.po 0 SHORT NOTES ON CONTACTS UNLIMITED Version 1.0 MAIN FEATURES * Allows for unlimited number of contacts for any one company whether it be one or ten thousand. * Companies can be placed in up to 4000 categories. * Companies can be seen in either Company or Category order. * Shows all contacts of company selected on screen at one time with full name, title and extension. * Contact within company can be searched by surname. * Short "memory booster" notes can be added for each company. * Short "memory booster" notes can be added for each contact within a company. * Form letters can be printed for 1. Single contact within a company. 2. All contacts within a company. 3. All contacts for all companies. 4. All contacts for companies within a certain category. * A single address can be printed straight on to an DL or C5 envelope. * Self adhesive labels can be printed for 1. Single contact within a company. 2. All contacts within a company. 3. All contacts for all companies. 4. All contacts for companies within a certain category. * Auto dialling for company selected * Multi-user * Ease of use. Short learning curve. INSTALLING AND SETTING UP CONTACTS UNLIMITED Please follow carefully the instructions listed before for trouble free installation of Contacts Unlimited. For any further information refer to the on-line help by pressing from anywhere inside Contacts Unlimited. INSTALLATION 1. Place disk in drive A: 2. At A: prompt, type "install" and press . 3. You can install Contacts Unlimited on any drive by changing the destination drive. Press . 4. Contacts Unlimted will now self-install. 5. Answer Yes to change Autoexec.bat and Config.sys files. 6. If the last command in your autoexec.bat file is a menu command, you will need to move the line "SET CLIPPER=F45" above the menu command. SETTING UP CONTACTS UNLIMITED At the \CU prompt type "cu" and press . SETTING DATE FORMAT If you are using Contacts Unlimited outside of the United States then you may want to change the date format from U.S. (m/d/y) to British format (d/m/y). At the Company Search screen press . The options menu will now appear. Select Set Date. Now select date format required. After selecting the date format, a message will appear informing you that Contacts Unlimited will now restart. SETTING UP CATEGORIES With the initial installation, there are a small number of categories included in the category database. You will probably need to change them to suit your own type of business. Now is the time to do it. Take your time in selecting the catogories you are going to use, not only for the present time but also for future needs. For example, say at present you only use distributors within your own country, but in the future you intend to distribute your products overseas some time in the forseeable future. Now is the time to set up categories for your local distributors and your planned overseas distributors. A little time spent now can save many hours in the future. For further information refer to the on-line help "Categories, Updating". PRINTING MANUAL Turn your printer on making sure that you have plenty of paper. At the A: prompt, type MANUAL then press . The manual will now be printed. ********************************* Below are a small number of extacts from the manual which should be read before entering any data in Contacts Unlimited. Categories, Updating You cannot delete or change a category if there are any company records with the same category. You must first change all company categories to a different category. To add, change or delete a category, at the Company Search screen press . A pop-up menu will appear and a box containing the categories will also appear. To add a category press and enter the new category. To change a category press . If there are Company records with the same category as the one you want to change then a message will appear informing you that you will have to change all of the company records before you can change the category required. This is done so that the Company records are always maintained in correct category order. In order to do this you first need to create a new category, change all the Company records to the new category and then delete the old category. To delete a category press . If there are Company records with the same category as the one you want to delete then you will have to change all of the company records before you can delete the category required. This is done so that the Company records are always maintained in correct category order. Companies without contacts If at all possible, it is best to try and obtain at least one contact before sending any mail to a company. A fully personalized letter will nearly always be opened if only for curiosity sake. There will always be times when is not possible to obtain the required information. In this case, enter the company information in the company database, and in the contacts database, enter "Manager" in the Position field and in the salutation field, enter either "Sir" or "Sir/Madam". This should at least make any mail look presentable if you are using a standard form of letter. By filling in the Salutation field, you will not print any odd looking form letters with nothing after the "Dear". Contacts without companies If you have a data entry for a person which has no registered company then enter the Company field with Surname, First-name. e.g. 'Keir, Mr Ian'. Make sure that there is a comma between the Surname and First-name. When the form letter or label is printed out then the Surname, First-name will be reversed. You may add a record in the Contacts Database. If you do, leave the Title, First-name and Surname fields empty but fill in the Position and Salutation fields and optionally any of the other fields as required. If you do not fill in the Position field then when you press to go to the Contacts database, then nothing will be visible even though there is a record. By filling in the Salutation field, you will not print any odd looking form letters with nothing after the "Dear".