contains only five events -one each for New Year's Day for five consecutive years- then you would only be able to view one event at a time as you paged through the years. On the other hand, this does keep matters from getting confusing as you view events in the real world ... in Event DataBases which contain many events for each year. <Arrows> Use the up/down arrow keys to move up/down one event at a time in the ViewEdit window. This will not traverse a 'year boundary' but can be used to move up or down an event at a time within the current year. 22 Dataphile Version 3 <PgUp/PgDn> Use the <PgUp> and <PgDn> keys to move up/down one full screen of events at a time (12 events at a time). As with the arrow keys, this will not traverse a 'year boundary' but will move up and down within the current display year. <Home><End> Use <Home> to move to the first event in the current display year. Use the <End> key to move to the last event in the current display year. <Ctrl-Home><Ctrl-End> The <Ctrl-Home> key combination positions you at the TOP of the current Event DataBase. That is, it positions the cursor on the first event of the first year in the currently selected Event DataBase. The <Ctrl-End> key combination moves you to the last event of the last year in the currently selected Event Database. Figure 6 - Maintain Calendar Events (ViewEdit) Software 23 Calendar Keeper <F2> As described in the section titled The Pop-Up Calendar starting on page 19 above, pressing the <F2> key at any time will display the Pop-Up Calendar for your reference. <F8> The <F8> function key will cause Calendar Keeper to find the date closest to 'today' in the currently selected Event DataBase. Thus, if you are reviewing last year's (or any other year's) events you can easily navigate back to the 'today' with <F8>. <F9><F10> The <F9> (minus 1 year) and <F10> (plus 1 year) function keys move up and down one year at a time through the currently selected Event DataBase. If you move to a year which has no events <A>dded into it Calendar Keeper will display the 'No Events in DataBase' warning message and will limit your options to <A>dd. <F>ind Pressing the 'F' key will display the Find-Date window. Calendar Keeper will prompt you for a date as mm-dd (or dd-mm based upon your Program Configuration options). After you enter the desired date and press <Enter> Calendar Keeper will position the cursor to the date nearest to the one you requested within the current display year. <S>earch Pressing the 'S' key will display the Search-Text window. Calendar Keeper will search for any text you enter from the current date to the end of the current display year. Upper and Lower case are not considered during the search. That is, the search arguments 'keeper', 'KEEPER', and 'KeEpEr' would all produce the same results. Partial text is OK, but must be an exact match. That is, 'KEEP' would be considered a hit if the actual Event text was 'Calendar Keeper'. <Ctrl-S>earch Works just like <S>earch except searches from the current date to the end of the Calendar Event DataBase! <E>dit Places your cursor within the Event text of the 'current' event within the ViewEdit window. You may modify the event text in any way, pressing <Enter> to save your changes. Press <Escape> to exit <E>dit without saving changes. <D>elete Pressing the 'D' key causes the event at the cursor to be deleted. A confirmation request will be made prior to actual deletion of the event. To confirm, simply press <Enter>, press the <Escape> key to exit the <D>elete request without losing your event. 24 Dataphile Version 3 If the event is part of a Group of Events (as with <C>onsecutive, <E>very 'n' Days, and some <M>onthly events) you will be presented with a second prompt after you confirm the delete process. The second prompt will ask if you wish to delete this single event only, or if you wish to delete the entire group. Press <Enter> to delete only the single event; leaving the remainder of the Group of Events intact. Press the <Tab> key to move the cursor to <Group> and then press <Enter> if you wish to delete the entire group of events. Press <Escape> at any time to exit the <D>elete request without losing any data. Once an Event (or Event Group) has been <D>eleted it can not be recovered! Your only recourse will be to re-enter the event if you decide you didn't really mean to <D>elete it. <Q> Use the <Q>uit key to exit the Maintain Calendar Events function. The <Escape> key works, too. Software 25 Calendar Keeper 9. Adding Events to the Event DataBase Adding events is really just another selection from within the Maintain Calendar Events ViewEdit window. It is discussed here as a separate topic in order to cover it more clearly and completely. The term 'Event' is used throughout this manual to refer to your user data, but there are really several different types of events which Calendar Keeper will cheerfully manage for you. Figure 7, below, illustrates the Event Type selection menu which is displayed when you depress the <A>dd key from within the ViewEdit window. The following page summarizes these five event types. Figure 7 - Add Events Type Selection Menu 26 Dataphile Version 3 Event types supported in Calendar Keeper 3.0 include: Permanent Events - These events replicate themselves from year to year if the Program Configuration option 'Copy Perm Events to New Year' is set to 'Yes.' See page 28 for details. Current Year Only - These events look just like Permanent Events but are one-time events associated with the 'current display year' when they are entered. See page 30 for details. Consecutive Events - This event type is best used for events which span a block of days. The best example is a vacation which may last for several days or weeks. See page 31 for details. Every 'n' Days - This event type is used for entry of events which repeat on regular intervals. For example, a meeting every Monday, PayDay every other Friday, or perhaps a reminder for your status report which is due every 3 business days. See page 33 for details. Monthly on Day-of-Week - This event type is great for events which occur on a certain 'weekday' every month. How about the monthly status meeting which falls on the 2nd Tuesday of each month, or perhaps Thanksgiving Day which falls on the 4th Thursday of November. See page 36 for details. Software 27 Calendar Keeper 9.1 Adding a Permanent Event Permanent Events are special in Calendar Keeper 3.0 . A Permanent Event is self-replicating. That is, once defined, a Permanent Event will be automatically copied from year to year as you page backward and forward using the <F9> and <F10> keys (Events are created with the same date and description in the target years). To activate the copy process set Program Configuration option 'Copy Perm Events to New Year' to "YES." You will be prompted for and requested to confirm the copy process. Simply press <Enter> if you wish to copy Permanent Events. See the section titled Program Configuration Options on page 53 for more on this subject. Use Permanent Events to remind you of Events that recur from year to year such as: Holidays, Birthdays, Anniversaries, etc. Once entered, these Events will remain with you forever (or until you delete them). Figure 8 - Adding a Permanent Event 28 Dataphile Version 3 Adding a Permanent Event is simple. After pressing <A>dd from the ViewEdit window follow these 'Add Permanent Event' steps: 1) Select <F5> to tell Calendar Keeper that you are adding a Permanent Event. 2) Enter the Month desired for your Event. To do so, enter a digit (1-12) or a three-character month identifier (such as Jan, Feb, Mar, etc) and press <Enter>. 3) Enter the Day desired for your Event. To do so, enter the 1 or 2 digit day/date of the Event and press <Enter>. 4) Calendar Keeper will supply the Event Year for you using the current display year from the ViewEdit window. If you want to enter an Event for a different year you should first press <F9> or <F10> as many times as necessary to go backward or forward to the desired year. 5) Enter the Event Description for your Event. Calendar Keeper will prompt you for up to 10 or 17 characters depending on your Program Configuration. After entering a description you are satisfied with press <Enter>. You have just successfully added a Permanent Event to your selected Calendar Event DataBase. Software 29 Calendar Keeper 9.2 Adding a Current-Year-Only Event A Current-Year-Only Event looks a lot like a Permanent Event. The only difference is in the fact that C-Y-O Events are one- time events that remain associated with the current displayed year at the time of their entry. That's a [sic] piece of phraseology meaning that C-Y-O Events do not get copied from year to year in the same manner as Permanent Events do. Use Current-Year-Only Events to remind yourself of things that you want to remember this year only. For instance, if the Watt's are coming over for dinner on June 15, 1991 it is unlikely that you want to be reminded of that event on June 15, 1992. Current-Year-Only events are added in exactly the same fashion as Permanent Events. See the previous section beginning on page 28 for a discussion of this topic. Figure 9 - Adding a Current-Year-Only Event 30 Dataphile Version 3 9.3 Adding a Consecutive Days Event A Consecutive Days Event is useful for Vacations, Conferences, Trips, Projects or any type of event which may span a consecutive group of days. Consecutive Events are not considered to be permanent in the sense that they are not copied from year to year as Permanent Events are. In Program Configuration is an option named 'Schedule Consecutive Events on Weekends' which affects the scheduling of these events. If set to "YES" Calendar Keeper will simply schedule the number of days you specify one right after the other (i.e. THU, FRI, SAT, SUN, MON, etc). Business users may wish to set 'Schedule Consecutive Events on Weekends' to "NO" to prevent business activities from being scheduled on Saturdays and Sundays. In this way, if you Figure 10 - Adding a Consecutive Days Event Software 31 Calendar Keeper schedule a 5 day project starting on Wednesday, Calendar Keeper will schedule it as WED, THU, FRI, MON, TUE. In a like manner, if you take two weeks vacation, you should schedule it starting on Monday for a duration of 10 days since the intervening Saturday and Sunday won't count as far as the schedule is concerned. After pressing <A>dd from the ViewEdit window follow these 'Add Consecutive Days Event' steps: 1) Select <F6> to tell Calendar Keeper that you are adding a Consecutive Days Event. 2) Enter the Month desired for your Event. To do so, enter a digit (1-12) or a three-character month identifier (such as Jan, Feb, Mar, etc) and press <Enter>. 3) Enter the Day desired for your Event. To do so, enter the 1 or 2 digit day/date of the Event and press <Enter>. 4) Calendar Keeper will supply the Event Year for you using the current display year from the ViewEdit window. If you want to enter an Event for a different year you should first press <F9> or <F10> as many times as necessary to go backward or forward to the desired year. 5) Enter the Event Description for your Event. Calendar Keeper will prompt you for up to 10 or 17 characters depending on your Program Configuration. After entering a description you are satisfied with press <Enter>. 6) Enter the number of consecutive days for the event. You must schedule at least 2 days but the upper limit is determined only by the size of your DataBase defined in Program Configuration. 32 Dataphile Version 3 9.4 Adding an Every 'n' Days Event This event type is used for entry of events which repeat on regular intervals such as Every '3' Days or Every '14' Days. For example, a meeting every Monday, PayDay every other Friday, or perhaps a reminder for your status report which is due every 3 business days. Events of the Every 'n' Days type are not considered to be permanent in the sense that they are not copied from year to year as Permanent Events are. Although this is not extremely intuitive, events of the Every 'n' Days type are also affected by the Program Configuration option 'Schedule Consecutive Events on Weekends.' If this option is set to "NO" Calendar Keeper will not count weekends as a part of the schedule, and will schedule any events which might naturally occur on a Saturday or Sunday into the following Monday. Thus, an event which occurs Every '3' Days Figure 11 - Adding an Every 'n' Days Event Software 33 Calendar Keeper starting on a Monday would be scheduled as MON, THU, TUE, FRI, WED, MON, THU, etc. With a little imagination one can see how this event type can be useful to schedule an event which occurs every Monday (starting on Monday; occurs every 7 days) or every 3rd Friday (starting on Friday; occurs every 21 days) or perhaps simply to remind you to perform a task on a sort-of-regular interval such as every 8 business days (starting on some date; occurs every 8 days; 'Schedule Consecutive Events on Weekends' set to "NO"). After pressing <A>dd from the ViewEdit window follow these 'Add Every 'n' Days Event' steps: 1) Select <F7> to tell Calendar Keeper that you are adding an Every 'n' Days Event. 2) Enter the Start Month desired for your Event. To do so, enter a digit (1-12) or a three-character month identifier (such as Jan, Feb, Mar, etc) and press <Enter>. 3) Enter the Start Day desired for your Event. To do so, enter the 1 or 2 digit day/date of the Event and press <Enter>. 4) Calendar Keeper will supply the Event Year for you using the current display year from the ViewEdit window. If you want to enter an Event for a different year you should first press <F9> or <F10> as many times as necessary to go backward or forward to the desired year. 5) Enter the Event Description for your Event. Calendar Keeper will prompt you for up to 10 or 17 characters depending on your Program Configuration. After entering a description you are satisfied with press <Enter>. 6) Enter the Number of Days Until Next Event. If your event should be scheduled Every '7' Days then enter '7'. Calendar Keeper will now prompt you for the date it should not schedule your Every 'n' Days event beyond. This date does not have to be a scheduled day/date for the event, it is simply the end of the date-range for the event <A>dd process. Thus, if you want your event to occur Every '4' Days through the end of June you could set the 'Don't Schedule Past Date' 34 Dataphile Version 3 to June 30 even though Calendar Keeper may schedule the last event in the group on June 28 (if that is one of the event's occurrences). After the June 28 schedule, Calendar Keeper will start counting days to the next occurrence and will terminate the <A>dd process before it reaches another occurrence. 7) Enter the Month Event Ends for your Event. To do so, enter a digit (1-12) or a three-character month identifier (such as Jan, Feb, Mar, etc) and press <Enter>. 8) Enter the Day Event Ends for your Event. To do so, enter the 1 or 2 digit day/date of the Event and press <Enter>. Software 35 Calendar Keeper 9.5 Adding a Monthly on Day-of-Week Event This event type is designed for Events which occur on a certain weekday each month. For instance, you may have a regular business meeting on the 1st Monday of each month. Even if you don't, you certainly celebrate Thanksgiving which occurs on the 4th Thursday of November. You have the choice during the <A>dd process of specifying a 'single Monthly event' (same start and end month) or one which has multiple occurrences and is thus part of an event group (starts in one month, ends in a later month). Figure 12 - Adding a Monthly on Day-of-Week Event 36 Dataphile Version 3 Single Monthly on Day-of-Week Events are considered to be Permanent Events in nature (see discussion of how Permanent events are treated on page 28). Group Monthly on Day- Of-Week events are not considered to be permanent in the sense that they are not copied from year to year as Permanent Events are. Figure 13 - Monthly on Day-of-Week (Select Day) Figure 14 - Monthly on Day-of-Week (Which Week?) Software 37 Calendar Keeper 10. Selecting a DataBase to Use Choose selection (2) or press the letter 'S' from the Main Menu (the highlighted selection letter) to enter the Select Calendar DataBase function. This selection screen allows you to Create, se, <R>ename or <D>elete Calendar Keeper Event DataBases. As previously referenced, Calendar Keeper enables you to maintain 10 separate Event DataBases. From within this selection screen you tell Calendar Keeper which of these DataBases you wish to work with. Selecting a previously "Unused" Event DataBase will cause Calendar Keeper to prompt you for a name for the new DataBase. Once entered, the DataBase will be initialized and will become the "SELECTED" DataBase. All View/Scan/Edit/Delete, ADD and DRAW operations will always occur on the SELECTED DataBase only! Figure 15 - Select Calendar DataBase 38 Dataphile Version 3 Selecting an existing Event DataBase will invoke a prompt asking you if you wish to se, <R>ename or <D>elete that DataBase. Pressing "U" returns you to the MAIN MENU with that Event DataBase being the current SELECTED DataBase. The NAME of the current SELECTED DataBase will always appear at the bottom of your screen. <R> Pressing "R" will cause a prompt requesting a new NAME for the existing DataBase to be displayed (this does not affect the contents of the DataBase). <D> Pressing "D" will invoke a prompt requesting you to confirm the DELETE action. A <Y>es confirmation will cause that DataBase to be DELETED and the DataBase name to be reset to "Unused". Calendar Event DataBase #0 is delivered as the "Default Calendar". You may <R>ename or se this DataBase but Calendar Keeper will not permit you to <D>ELETE it! Software 39 Calendar Keeper 11. Drawing a Calendar Figure 16, below, illustrates the menu you see when you choose selection (3) or press the letter 'D' from the Main Menu (the highlighted selection letter) to enter the Calendar Draw function. The three report types you can select include the 'Monthly Wall Calendar,' the 'Week-at-a-Glance Calendar' and the 'Year- at-a-Glance Calendar.' Each prints on a full 8 1\2 by 11 inch page, and each has options for multiple report pages to be printed at one time. Figure 16 - Calendar Draw Menu 40 Dataphile Version 3 11.1 Monthly Wall Calendars Choosing option (1) from the Calendar Draw menu selects the 'Monthly Wall Calendar.' This report type prints a Wall Calendar, filling in the 'boxes' associated with each date with the events from the currently selected Calendar. In order to print a Monthly Wall Calendar you must enter the following information: 1) Enter the Start Month desired for your Calendar. To do so, enter a digit (1-12) or a three-character month identifier (such as Jan, Feb, Mar, etc) and press <Enter>. 2) Enter the Year desired for your Event. To do so, enter the 4 digit year (or simply overtype any part of the suggested year) and press <Enter>. Calendar Keeper will suggest the Current Display Year (from the most recent ViewEdit display); just hit <Enter> if this is correct. Figure 17 - Monthly Wall Calendar Draw Options Software 41 Calendar Keeper 3) Enter the Number of Months desired to be drawn (starting with the month you specified in step number (1) above. Calendar Keeper will suggest '1' month only, but if you wish you can specify any number from 1 to 12 months. 4) Press the number '1' or '2' on your keyboard to select 'Include Calendar Events' or 'Draw Plain Calendar Only.' Note: Due to the restrictions of the size of the day/date 'box' on a Wall Calendar, Calendar Keeper is limited to 5 events per day when using this report type. If the events of any day within the printed months overflows the Calendar (more than 5 events on a given day) then you will be warned. A prompt will also be displayed giving you the option to print a separate report summarizing the events which did not fit on your calendar. See the section titled Common Calendar Draw Options starting on page 47 for a detailed discussion of the remaining input requirements for producing a Monthly Wall Calendar. The following options from 'Program Configuration' specifically affect the Monthly Wall Calendar report: (1) Calendar Borders; (2) Print Days Passed/Remaining; (3) Prev/Next Month Calendar Footer; (4) Print Calendar Name on Calendar; (5) Top Margin Lines; (6) Left Margin Characters; (7) Squeeze Calendar Top-to-Bottom. Be sure to review the section titled Program Configuration starting on page 51 for a detailed description of these options. 42 Dataphile Version 3 11.2 Week-at-a-Glance Calendars Choosing option (2) from the Calendar Draw menu selects the 'Week-at-a-Glance Calendar.' This report type prints a single page report in a Sunday-through-Sunday format, filling in each day's report space with the events from the currently selected Calendar. In order to print a Week-at-a-Glance Calendar you must enter the following information: 1) Enter the Start Month desired for your Calendar. To do so, enter a digit (1-12) or a three-character month identifier (such as Jan, Feb, Mar, etc) and press <Enter>. 2) The next step is to select the Start Week desired for your Week-at-a-Glance draw. Figure 19, at right, Figure 19 - Week-at-a-Glance (Select Week) Figure 18 - Week-at-a-Glance Calendar Draw Options Software 43 Calendar Keeper illustrates the selection screen displayed for this purpose. Simply press a number '1' through '6' to indicate your preference for start week. If you select a partial week Calendar Keeper will include days from the prior (or next) month in order to print a complete Sunday-through-Sunday week format. 3) Enter the Number of Weeks desired to be drawn (starting with the week you specified in step number (2) above. Calendar Keeper will suggest '1' week only, but if you wish you can specify any number from 1 to 5 weeks. See the section titled Common Calendar Draw Options starting on page 47 for a detailed discussion of the remaining input requirements for producing a Week-at-a-Glance Calendar. The following options from 'Program Configuration' specifically affect the Week-at-a-Glance Calendar report: (1) Prev/Next Month Calendar Footer; (2) Print Calendar Name on Calendar; (3) Top Margin Lines. Be sure to review the section titled Program Configuration starting on page 51 for a detailed description of these options. 44 Dataphile Version 3 11.3 Year-at-a-Glance Calendars Choosing option (3) from the Calendar Draw menu selects the 'Year-at-a-Glance Calendar.' This report type uses as many pages as necessary to print a three column report with the events from the currently SELECTED Calendar in the center column. The columns which border this report contain small inset calendars for each month of the selected year (January through June in the left margin; July through December in the right margin). Calendar Keeper will use the Current Display Year (from the most recent ViewEdit display) as the year for the draw command. You have the option of limiting the calendar months printed on the Year-at-a-Glance report using the procedure described below. In order to print a Year-at-a-Glance Calendar you must enter the following information: Figure 20 - Year-at-a-Glance Calendar Draw Options Software 45 Calendar Keeper 1) Enter the Start Month desired for your Calendar. To do so, enter a digit (1-12) or a three-character month identifier (such as Jan, Feb, Mar, etc) and press <Enter>. Calendar Keeper will always suggest January as the start month for a Year-at-a-Glance report. 2) Enter the End Month desired for your Calendar using the same procedure as in step (1) above. Calendar Keeper will always suggest December as the end month for a Year-at-a-Glance report. See the section titled Common Calendar Draw Options starting on page 47 for a detailed discussion of the remaining input requirements for producing a Year-at-a-Glance Calendar. The following options from 'Program Configuration' specifically affect the Year-at-a-Glance Calendar report: (1) Print Calendar Name on Calendar; (2) Top Margin Lines. Be sure to review the section titled Program Configuration starting on page 51 for a detailed description of these options. 46 Dataphile Version 3 11.4 Common Calendar Draw Options Once the timeframe for your calendar has been established, all report types have the following prompts in common. Basically, there are only two more decisions to be made before Calendar Keeper can produce your report: (1) whether or not to include your calendar Events in the report; (2) where to print your report. Include Events on Calendar Output? To make the first decision simply press the '1' or '2' key on your keyboard. Including Events means that your calendar data will be inserted into the appropriate days of the output. Drawing a plain calendar refers to creating output without inserting your calendar data. Plain calendars are sometimes useful as worksheets during planning sessions. When drawing a plain calendar you may wish to set the Program Configuration Figure 21 - Draw Options Common to All Calendar Types Software 47 Calendar Keeper option 'Print Calendar Name on Calendar' to "NO" to avoid any confusion. Print Destination 1) Selection #1 tells Calendar Keeper to print your report on your printer. Program Configuration options which you should review that affect printing on a printer include: (1) Eject Page After Draw; (2) Print Destination; (3) Printer; (4) Prompt for Printer Ready. 2) Selection #2 tells Calendar Keeper you want to preview your calendar output on your screen (this was called 'Print to Screen' in prior releases of Calendar Keeper). Program note: when performing a screen preview of a Monthly Wall Calendar, Calendar Keeper will draw your calendar in '80 column' mode for your screen (graphic draw is not used on your screen). This requires Calendar Keeper to truncate Event descriptions to 10 characters while displaying them on your screen. This has no affect on the actual Events stored in your Calendar DataBase. When printing on your printer (if your printer supports compressed print) events will not be truncated. 3) Selection #3 tells Calendar Keeper to print your output into the file whose name is displayed at the 'Set Print File Name' prompt. The print file name can be set here on the Print Destination screen (using option #5 described below) or in the 'Program Configuration' screen using option 'N.' Calendar Keeper will imbed all of the necessary printer commands within the print file just as if it were actually printing to your selected 'Printer' (your selected 'Printer' type is displayed at the bottom of the Print Destination screen). Printing to a file is a very useful tool which allows you to make use of printers that are not attached to your computer. For instance, if you have access to a laser printer elsewhere you may elect to set the 'Printer' type accordingly and then use 'Print to File' to create a print file in that printer's format. You then take your diskette to the computer attached to that printer and use the DOS command 'COPY MYCAL.PRN LPT1:' to print on the printer. Of course this assumes that you set the print file name to MYCAL.PRN prior to selecting 'Print to File.' 48 Dataphile Version 3 4) Selection #4 has the same affect as pressing the <Escape> key and is retained simply to retain the same look-and-feel as the prior release. 5) Selection #5 opens a dialogue window in which you specify the name of the file you wish to use with the 'Print to File' option described above. File names must comply with DOS conventions or an error will occur during the 'Print to File' process. You may optionally specify a drive designation along with your filename and optional file extension. Hence file names such as A:CALENDAR.PRN may be considered useful as well as descriptive. Program note: the currently selected option for 'Printer' type as well as the current setting of the 'Append/OverWrite' toggle are displayed at the bottom of the Print Destination screen. These are described in the section titled 'Program Configuration' starting on page 54. Software 49 Calendar Keeper 12. Change Program Display Colors Select option (1) or press the letter 'C' (the highlighted selection letter) from within the 'Program Defaults / Utilities' menu screen to change your display colors. This selection displays all colors supported by your display screen and prompts for your preferences. Press <W> to set the Window color for popup windows; press <M> to set the color for Menu selection screens; press to set the color for Intensified display. For the most 'eye pleasing' results you should choose all three color selections from the same 'row' in the selection list (that is, they should all be the same background color). 50 Dataphile Version 3 13. Program Configuration Select option (2) or press the letter 'P' (the highlighted selection letter) from within the 'Program Defaults / Utilities' menu screen to display the Program Configuration options screen. The Program Configuration screen is where all user selectable options are set. Most are toggle switches which flip/flop from "Y" to "N" when they are selected. Some require some form of input (as described below). <A> Calendar Borders: this option toggles between Graphics and Asterisk. Some printers will not support the use of 'extended Ascii characters' which are required to print real 'boxes' for Wall Calendars. If your printer prints garbage during the print of a Wall Calendar then change this option to asterisk. Calendar Keeper will then border Wall Calendar days with asterisks (i.e. ******) which any printer is capable of. Figure 22 - Program Configuration Options Screen Software 51 Calendar Keeper Eject Page After Draw: Y/N toggle to send a form feed to your printer after printing a page. If set to "NO" then a form feed will not be sent. <C> Print Days Passed/Remaining: this Y/N toggle affects Wall Calendars only. If set to "Yes" Calendar Keeper will print the number of days passed/remaining relative to the current date for each day of the year (i.e. 32/334 for February 1st .. the 32nd day of the year). <D> Prev/Next Mth Calendar Footer: this Y/N toggle affects Wall Calendars and Week-at-a-Glance Calendars only. If set to "Yes" Calendar Keeper will print inset calendars at the bottom of the page for the previous/next months relative to the current month. (i.e. Prints January and March as footer for February calendar). <E> Print Calndr Name on Calendar: Y/N toggle prints the Calendar name (the name which appears at the bottom of your screen as selected calendar) during calendar print if set to "Yes". <F> Sched Consec Events on Wkends: Y/N toggle affects add operation for Consecutive-Days Events. If set to "Yes" Calendar Keeper will schedule consecutive type events during all 7 days of the week. If set to "No" Calendar Keeper will not schedule consecutive events on weekends. For instance a 5-day event starting on a Thursday will be scheduled on Thu, Fri, Mon, Tue, Wed. A two week conference might be scheduled as starting on Monday for 10 days. Calendar Keeper would schedule this as Monday thru Friday, Monday thru Friday for two weeks in a row. <G> Prompt Current Mth During Add: Y/N toggle affects add operation for all event types. If "Yes" Calendar Keeper will fill in the month prompt with the current calendar month (this can be overtyped as desired). If "No" Calendar Keeper will require you to fill in the month each time. <H> Max Events in a DataBase: initially set to 100, this option is limited only by your computer's memory. If you attempt to set it too high you will be warned by Calendar Keeper. This option can be changed even for existing databases, but can not be set lower than the number of events in your largest database (Calendar Keeper will monitor this for you). 52 Dataphile Version 3 Display Month-Day As: toggles between mm-dd and dd-mm for your preference. Affects display in ViewEdit window as well as <F>inddate display. The only report affected is the Year-at-a-Glance report. <J> Month/Day Separator Character: initially set to '-' the dash character you can change this to any other character. Affects ViewEdit screen display and Year-at-a-Glance report only. <K> Copy Perm Events to New Year: Y/N toggle is invoked when <F9> or <F10> is pressed while in the ViewEdit window. If set to "Yes" Calendar Keeper will scan the event database and will copy a duplicate event to the next year (up or down one year based upon your selection of <F9> or <F10>). For instance, if you have a Permanent Event for January 1, 1991 and press <F10> Calendar Keeper will automatically create a Permanent Event for 1992 with the same event date and description. Program note: two types of events qualify as Permanent Events in respect to Program Configuration option <K>: Any Event created as Permanent with <F5> during the Event <A>dd process; Single Monthly-on-DayofWeek Events created with <F8> during the Event <A>dd process (those created with the same Start and End Months). <L> Event Text Length 10/17 Chars: toggles between 10 and 17 characters. This option sets the length of the Event description which is input during an <A>dd operation. Obviously this option affects all reports since it limits the size of your event text. The only reason why you might choose to use the 10 char option is if you printer is unable to print in a 17 cpi mode. If you select 'DOS Text Printer' in Configuration option then you should select a length of 10 since text printers are not capable of producing compressed print (actually this will be set for you if you select the 'DOS Text Printer' but Calendar Keeper will not prevent you from changing it back to 17). The Week-at-a-Glance and Year-at-a-Glance reports do not use compressed print; hence if you do not intend to use the Wall Calendar report you can use Event length of 17 even with 'DOS Text Printer.' <M> Print Destination: toggles between LPT1, LPT2, LPT3 when selected. Software 53 Calendar Keeper <N> Print to file: works just like selection #5 in the 'Print Destination' screen during Calendar Draw. When selected, a window opens where you may enter a file-spec for the Print-to-File option. File names may include a drive designation (i.e. A:MYCALNDR.PRN). Remember that Calendar Keeper will imbed all necessary printer-control-characters for the selected printer type (you set the printer type in option below). This file may then be printed later by 'copying' it to a printer. For instance, at the DOS prompt you might enter the following command: COPY A:MYCALNDR.PRN LPT1: <O> Append/Overwrite Prt File: toggles between Append and Overwrite; this option relates to the print to file option <N> above. When in overwrite calendar keeper will replace the designated print-to-file file-spec if one is present by that name. In append mode calendar keeper will add-to-the-end of the print-to-file file-spec if one is present by that name. The append option is useful if you wish to print more than one calendar which will be 'copied' to a printer at a later time (perhaps a printer not attached to this computer). Printer: Selecting this option opens the 'Select Printer' window as shown in Figure 23 at right. The list of printers available for selection is determined by the contents of the CALENDAR.PDF file. See the section titled Changing Printer Definitions starting on page 15 for instructions on how to add printers to the list. Figure 23 - Program Config (Select Printer) Use of the 'DOS Text Printer' assumes 10 character event length. 17 character event descriptions will be truncated to 10 during print operation. This does not affect the actual events which are stored in your database. <R> Prompt for Printer Ready: Y/N toggle, if set to "Yes" will prompt you before starting a print operation. If you print more than one calendar at the same time, Calendar Keeper will 54 Dataphile Version 3 prompt you between each page. This is useful for sheet feeder type printers which have to be manually loaded. Printer margin control: some printers have built in margins (such as the LaserJet) for top, bottom and sides which may cause your report to not center properly on the physical page. The following options help you to control 'centering' during calendar draw. They affect the Wall Calendar only. <S> Top Margin Lines: the number of lines between the top of the physical page and the top of your printed report. Print density (10 cpi, 17 cpi, etc) has no affect on this setting. Calendar Keeper does not alter the number of lines per inch during print. <T> Left Margin Characters: the number of characters between the left edge of the physical page and the left-most character of your printed report. Keep in mind that the number of characters for indent will depend on the print density used. That is, if your printer supports 17 cpi then it takes 17 characters to indent an inch. If you use a printer that does not support 17 cpi (such as the DOS Text Printer) then it only takes 10 characters to indent an inch (in 10 cpi mode). Selecting 'DOS Text Printer' automatically changes the left margin characters to '2'. If you are using an HP LaserJet then a good suggestion for left margin characters is '6'. If during a Wall Calendar print your print lines wrap-around or print off the edge of the right side of the page then decrease left margin characters. Squeeze Calndr Top-to-Bot: Y/N toggle; this switch affects the Wall Calendar only. Set this switch to "Yes" if your Wall Calendar overflows the page during a draw. This may happen if your printer has a built-in top/bottom margin during the print of a 6-week month (a 30-31 day month where the first day falls on a Friday or Saturday). If you have problems with page overflow, then another option you may choose to experiment with is the 'Print Calendar Name on Calendar' option <E>. Setting this option to "No" saves you two lines of print on the output calendar. Software 55 Calendar Keeper 14. Reorganize Current DataBase Select option (3) or press the letter 'R' (the highlighted selection letter) from within the 'Program Defaults / Utilities' menu screen to invoke the Reorganize function. There are no subordinate screens displayed; Calendar Keeper simply commences to reorganize the currently selected Event DataBase and notifies you of its success when complete. You should never really have to select this option! Your Calendar Databases are automatically reorganized when they are loaded (if needed). However if you perform a substantial amount of maintenance on a database which includes deleting a large number of events, then you can immediately recover the empty 'slots' by selecting this option. The 'threshold' for Automatic Reorganization is when 10% of a database is deleted. Automatic Reorganization will occur the next time the database is loaded (Selected from the 'Select DataBase to Use' option). 56 Dataphile Version 3 15. Delete Calendar Data for a Year Select option (4) or press the letter 'D' (the highlighted selection letter) from within the 'Program Defaults / Utilities' menu screen to display the 'Delete Calendar Data' screen. This utility is provided to assist you in keeping your Event DataBases as small as possible. There is no real need to delete old data, but if you are no longer referring to prior years' Events then it may be a good idea. Depending on the amount of old data in your DataBase you may find 'load' and 'save' time to be decreased after deleting data from prior years. The currently selected calendar is always the one upon which the delete action will occur. Calendar Keeper will always suggest the prior year in the delete prompt. You may overtype this to delete data for any year including the current year. Figure 24 - Delete Calendar Data for Specified Year Software 57 Calendar Keeper There is no danger in even emptying an Event DataBase by deleting data for all years present. Of course, if this is your goal you might find it quite a bit easier to simply <D>elete the database from the 'Select DataBase to Use' screen and then re-create it. 58 Dataphile