============= = Z I P S = ============= Telephone/Address Management System for the IBM Family ==================== = USERS MANUAL = ==================== Version 3.3 January 1989 Copyright 1988,1989 PC Integration. All rights reserved. ================== = Registration = ================== Whether you purchased this directly from a publisher, or copied it from a bulletin board/friend, be sure to register your copy. Updates are constantly being created, and the only way to stay updated is to register! For $40.00 you will receive a laser printed manual, 1 free update and product support. Make Checks Payable to: PC Integration ZIPS Registration P.O. Box 448 * Please allow 5-10 working Midway City, CA. 92655 days for delivery. Detach Below: ------------------------------------------------------------- ZIPS 3.3 Registration Name/Company: _____________________________________ Address 1: _____________________________________ Address 2: _____________________________________ City: _________________, State: ___ Zip ________ Contact: ______________ Phone ____________ Purchased/Copied from: _________________________________ Comments/Suggestions: __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ <1> ================================ = ZIPS Descriptions/Features = ================================ ZIPS is the most extensive telephone/address management system available for the IBM-PC family today. ZIPS can store as many names and addresses as your hard disk capacity permits. A minimum of 256K ram must be available for ZIPS to operate. ZIPS will automatically take advantage of extended memory, if present. * ZIPS manages multiple addresses and phone numbers per person. * Stores up to 4 phone numbers and two extensions. A second address line is included for business-style addresses. * A separate salutation field allows you to specify proper greetings for mailing labels. Print sorted labels by name or zip code. (Bulk mailing) Print multiple copies of labels per record. Print free-form labels for misc. labeling needs. (VCR tapes, disks, etc.) * Married couples can be handled efficiently in one record. ZIPS handles separate work phone numbers & birthdays for each individual, and labels listings accordingly. * Track birthdays and when they occur for the upcoming month/year. ETA's birthday within the current month. Never miss another birthday again! * Extensive "Query By Example" filtering capabilities lets you search through user defined lists to organize group listings. Example: "Give me a list of everyone who lives in the city of "Huntington Beach" and belongs to the "SRF" list." * Two additional memo fields allow you to save information not handled by the standard fields. Comments, misc. information. * Speed retrieve any record by Last Name, First. Search on part or all of the name. * Date Stamping of records enables you to know how up-to- date a specific person's records are. * "Lotus-Style" and "Pop-Up" menu's as well as On-Line Help are available. * All Database files are 100% Dbase III+ compatible. <2> ================== = Installation = ================== Hard Disk Installation 컴컴컴컴컴컴컴컴컴컴컴 If you are copying to a Hard Disk labeled "C:" follow the instructions below. (Most systems will use this install) 1. Place ZIPS disk in drive A: and close the door. 2. Type "A:INSTALL" and hit . This will create a create a sub-directory called "ZIPS" Copy all the files from A: to C:. After this is done, type "ZIPS" to start the program. Floppy Disk (Direct Usage) 컴컴컴컴컴컴컴컴컴컴컴컴컴� You can run ZIPS directly off A: drive by simply placing the disk in Drive A: and closing the door. Type "ZIPS" to start. Note: You have a very limited number of records that you can fit on a 360K diskette. ZIPS takes up 75% to 90% of the disk to begin with, but if all you are concerned with only a few hundred records, this should be sufficient capacity. If you do not plan to use Ventura Publisher to print your lists, you may delete all files with .CHP & .STY extensions to save space. <3> ===================== = Getting Started = <-- Read this section carefully! ===================== Remember the following: (From top to bottom) Version # is always on the top following ZIPS. The date the version was compiled immediately follows the version number. Options are located to the left. Use the arrow keys to move the menu bar and press enter to select. NOTE: NEVER POWER OFF YOUR COMPUTER WHILE STILL INSIDE ZIPS. TO PROPERLY CLOSE FILES, ALWAYS EXIT USING QUIT. Date and amount of Memory/Disk Storage are located on the right. Be sure the date is correct. If it isn't, exit the program and at the prompt type "DATE ". Fill in the correct date using proper MM-DD-YYYY format and restart ZIPS. Watch your disk storage. If you are getting low, exit ZIPS and get rid of some files before adding any more records to ZIPS. Help is available with the key and backing out of most menus can be accomplished by either "Q)uiting" or hitting the key. ========================= = Indexing & Reindexing = ========================= Whenever you add a record to the database, ZIPS automatically indexes the database in alphabetical order. (Last name, first) It doesn't matter where you are when you add a record(s). Occasionally, a record that has been added, can't be found. This is rare. You may have to reindex the database. This is done by answering "Yes" to "Reindex?" at the beginning of ZIPS. Most of the time you shouldn't have to reindex. =========================== = Before you enter data = =========================== 1. Develop a List/Codes/Description table of groups you'd like to track. Example: Code=TNS, Desc=Tennis Club. Enter those in the List-Descr. Option from the Main Menu. 2. Use the option when you begin to "Add" records to view the lists you defined, and assign them under the appropriate list(s). This will save a lot of time. <4> ================== = Using ZIPS = Selection from the Main Menu. ================== Selecting the "Z" option from the Main Menu activates the telephone/address management system. Let's take a look at some of the fields involved with each person(s) in the database. From top to bottom, left to right. The first two fields at the top left of the screen are your key searching fields. Last Name, First. Field Length/Acceptable input 컴컴컴컴컴컴컴컴컴 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴 Last Name 20 Char's (For Companies type their name only in this field, leave the first name blank.) First Name 24 Char's (Use "&" to separate married couples names. Eg: Jim & Barb. Enter names in Husband, Wife order.) Last Updated: 8 Char's. This field is automatically calculated based on your system clock. Whenever you create/edit a record, the current date is stamped here. This tells you how current the information is. Lists: 15 X 3 Char's. Hit to include and view potential lists. Note the high- lighted/asterisked entries. They indicate membership to that list. Define the lists in "List-Codes/Desc." option. Mailing Label as: 34 Char's. If this field is left blank on the initial entry of a name, ZIPS will calculate a default value of Last Name + First (for individuals); Last Name, (for companies); and Mr. & Mrs First Name + Last Name (for married couples). You may type an appropriate salutation or leave it blank and let the computer fill it in. Either way, it can be modified later. To: 1 Char. Determine which address is the current mailing address. Either M=MAIN, or 2=2ND. This simply places a star next to the appropriate lists and tells the user which address they can be reached by mail. <5> Children: 48 Char's. This field appears on the Full Directory listing. Separate names commas. Eg: "Kev, Eric, Rich, Jill" *** Note that the first set of Work, Ext., Bday apply to the first person listed in the First Name field. If a married couple is entered, the second set applies to the spouse. Use only the 1st set for single people. (1st and 2nd set) Work: Standard Area Code phone # format. Ext: 4 Char's. Birthday: Must be valid date. If year of birth, is not desired simply type in the current year. Age: Calculated field, determined by birthday entered. Some calculated fields will not show until the record is completely saved. Main Address: 30 Char's. (Primary mailing address) 2nd Address: 30 Char's. (Secondary mailing address) line 2: 30 Char's. Used as an auxiliary line. City: 20 Char's. State: 2 Char's. Zip: 5 Char's. (Demand didn't dictate using the newer format) It'll still get there. <6> ======================== = Using the Menu Bar = "Lotus-Style" Menu Bar System. ======================== At the very bottom of the ZIPS screen, note the following "Command Line": "Ret Beg End Next Prev Modify Add Del List Filt Z-Label Quit" This is a "Lotus-style" menu bar. It's operation is very simple. Select the desired option two ways. One is to use the cursor keys (right/left arrow) and , or type the first letter of the option you want. For instance, say you want to look someone up. You would want to perform a "RET"rieve of that person. Since your cursor is on "RET" to begin with, you may either hit to select it, or type "R". Another example of this would be to print labels. Either move the highlight bar using the arrow keys to "Z-Label" and hit , or use the quicker method and type "Z" to select that option. Notice when the selection bar is moved across the bottom with the arrow keys, the line directly below the "Command Line" lists a short description on what the option highlighted does. Use the Quick Reference with the "Command Line". ===================== = Quick Reference = For the desired operation, simply type ===================== the first letter of the "boxed" option. +---+ Add a person to the database .............. |ADD| +---+ +------+ Change/modify a person .................... |MODIFY| +------+ +---+ Delete a person permanently ............... |DEL| +---+ +---+ Look up a person in the database .......... |RET| +---+ +-------+ Print labels .............................. |Z-LABEL| +-------+ +-----+ Attach a Note to the current record ....... |F2/F4| +-----+ <7> ============= = Options = Selections from the ZIPS menu bar. ============= ======= = Ret = Retrieve a record by Last Name or First Name ======= (Enter entire/partial Name to retrieve) ======= = Beg = Jump to the 1st record (alphabetically). ======= ======= = End = Jump to the last record (alphabetically). ======= ======== = Next = Jump to the next record (alphabetically). ======== You may also use the ======== = Prev = Jump to the previous record (alphabetically). ======== use may also use the ========== = Modify = Modify the current record on the screen. ========== You may use the Right/Left Tab keys to move through the fields. jumps you to the "Save Y/N?", so you don't have to hit thru each field. If you want to abort the modify, hit and answer 'N' to "SAVE Y/N?". ======= = Add = Add a new record to the database. You may use ======= the Right/Left Tab keys to move through the fields. Note: F10-lists can be activated at any time to show possible lists the record can belong to. Hit when you've finished entering all the information. ======= = Del = Delete the current record on the screen. You ======= will be asked to verify this. If you answer "Y" to "Delete?", ZIPS will remove the record currently displayed from disk. ======== = List = Choose between Regular or Ventura style. ======== Select "Regular" if you do not plan to print through Ventura Publisher and you own a dot- matrix, laser, or daisy wheel printer. <8> Lists Cont. Choose "Ventura" if you own Ventura Publisher and want to create high quality laser output. The Chapter & Style Sheet files are included. with ZIPS. ZIPS creates the Text File. After selecting the style of output, choose between Phone Book or Full Directory listings. Phone Book - Short Name/Number listing. Full Directory - Extensive information listing. Next select to view to the Screen/Printer. If you are printing a Ventura Style listing, Exit ZIPS and Open either "TPBOOK" for the Phone Book Listing, or "TPFULL" for the Full Directory Listing. ========== = Filter = This command permits you to view a specific ========== group of records. Let's say you wanted to view only those people who lived in CA. If you activate a filter, answer "Y" to Set Filter. A blank screen comes up. Simply fill in the State Field with "CA" and hit to set the filter. Only those records matching the filter will display. To remove the filter, select "Filter" again and type "C" to cancel. This is especially useful for special lists defined by the user in the List Maintenance screen. (F10-List Options) Valid Fields to filter on include: Last Name, First Name, City, State, Zip, and Lists. Birthdays can be sorted using the Birthday Option from the Main Menu. =========== = Z-Label = Use this option to print labels. Hit =========== for a more extensive description of the options available. Use the free-form label option to print up to 4 lines of free-form text. If a filter is set and you want to print only those records matching the filter, select "Entire Filtered" database option to print those filtered records. Parameters control the type of labels being used, sorting criteria, tab alignment, and # of copies per label. <9> ======== = Quit = Exits ZIPS and returns to Main Menu. ======== =================== = Function Keys = =================== ======== = F1 = On-line help is available throughout the ======== entire program. ========= = F2/F4 = Attach Additional Information to a record. ========= Note the additional help at the bottom of the pop-up window. Store standard memo fields. ========= = F10 = View defined lists and membership to those ========= lists. ====================== = List-Code/Desc. = Selection from the Main Menu. ====================== Select this option to define your Lists/Codes. You may define an unlimited amount of Lists/Codes, but only assign up to 15 per record/person. Adding Lists/Code as well as modifying them are similar in structure to the ZIPS menu bar. Commands are identical with a few omissions. F10 displays the current Lists/Codes defined. ======================== = Birthday Calendar = Selection from the Main Menu. ======================== Display or print upcoming birthdays for either the current Month, the Next Month, or the Entire Year. Displays when the birthday occurs for that year as well as how many days (ETA) before their birthday occurs. (ETA only applies for the current month listed.) Calculates age if the year and system date are accurate. Automatically sorts birthday and name. The "*" indicates that birthday is pending and has not occurred yet. <10> ----------------end-of-author's-documentation--------------- Software Library Information: This disk copy provided as a service of The 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. If you have trouble getting in touch with the author, we will do whatever we can to help you with your questions. All programs have been tested and do run. To report problems, please use the form that is in the file PROBLEM.DOC on many of our disks or in other written for- mat with screen printouts, if possible. The P(s)L cannot de- bug programs over the telephone. 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