|0 F2 - EDIT When it is necessary to change information for an existing record use the EDIT function. You may only EDIT the record that is currently shown on the screen; therefore, use the SEARCH command, or the Record Movement Keys to locate the desired record. When you are in the EDIT mode the fields of the record will change intensity and the cursor will be located in the first field of the record. The screen will also display the ADD/EDIT AND FIELD MOVEMENT KEYS in the bottom portion of the screen. You may now begin changing any of the database fields. At any time prior to leaving the last field you may exit EDIT without saving the modifications by pressing the ESC key. On the other hand you may exit and save your changes by passing through all the fields, or by pressing the PG DN key from any field. |1 F3 - ADD The ADD selection works very much as EDIT. When entering the ADD mode you see the same type of screen as in EDIT but the fields are all blank, waiting for you to enter new data into your list of records. All the rules of the EDIT mode also apply to ADD. At any time prior to leaving the last field you may exit EDIT without saving the modifications by pressing the ESC key. On the other hand you may exit and save your changes by passing through all the fields, or by pressing the PG DN key from any field. |2 F4 - DELETE There are two methods used to erase records when you select the DELETE option. You may remove the current record (that data currently shown on the screen), or you may remove all the records that have been previously "tagged" (see TAG and MASS TAG for more information). In either case it is important to understand that once you delete a record it is permanently removed from your database. Although there are many caution message windows to prevent you from accidently deleting records it is a good idea to back up your data prior to performing any major deletion action. |3 F5 - TAG The TAG option works as a toggle only on the current record. By pressing the TAG key the message "Tagged Record" will either appear or disappear. When you see it on the screen that means your record has been marked tagged and will be included in any option that uses tagged records (as in DELETE and PRINT). The TAG and MASS TAG commands are very closely related and should be used in conjunction to save time and give a user the ability to fine tune the DELETE and PRINT options. |4 F6 - MASS TAG This option works as a toggle that passes through every record of the database and either untags or tags depending on the state of any one record. If there is at least one tagged record than MASS TAG will untag every tagged record. If no records are tagged then all records will be marked tagged. The TAG and MASS TAG commands are very closely related and should be used in conjunction to save time and give a user the ability to fine tune the DELETE and PRINT options. |5 F7 - PRINT PRINT has options to output labels, envelopes, reports, and postnet labels. It is very important to understand that the manner in which data is printed depends primarily on the items you designated using the UTILITY select defaults option. Make certain you are using the same size envelopes or labels that have been previously specified, and that the correct printer is selected. When printing envelopes be sure you feed the stock face up with the top to the left. You will be prompted to manually feed the envelope then insert your blank stock and press any key. Continue for each envelope. Check the current output indicators prior to printing labels and envelopes. These indicators will be listed when you choose the number of sets you request printed. |6 F8 - SEARCH As the number of addresses in your database increases it will become more and more time consuming to use the Record Movement Keys to locate any particular record. SEARCH will find any record in less than a second regardless of the size of your database. You can SEARCH using the following keys: Name, Title, Company Name, City, ZIP, or by Record Number. When you activate SEARCH the sort order of your database will change to the key you selected and the search you requested will become the current record. If no match is found you will see a prompt that will allow you to continue or exit to the main menu. |7 F9 - INDEX Database files, such as those used by PMP, keep your data in various sort orders so that it is easier to maintain and manipulate your records. There are times, especially when you have had to exit PMP incorrectly, that these files will become corrupt. If you load PMP and get various error messages, proceed to the main menu and select INDEX before any other selection. If you feel that PMP is sorting your data incorrectly, or has trouble locating searches that are obviously in your database, then you may want to INDEX; by doing so you will probably resolve any difficulty. Many of the options in PMP automatically perform the INDEX function. |8 F10 - UTILITY Backup/Restore, Changing the Sort Order, and Settings are the options to be found under UTILITY. Backup/Restore copies the current database from or to the designated backup drive using DOS copy. You may change the order in which your records are output by selecting the Changing the Sort Order option. The Settings option changes the system defaults. These defaults determine what you are printing, how you are printing, what disk you use for backup and the name of the current database file. |9 F1 - HELP When the HELP selection is executed you will see the list of all main menu items just as they normally appear. To read information on each of these areas simply select the items as you would do using the main menu. Nearly all of the on-line help screens are taken directly from the User's Guide. Keep in mind there will normally be somewhat more the information found in the written documentation. All on-line help text is located in the file PMP_HELP.TXT, which you may wish to print and use as a quick reference guide.