B. Thompson Co. 5385 Iris St. Arvada, CO. 80002-3247 COMPU-SERV: 76474,3433 Phone #: (303) 421-3112 ZZZZZZZ III PPPPP 4 4 Z I P P 4 4 Z I P P 4 4 Z I P P 4 4 Z I PPPPP 444444444 Z I P 4 Z I P 4 Z I P 4 ZZZZZZZ III P 4 Version 3.00 Limited Warranty The program is without warranty of any kind as to its performance. The buyer assumes all risks as to the quality of the product. This warranty is in lieu of all other warranties, expressed or implied. B. Thompson Co. makes no guarantees of merchantability and fitness for a particular purpose. License Agreement (single) B. Thompson Co. grants a non-exclusive license to use this program under the terms and conditions of this agreement. The buyer may use this program on a single computer only, and may not sub-license or duplicate the program for purposes of distribution, or provide time-sharing services. The program and license may be transferred to another party if the other party agrees to abide by all terms and conditions of this agreement. License Agreement (site license) B. Thompson Co. grants a non-exclusive license to use this program under the terms and conditions of this agreement. The buyer may use this program at a single site only, and may not sub-license or duplicate the program for purposes of distribution, or provide time-sharing services. The program and documentation may be duplicated for use at any number of computers within a single site. The program and license may be transferred to another party if the other party agrees to abide by all terms and conditions of this agreement. Copyright Notice This program and acompanying manual are protected by the copyright laws of the United States of America. The software is also protected by Trade Secret Laws. Any unauthorized duplication of this product, whether in part or in whole, is illegal, and will be prosecuted to the full extent permitted by law, as governed by Title 17 USC. page 1 ZIP4 Mailing List Management PAGE Chapter 1. Installation................................ 2 General Notes............................... 3 Chapter 2. Getting started............................. 5 Chapter 3. Creating a New List......................... 6 Chapter 4. Using the Utility Menu...................... 13 Chapter 5. Using the Print Options Menu................ 15 Chapter 6. Using the Import / Export Menu.............. 19 Chapter 7. Sending your Mailing List to the USPS....... 22 Chapter 8. Bar codeing................................. 23 Chapter 9. Utilites.................................... 24 What's new: ZIP4 now prints labels, envelopes anf flyers on HP laserjet II & III printers.(Should also work with IV) page 2 CHAPTER 1 Program installation: 1. Use diskcopy supplied with your copy of DOS to make working copies of the original diskette(s). Type in the following DOS command: Diskcopy A: A: Press enter and follow the directions on screen. After working copy has been made, insert working copy in drive A. 2. INSTALLATION Insert the working copy in drive A: or B: From the DOS prompt A:> or B:> a. Type INSTALL and press the enter key. the scrren bellow should be displayed. 旼컴컴컴컴컴컴컴컴컴컴� Zip4 Install Program Version 1.0 컴컴컴컴컴컴컴컴컴컴컴� � � � � � Welcome to ZIP4 � � � � Enter the drive letter with the ZIP4 diskette A � � � � Enter the destination drive letter C � � � � Enter path on destination drive \zip4 � � � � � � � � � � � � � � � � Use the TAB key to move between fields. � � � � Press the < ESC > key to copy files. � � � � Press the < F10 > key to exit without installing. � � � � Press the < F1 > to start and end help. � 읕컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴켸 Follow the directions on the screen. You can press the F1 key any time to get help. pressing the ESC key will start copying files from the source diskette to the drive and directory you specified. page 3 General Notes: The laser printer must be turned on and on line when ZIP4 is loaded, this is required by the down loadable fonts. Printer drivers from previous versions of ZIP4 will not work properly with version 5.00. Mailing lists must be in the same directory as ZIP4. A new install program is used by ZIP4. Pricing change on all future versions of ZIP4: 1 Copy $49.00, good for 5 concurrent users. $2 for each additional concurrent user at the site. page 4 3. FLOPPY DRIVE B: The program may be run directly from the floppy disk. Once ZIP4 is loaded, the disk may be removed from the floppy drive and a disk with your mail list inserted into the drive. page 5 CHAPTER 2 Starting the program. From the DOS prompt type "ZIP4" and press the ENTER(RETURN) key. A menu will appear with the following options: 1. Open a mailing list: Select this option if you know the name of the mailing list you wish to use. ( note: the mailing list must already exist ), see chapters 3 and 4. 2. Create a mailing list: Select this option if you wish to start a new list or are using the program for the first time. See chapter 3 for details on using this option. 3. mailing List directory: Select this option to look at what mailing lists are available for use. Use up and down arrow keys to highlight the mailing list you wish to use and press ENTER. 4. EXIT: Select this option from any menu it is displayed in to leave the mailing list program. It provides an orderly exit from the program. � Opening Choices 컍 4 1 wide같 Zip 4 같같같같같같같같같같같같같같같같� 캯pen a Mailing List� 캜reate a New List � 캫ail List Directory� 캞XIT TO DOS � 같같같같같같같같같같� I n s t r u c t i o n s Press the UP ARROW key to move up one selection. Press the DOWN ARROW key to move down one selection. Press ENTER (return) to select the hilighted item, or press the hilighted/underlined letter in the selection. Current mailing list has 0 records. Current Index: Name page 6 CHAPTER 3 Creating a new mailing list. The cursor will be highlighted in the top left hand corner at the Opening Choices area. There are four (4) possible choices which can be made by using the Up Arrow key or Down Arrow key. The use of these keys are explained on the bottom of the screen under the heading "Instructions": In the event this is the first time the program is being used the cursor must be moved down to "Create New List" using the DOWN ARROW key once and then hitting ENTER/RETURN. This will bring you to the screen which asks you to name the new mailing list in one to eight characters. 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같같같같같같같같같� � Create New Mailing List Enter list name : I n s t r u c t i o n s Press the UP ARROW key to move up one selection. Press the DOWN ARROW key to move down one selection. Press ENTER (return) to select the hilighted item, or press the hilighted/underlined letter in the selection. Current mailing list has 0 records. Current Index: Name page 7 After entering the name hit ENTER/RETURN and the program automatically goes to the Mailing List Input screen. 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같같같� Mail List :AD_RESP � Mailing List Input Full name : Company name : Address : City : State : Zip (5 digits): +4 zip : I n s t r u c t i o n s Press any key to continue when an error message appears or follow the instructions associated with error message. F10 to escape from input screen. ( return to menu ) Current mailing list has 19 records. Current Index: Name Enter the mailing information you have available for each name or company. In the event you have no contact name simply go to the next field and enter the company name and address. If you have a persons name but no company name you may enter the person's name and skip the Company Name field. The Full Name, Company Name and address fields are 35 characters long per field, the City field is 20 characters long, the State field is 2 characters and the Zip code field is 5 characters long. If you do not have a zip code and cannot locate one, leave this field blank. Press the ENTER/RETURN and enter the next address information. Continue until you have entered your entire mailing list... page 8 The mailing information is saved automatically after each address is entered. If you get an error message during the entry of your information note the instructions at the bottom of the screen. "Press any key to continue when an error message appears or follow the instructions associated with the error message." When you are finished or need to escape from the input screen (return to menu) press the F10 function key. The next screen will be the Main Menu with seven (9) choices. 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같 Main Menu 캞SP � 캚dd Records � 캽Hange Record Menu � 컇ooKup Record Menu � 캝elete Record Menu � 캜hange iNdex � 캧mport / Export Menu� 캰rint Labels/Reports� 캵tility Menu � 캞XIT TO DOS � 같같같같같같같같같같같 I n s t r u c t i o n s Press the UP ARROW key to move up one selection. Press the DOWN ARROW key to move down one selection. Press ENTER (return) to select the hilighted item, or press the hilighted/underlined letter in the selection. Current mailing list has 19 records. Current Index: Name 1. Add Records To be used in event you need to add to your mailing list. The screen which will come up will be identical to the original entry screen used. (see page 7 for input screen) page 9 2. cHange Records 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같 Change Menu �_RESP � 캪ocate Record � 캟irst Record � 컇Ast Record � 캮ext Record � 캰revious Record � 캜hange/Edit Record� 캰rint Current � 캝elete Record Menu� 컇ooKup Record Menu� 캫ain Menu � 캵tility Menu � 캞XIT TO DOS � 같같같같같같같같같같 To correct a previously entered record this will give you the option to locate and correct the error using the Change Menu. The choices on the Change Menu are: MENU CHOICE: DESCRIPTION: Locate Record Locate first record matching entered search data. If looking up someonme by name you must use the name index, by company use the company index, etc..... First Record These will bring you to the lAst Record record requested and you Next Record can go through the entire Previous Record mailing list to make corrections as you require. Change/Edit Record You can make changes to the displayed record. Print Current Print current record. Delete Record Menu Go to the Delete menu. looKup Record Menu Go to the looKup Record menu. Main Menu Go to the Main menu. Utility Menu Go to the Utility menu. NOTE: Last record and Previous record do not work when using the physical index. page 10 3. looKup Records The Lookup Menu is to be used when you want to check on the mailing list and/or a specific entry. Use the choices as with any of the previous menu's to get to the correct entry or entries. 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같 Lookup Menu 캲ESP � 캪ocate Record � 캟irst Record � 컇Ast Record � 컇ast record Entered� 캮ext Record � 캰revious Record � 캰rint Current � 캜hange Lookup Index� 캝elete Record Menu � 캽Hange Record Menu � 캫ain Menu � 캵tility Menu � 캞XIT TO DOS � 같같같같같같같같같같� a. Print Current Print one or more mailing labels for the currently displayed record. 4. Delete Records The Delete Menu remains in the upper right side of the screen throughout your search. Follow same procedures as on the locate record display to find those entries you wish to delete. When you have located the entry to be deleted move the cursor to the Delete Record choice and that particular entry will be deleted. 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같 Delete Menu �_RESP � 캪ocate Record � 캟irst Record � 컇Ast Record � 캮ext Record � 캰revious Record � 캝elete Record � 캽Hange Record Menu� 컇ooKup Record Menu� 캫ain Menu � 캵tility Menu � 캞XIT TO DOS � 같같같같같같같같같같 page 11 5. Change Lookup Index This menu index gives three (8) choices: a. Carrier Route Set mailing list order to carrier route number. b. 5 Digit Zip_code Set mailing list order to the first five numbers in the zip-code. c. 3 Digit Zip-code Set mailing list order to the first three numbers in the zip-code. d. Full Name Used to locate record by full name, used in conjunction with Locate Record. e. Company Name Used to locate record by company name, used in conjuction with Locate Record. f. State Set mailing list order by State. h. Physical Set mailing list order to the order in which they were entered. g. EXIT TO DOS Will exit program. 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같 Change index SP � 캛y Carrier Route � 캛y 5 Digit Zip-Code � 캛y 3 Digit Zip-Code � 캛y Full Name � 캛y Company Name � 캛y State � 캰hysical (as entered)� 캞XIT TO DOS � 같같같같같같같같같같같� NOTE: Last record and Previous record do not work when using the physical index. page 12 6. Utility Menu The Utility Menu is to be used once you have the original mailing list started or completed. You may be ready to send it to the USPS or need to enter another list. See Chapter 4 for a complete description of the Utility Menu. 7. EXIT TO DOS To be used in the event you need to exit the program. page 13 CHAPTER 4 The Utility Menu You use this menu and its choices when you need to change to another mailing list, delete a list, compress a list or copy a list. The ten (10) Utility Menu choices are: � Utility Menu � 1 wide같 Zip 4 같같같같같� Mail List :AD_RESP � 캫ail List Directory � 캯pen A Different List � 캜reate New List � 캜opy To New File � 캧mport / Export Menu � 캟ile Compression � 캝elete Mailing List � 캰rint Labels/Reports � 캫ain Menu � 캞XIT TO DOS � 같같같같같같같같같같같같 1. Open A Different List To be used when a list must be worked on and you know its name. 2. Create New List For use in adding another mailing list. You must name the new list and add the new information. 3. Mail List Directory When you use this option the next screen will show you a list of all the mailing lists entered. This is for those times you require a list but you do not recall the name used. 4. Copy To New File To be used if you want to make a backup copy of a mailing list or you want to keep the old file as is, while making changes on the new file. 5. Import / Export Menu Used to import or export files from ZIP4. See import / export section for more details. page 14 6. File Compression Use this function when you have deleted some names/addresses and have not added any new names/addresses. This saves space in the file. 7. Delete Mailing List Use this function on the Utility Menu to delete an entire mailing list. 8. Print Labels/Reports Goes to Print Options menu. See chapter 5 for details. 9. Main Menu See chapter 3 for details. 10. EXIT TO DOS page 15 Chapter 5 Print Options Menu 캪abel: 15/16 X 3.5 or 4 1 wide� Zip 4 같같같 Print Options 같같같같 캰rint Alignment Label � 캝ot Matrix Labels � 캪aser Printer Options � 캰rint Labels � 캰rint List 8.5 X 11 � 캾upliCate address list� 캫anifest/Sort Report � 캰rocessing Form Info � 캚 sinGle City � 캚 single State � 캚 single Zipcode � 캲angE of Zipcodes � 캜hange iNdex � 캽Hange Printer Port � 캜hange Printer Type � 캫ain Menu � 캵tility Menu � I n s t r u c t i o n캞XIT TO DOS � Press the UP ARROW key to move up one sel같같같같같같같같같같같같 Press the DOWN ARROW key to move down one selection. Press ENTER (return) to select the hilighted item, or press the hilighted/underlined letter in the selection. Current mailing list has 19 records. Current Index: Name 1. Print Alignment Label Prints a test label to chaeck the print alignment for the type of label selected. 2. Dot Matrix Labels Brings up the following menu, which you can select the label size from. Label sizes are in inches H x W. The number of labels across is also displayed. ( 1 wide ) � Change Label Size �1 wide같 Zip 4 같같같같같� Mail List :AD_RESP � �15/16 X 3.5 or 4 1 wide� �1-7/16 X 3.5 or 4 1 wide� �2-1/6 X 4 Rolodex 1 wide� �3.5 X 6 Post Card 1 wide� �2 X 4-1/4 Laser Prt 2 wide� 캜heshire labels 4 wide� 캮o Change � 캞XIT TO DOS � 같같같같같같같같같같같같같같 page 16 3. Laser Printer Options Brings up the following menu, which you can select the envelope, label or sheet size from. Label sizes are in inches H x W. The number of labels across is also displayed. � Laser Printer Options � Tray � Zip 4 같같같같같� Mail List :BBS 같같같같 캜om10 Envelope Tray � 캜om10 Envelope Manual � 캫onarch Envelope Tray � 캫onarch Envelope Manual � �1.0 X 4.0 (5161) 2 Wide� �1 1/3 X 4.0 (5162) 2 Wide� �2.0 X 4.0 (5163) 2 Wide� �1.0 X 2 5/8 (5160) 3 Wide� �8.5 X 11 Flyer � �8.5 X 14 Flyer � 캮o Change � 캞XIT TO DOS � 같같같같같같같같같같같같같같 4. Print Labels Prints the mailing list on the specified labels. You will be asked if the endorsement line should be printed and what the endorsement line should say. ie... ************** CARR RTE SORT **CR 36. You will also be asked for the number of copies of the entire list to be printed ( from 0 to 999 ). Default is 1. 5. Print List 8.5 X 11 Prints a list of all members of a mailing list or just the members of the list that the US Postal Service had a problem standardizing. Address's are printed 2 wide, 16 per page. 6. Manifest/Sort Report Will print a report showing Current mailing list record count; number of pieces per carrier route in a zip code. 7. Processing Form Info(rmation) This report is needed for information required by PS FORM 5603 MAY 1989 from the USPS. 8. A sinGle City Allows you to print only address's within a specified city and state page 17 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같같같� Mail List :AD_RESP � Enter Name of City to Print: Enter Name of State : 9. A single State Allows printing of all address's within a state. 10. S single Zipcode Allows printing of all address's within a single zipcode. 11. RangE of zipcodes Allow's printing of all address's between and including the starting & ending zipcode. 12. Change iNdex See chapter 3 for more details: 13. cHange Printer Port This option gives you a screen which will allow you to change printer port. Serial printer ports must already have the baud rate set from DOS before printing. (COM1 & COM2) page 18 캪abel: 15/16 X 3.5 or 4 1 wide같 Zip 4 같같같 Port Menu 컏 :AD_RESP 같같 캰RN (default)� 캪PT1 � 캪PT2 � 캪PT3 � 캜OM1 � 캜OM2 � 캞XIT TO DOS � 같같같같같같같� 13. Change Printer Type This option is used only for printing cheshier labels. It is used for printing at 8 lines per inch. � Available Printers � 4 1 wide같 Zip 4 같같같같같� Mail List :AD_RESP � �120D � 캟X80 � 캦R25 � 캧DS132 � 캮EC8023 � 캮ULL � 캰9XL � 캺IP4 � 같같같같같같같같같같같 14. Main Menu Go to the Main Menu. See chapter 3. 15. Utility Menu Go to the Utility Menu. See chapter 4. 16. EXIT TO DOS Return to DOS. page 19 Chapter 6 Import /Export � Import / Export � 1 wide같 Zip 4 같같같같같� Mail List :AD_RESP � 캞xport to USPS � 캞xport delimited ASCII � 캞xport to WP4.2 text � 캞xport to WP5.0 text � 캞xport to WP5.1 text � 캧mport from USPS � 캧mport delimited ASCII � 캧mport from WP 4.2 � 캧mport from WP 5.0 � 캧mport from WP 5.1 � 캰rint Labels/Reports � 캫ain Menu � 캵tility Menu � 캞XIT TO DOS � 같같같같같같같같같같같같� Export After selecting one of the export options. The screen will change to show a menu called: Import/Export Drive. Insert a formatted disk into either drive A or B, and select the drive that you inserted the disk into. ie. - if you used drive A for the formatted disk you would select "A Floppy Drive." Upon entering the selected drive the program will ask for the Complete File Name. The computer will automatically copy your mailing list onto the diskette. In the event another disk is needed a message will appear on the screen to advise you to insert another formatted diskette. 1. Export to USPS Used to write the current mailing list to disk for processing by the Post Office. See chapter 7 for more information on sending diskettes to the Post Office. page 20 2. Export to ASCII Used to write the current mailing list to disk in a comma delimited format. 3. Export to WP4.2 text 4. Export to WP5.0 text 5. Export to WP5.1 text Used to export an existing mailing list to Word Perfect 4.2, 5.0 or 5.1 Mail Merge file format. NOTE: Fields exported in ASCII or WP are: Full Name, Company, Address, City, State, Zip, +4, Carrier Route #. US Postal Service has two extra fields. NOTE: WP 5.1 has special header information automaticaly inserted at the beginning of the file. Import Duplicate name and address checking is optional when importing. 6. Import from USPS After selecting one of the import options. The screen will change to show a menu called: Import/Export Drive. Insert the diskette and choose whichever floppy drive you inserted the diskette in A or B. It will ask you for the input file name which is on the return copy of form 5603. The computer will read the file in from disk and will prompt you when it has finished reading the file or for another disk. The instructions will be on the screen. Upon completion of reading the mailing list can be used for bulk mailing, printing of labels and reports required by your local USPS office. page 21 7. Import from ASCII Used to read comma deleimited ASCII files. Will remove quote marks from dbase files save as comma delimited . 8. Import from WP 4.2 8. Import from WP 5.0 10. Import from WP 5.1 Used to read an existing Word Perfect Mail Merge file into a mailing list, so it can be sent to the USPS or for label printing. The Mail Merge file structure must be full name, company, address, city, state, and zip code(5 digit). It may also have the 4 digit zip extension and/or carrier route. If the Word Perfect Mail Merge file structure is incorrect the Zip +4 program will not import the information correctly. Example 1: Full Name Company Address City St Zip +4 Carrier Route # (2010 or CR10 is ok, CR2010 is not) Example 2: (ascii file)2 name,company,address,city,state,zip,+4,carrier route# name,,address,city,state,zip,+4,carrier route# 11. Print Labels/Reports] Go to Print Options menu. 12. Main Menu Go to Main Menu. 13. Utility Menu Go to Utility Menu. 14. EXIT TO DOS Return to DOS. page 22 CHAPTER 7 Sending your mailing list to USPS. After exporting your mailing list, from the Import/Export Menu, select the Processing Form Info(rmation) function from the Print Options Menu. This will print out necessary information for use to fill out USPS form 5603. Fill out USPS form 5603 to send with the diskettes. The completed form and diskette(s) can then be mailed to the nearest "DISKETTE PROCESSING SERVICE CENTER", please check with your local USPS Account Representative. page 23 CHAPTER 8 Bar Codes. ZIP4 will print bar codes on epson compatible printers. The barcode is printed on the address label, this conforms to the US Postal Services address block specifications. ZIP4 currently prints "Delivery Point Bar Code (DPBC)". DPBC will be required in January 1993 for barcode discounts. The accuracy of the DPBC is dependent on having a mailing list from CASS certifed zip+4 matching software. DPBC allows the automated postal equipment to put mail in walk-sequence order. page 24 CHAPTER 9 CNVDBF.EXE This utility will create or append to an existing ZIP4 database information contained in a ".DBF" format file. The following field names must be present in the ".DBF" file for proper data transfer: 1. Name 2. Company 3. Address 4. City 5. State 6. Zip 7. Plus_four 8. Carrier Field names different than above will not be transferred to the ZIP4 database. To run program: From the DOS prompt type 'CNVDBF' and follow the directions on screen DBTODBF.EXE This utility copy's ZIP4 database data to a ".DBF" file. The ".DBF" file must already exist and have field names matching those listed above. To run program: From the DOS prompt type 'DBTODBF' and follow the directions on screen ----------------end-of-author's-documentation--------------- Software Library Information: This disk copy provided as a service of Public (software) Library We are not the authors of this program, nor are we associated with the author in any way other than as a distributor of the program in accordance with the author's terms of distribution. Please direct shareware payments and specific questions about this program to the author of the program, whose name appears elsewhere in this documentation. 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