Address Master - Version 3.0 Copyright (C) 1990, 1991 by Valueware! All Rights Reserved. October 14, 1991 Table of Contents 1.0 Why Use Address Master 3.0? . . . . . . . . . . . . . . . 1 1.1 Address Master 3.0 - Features . . . . . . . . . . . . 2 1.1.1 New Features In Version 3.0 . . . . . . . . 3 1.2 A Word About the Distribution Method . . . . . . . . 4 1.3 Copyright Notice, Disclaimer, Trademark Acknowledgements . . . . . . . . . . . . . . . . . . 5 2.0 System Requirements . . . . . . . . . . . . . . . . . . . 6 2.1 System Organization . . . . . . . . . . . . . . . . . 6 2.2 Cursor Control Keys . . . . . . . . . . . . . . . . . 6 3.0 Using Address Master 3.0 . . . . . . . . . . . . . . . . . 8 3.1 Main Menu . . . . . . . . . . . . . . . . . . . . . . 8 3.2 Address Listing . . . . . . . . . . . . . . . . . . . 9 3.2.1 Enter a New Address . . . . . . . . . . . . 9 3.2.2 Changing a Record . . . . . . . . . . . . . 12 3.2.3 Address Listing - "Find" . . . . . . . . . 12 3.2.4 Deleting a Record . . . . . . . . . . . . . 12 3.2.5 Printing Address Labels . . . . . . . . . . 12 3.2.6 Printing Rolodex Cards . . . . . . . . . . 12 3.2.7 Categories - Assign/Enter/Change/Delete . . 13 3.2.8 Entering/Changing/Deleting State Abbreviations . . . . . . . . . . . . . . . 14 3.3 Address Printing . . . . . . . . . . . . . . . . . . 14 3.4 Memo Writing/Printing . . . . . . . . . . . . . . . . 16 3.4.1 Enter/Change Memos. . . . . . . . . . . . . 17 3.4.2 Print Memo For One Name. . . . . . . . . . 17 3.4.3 Print Memo For One Category. . . . . . . . 17 3.4.4 Print Memo For All Names. . . . . . . . . . 18 3.5 System Utilities . . . . . . . . . . . . . . . . . . 18 3.5.1 Change Default Colors . . . . . . . . . . . 18 3.5.2 Set Printer Spacing . . . . . . . . . . . . 18 3.5.3 Set Printer Codes . . . . . . . . . . . . . 18 4.0 Other Information . . . . . . . . . . . . . . . . . . . . 20 4.1 Printer Labels . . . . . . . . . . . . . . . . . . . 20 4.2 Rolodex Cards . . . . . . . . . . . . . . . . . . . . 20 4.3 Address Book . . . . . . . . . . . . . . . . . . . . 20 4.4 Command Line Switches . . . . . . . . . . . . . . . . 21 4.5 Note Regarding the "Last Name" Field . . . . . . . . 21 4.6 Memory Saving Option With Address Master . . . . . . 22 Appendix A . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 i Appendix B . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Appendix C . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 ii 1.0 Why Use Address Master 3.0? At Valueware!, we believe that in order to make good software, it must be compatible with the real world. All too often, software looks good at first glance, but it is really too complicated, unfriendly or just not practical enough to keep using it. A good example of this is "address labelling" software. When you need to send out a letter, an address management program which prints labels can be a help. Or, if you are in your office where your PC runs continuously, it can be used quite conveniently to look up addresses and/or phone numbers. Solving these two problems is relatively straight-forward and normally a part of any "real" address management software. But, often these problems alone do not provide enough justification to invest the time and money to maintain an address database. Consider the following situations: 1. You have fairly frequent mailings sent to a subset of your address database - like to all salesmen in one district, or to the members of a specific committee within a club membership roster. Do you have to look up each person individually from a handwritten list, then use the program to call up each person one at a time to print each label? 2. When you are home and you need to look up the correct spelling of someone's name, their address or phone number, do you turn on your computer, load the address management program, then call up the name to find out what you need? 3. You have a letter which you would like to send to a number of people (for example, a Christmas letter) and want to have a personalized address and salutation at the top rather than just a "form" letter. If your address management software cannot handle these situations, the normal result is that the program does not get used. "Address Master" is designed specifically to solve these problems. It solves the first situation by allowing each name in the file to be cataloged into an infinite number of user-defined categories. Labels can be printed for all names within a category with just one action. The second situation is solved by having the ability to print a complete paper-based address book and/or create Rolodex cards for each address entry. You can use the address book and/or Rolodex cards by the phone or on your desk for "lookup" needs and use "Address Master" for all your labelling jobs. The third situation is solved by having the ability to create and save form letters which allows for individual addressing and salutation. While there are any number of address labelling programs available, we believe that you will find "Address Master" the one which fits best into the real world. 1 1.1 Address Master 3.0 - Features a) Unlimited Number of Entries. The size of your database is only limited by the space on your disk. b) Prints Address Labels. You can use any sized labels or envelopes. The spacing is completely user-definable. c) Create Paper-Based Address Book. Can be customized to use any sized paper. d) Create Rolodex File Using Standard Continuous Form Rolodex Cards. "Address Master" will print all cards to make the first (or extra) sets of Rolodex cards. Then, maintain the cards by printing them one at a time. e) Categorize Each Address Entry. Each name can be cataloged into an infinite number of user-defined categories. Address labels can be printed for any category just by selecting the category to print. f) Create customized form letters. An infinite number of 2+ page memos can be created which are individually addressed, including customized salutation. g) Unique "Find" function. You can find almost any address entry at just the touch of a couple of keys, no matter how big the file is. h) Automatic State Abbreviation Lookups. The state field uses the standard two-letter abbreviation. If you don't know the right abbreviation (is Minnesota "MN" or "MI"?), just press "Enter" and a table listing is presented from which to choose. i) Room For Two (2) Address Lines. Provides two lines for the address to handle street addresses like: 123 Any Street Apt. B-1 If you don't use the second address, it won't print an empty line and make your labels look poor. j) Room For Three (3) Telephone Numbers. Provides space for home, work and fax telephone numbers. k) Five (5) or Ten (10) digit ZIP code. Use either 5- or 10- digit ZIP codes. Either will be formatted correctly. l) Optional Notes Field. An extra four (4) lines are provided for any notes, such as birthdays, kids names, etc. If you don't use them, they won't print and won't take up any disk space. 2 m) Windows-like Interface. Multiple windows open and overlay each other as different functions are called - it's quick and easy to use. You don't need to go up and down through endless menu structures to accomplish what you want. n) Color or Monochrome. This is especially useful for operation on a laptop. o) On-line Help. You'll always know exactly what options are available simply by pressing "F1". p) Automatic File Caching. Extra DOS memory is dynamically utilized by caching the file and its indexes to speed performance. 1.1.1 New Features In Version 3.0 Since the initial release of Address Master 1.0, there have been two major releases, Version 2.0 (including maintenance update 2.1) and Version 3.0 which is a complete rewrite. The improvements from Versions 1.0 to 2.1 are outlined in Appendix C. The new features in Version 3.0 make "Address Master" even more versatile and easy to use: 1. A paper-based address book can now be created on any sized paper. Print the entire book once, then print the names for a specific letter of the alphabet to maintain it. 2. An infinite number of 2+ page form letters can be created, saved and printed with address and customized salutation for each name. They can be printed for one name, all names in a category or all names in the address file. 3. Printer control characters can now be sent to the printer to set compressed and/or bold print styles. 4. There is no longer a limitation to the number of categories which can be assigned to a specific name. 5. The reporting system has been significantly expanded to be more complete and flexible. 6. Fax Number and Salutation fields have been added to each address entry. 3 1.2 A Word About the Distribution Method We at Valueware! are great believers in the shareware distribution channel. But we are also realists. Therefore, the shareware version of "Address Master" will not allow adding more than 25 entries. Other than this one limitation, the system is completely operational. This many records should be enough for you to evaluate "Address Master," determine that it's a great program to manage your addresses and make a purchase decision. But, instead of you sending us the license fee and then we copy and send disks through the mail, we think we've got a better and easier way. Since you have most likely downloaded "Address Master" from some type of BBS, you must have a modem and are comfortable with the process of downloading software. So we'll take advantage of that. To receive the fully-operational version of "Address Master," just follow these simple instructions: 1) Complete the Registration Form (Appendix A). 2) Send the completed registration form along with a check or money order for $19.95 (plus $1.40 sales tax for Ohio residents only) to: Valueware! Inc. 651 Grayton Rd. Berea, OH 44017 3) Allow one (1) week then call the Valueware! BBS on: (216) 234-9643 (300, 1200, 2400 baud) 4) Sign on to the BBS using the EXACT name and password you used on the registration form and follow the special instructions to download the latest, fully-operational version of "Address Master." If for any reason you have not downloaded the fully-operational version after four (4) weeks from our receiving the registration form and license fee, the money will be returned and/or check destroyed. By using this distribution procedure, we can minimize the administrative process, cut down on the hazards of mailing disks and save you the postage costs. (If you prefer receiving "Address Master" on diskette, see Appendix A). You are encouraged to distribute the shareware version of "Address Master." All we ask is that it be done by using the ORIGINAL file, "ADDRMST3.ZIP". The Valueware! BBS always has the latest version of "Address Master" available for downloading to each caller. In addition, all other Valueware! software products can be downloaded for evaluation. You are welcome to call the BBS anytime. 4 1.3 Copyright Notice, Disclaimer, Trademark Acknowledgements "Address Master" is copyrighted by Valueware! Inc. It is distributed exclusively by using the shareware concept. If you find "Address Master" of value, please register it. Although "Address Master" has been thoroughly tested, this software has no warranty, either expressed or implied. The use of this software is at the user's own risk. Valueware! Inc. shall in no way be responsible for any special, incidental, consequential or other damages resulting from the use and/or misuse of this software. Every effort has been made to test this software and its documentation for possible errors, but no guarantee to that effect is made. DESQview is a trademark of Quarterdeck Office Systems. IBM is a trademark of International Business Machines Corporation. Rolodex is a trademark of Rolodex Corporation. Windows is a trademark of Microsoft Corporation. 5 2.0 System Requirements "Address Master" is designed to run on an IBM PC or compatible computer. It requires a floppy drive with at least 450k free to hold the program and data files, although a hard disk is recommended. It has run successfully with over 400 addresses with as little as 385k of free memory (determined using CHKDSK). Time-sensitive routines have been optimized such that performance on an original 4.77 mhz PC is quite acceptable. Important! Because "Address Master" opens a number of files during operation, make sure your CONFIG.SYS file contains the following: FILES = 25 <--- Must be at least 25. If you get a "too many files" error when the program first loads, make the number of files greater than 25. BUFFERS = 20 <--- Optional; if you don't use a disk cache, this will speed performance significantly (see your DOS manual). "Address Master" has been tested and runs successfully under DESQview and Windows (including Version 3.0). 2.1 System Organization Because "Address Master" is designed expressly to be practical and easy to use, there are a minimum number of menus required to access all of its functions. Basically, the system is set up with one main menu from which everything is accomplished. Generally, "Address Master" works like this: a) Pick an option from the main menu by highlighting it using the arrow keys and pressing "Enter". b) When the table listing of names/addresses is shown, records are edited by highlighting the appropriate name and pressing the "Enter" key, added by pressing the "Insert" key or deleted by pressing the "Delete" key. Address labels of the highlighted record are printed by pressing "F2" and Rolodex cards are printed by pressing "F3". c) On-line help is always available just by pressing "F1". 2.2 Cursor Control Keys When entering data into "Address Master," the following control keys are used in entry fields: Left Arrow Moves the cursor left. Right Arrow Moves the cursor right. 6 Home Moves the cursor to the first space in the entry. End Moves the cursor to the space after the last character. Ins Toggles between overwrite and insert modes. Del Deletes the character at the cursor and pulls left. Ctrl-Home Erases the entire entry field. Ctrl-End Erases from the cursor to the end of the field. Backspace Deletes the character to the left of the cursor and moves the cursor left one space. 7 3.0 Using Address Master 3.0 To begin using "Address Master," copy all the files into one directory (for example, \AM) and type: ADDRMSTR <--- Press "Enter" "Address Master" will automatically create and/or open all necessary files, even recreating index files if required. You will then be presented with the main menu. 3.1 Main Menu ============================================ | Address Master 3.0 - (C) 1991 | | 10/14/91 | |============================================| | | | | | Enter/Change Addresses | | | | Address Printing | | | | Memo Writing/Printing | | | | System Utilities | | | | Quit | | | | | | | ================[ F1 - Help ]======= 224.6k | The menu items will be explained in a moment. However, before doing anything else, the first thing you should do is press "F1" for help. Notice that the help screen overlays the main menu. This is the way all the windows work throughout the system. After reading the help screen, press "Enter" to return to the main menu. Notice the number at the bottom-right side of the menu. This is the amount of free memory available. If it drops below 10k, you should increase the amount of memory available to "Address Master" (see Section 4.6). Most menus incorporate this feature. An explanation of what each of the menu items does follows: Enter/Change Addresses. This is the option you will use most often. From here you can: a) View the address listings. b) "Find" an address. c) Enter/change/delete addresses. d) Print address labels (one at a time). e) Print Rolodex cards (one at a time). f) Enter/change/delete categories. g) Enter/change/delete state abbreviations. 8 Address Printing. This brings up a sub-menu from which various address listings/reports are accomplished. Memo Writing/Printing. This brings up a sub-menu from which you can: a) Enter/change/delete memos. b) Print memos for one name, all names in a specific category or all names. System Utilities. This is where the system utilities are. From here you can: a) Change the display: color or monochrome. b) Set rolodex/label/address book spacing. c) Set printer codes. Quit. This will return you to the operating system. 3.2 Address Listing The best way to learn how to use "Address Master" is by using it. The next sections will be explained in a tutorial format. Start by selecting "Enter/Change Addresses" from the main menu. You can select a menu item either by using the arrow keys to highlight the item or by pressing the first letter of the item you wish to select. You will be presented with a listing of addresses: ==================================================================== | Address Master 3.0 - (C) 1991 | | 10/14/91 | |====================================================================| | Find (Last Name): | | | | Name City St Home Phone | | ---------------------------- -------------- ---- ---------------- | | John Doe Anytown OH (111) 111-1111 | | Mr. & Mrs. John Smith Anytown CA (222) 222-2222 | | | | | | | | | |--------------------------------------------------------------------| | F1 - Help F2 - Print Label F3 - Print Rolodex | =============================================================206.4k | Two fictitious address have been entered for you. We will delete them in a moment. For now, let's enter a new address. 3.2.1 Enter a New Address Press the "Insert" key. The following entry screen will overlay the address listing: 9 ============================================================= | Address Master 3.0 - (C) 1991 | |=============================================================| | | | Record will be Added | | | | Last Name: | | | | Full Name: | | Address: | | Address: | | City: | | State: Zip: | | | | Home Phone Number: (000) 000-0000 | | Work Phone Number: (000) 000-0000 | | Fax Number: (000) 000-0000 | | | | Salutation: | | | | Notes: | | | | | ========================[ F1 - Help ]================ 197.8k | Press "F1" for help to see how to maneuver around the entry screen with arrow keys, "ESC", "Enter", "Ctrl-ESC", "Ctrl-Enter" and the use of "F2" to list/assign/enter categories. Notice the message, "Record will be Added", telling you that you're adding a new record. Enter your own personal address as follows: Last Name: <--- Enter your last name only. This is used to sort the names so they will list alphabetically. (Example: Jones). Full Name: <--- Enter your full name. This will be the line used on address labels. (Example: Mr. & Mrs. John Jones). Note that the cursor will be in "insert" mode with the last name already appearing on the line so it does not need to be retyped. (See Section 4.5 for more information). Address: <--- Enter the first line of your street address. (Example: 123 Any Street). Address: <--- Enter the second line of your street address. (Example: Apt. #1). Leave the line blank if you don't need it. City: <--- Enter your city. (Example: Anytown). State: <--- Enter your state using the two-letter abbreviation. (Your entry will automatically be capitalized). If you leave this entry blank and press "Enter", a 10 table listing of each state along with its two-letter abbreviation will appear. Use the arrow keys, Page Up or Page Down keys to select the appropriate state. (Or you can use the "Find" function as described in Section 3.2.3). Press "Enter" when completed. Zip: <--- Enter your zip code. The Num-Locks indicator will automatically turn on (if it's not already) in order to use the numeric keypad. (Example: 11000-1000 or 11000). Home Phone Number: <--- Enter your home phone number including area code. The Num-Locks indicator will automatically turn on (if it's not already) in order to use the numeric keypad. You only need to enter the numbers, the formatting is automatic. (Example: (111) 111-1111 Work Phone Number: <--- Enter your work phone number including area code. The Num-Locks indicator will automatically turn on (if it's not already) in order to use the numeric keypad. You only need to enter the numbers, the formatting is automatic. (Example: (222) 222-2222 Fax Number: <--- Enter your fax number including area code. The Num-Locks indicator will automatically turn on (if it's not already) in order to use the numeric keypad. You only need to enter the numbers, the formatting is automatic. (Example: (333) 333-3333 Salutation: <--- Enter the appropriate salutation to be used for all memos. (Example: Dear Mary & John,). Note, be sure to type the proper punctuation at the end of the salutation (normally a comma [,] or colon [:]). Notes: <--- Space is provided to enter any notes regarding this entry. Two lines actually show on the screen, but the text will scroll to allow up to four lines of notes. The text is entered like a word processor, with word-wrap automatically starting a new line at the appropriate point in the sentence. Upon pressing "Enter" for the last time, the new address will be saved. Once completed, the entry screen disappears and the address listing now contains the new record, alphabetized by last name. The new record will be highlighted. 11 3.2.2 Changing a Record Press "F1" for help. As you can see on the help screen, if you press "Enter", you can edit the highlighted record. Return from help, highlight the "John Doe" record and press "Enter". Press "Enter" a couple of times until the "City" field is highlighted. Change the city name. You could press "Enter" a couple more times to go beyond the last field (e.g. Notes:) to save the changes, but use the short- cut instead. Pressing "Ctrl-Enter" will save the record immediately and take you back to the address listing again with the edited address highlighted and the city changed accordingly. 3.2.3 Address Listing - "Find" You should have at least three names in "Address Master," Jones, Smith and your own. Notice the cursor is flashing by the word "Find (Last Name):". Type an "s". The highlighted bar will automatically jump to "Smith", the first name beginning with the letter "s". (If your name happened to start with "S" also, the highlighted bar may have jumped to your name instead). Press the backspace key (not the left arrow) and type an "a". Notice that the highlighted bar jumps to "Jones". Since there are no names which begin with an "a" (unless your name begins with "A"), it jumps to the next record. Backspace again and type an "s". The cursor will jump to "Smith" again. Type an "m". The highlighted bar remains on "Smith" because it meets the criteria of starting with "sm". You can type as many letters as will fit on the line to find the record you are looking for. Using this technique, you can find a specific name very quickly, even if the address file has hundreds of entries in it. 3.2.4 Deleting a Record Press "F1" again. As shown on the help screen, to delete an address, press "Delete". Return from help, highlight "John Doe" (if it isn't already) and press "Delete". The entry screen will appear with the message "Press Enter to Delete". If you do not want to delete that entry, just press "ESC". Since we want to delete it, press "Enter". You will be returned to the address listing, with "John Doe" deleted. Now, delete "Mr. & Mrs. John Smith" the same way. 3.2.5 Printing Address Labels As shown on the bottom of the table listing of addresses, to print an address label, highlight the address you want to print and press "F2". If you have a printer connected, do it and notice the format of the label. Pressing "F2" again will print the same label again, properly spaced on continuous form labels. (See Section 3.6.2 and 4.1 for more information). 3.2.6 Printing Rolodex Cards As shown on the bottom the address listing, to print a Rolodex Card, highlight the address you want to print and press "F3". If you have a printer connected, do it and notice the format of the card. As with labels, the addresses will be properly spaced on continuous form 12 Rolodex cards if you press "F3" again. (See Section 3.6.2 and 4.2 for more information). 3.2.7 Categories - Assign/Enter/Change/Delete Address entries can be categorized to facilitate printing labels, rolodex cards, memos and reports quickly for a subgroup of the address database. Each name can be cataloged into an unlimited number of categories. As an example of the process of using categories, highlight the name you entered earlier and press "Enter" to change the record. Press "F1" for help. As shown on the help screen, when entering/changing address entries, categories may be entered by pressing "F2". Return from help and press "F2". Since you have not yet assigned any categories to this name, the table listing of assigned categories appears briefly and is immediately overlaid by a form to "Add Categories to Address". Press "Enter". A table listing of all existing categories from which to choose is presented. You can enter new categories by pressing "Insert" at this point and completing the form which is presented. Press "Insert" and enter the new category "Class Reunion List". After pressing "Enter", the new category will be added to the list of available categories from which to choose. Highlight it and press "Enter". The table listing of assigned categories shows "Class Reunion List" assigned to this name. Press "Insert" again to assign another category. Highlight "Family" and press "Enter". The table listing of assigned categories now contains two entries. An unlimited number of categories can be created and assigned to names in this fashion. To delete an assigned category from a name, highlight the appropriate category and press "Delete". A form will be presented with the message "Press Enter to Delete". If you do not want to delete that entry, press "ESC" and you will be returned to the table listing of assigned categories. Highlight "Class Reunion List" and delete it. To delete a category from the list of available categories from which to choose, first begin by calling up the list of available categories. This is most easily accomplished by pressing "Insert" to assign a new category to a name and then pressing "Enter" to get the list of available categories. Now highlight the category you wish to delete and press "Enter" A form will be presented with the message "Press Enter to Delete". If you do not want to delete that category, press "ESC" and you will be returned to the table listing of available categories from which to choose. Highlight "Class Reunion List" and delete that category. After the deletion, you will be returned to the table listing of available categories from which to choose. Note, when deleting categories, "Address Master" will automatically check the address file to see if that category is assigned to any name. If it is, the message, "Cannot DELETE; Record in Use" will appear and will not allow that category to be deleted to insure data integrity. The use of categories is strictly optional. Categories are used as a convenient way to create subsets of the address file for label, rolodex, memo and report printing. 13 3.2.8 Entering/Changing/Deleting State Abbreviations It should normally not be necessary to make any changes to the state abbreviations table. However, just in case, here's how. When entering or changing an address, blank the state field to get the table listing of states. To add a new "state" (or province, for instance), press "Insert". You will be presented a form to add the new state and its abbreviation. To change an existing state, highlight it in the table listing and press "Ctrl-Enter". You will be presented a form which allows you to edit the selected state and its abbreviation. To delete a state, highlight it in the table listing and press "Delete". You will be asked to press "Enter" to confirm the deletion. Pressing "ESC" will return you to the listing without making a deletion. If, however, a state is currently being referenced by one of the address records, the message "Cannot DELETE; Record in Use" will appear, preventing deletion and insuring data integrity. All of these functions were accomplished from just one menu option, demonstrating "Address Master's" straight-forward interface and ease of use. Let's continue with the other options on the main menu. 3.3 Address Printing From the main menu, select "Address Printing." You will be presented with the following menu: ================================================== | Address Printing Menu | |==================================================| | | | | | Print: | | | | Complete Address List | | Address List By Category | | Address List For One Category | | | | Complete Address Book | | One Letter of Address Book | | | | All Rolodex Pages | | | | Labels For All Names | | Labels For One Category | | | | Return to Main Menu | | | | | | | ===================[ F1 - Help ]========== 220.5k | An explanation of each option follows: a) Complete Address List. This outputs an alphabetical listing of each name in the address file with complete address, phone and notes information. 14 b) Address List By Category. This is the same report as above except it is output sorted by category. Note: if a specific name is catalogued into more than one category, it will appear once under each catagory. c) Address List For One Category. This is the same report as above except it is output for one category. Each of the "address list" reports can be output to a printer, screen or ASCII file. After selecting the report you want to print, you will be prompted with "Printer, Screen, File". The choices are as follows: Printer <--- You will be prompted to press any key to begin the report, "ESC" to abort printing. A status screen will review printing progress. Press any key (except "ESC") to pause the report; any key to restart. Press "ESC" to abort the report while printing. Press "Enter" when complete. Screen <--- The screen will clear and the report will begin listing to the screen. Upon filling each screen, a prompt will appear: "Press any key to continue; ESC to abort." When completed, the prompt will change to "Press any key to continue." File <--- You will be prompted for a filename (including optional pathname and extension). As a precaution against overwriting any important "Address Master" data files, you cannot enter a filename with the extension of ".DAT". If the file already exists, you will be prompted whether or not you would like to replace the file. Once a filename is entered, you will be prompted to press any key to begin the report, "ESC" to abort printing. A status screen will review progress. Press any key (except "ESC") to pause the report; any key to restart. Press "ESC" to abort the report while writing to the file. Press "Enter" when complete. d) Complete Address Book. This report is formatted to print each address entry in the form of an address book. The "Compress ON" printer code is sent at the beginning of the report and "Compress OFF" is sent at the end of the report. The left margin spacing and number of lines per page is completely user-defined (see Section 3.5.2). A new page is started with each new letter of the alphabet. e) One Letter of Address Book. This report is the same as above except it is output for one letter of the alphabet. 15 This option is most useful when updating your address book by selecting the letter you want to print. f) All Rolodex Pages. This report prints the name, address and phone numbers for the entire address file formatted to print on continuous form Rolodex cards. The "Bold ON" printer code is sent at the beginning of the report and "Bold OFF" is sent at the end of the report. The left margin spacing and number of lines per page is completely user-defined (see Section 3.5.2). g) Labels For All Names. This report prints address labels for all names in the address file, formatted for address labels. The "Bold ON" printer code is sent at the beginning of the report and "Bold OFF" is sent at the end of the report. The left margin spacing and number of lines per page is completely user-defined (see Section 3.5.2). h) Labels For One Category. This report prints address labels for one category formatted for address labels. The "Bold ON" printer code is sent at the beginning of the report and "Bold OFF" is sent at the end of the report. The left margin spacing and number of lines per page is completely user-defined (see Section 3.5.2). 3.4 Memo Writing/Printing Memos are letters up to about two and one-half (2 1/2) pages long which can be sent to all names or a specific subset of names in the address file. Each memo will be dated and addressed (including salutation) for each selected name. The closing and signature (including optional title) are user-defined. To write/print memos, from the main menu, select "Memo Writing/Printing." You will be presented the following menu: ============================================== | Memo Writing/Printing Menu | |==============================================| | | | | | Enter/Change Memos | | | | Print Memo For One Name | | | | Print Memo For One Category | | | | Print Memo For All Names | | | | Return to Main Menu | | | | | | | =================[ F1 - Help ]======== 221.4k | 16 An explanation of each option follows: 3.4.1 Enter/Change Memos. This option allows you to enter, change or delete memos. Upon pressing "Enter", you will be presented a table listing of each memo description. As with the other table listings, you may add a new memo by pressing "Insert", change an existing memo by highlighting the appropriate memo description and pressing "Enter" or delete a memo by highlighting it and pressing "Delete". When adding a new memo, you are prompted for a memo description, then for the memo itself. Text will "word-wrap" as in a word-processor. (Hint: if you use Windows or Desqview, you can write the text in your word-processor then "cut and paste" it using the clipboard and/or transfer utilities.) About two and one-half pages of text can be entered. When completed, press "Ctrl-Enter" to save the memo. 3.4.2 Print Memo For One Name. This option allows printing the selected memo addressed to one name. First, you are prompted to enter the full name. Press "Enter" to get a table listing of all names. After selecting the appropriate name, you are presented with the following screen: =========================================================== | Enter Memo Data | |===========================================================| | | | Memo Title: | | | | | | Memo Date: 10/14/91 | | | | Closing: Sincerely, | | | | Signature: | | | | Title: | | | |===========================================================| | Press Enter to Continue. | =========================================================== Press "Enter" to get a table listing of all memos. Highlight the appropriate memo to select it. The "Memo Date" is the system date by default and can be edited as necessary. The default closing is "Sincerely," which can also be edited. The "Signature" is for your name and the "Title" is a second line under the signature. Once completed, the memo is printed (after confirmation), customized for the selected name. 3.4.3 Print Memo For One Category. This option is the same as above except that the selected memo is printed for all names in one category. 17 3.4.4 Print Memo For All Names. This option is the same as above except that the selected memo is printed for all names in the address file. 3.5 System Utilities From the main menu, select "System Utilities." Choose the first item and press "Enter". A small menu will appear. 3.5.1 Change Default Colors For color display, select Color. For monochrome display (especially useful when using a laptop), select Monochrome. The new colors will become effective immediately and will become the new default when starting "Address Master." 3.5.2 Set Printer Spacing To change the default spacing for Rolodex cards, labels and the address book select this option. You will be presented with the following form: =================================================== | Set Printer Spacing | |===================================================| | | | Record will be Changed | | | | Left Margin # of Spaces for Rolodex: 0 | | Number of Lines Per Rolodex: 11 | | | | Left Margin # of Spaces for Labels: 0 | | Number of Lines Per Label: 6 | | | | Left Margin # of Spaces in Address Book: 0 | | Number of Lines Per Page: 40 | | | ===================[ F1 - Help ]=========== 217.0k | You can set both the number of blank spaces to print between the left margin and the address and the number of lines for each sized form. The defaults as shown above are set to work with standard sized continuous form Rolodex cards, continuous form labels and an address book about 4" x 7" (see Sections 4.1, 4.2 and 4.3). By using this feature, you can print on virtually any sized continuous form label, card, envelope or address book page. 3.5.3 Set Printer Codes "Address Master" automatically sends certain codes to the printer when printing labels, Rolodex cards and address book pages. Selecting this option will present you with the following form: 18 ================================================ | Set Printer Codes | |================================================| | | | Record will be Changed | | | | Compress ON: 15 | | Compress OFF: 18 | | | | Bold ON: 27 71 | | Bold OFF: 27 72 | | | ==================[ F1 - Help ]================= The codes shown are for Epson dot matrix printers (and compatibles). All codes must be entered using decimal codes with one space between them as shown above. If you do not wish to use any printer codes, blank all the fields. This will make them inactive. The following table shows the decimal codes for HP laserjet printers (and compatibles): Compress ON: 27 40 56 85 27 40 115 48 112 16.66 104 8.5 118 48 115 48 98 48 84 Compress OFF: 27 40 56 85 27 40 115 48 112 10.0 104 12.0 118 48 115 48 98 51 84 Bold ON: 27 40 115 51 66 Bold OFF: 27 40 115 48 66 When entering the codes, the entry will scroll to allow for up to 85 characters to be entered. 19 4.0 Other Information There are a few miscellaneous features to be discussed. 4.1 Printer Labels Printer labels are standard, one-across labels which measure 3 1/2" x 15/16". These can normally be purchased at any computer or office supply store. 4.2 Rolodex Cards The Rolodex Continuous Form Cards (Model C24CFD) measure 2 1/6" x 4". They can be purchased from a good office supply store. To find a source near you, write Rolodex directly: Rolodex Corporation 245 Secaucus Road Secaucus, NJ 07094 If you cannot locate a source, leave a message on the Valueware! BBS and we will try to help. 4.3 Address Book This provides one of the greatest conveniences of using "Address Master" as it is often more practical to have a paper-based address book rather than carry your computer around with you all the time! The Compress ON printer code is sent at the beginning of the report and Compress OFF is sent when printing is completed. The format of the address entries are as follows: Full Name Home: (999) 999-9999 Address1 Work: (999) 999-9999 Address2 Fax: (999) 999-9999 City, St. Zip Notes................................ The number of spaces from the left margin and the number of lines per page are user-definable (see Section 3.5.2) to allow use on any sized paper. Because the address entries are printed in compressed print, the output will be about 4 inches wide, making it compatible with most "typically-sized" address books. If you have a laser printer, you can load these directly into the paper tray. Unfortunately, we have not been unable to locate a specific source for continuous form paper for dot matrix printers which is about 4" x 7" (a "typical" address book size). Until a source can be located, we suggest using standard sized paper and cutting it to fit. (If any users know of a paper source which meets the need, please let us know). Note that when printing labels, Rolodex cards and address book pages, the number of lines which are actually printed is stored internally. Then, blank lines are printed as required to get to the top of the next page (using the user-defined number of lines per page) rather 20 than printing a form-feed at the bottom of the page as is done with the other reports. Therefore, depending on your printer, you may need to take it off-line and press form-feed manually to print the last page. 4.4 Command Line Switches "Address Master" is set up with certain defaults which can be customized. First, the system will beep if an erroneous key is pressed, such as typing a letter into a numeric field. Second, there is a built-in screen saver which blanks the screen after 10 minutes of inactivity. Pressing any key will restore the screen. Third, Num Lock will automatically come on when entering fields requiring numeric entry and go back to its original state for fields requiring alphabetic entry. These features may each be disabled using command line switches when starting up "Address Master." For example: ADDRMSTR /B=NO <--- Disables beep. ADDRMSTR /V=0 <--- Disables the screen saver. By replacing the "0" with a number, say "5", the screen will be blanked after five minutes. ADDRMSTR /L <--- Disables keyboard locks. Important! Some computer/keyboard combinations may not work without this switch. All three switches can be put on the command line to disable all three features simultaneously. 4.5 Note Regarding the "Last Name" Field There have been some comments regarding the use of the "Last Name" field in conjunction with the "Full Name" field: why not just have a first name field and last name field, then concatenate them when printing? This would eliminate the double entry of the last name. After using the beta version of "Address Master" which employed this method, we chose not to implement this structure because it limited the flexibility and intuitiveness of how the address was entered. For instance, what if you wanted the address label to read "Mr. & Mrs. Smith?" Using the suggested structure, you would need to save the first name as "Mr. & Mrs." Another example: consider when a husband and wife have different last names - such as Sue Smith and John Jones. In order to get their address right, you would have to enter the first name as "Sue Smith and John" and the last name as "Jones." Obviously, this approach can work, however, we felt that it is not as intuitive as the "Last Name", "Full Name" approach which we use. However, as of Version 3.0, to make it as easy as possible, the last name will automatically be entered in the "Full Name" field preceded by a space and the keyboard is set to "insert mode" so all you need to do is enter the first name(s). 21 4.6 Memory Saving Option With Address Master This option should only be performed by advanced users! You can reduce memory requirements about another 25k if a DOS environment variable is set before running "Address Master." This can be done by using the DOS "SET" command exactly (using no spaces) as follows: set clavm0=drive:\path,128 Assuming that "Address Master" is running in the "c:" drive, \am subdirectory, the command would be: set clavm0=c:\am,128 When you start "Address Master," it will open a special file (VMxxxx) which will act as a memory cache for certain internal operations, reducing memory requirements about 25k. However, overall performance will be slightly slower as the number of disk accesses will increase. Note that the file VMxxxx is automatically deleted when "Address Master" is exited using the "Quit" command. If "Address Master" is not exited in this fashion (e.g. by resetting the computer), that file (which is 128K) will remain. Because the "xxxx" is a randomly generated number, the next time "Address Master" is started, another file will be opened. Therefore, it is wise to check to make sure these files are deleted as they use up disk space unnecessarily. This can be done automatically and most conveniently by starting "Address Master" with a batch file as follows: @echo off set clavm0=c:\am,128 cd\am del vm*.* addrmstr cd\ 22 Appendix A To register for the latest, fully-operational version of "Address Master," just follow these simple instructions: 1) Complete the Registration Form (attached below). 2) Send the completed registration form along with a check or money order for $19.95 (plus $1.40 sales tax for Ohio residents only) to: Valueware! Inc. 651 Grayton Rd. Berea, OH 44017 3) Allow one (1) week then call the Valueware! BBS on: (216) 234-9643 (300, 1200, 2400 baud) 4) Sign on to the BBS using the EXACT name and password you used on the registration form and follow the special instructions to download the latest, fully-operational version of "Address Master." If for any reason you have not downloaded the fully-operational version after four (4) weeks from our receiving the registration form and license fee, the money will be returned and/or check destroyed. By using this distribution procedure, we can minimize the administrative process, cut down on the hazards of mailing disks and save you the postage costs. If you need to receive "Address Master" on diskette, then we need to charge an additional $5.00 for diskettes, postage and handling expenses. If this is your requirement, please indicate on your registration form what size (3 1/2" or 5 1/4") diskettes you need. A diskette with the file ADDRMSR3.EXE, a self-extracting file which includes all the files listed in Appendix B (except index files - they will be created automatically), will be sent back to you as soon as possible. 23 Registration Form First Name: ____________________________________________ Last Name: ____________________________________________ Address: ____________________________________________ City: ____________________________________________ State: ___________________ Zip: _____________ Valueware! BBS Logon Password: ______________ (Don't forget it!) Where did you learn of "Address Master?" (Please be specific). ________________________________________________________ ====================================================================== Order Information Quantity Price Ea. Total Address Master - Version 3.0 _______ $ 19.95 _______ Handling Charge ($5.00 - diskette orders only) _______ Size (3 1/2" or 5 1/4") _______ Sales Tax @ 7% (Ohio Only) _______ Total _______ Thank you for your business! Appendix B Following is a list of "Address Master" files with a brief description of each: ADDRMSTR.EXE <--- "Address Master" system executable file. ADDRMSTR.HLP <--- Help file. ADDRDEF.DAT <--- Contains system parameters. ADDRESS.DAT <--- Contains the address data (except notes). ADDRESS.MEM <--- Address memo file (where notes are stored). ADDRESS.K01 <--- Address index file. ADDRST.DAT <--- Contains the states and abbreviations. ADDRST.K? <--- State index files. ADDRCAT.DAT <--- Contains the available categories. ADDRCAT.K? <--- Available category index files. ADDRC.DAT <--- Contains the assigned categories. ADDRC.K? <--- Assigned category index files. ADDRMEMO.DAT <--- Contains the memo descriptions. ADDRMEMO.K1 <--- Memo index file. ADDRMEMO.MEM <--- Contains Memos. ADDRMST3.DOC <--- "Address Master" system manual. Appendix C Changes in version 2.0 of "Address Master" versus version 1.0: 1. Each name can be cataloged into up to five (5) categories. Labels can be printed for all names within a category using only one action. Categories are completely user- defined and accessed through a lookup table. The number of categories allowed is almost unlimited. 2. State abbreviations and categories cannot be deleted unless there are no records which use the data. This improves data integrity. 3. The second address line has been increased five characters to allow for longer addresses. 4. The amount of available memory is displayed on most menus. This allows the memory usage to be monitored while using "Address Master." 5. The handling cost to receive diskettes by mail has been reduced from $10.00 to $5.00. 6. The shareware version now permits up to 25 entries to allow for a more thorough evaluation. 7. The manual has been updated to improve clarity. 8. For users of Address Master 1.0, a program has been developed to convert your files so they can be used with Version 2.0 without any retyping of data. Changes in Version 2.1 of "Address Master" versus Version 2.0: 1. Addresses may now be printed on any sized label and/or envelope. The left-hand margin spacing and number of lines between labels is completely user-definable. This makes it possible to use any sized continuous form labels, cards or envelopes. 2. The left-margin and line spacing for printing rolodex cards is also completely user-definable. 3. When printing to the screen, the output will automatically stop when the screen fills. No longer is it necessary to manually stop the scrolling by hitting a key. In addition, you can now escape when being prompted for "Printer", "Screen", or "File". 4. The table listing of addresses now scrolls horizontally as well as vertically. The whole address and phone numbers are now visible just by scrolling with the left and right arrow keys.