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ENVELOPES PLUS... Version 4.1 Copyright 1989-95, by Philip P. Kapusta Table of Contents Page Add records ................................................. 8 Author, Contacting the ...................................... 30 Calculator .................................................. 11 Close an open file .......................................... 4 COM port (communications) ................................... 13 Default sender file (SENDER.EP4) ............................ 20 Delete a file ............................................... 4 Delete existing records ..................................... 9 Dialing prefix .............................................. 13 Edit a record ............................................... 9 Envelope size ............................................... 22 Export records .............................................. 11 File management ............................................. 3 Filters ..................................................... 18 Initialize printer .......................................... 29 Laser printer and envelopes ................................. 23 List all records ............................................ 9 Main menu ................................................... 7 Marked records .............................................. 8 Open a new file ............................................. 5 Options ..................................................... 10 i Pack/compress file .......................................... 14 Path - search ............................................... 5 Print envelopes ............................................. 21 Print mailing labels/Rolodex cards .......................... 24 Print marked records ........................................ 21 Print to a disk file ........................................ 21 Printer codes ............................................... 26 Record formats .............................................. 11 Reference file .............................................. 19 Requirements ................................................ 2 Retrieve a file ............................................. 5 Retrieve existing records ................................... 9 Saving a file to disk ....................................... 6 Search for text in a file ................................... 20 Sort records ................................................ 15 Stamps - Bulk rate .......................................... 24 Technical support ........................................... 30 Temporary exit to DOS ....................................... 6 To begin .................................................... 2 Transfer/copy record ........................................ 17 U.S.P.S. standards .......................................... 17 Viewports ................................................. 4,8 ii Envelopes Plus... 4.1 page 1 ------------------------------------------------------------------------------ ENVELOPES PLUS... Version 4.1 Description: ENVELOPES PLUS... is an easy to use, convenient database used primarily for printing individual or continuous envelopes, postcards, labels, and Rolodex file cards. The program not only has the ability to generate a typical mailing label (with first, last name, address, city, etc. fields), but also can print general purpose labels (such as inventory and identification labels). The program was designed for the beginning to intermediate level computer user who needs a simple, yet powerful database without having to worry about field lengths and types, indexes, layouts and ranges. Pull down menus, mnemonic functions keys, and the uncluttered screen layout make the program very user friendly. Unique features: Here are a few features that ENVELOPES PLUS... offers that are not found in most databases for the beginning to intermediate computer user: ∙ The ability to automatically dial phones numbers that have been entered into the user's database records (requires a modem). ∙ The ability to add up to 100 lines of memo notes to each record in a database. The memo/note editor uses Word Perfect- like cursor and edit keys. ∙ Search and replace function. Replace all "Miss" with "Ms." in seconds! ∙ The program can be run from a 360K floppy with plenty of room to spare. Works fine even with older 8088 PC XTs without a hard disk drive. ∙ Automatically saves the user's last setup/configuration for printer codes, envelopes and labels sizes, record format (Canadian or U.S.) so that next time the file is retrieved the settings will restored exactly as it was before. ∙ Output can be redirected from a printer to an ASCII text (a.k.a. printing to a file). Envelopes Plus... 4.1 page 2 ------------------------------------------------------------------------------ ∙ Exports data to comma delimited format or dBase III format. ∙ Calculator, state abbreviations lookup tables, U.S.P.S. postal addressing standards, Canadian prompts, bulk rate imprint stamps, and more! ∙ Prints to Avery dual and triple column label sheets on laser and inkjet printers. Requirements: To run ENVELOPES PLUS... your IBM PC (or 100% compatible) must be equipped with 256K memory, 1 disk drive, and DOS 3.0 or higher. Printers: Obviously a printer is also required. Most line printers will accept CONTINUOUS envelopes, postcards, mailing labels and Rolodex cards. A printer with a sheet-feeder or hand-feed option will be necessary if the user wishes to print INDIVIDUAL envelopes. To begin: Load the program by typing at the DOS prompt ---> ENVELOPE then press <ENTER>. If users with monochrome monitors experience display problems, add the parameter "/M" on the DOS command line, e.g. ENVELOPE /M <ENTER>. Printer port parameter: ENVELOPES PLUS... uses printer port LPT1: unless the user instructs the program otherwise. To change the printer port designation, enter the port abbreviation at the command line when starting the program. For example... C:\DOS>ENVELOPE /LPT2: <--- for printers using the LPT2: port Envelopes Plus... 4.1 page 3 ------------------------------------------------------------------------------ Getting started: After typing and entering ENVELOPE {/port /mono} the user will be greeted with a title screen, and then will be prompted for a category selection (see below). ┌───────────────────────────────────────────────────┐ │ │ │ Welcome to Envelopes Plus... │ │ Please select a category to work with: │ │ │ │ Labels/file cards Envelopes/postcards │ │ │ └───────────────────────────────────────────────────┘ Make the proper selection by positioning the highlighted marker bar over your choice, then press <ENTER>. Selections from a sub-menu: ENVELOPES PLUS... uses pop-up menus throughout the program. A sub-menu looks much like the one below (see "File management"). In each sub-menu there will be a list of selections to choose from. To make a selection from the sub-menu, position the highlighted bar over your selection and press <ENTER>. A quicker method to make the same selection from the sub-menu is to press the key that corresponds with the first letter of the selection desired (the key letter is usually highlighted). File management: Before you can print envelopes, labels, or cards, or even enter new records or export records, you must first retrieve an existing file or open a new file. It is for this reason that the "File management" menu pops up automatically when you first begin ENVELOPES PLUS.... ┌──────────────────────────────────┐ │ │ │ File management: │ │ │ │ C Close current file │ │ D Delete an existing file │ │ O Open a new data file │ │ P Path - File location │ │ R Retrieve existing file │ │ S Save file to disk │ │ T Temporary shell to DOS │ │ │ └────────── [ESC] Cancel ──────────┘ Envelopes Plus... 4.1 page 4 ------------------------------------------------------------------------------ In the "File management" sub-menu the user has several options. By pressing the corresponding keys the user can... C) Close current file - Whenever an existing file has been "retrieved" or a new file has been "created" then the file is considered "open". An open file can be identified by a record number and a file name above a viewport. SENDER: RECORD: 1 FILE: SENDER.EP4 In the example to ┌───────────────────────────────────────────────┐ the left, the file │ │ "SENDER.EP4" is │ Mr. Philip Kapusta │ currently "open". │ P.O. Box 5423 │ Below to the left │ Falmouth, VA 22403 │ is an example of a │ │ viewport that is │ │ closed (i.e., no │ │ file has been │ │ retrieved). └───────────────────────────────────────────────┘ RECIPIENT: RECORD: FILE: ┌───────────────────────────────────────────────┐ │ │ │ │ │ │ │ │ │ │ <── This is an empty │ │ viewport. A file │ │ has not yet been │ │ retrieved. └───────────────────────────────────────────────┘ Files can be closed in three ways: 1) quit the program entirely, 2) retrieve or create a new file (which closes the current file being replaced), or 3) select the "C) Close current file" option from the "File management" sub-menu. D) Delete an existing file - This selection will allow the user to delete any .EP4 file in the default directory (with the exception of any files that are currently "open" within ENVELOPES PLUS...). The user must first select the name of the file to delete from the pop-up file list, and then must verify the deletion. To abort the delete operation, press <ESC> from the file list, or answer <N> to the following prompt: ┌───────────────────────────────────────────┐ │ │ │ TESTING.EP4 to be deleted. │ │ Is this correct? │ │ │ │ Yes No │ │ │ └───────────────────────────────────────────┘ Envelopes Plus... 4.1 page 5 ------------------------------------------------------------------------------ O) Open a new data file - To create a NEW file the user must make this selection. New files are created by "opening" them. DO NOT MAKE THE "O) Open a new .EP4 file" SELECTION ON FILES THAT CURRENTLY EXIST! USE "R) Retrieve existing file" TO "RETRIEVE" AN EXISTING FILE. When opening/creating a NEW file, the user will be prompted to enter the file name they wish to create. Pressing <ESC> before entering a new file name will abort this operation, and return the user to the proper Main Menu screen. ┌──────────────────────────────────────────┐ │ │ │ Enter below the name of the │ │ new .EP4 file to open: │ │ │ │ EXAMPLE │ │ │ └──────────────────────────────────────────┘ File names are limited to 8 characters, and MUST follow DOS rules. All data files created have the extension .EP4 appended to them automatically, therefore do NOT enter a file extension. Also, do NOT include directories when entering a file name! To set a directory, see selection "P) Path - Search" below. P) Path - file location - Choose this selection to set a new directory search path. A "path" is a disk and/or directory where ENVELOPES PLUS... will look for an .EP4 data file. If no path is entered, the disk and directory at which you started ENVELOPES PLUS... will be the default path. Examples of proper syntax are: A: - for root directory B:\DATA - for subdirectories R) Retrieve existing file - To retrieve an EXISTING data file, select the file name from the pop-up file list by positioning the highlighted marker bar over the file name, then press <ENTER>. The user can move the marker bar by using the cursor control keys and/or by pressing a letter key (e.g. <P>). The latter method will position the marker bar over the first file that begins with that letter. The selected file will be retrieved into the current active viewport. The active viewport can be distinguished by the reverse video bar above a viewport. To escape from the file listing without retrieving a file, press <ESC>. Envelopes Plus... 4.1 page 6 ------------------------------------------------------------------------------ S) Save file to disk - A file that a user has opened or retrieved can be saved in two ways: 1) automatically, or 2) manually. A file is saved AUTOMATICALLY when one of the following "File management" options are selected: 1) "C) Close current file", 2) "R) Retrieve existing file", or 3) "O) Open a new data file", 4) or when the user exits the program. The program will save an active file whenever a new file is opened or retrieved in its place. Since the user does not have to worry about saving their files using the above methods, such a file save operation is described as "automatic". In contrast, a file is saved "manually" whenever the user selects the "S) Save file to disk" option from the "File management" sub-menu. This manual method will save the contents of the file to disk, and will allow the user to continue working in the same file and at the same place as they were before the save operation. Unless you fear an imminent power failure, the manual save method need not be used. One unique feature of ENVELOPES PLUS... is that the program updates a file to the disk as records are deleted, edited or added. This explains why your disk drive active light often lights up while using the program. This update feature means that when a file is saved (by one of the above methods) there is no "Please wait..." delay. Files are closed and opened very quickly. This is a nice benefit, however there is one word of caution that pertains to this constant update method of data storage to disk. Since the program is constantly reading and writing to the specified disk drive, should the user swap DISKETTES while a file is still open, problems will arise. The program will continue writing data to the specified disk drive, not realizing that the original diskette on which the data file was opened on is no longer there. Any new diskette that is inserted into the path drive WHILE A FILE IS STILL OPEN will run an excellent chance of its files being overwritten. In short, DO NOT SWAP DISKETTES WHILE A FILE IS OPEN. First close all files, then you can safely swap diskettes. (Hard disk users can ignore the above precaution if all their data files are on their hard disk.) T) Temporary shell to DOS - This option enables the user to temporarily return to DOS without stopping ENVELOPES PLUS.... To re-enter ENVELOPES PLUS... type and enter "EXIT" at the DOS prompt. This "shell" feature is only available if COMMAND.COM is on the same disk as ENVELOPES PLUS... or if COMSPEC has been set with SET to identify COMMAND.COM's location. To leave the "File management" sub-menu without making a selection, press the <ESC> key. Envelopes Plus... 4.1 page 7 ------------------------------------------------------------------------------ Main Menu: The "Main Menu" will appear ┌────────────────────────────┐ at the right of the screen and lists │ │ the functions and keys available to │ ENVELOPES PLUS... │ the user. A function is selected by │ │ pressing the corresponding key that │ * Mark/unmark record │ is highlighted to the left of the │ A Add a new record │ function. For example, to add a new │ D Delete a record │ record to an existing file, press the │ E Edit current record │ key <A>. To delete a record from an │ F File management │ existing file, press <D>, and so │ G Go to next screen │ forth. Keys to most functions are │ L List all records │ the first letter of that particular │ M More menu options │ function. This is an aid that makes │ N Note file, Open │ the program easier and quicker to │ O Options │ navigate through. │ P Print │ │ R Retrieve record no. │ A second panel of "Main Menu" │ S Search for text │ keys are available by press [M]. │ T To:/From: toggle │ │ X Exit to D.O.S. │ The function that you select │ | View previous │ will be performed on the file in the │ | View next record │ ACTIVE viewport. The ACTIVE viewport │ │ is recognized by an inverse highlight └────────────────────────────┘ bar above a viewport. In the "Labels/Rolodex" option, the user is limited to only one viewport; but in the "Envelopes/postcards" option, two viewports are available. To move from one envelope viewport to the other, use the left or right cursor control keys or the <TAB> or <LEFT ARROW> or <RIGHT ARROW> keys. The reverse video bar will jump from one viewport to the other. Once the viewport has been made active a command can be performed on the record within that viewport or file. To switch from "Labels/Rolodex" mode to "Envelopes/postcards", press <G> from the Main Menu (Go to next screen). This will toggle modes. The next several pages of documentation will cover the functions available from the Main Menu,...but first some basics: Responding to input prompts: When the user must input data at a blinking cursor prompt the user can usually abort the command and return to the previous menu or screen by pressing the <ESC> key. This is a handy way to escape out of an operation when one has made a wrong selection. Envelopes Plus... 4.1 page 8 ------------------------------------------------------------------------------ Viewing records: If a file has been retrieved, and the user wishes to browse through the records contained therein, use the cursor control keys. Pressing the <DOWN ARROW> key when record #1 is being displayed will display record #2. Pressing the <DOWN ARROW> key again will display record #3 (assuming these records exist). The <UP ARROW> will then display record #2 again, and so on. The <HOME> key will display record #1. The <END> key will display the last record in the current file. The <PAGE UP> and <PAGE DOWN> keys work similar to the <UP ARROW> and <DOWN ARROW> keys, however they display records in larger increments. The default increment value is 5. This means that if the viewport currently displays record #2, pressing <PAGE DOWN> will display record #7. Pressing <PAGE DOWN> one more time will display record #12, and so on (assuming records 7 through 12 exist). The increment value can be changed to 1 through 9. Changing the increment value is as easy as pressing any number key. For instance, to change the viewing increment to 9, press the <9> key. 9 musical notes will immediately sound indicating that the increment value has been changed. Marked records: While browsing through records, whether via a viewport or a full screen list, you can "mark" individual records. "Marking" a record is like placing a tag on that record for future reference purposes. Marking records are useful when you wish to print a group of records that do not fall in sequential order. For instance, if you wanted to print record numbers 3, 8, 12, 30, 101, you could first mark them, and then print them as a group from the "Print options" sub-menu. To mark a record, press the <*> asterisk key. If the current record is not already marked, the "*" symbol will display above (or next to) the record. To unmark a marked record, likewise press <*>. Use the asterisk key to toggle between the two states. Add records: After a file has been retrieved or opened, the user can begin adding names, addresses, and "whatnot" to it. The "Add a new record" should be selected to perform this. This will place a new record behind the last current record. For instance, if the user currently has a file open with 134 records, selecting <A> will then add record #135, and prompt the user for data to enter into that record. When the user is finished entering all the data for a particular record, then press <F10>. Envelopes Plus... 4.1 page 9 ------------------------------------------------------------------------------ Delete existing records: The user may delete any record in an open file by pressing <D> from the Main Menu. If you press <D> once more from the resulting prompt below, you will delete the current record. ┌──────────────────────────────────────┐ │ │ │ Select type of record deletion: │ │ │ │ D Delete current record │ │ * Delete all marked records │ │ │ └──────────── [ESC] Cancel ────────────┘ Selecting the <*> asterisk key will delete ALL marked records. A marked record is identified by an asterisk over the top left corner of a viewport. A marker is a "tag" or "bookmark" that can later be used to print, export, or in this instance delete records as a GROUP. (See "Marked records" for more information concerning "*" markers). Edit a record: Should there be a need to make any changes to an existing record, then press <E> from the Main Menu. This will permit the user to make any corrections/additions. List all records: A quick way to get a general overview of the records in an open file is to select the "L) List all records" feature from the Main Menu. The listing that results will display as much information for each record as it can. Since a single record can contain over 270 characters, and a screen row contains only 80 characters, you will never be able to view all the data of a single record on one screen in this "list" display. However, you can use the cursor control keys to view the next column of data. You also use the cursor control keys (<PG UP> <PG DN>) to view the next or previous page of records. If you press the <ENTER> key, the record identified under the highlighted bar will be retrieved and displayed in its entirety in a viewport, returning you to the Main Menu screen. Retrieve existing records: In addition to the "L) List all records" method (just described above), the user can also retrieve a record by selecting "R) Retrieve a record" from the Main Menu. The user will then be prompted to enter a record number to retrieve... Envelopes Plus... 4.1 page 10 ------------------------------------------------------------------------------ ┌────────────────────────────────────────────┐ │ │ │ Enter record number to retrieve: │ │ │ └─────────── Press [ESC] to cancel ──────────┘ Press <ESC> to exit from this selection without retrieving a record. Generally, the only time you would use "R) Retrieve a record" is if you had a very large database and you wanted to jump to the middle of it rather than holding down the <DOWN ARROW> cursor key for 45 seconds or whatever. For instance, if your database contained 1000 records, you could retrieve record # 500 in a second, which would as a result place you in the middle of the database for future browsing and listing purposes. Memorizing record numbers that correspond with the data in a record is impossible. If your mortgage company's address is located at record # 56 today, it may be in a different position whenever you RESORT your database tomorrow. For these reasons you will most likely use the "L) List all records" or "S) Search for text" to retrieve a specific record. Use "R) Retrieve a record" only when you want to jump physically to a position in the database. Options: The following "Options" menu is available from the Main Menu by selecting <O>. ┌──────────────────────────────────┐ │ │ │ Select option: │ │ │ │ C Clear ALL markers │ │ E Export records │ │ F Filters │ │ M Mouse toggle on/off │ │ O Output port COM: 2 │ │ P Pack/compress file │ │ R Record format/style │ │ S Sort records │ │ T Transfer/copy record │ │ U U.S.P.S. standard: Y │ │ = Calculator │ │ │ └────────── [ESC] Cancel ──────────┘ Below is a summary of each of the "Options" functions: Envelopes Plus... 4.1 page 11 ------------------------------------------------------------------------------ Calculator: A calculator is available to the user by selecting <=> from the "Options" sub-menu. The calculator loses all values after one exits from this option, therefore keep a pencil handy. Export records: You can export records in your ENVELOPES PLUS... database file by using the "E) Export records" selection in the "Options" sub-menu. You can export data in three different formats, and can define a range of records to export in three different ways: Comma delimited ASCII: This format will place each field of data (e.g., first names, cities, phone numbers) within quotes ("") and separated by commas. Individual lines ASCII: This format places each field on a new line of a file. No quote marks or commas are used. dBase III compatible: This is a popular database format that can only be read/viewed with programs that support the dBase III file format (e.g. Alpha4, dBase III, FoxPro, etc.) Record format/style: ENVELOPES PLUS... can display records in two ways - formatted and UNformatted. An example of an unformatted record is a series of "FRAGILE" or "DO NOT BEND" or "Property of Freemont Industries" labels. An unformatted record is NOT divided into specialized fields like first name, zip code, phone numbers, etc. A formatted record, on the other hand, is divided in this fashion. Unformatted records are great for general purpose labels, like the ones mentioned above ("DO NOT BEND"). With an unformatted record, the user can place up to 6 lines of characters in whatever fashion they wish (see below): LABEL: RECORD: 1 FILE: EXAMPLE2.EP4 ┌───────────────────────────────────────────────┐ │ │ │ Description: Idler arm │ │ Brand: Moog │ │ Part no.: ES-404A │ │ Price: $34.95 │ │ ─────────────────────────────────────────── │ │ Acme Auto Parts (540) 371-5746 │ │ │ └───────────────────────────────────────────────┘ Envelopes Plus... 4.1 page 12 ------------------------------------------------------------------------------ When you create a brand new file the default is "formatted". This means that when you enter your first record, you will see your record divided into first name, last name, city, zip fields. Formatted records are used for mailing labels (see below). ┌──────────────────────────────────────────────────────────┐ │ │ │ Title: │ │ First name: ABC │ │ Last name: Company │ │ Postfix: │ │ Attention: │ │ Address: P.O. Box 63324 │ │ Address: │ │ City: St. Louis │ │ State: Mo. │ │ Zip Code: 63163 │ │ Country: │ │ Phone number: (501) 111-1212 │ │ Phone number: (501) 111-1213 │ │ Note file: {ENV_NOTE.FIL} │ │ │ └───────── [F1] Help [F10] Save [ESC] Abort ─────────┘ If, on the other hand, you want to generate a series of "HANDLE WITH CARE" labels, you would create a new file, and then open the "Options" sub-menu from the Main Menu, select "R) Record format/ style" and then select "G) General purpose unformatted". This will restrain dividing your records into "first name", "city" fields. You then can "A) Add a new record" from the Main Menu and enter your "HANDLE WITH CARE" labels. When adding records to a file, you should keep your addresses separate from your general purpose labels. Mixing the two types of formats in one file will create confusion and garbled looking viewports. No damage will result, but it just looks "uncool". Two sample files have been included on this disk. EXAMPLE1.EP4 is a sample of a typical file that uses the default "formatted" record format. EXAMPLE2.EP4 is a sample of a file that uses the general purpose "unformatted" record format. Canadian users have the additional option of choosing a special "formatted" record display that replaces "state" and "zip code" fields with "province" and "post code" fields. This option is accessible from the "R) Record format/style" selection in the "Options" sub-menu. Whatever record format selection you choose, it will be saved as the default for the file you are using so that you will not have to select this function a second time. Envelopes Plus... 4.1 page 13 ------------------------------------------------------------------------------ Mouse toggle: You can use a mouse with the program if your mouse is active. Personally, I prefer using the mnemonic method of selecting from menus, that is, pressing the highlighted letter from a menu. But for those of you who love mice, you can turn your mouse on from the "M) Mouse toggle on/off" selection in the "Options" sub-menu. The default setting when starting ENVELOPES PLUS... is mouse "OFF". Output COM port: "COM port" is short for "communication port". The term refers to the address/location of your modem (if your computer is equipped with one). ENVELOPES PLUS... can dial phones numbers in your database by pressing <ALT+D> or <ALT+C> from the Main Menu. The COM port number must be correct for this feature to work. If, when attempting a phone dial using the program, you receive an error message, you more than likely do not have the correct COM port set. Use this selection from the "Options" sub-menu to change your COM port number. After selecting the proper COM port, you will have the opportunity to enter any dialing prefixes that must be used when using your phone. ┌────────────────────────────────────────────────────┐ │ │ │ Long distance dialing prefix string: 9,1 │ │ Local dialing prefix string: 9, │ │ Internal dialing prefix string: │ │ │ └─────────────────── [ESC] Cancel ───────────────────┘ Long distance dialing: For instance, most long distance phone calls in the U.S. require that the caller dial a "1" before the area code and phone number. In this case, the user would enter a "1" in the "Long distance dialing prefix string" prompt above. A comma "," designates a short pause in dialing. You may not need to use a comma. It does not hurt anything if you enter a comma mark after the "1" however. When you initiate a call using ENVELOPES PLUS... <ALT+D>, the dialing prefix that you had entered in the above prompt will be dialed first, and then the phone number you have in the "Phone number" fields of your current record will be dialed. Envelopes Plus... 4.1 page 14 ------------------------------------------------------------------------------ Local/Internal dialing prefix: If there is a number you must dial prior to calling a local phone number, enter that number in the "Local dialing prefix" prompt (see above). Many phone systems require that you dial a number or series of numbers before you can dial a phone number, locally or long distance. If this is true of the phone you are using, then enter that number(s) FIRST in the appropriate prompts mentioned above. Clear ALL markers: Reference markers are like bookmarkers or tags. They can be permanently attached to a record for reference purposes. Records that have a reference marker attached can be deleted or exported as a group, and most useful of all, can be printed by group. A marker is placed and removed by pressing the asterisk <*> key from the Main Menu or "List all records" display. If a record is marked, a "*" will be displayed next to its record number above its viewport. To remove all reference markers from their respective records, the user can select "C) Clear ALL markers" from the "Options" sub-menu. This functions DOES NOT DELETE any records, but rather removes the "*" marker from all marked records - or in other words they become "unmarked". Pack/compress file: You may on occasion have a need to delete a record or two from a database file. You will notice that when you use the "Delete" function from the Main Menu, the record that is deleted is simply cleared or filled with blanks rather than physically removed from the database file. Although you can enter a new record overtop of the deleted/cleared record, some users may prefer to eliminate the blank record altogether. If this is the case with you, you will need to use the "Pack/compress file" function under the "Options" menu. This function will permanently remove all blank records from your database file. For instance, if your database file contains 100 records, and 12 of them are blank or have been "deleted/cleared", if you choose the "Pack/compress file" function, your database will be purged physically of the 12 blank records, and your database will then contain 88 records instead of 100 records. Envelopes Plus... 4.1 page 15 ------------------------------------------------------------------------------ Sort records: The user can sort records in ascending order by selecting "S) Sort records" from the "Options" sub-menu. All records in the current file will be sorted, then saved to disk. Sorting is performed in an ascending order based upon ASCII values and user defined sort criteria. The sorting options will vary depending upon the "record format" status. If the "record format" status is "unformatted" then the criteria are 1) record line, 2) column position, and 3) field length. If the "record format" status is "formatted" then the sort criteria are several: 1) First name, 2) Last Name, 3) Attention to:, 4) Address (2 types), 5) State, 6) Zip Code, 7) Phone number, 8) Country, or 9) Notes. Envelopes Plus... 4.1 page 16 ------------------------------------------------------------------------------ Sorting general purpose unformatted records: In the example below we have one general purpose unformatted record of a database file: LABEL: RECORD: 1 FILE: EXAMPLE2.EP4 ┌───────────────────────────────────────────────┐ │ │ │ Description: Idler arm │ │ Brand: Moog │ │ Part no.: ES-404A │ │ Price: $34.95 │ │ ─────────────────────────────────────────── │ │ Acme Auto Parts (540) 371-5746 │ │ │ └───────────────────────────────────────────────┘ It will be assumed that this record is a typical representation of all the other records in the file. If this is true, then one can sort all the records by "Brand name" by specifying the following sort criteria: ┌─────────────────────── Sorting criteria: │ │ Description: Idler arm Sort based upon line number: 2 ───── Brand: Moog │ Part no├───┬──┘4A │ Price: │34.│5 │ │ Beginning at column number: 8 ─────────────┘ │ │ Data range width (in columns): 8 ─────────────────┘ Once the sort criteria has been defined by the user, ENVELOPES PLUS... will first read all the records of the current file... ┌──────────────────────────────────────────┐ │ │ │ Reading records... │ │ │ └──────────────────────────────────────────┘ ...then the actual sort is performed... ┌──────────────────────────────────────────┐ │ │ │ Sorting 131 records... │ │ │ └──────────────────────────────────────────┘ Envelopes Plus... 4.1 page 17 ------------------------------------------------------------------------------ ...then the records will be written permanently to disk... ┌──────────────────────────────────────────┐ │ │ │ Writing sorted data to disk... │ │ 25% complete. │ │ │ └──────────────────────────────────────────┘ Transfer/copy record: While at the "Envelope/postcard" Main Menu, with two files currently open, the user can transfer/copy the current record to the end of the adjacent file. The "source" will be the active viewport (highlighted marker bar above viewport), whereas the "target" will be the adjacent viewport/file. U.S.P.S. standard: "U.S.P.S. standard" refers to the addressing standards required by the U.S. Postal Service. These standards are often required when sending mail in bulk or at a discount rate. Very simply explained, toggling this option "ON" will capitalize all letters of a record, removing unnecessary characters (e.g. periods, commas). Envelopes Plus... 4.1 page 18 ------------------------------------------------------------------------------ Filters: When working with an .EP4 file configured as "formatted" (i.e., name, address, zip code fields, etc.) there are times when you may wish to hide or turn off a particular field. For instance, should you wish to create name tags by printing just the first and last names of a series of records, you can accomplish this through the use of filters. By turning on or off individual fields, you can customize the appearance of records on the screen and during printing. In our example above, you would turn off all fields except the first and last name fields in the "Print" column. An "N" is used to turn off a field, whereas "Y" is used to turn on a field. Then when you print to labels, only the first and last names of each record will be printed, resulting in name tags. ┌──────────────────────────────────────┐ │ │ │ Filter display/print fields: │ │ │ │ Display (Y/N) ────────┐ │ │ Print (Y/N) ─────┐ │ │ │ │ │ │ │ Title: N Y │ │ First name: Y Y │ │ Last name: Y Y │ │ Postfix: N Y │ │ Attention: N Y │ │ Address 1: N Y │ │ Address 2: N Y │ │ City: N Y │ │ State: N Y │ │ Zip Code: N Y │ │ Country: N Y │ │ Phone 1: N Y │ │ Phone 2: N Y │ │ Note file: N Y │ │ │ └── [F3] Display-Print [F10] Save ──┘ Envelopes Plus... 4.1 page 19 ------------------------------------------------------------------------------ Reference file: One of the unique features of ENVELOPES PLUS... is the ability to attach a reference file to each record. A reference file is a sequential text file consisting of a maximum of 100 lines that is linked to a record. Before a reference file can be created, a "pointer" must exist in your record. This pointer is simply a file name (or path and file name) and is entered on the "Note file" field in a "formatted" record. This file name is set apart from any other data in the "Note file" field by { } brackets. ┌──────────────────────────────────────────────────────────┐ │ │ │ Title: │ │ First name: ABC │ │ Last name: Company │ │ Postfix: │ │ Attention: │ │ Address: P.O. Box 63324 │ │ Address: │ │ City: St. Louis │ │ State: Mo. │ │ Zip Code: 63163 │ │ Country: │ │ Phone number: (501) 111-1212 │ │ Phone number: (501) 111-1213 │ │ Note file: {ENV_NOTE.FIL} │ │ │ └───────── [F1] Help [F10] Save [ESC] Abort ─────────┘ In the example above "{ENV_NOTE.FIL}" is the "pointer". Once you have entered a "pointer" in the "Note file" field, you can return to the Main Menu and select "N) Note file, Open". This will open a file named "ENV_NOTE.FIL" and will allow you to enter up to 100 lines of notes in a full screen editor. If "ENV_NOTE.FIL" already exists, the contents of this file will be read and displayed in the full screen editor so that you can view or edit its contents. Please note, the "pointer" file name must follow DOS conventions (eight characters, followed by a period, with a three character extension). You can include a drive designator or path in the "pointer". For example {A:\NOTES\TESTING.123} and {C:\ENV\CLIENT.302} are valid "pointers". Reference files give the user more room to enter data that does not fit into the standard fields of last name, state, zip, etc. Use a note file to attach details about the person or company listed in your records. Great for tracking sales on customers! Envelopes Plus... 4.1 page 20 ------------------------------------------------------------------------------ Default sender file/record - "SENDER.EP4": When the user loads ENVELOPES PLUS... the program looks for a file named "SENDER.EP4". If this file exists, then its first record will be loaded automatically and used as the default "Sender" record when in the "envelopes" option. To create this default file simply use the "O) Open a new data file" option from the "F) File management" sub-menu, and name the new file "SENDER". Search for text in a file: No one is expected to memorize the record numbers that correspond to each record. How then does one find the record that contains the address for, lets say, "Smithfield International"? One way is to perform a "L) List all records" from the Main Menu. A quicker method of finding a particular record is to select "S) Search for text" from the Main Menu. The user will then be prompted for a string of text. In the example of "Smithfield International", we can search for "Smith" or "Smithfield" or "FIELD" or "National". Any matches that occur during the search process will be brought to the user's attention. ┌──────────────────────────────────────────────────────────┐ │ │ │ Enter text to locate: international │ │ │ └───── [ALT-F] for previous search or [ESC] to cancel ─────┘ In the above example, each record will be searched in its entirety for the string "INTERNATIONAL". The text to locate can be entered in whatever case you wish - uppercase or lowercase. The search that is performed is case INsensitive. When a match has been found, the following message will appear: ┌──────────────────────────────────────┐ │ │ │ A match has been located. │ │ Continue searching? │ │ │ │ Yes No │ │ │ └──────────────────────────────────────┘ In addition to the above message, the record in which the match has been found will be displayed in the active viewport on the screen. If the user wishes to continue searching, answer the above prompt message with <Y>. If the search function has indeed located "Smithfield International", then answer <N> to stop the search. Envelopes Plus... 4.1 page 21 ------------------------------------------------------------------------------ Printing: To print an envelope, postcard, label, Rolodex card or reference file the user must select <P> from the Main Menu. After this selection the following Print sub-menu will appear: ┌────────────────────────────────────┐ │ │ │ Select print option: │ │ │ │ C Print Rolodex cards now │ │ D Direct output to file: N │ │ E Print envelopes now │ │ F From record: 1 to: 1 │ │ L Print labels now │ │ M Miscellaneous printing │ │ P Printer escape codes │ │ Q Quantity per record: 1 │ │ S Size: 1.94" x 3.50" x 1 │ │ T Tab/margins adjust: 1 │ │ * Print marked records: N │ │ │ └─────────── [ESC] Cancel ───────────┘ What follows on the next pages is an overview of the various print options available from this menu. Direct output to file: This option from the "Print" sub-menu allows the user to redirect all output normally sent to the printer to a disk file instead. The disk file that will be created will be named "ENVPRINT.OUT". This file name cannot be changed from within the program. If "ENVPRINT.OUT" already exists, it will be overwritten when printing begins. Print marked records: If the user wishes to print as a group all the marked records in a file (i.e., records with reference "*" markers attached) then choose the "*) Print marked records" selection from the "Print" sub-menu. If no records have been marked "*", then this option will not work. When the user toggles the "*) Print marked records" to "ON", then this will at the same time disable the "F) From record: #### to: ####" selection. Envelopes Plus... 4.1 page 22 ------------------------------------------------------------------------------ From record # to #: If you wish to print a range of envelopes (or labels), say for example starting at record #24 and ending at record #31, the user must specify this "from/to" range from the "Print Options" menu. ┌────────────────────────────────────────────────────┐ │ │ │ Print from record # 24 to record # 31 │ │ │ └───── [Alt C] for current record, [ESC] Cancel ─────┘ Sizes: ENVELOPES PLUS... uses the following defaults sizes when printing: Envelopes: 4.12" x 9.5" Labels: 0.94" x 3.5" (15/16" x 3.5" Avery 4145) Rolodex cards: 2.25" x 4" Should you wish to change these defaults, choose the "S) Size" selection from the "Print options" sub-menu. You will be prompted to select from several choices the height and width of your output (and if using labels, the number of columns). For odd size envelopes that do not fall into any of the following predefined sizes, choose the "I) Other - user defined" selection to customize a new dimension. ┌──────────────────────────────────┐ │ │ │ Select envelope size: │ │ │ │ A 3.625" H x 6.5" W │ │ B 4.125" H x 9.5" W │ │ C 5.50 " H x 7.5" W │ │ D 6.0 " H x 9.0" W │ │ E 6.5 " H x 9.5" W │ │ F 9.0 " H x 12.0" W │ │ G 9.5 " H x 12.5" W │ │ H 10.0 " H x 13.0" W │ │ I Other - user defined │ │ │ └────────── [ESC] Cancel ──────────┘ Envelope sizes must be between 3.5" to 9" in height, and 5" to 12" in width. Any entries beyond these limits can not be printed.) Envelopes Plus... 4.1 page 23 ------------------------------------------------------------------------------ Until the user becomes familiar with ENVELOPES PLUS... they may wish to practice printing envelopes on blank sheets of paper. This might be necessary in order for the user to learn how ENVELOPES PLUS... positions and prints text. When you are comfortable with how to position the paper in your printer, then move on to actually using envelopes, but please never insert CLASP envelopes into your printer! You can change the way ENVELOPES PLUS... positions text on an envelope by selecting a new envelope size. If your addresses are printing too high, or too low on an envelope, increase or decrease the height of the envelope by using "I) Other - user defined" and entering an adjusted value. If you are using a laser printer to print envelopes, and you must insert envelopes lengthwise, then you will need to use a printer code file to reset your printer and send it the necessary printer codes for landscape printing. See the section in this documentation dealing with printer code files for more information. ┌─────────┐ B │ │ <─ If envelope is fed in lengthwise, use a .PCD file! A │ Laser │ ┌─────┐ C │ printer │ └─────┘ K │ │ └─────────┘ There are 2 sample printer code files (.PCD) on the distribution diskette: HPLJ2&3.PCD - To be used on Hewlett-Packard LaserJet series II and III printers where the envelope slot is located IN THE MIDDLE OF the paper tray. HP2P_PLS.PCD - To be used on Hewlett-Packard LaserJet series IIP personal printers where the envelope slot is located AT THE FAR RIGHT OF the paper tray. These files must be accessed only once prior to printing, and are configured to print a standard 4.125" x 9" envelope with the corresponding HP laser printer. Most other laser printers (Okidata, Panasonic, etc.) emulate the HP LaserJets, so if you do not own a HP LaserJet, you may be able to use one of the two .PCD files mentioned above. Please give them a try before writing for technical support! Envelopes Plus... 4.1 page 24 ------------------------------------------------------------------------------ Bulk rate stamps: For those businesses or organizations that use bulk rate prestamped envelopes or postcards, ENVELOPES PLUS... offers the convenience of printing a bulk rate stamp on each envelope. You can find this selection AFTER choosing the "S) Size" selection from the "Print options" sub-menu. After selecting an envelope size, you will be prompted to use or ignore a stamp imprint. You will also have to confirm whether your printer is capable of printing graphic characters (used for the borders of the stamps). After this selection, the following screen layout will appear: Format 1 Format 2 Format 3 ┌───────────────────┐ ┌───────────────────┐ ┌───────────────────┐ │ BULK RATE │ │ BULK RATE │ │ NON PROFIT ORG. │ │ CAR-RT SORT │ │ U.S. POSTAGE │ │ U.S. POSTAGE │ │ U.S. POSTAGE PAID │ │ PAID │ │ PAID │ │ CITY, STATE │ │ CITY, STATE │ │ CITY, STATE │ │ PERMIT NO. │ │ PERMIT NO. │ │ PERMIT NO. │ └───────────────────┘ └───────────────────┘ └───────────────────┘ ┌──────────────────────────┐ │ │ │ Select stamp format: │ │ │ │ 1 Format 1 │ │ 2 Format 2 │ │ 3 Format 3 │ │ │ └──────────────────────────┘ Three different stamps are available to the user. They are identified as "Format 1" through "Format 3". By making a selection from the "Select stamp format" sub-menu, the user will have the opportunity to make any editing changes that might be necessary (e.g., adding correct permit no., etc.). Print mailing labels/Rolodex cards: Before actual printing of any label or Rolodex card the user should specify the size of the label/card that will be used, and any record range (i.e., from record # ? to record # ?). Envelopes Plus... 4.1 page 25 ------------------------------------------------------------------------------ If any adjustment to the printer's left margin is needed, enter the appropriate number of spaces for the tab/margin. ┌──────────────────────────────────────┐ │ │ │ Enter left margin/tab value: │ │ │ └──────────── [ESC] cancel ────────────┘ Before actual printing commences, the user must also select the printer advance option ("M" for manual, or "A" for automatic). "Manual" advance means that before each label is printed the user will be prompted to press a key. "Automatic" advance means that after the first key is pressed all labels will print without any additional prompting. The user can switch between "Manual" and "Automatic" in the middle of a print session if one so chooses. In such a case, press "M" or "A" accordingly while the labels are printing. If a change does not occur, try pressing "M" or "A" again. ┌────────────────────────────┐ │ │ │ Printer advance: │ │ │ │ A Automatic │ │ M Manual │ │ │ └────────────────────────────┘ Envelopes Plus... 4.1 page 26 ------------------------------------------------------------------------------ If you make any mistakes on entries, or should you wish to cancel the print job, press the <ESC> key at the following prompt: ┌────────────────────────────────────────────────┐ │ │ │ Press any key to begin printing │ │ or [F1] for options. │ │ │ └────────────────────────────────────────────────┘ If you press the [F1] key at this prompt, the following option window will be displayed: ┌──────────────────────────────────────────────────────────┐ │ │ │ [ALT-I] Initialize printer [ALT-J] Eject page │ │ [-] Decrease tab by 1 [ALT-L] Line feed │ │ [+] Increase tab by 1 [ESC] Escape │ │ │ │ Or press any other key to begin printing... │ │ │ └──────────────────────────────────────────────────────────┘ If you press any other key besides <+>, <->, <Alt-I>, <Alt-L>, or <Alt-J>, printing will begin. A line feed can be sent to the printer when the above box is on the screen by holding down the <ALT> key and pressing <L> at the same time; likewise <Alt-J> for a page eject. <Alt-I> will send the codes created and stored under the INITPRNT.PCD file to the printer. This should be used to initialize the printer, if needed. Quick tip: A form feed command can also be sent to the printer from the Main Menu by using the <Alt-J> key combination. Printer codes: Printer codes can be sent to the printer from ENVELOPES PLUS... To create a new set of print codes that will be sent to the printer at print time, select "P) Printer escape codes" from the "Print options" sub-menu. Envelopes Plus... 4.1 page 27 ------------------------------------------------------------------------------ ┌────────────────────────────────────┐ │ │ │ Printer code options: │ │ │ │ C Create new .PCD file │ │ D Delete .PCD file │ │ E Edit current .PCD file │ │ I Initialize printer help │ │ M Clear .PCD from memory │ │ R Retrieve .PCD file │ │ T To continue... │ │ │ └──── Current .PCD file: PRESTIGE ───┘ There are two formats for entering printer codes: 1) decimal values, or 2) ASCII characters. In both cases the user is permitted to alter/change how each of the 6 available record lines will be printed. With the following box on the screen the user must enter the codes one line at a time. Any blank lines will use whatever codes were last entered. For instance, in the example below, lines 2 through 3 will use the same printer codes that were entered on line 1. Likewise, lines 5 and 6 will use the codes entered on line 4. Do NOT enter a Chr$(27) escape code at the beginning of each line. This is done automatically by the program. Any additional Chr$(27)'s that may be needed for subsequent commands on a line should indeed be entered. ┌──────────────────────────────────────────┐ │ │ │ Enter your printer codes │ │ for each line below: │ │ │ │ 1 (s15H │ │ 2 │ │ 3 │ │ 4 (01f(0b1T │ │ 5 │ │ 6 │ │ │ │ Note: Use the [-||-] keys to move │ │ the cursor. Use the [DEL] key to │ │ remove any unnecessary characters. │ │ │ └──────────── [F10] to continue ───────────┘ Decimal values: For codes that are entered based upon their decimal values, a comma MUST FOLLOW each number. For instance, if the printer code for condensed printing is ESC + decimal value 15, then... Envelopes Plus... 4.1 page 28 ------------------------------------------------------------------------------ 15, ...must be entered on the proper line. Note: Always end with a comma! ASCII characters: For codes that are entered based upon actual ASCII characters, NO COMMAS are necessary. For example... ┌──────────────────────────────────────────┐ │ │ │ Enter your printer codes │ │ for each line below: │ │ │ │ 1 (s15H │ │ 2 (01f(0b1T │ │ 3 │ │ 4 │ │ 5 │ │ 6 │ │ │ │ Note: Use the [-||-] keys to move │ │ the cursor. Use the [DEL] key to │ │ remove any unnecessary characters. │ │ │ └──────────── [F10] to continue ───────────┘ Please be aware that when using printer codes that produce proportional spacing, or smaller or larger than normal text, then multiple column LABEL printing (2 to 4 columns) will not work properly. This is true also when printing envelopes. These special print codes (proportional spacing, etc.) should be used only with single column labels. If the user finds unwanted characters while printing (at the beginning of each line), most likely the printer code was entered incorrectly. Select the "E) Edit current .PCD file" and make the appropriate corrections. If the user is uncertain as to the proper codes to enter, send a copy of the pages of your printer manual that list/reference the available printer codes to the author below, ALONG WITH A SELF-ADDRESSED STAMPED ENVELOPE, and we will try to assist you. All new .PCD files that are created are saved automatically after the user enters a file name. A window will prompt the user for a file name (not to exceed 8 characters). The extension ".PCD" will then be added automatically to the file name and saved. Deleting a .PCD file: To delete an existing ".PCD" printer code file from disk, select "D) Delete .PCD file". Envelopes Plus... 4.1 page 29 ------------------------------------------------------------------------------ Retrieving a .PCD file: The user can load any existing ".PCD" file from disk by selecting "R) Retrieve .PCD file". Retrieving a printer code ".PCD" file will load the printer codes into memory. Clearing printer codes from memory: To clear all printer codes from program memory select "M) Clear .PCD from memory". This selection does NOT delete files, nor does it reset printers. To reset a printer see "Initialize printer" below. Initialize printer: Before data records are ever sent to your printer, the printer prompt window appears, as seen below: ┌────────────────────────────────────────────────┐ │ │ │ Press any key to begin printing │ │ or [F1] for options. │ │ │ └────────────────────────────────────────────────┘ Upon entering the <Alt-I> keystroke at this point in the program ENVELOPES PLUS... will respond by sending the contents of a printer code file "INITPRNT.PCD" to the printer. This assumes that there exists a file named "INITPRNT.PCD". To create this printer code file, used for initializing a printer before each print job or record, select the "C) Create new .PCD file" from the "P) Printer escape codes" sub-menu. Enter the appropriate printer codes that are necessary to reset/initialize your printer on the FIRST LINE of this file. Then save this .PCD file under the name "INITPRNT". After creating this specific .PCD file, ENVELOPES PLUS... will retrieve the first line of it and send it to the printer at the <Alt-I> keystroke before printing. Most users will not need to use the INITPRNT.PCD ever. It is to be used only on special occasions. For the most part you can ignore this feature. Disclaimer: The author makes no warranties, expressed or implied, as to the quality or performance of this program. The author will not be held liable for any direct, indirect, incidental or consequential damages resulting from the use of ENVELOPES PLUS... Your use of the program constitutes your agreement to this disclaimer and your release of the author from any form of liability or litigation. Envelopes Plus... 4.1 page 30 ------------------------------------------------------------------------------ Technical support: If your copy of ENVELOPES PLUS... fails to start from the DOS prompt, contact the source from which you purchased the disk. You may have received a bad copy. The program author will not be obligated to fix defective disks that vendors sell you. I am not a repairman for vendors' mistakes or damage. Nevertheless, I do stand behind my programs and go the extra mile to help users find solutions to their problems. I do, however, expect that you make my job in solving your problems as easy as possible. When writing to report a problem, BE AS DETAILED AND SPECIFIC AS POSSIBLE! Give us details, details and more details! Screen printouts help, as well as sample output (labels, envelopes, etc.) so that I can see what you are talking about. I will also need details on your computer and your printer. What make and model printer are you using? Is it a laser, dot matrix, inkjet? Does the program work on another computer? Last, but not least, please include a large self-addressed U.S. stamped envelope so that a reply will be guaranteed. Distribution and copying: ENVELOPES PLUS... is copyrighted software that is being offered to the user under the shareware concept - i.e., "try before you buy". ENVELOPES PLUS... IS NOT FREE SOFTWARE. If the user finds that this program is useful, then they are LEGALLY OBLIGATED to register their copy with the author. Users are permitted to make copies of the shareware EVALUATION disk and pass them on FREELY. Shareware and public domain distributors may distribute this program ONLY IF ALL of the following conditions are met: 1) No changes or alterations are to be made to ENVELOPES PLUS... this includes all program related data files. The documentation likewise is not to be changed or published or sold separately. 2) No one may sell ENVELOPES PLUS... 3) Shareware vendors must contact the program author before making this program available to the public to insure that the latest version is being offered IF the ENVELOPE.EXE file is dated over 2 years old. 4) Shareware CDROM publishers may include the original .ZIP on any CDROM project provided that the files are not more than 2 years old. Envelopes Plus... 4.1 page 31 ------------------------------------------------------------------------------ Author: Philip P. Kapusta P.O. Box 5423 Falmouth, Va. 22403 U.S.A.