* * * My Little Realm * * * - Calling Cards v/3.0 - ____________________________________________________________________ Welcome to the World of My Little Realm! ____________________________________________________________________ Important Calling Cards is protected by copyright. It is not freeware, and it is not in the public domain. This is the evaluation version of My Little Realm's Calling Cards. It is a full-featured, fully functional program. You are welcome to try it on your computer to ensure that it functions on your system as it should, and that it meets your individual needs. If after 30 days you decide to keep using Calling Cards, you must pay for the program. To print an order form, press <$>, the dollar sign key, in the Options Window. You may also print the order form from the DOS command line with the following command: type register.txt > prn Be sure you are in Calling Cards's directory. If you have any questions call (201) 529-8318. Bonus! Get one MLR stand-alone program free with every order. Read DESCRIBE.TXT for details. This offer ends 12/31/94. My Little Realm Enterprises stands behind all of its products with a 90-day money back guarantee. This latest version of Calling Cards (released 9/93) prints two sizes of Rolodex cards, two sizes of 1-up standard labels, shipping labels, and two kinds of checklists (abridged and unabridged). It still prints multiple labels of a single address as well as envelopes. I think you'll like its new facilities and ease of use. Thank you for trying Calling Cards! Sincerely, John L. Salisbury ____________________________________________________________________ * * * My Little Realm * * * - Calling Cards v/3.0 - Contents General Information......................................1 Introduction........................................1 Hardware/Software Requirements......................1 Overview.................................................1 Interface...........................................1 Quickeys............................................1 Extended Processing Options.........................2 Getting Started..........................................2 Entering Records....................................2 Changing a Card's Information.......................3 Changing a Service Category.........................3 Program Information......................................3 The Options Window.......................................3 Creating Your Calling Cards Records......................4 Option 4, Adding Records............................4 Field Definitions............................4-7 Option 5, Changing Information......................7 Option 6, Deleting Records..........................7 Using Calling Cards......................................8 Option 1, Directory Assistance......................8 Option 2, Service Call..............................8 Option 3, Printing..................................9 Selecting a Print Item.........................9 Items and Sizes for Printing..............9 Selecting a Print Category.....................9 Address Validation............................10 Testing Printer Alignment..................10-11 Helpful Printing Hints.....................11-13 Labels...................................11 Rolodex Cards............................12 Envelopes................................12 Checklists and Comprehensive.............13 Name Field Examples........................13-15 Personal Names...........................14 Introductory Titles......................14 Different Surnames.......................15 Business Names...........................15 Inc. Examples............................15 Extended Processing Options.............................16 <\> Change Service Categories......................16 <@> Change Phone Formats...........................16 <=> Change Address Validation Status...............16 <+> Invoke View Function...........................17 Misplaced Calling Card........................17 <|> Reset Label Fields.............................17 Display EPO Commands and Symbols...............17 <^> Change the Marquee Scrolling Speed.............18 <*> Print Multiple Labels.......................18-21 To Test or Not To Test........................18 Printing Batch Labels.........................19 Printing General Purpose Labels............19-21 <#> Change Color Mode..............................21 Calling Cards Page 1 ____________________________________________________________________ General Information ____________________________________________________________________ Introduction Calling Cards does more than simply remember your names, addresses and phone numbers. It allows you to look up categories of people, places or things. For example, if you need a plumber but can't recall a name or find the person's business card, let Calling Cards find it for you. If you're having trouble trying to decide where to wine and dine tonight, Calling Cards will let you flip through your restaurant entries. Need a doctor quickly? This program can help you find your personal physician fast. Calling Cards lets you print standard (1-up) labels (two sizes), shipping labels, Rolodex cards (two sizes), and checklists (abridged or unabridged). You can address envelopes and even make labels for file folders, floppy disks, and your kids' school books. ____________________________________________________________________ - Hardware and software requirements - IBM or compatible PC with 512K RAM 276 Kb of disk space DOS version 3.3 or later Calling Cards can be run from a hard or a floppy disk. Label printing functions require continuous form printer. A dot matrix printer is ideal. ____________________________________________________________________ Overview Interface. Calling Cards's screen consists of three types of windows: a Working Window, a Viewing Window, and an Options Window. If you are using a color monitor the Viewing Window is always green, the Working Window red and the Options Window blue. Enter the pound sign, <#>, in the Options Window to invoke the color mode. You select processes (like adding, updating, or deleting records) in the Options Window. In general, you create records in the Working Window, and you view your records in the Viewing Window. ---------------------------- Quickeys. The Quickey list in Calling Cards consists of the services to which you want to have fast access, like doctors, plumbers, electricians, etc. You can also include a service name that represents an important or useful group to you. If you have numerous tennis partners, for example, you could make one of the services "Tennis", and put that Service category on each of your tennis partners' records. Another common group might be the restaurants you visit frequently. (List their specialties or dress codes on the Memo line). To enter your Quickey Service categories, press <\> in the Options Window. Calling Cards Page 2 Extended processing options. Several processing tasks, called extended processing options or EPO's, are not listed in the Options Windows, because they are functions that only occasionally need to be performed. EPO's are used to "extend" a program's power and functionality. One EPO you should be aware of initially is the Change Quickeys function, which allows you to change your Service category Quickeys. You invoke it by pressing the backslash in the Options Window. To find out what EPO commands are employed by Calling Cards, enter (the question mark) in the Options Window. See "Extended Processing Options", page 16, for a full description of all the EPO commands and their definitions. ____________________________________________________________________ Getting Started Entering Records. You should enter your own name and address so you can print it as a return address when you need to print an envelope. To do that, press <4> in the Options Window. Calling Cards will move your cursor to the Working Window where you create your new record. Names are entered as Last name first, comma, then First name and Middle initial/name. [Note: Refer to page 4, Adding Records, for specifics.] Enter your name, address, phone numbers, and even a memo if you want. You'll probably want to skip the Label fields on your own record, so just press when you come to those two fields. The same is true of the Service field for your record, too. Now add some friends. Enter the data the same way you did for your own record until you come to the Label fields. The first is called Holiday and the second Other. If you want to put a friend on your holiday card list, press any key but or and an "X" will appear in that field. If this friend is also a client or falls into some other category you want to maintain, press any key but or when your cursor is in the Other field and an "X" will appear there as well. You can put a record in both categories, if you choose. After you've entered your trial records, you can print either your Holiday label field records or your Other field records. Read the section entitled "Option # 3, Printing" below for details. Finally, enter several records for a professional group, like your doctor, lawyer, or even your favorite restaurants. Don't forget to include their Service category on each record. Refer to the Viewing Window for the services offered. To put a service on a record, type the service's corresponding Quickey and press . When finished, go back to the Options Window (by pressing in the Name field), press <2> to invoke the Service Call function, and give Calling Cards the Quickey of the service you need and press . If you've entered more than one record with that service, Calling Cards will show them to you one at a time. Simply use the directional keys to peruse them. Calling Cards Page 3 Changing a Card's Information. Invoke the Change function by pressing <5> in the Options Window. Calling Cards will need to know which Tab index you want to search. The Tab index is the first letter of the name you entered on the Name line. Remember, your entries are stored much like those in a phone book ... in Tab sections. Enter the Tab, and Calling Cards will take you to that section. Use the directional keys to find the correct record. Then press or to select it. Calling Cards will display a sub-menu in the Viewing Window indicating which fields you can change and their associated hotkeys. Enter the appropriate hotkey and Calling Cards will allow you to make changes to that field. If you inadvertently press the wrong hotkey, press . Calling Cards will reinstate the old entry, even if you've made changes to the original. To exit the Change function, press when Calling Cards asks which field you want to change. It will then return to the Tab section and ask if the displayed card is the record you want to change. If there are any more cards to change in that Tab index, find the next one and select it by pressing or , otherwise press to return to the Options Window. - - - - - - - - - Changing a Service Category. Enter the backslash, <\>, in the Options Window to invoke the Change Quickeys function. Calling Cards will ask "Which Quickey do you want to change?" Specify the Quickey, and Calling Cards will place your cursor under the current category and await your new changes. If you press the wrong Quickey, press while your cursor is in the Viewing Window, and Calling Cards will revive the old Service category. When you finish making the changes you want, press . This will bring you to the next phase of the Change Quickey function, changing the Label Field titles. They are called Holiday and Other, originally. If you don't want to change the titles now, press to return to the Options Window. If you do want to change them, press . The names can be seven characters long. ____________________________________________________________________ Program Information ____________________________________________________________________ The Options Window. There are six processing options in the Options Window. _____________________________________________ | Choice: _ | | 1 Directory 4 Add | | 2 Service Call 5 Change | | 3 Print Labels 6 Delete | |_____________________________________________| Calling Cards Page 4 Options one through three allow you to use your file once it has been created. Options four through six let you create and modify your calling card file. There are numerous EPO's available in Calling Cards. They are defined in the section called Extended Processing Options (page 16). ____________________________________________________________________ - Creating Your Calling Cards Records - Option # 4, adding records. When creating records, you can press at any time in the Working Window to return to the Options Window. If you are in the middle of creating a record and you press , that partial record will not be saved. To end an input session, press when the cursor is in the Name field (the first field) of the Working Window. ~ Field Definitions ~ -Name field (30, required). Enter the person's or company's name and press . Pressing in this field ends your data input session. Personal names should be entered last name first, followed by a comma, and then the first name and middle initial/name. Examples: Name: Henderson, Peter G. or Name: Henderson, Peter Gaines Business names should be entered as they appear in the phone book. Hewlett-Packard Company IBM Corp International Business Products Inc (or) International Business Products, Inc See the section entitled Name Field Examples, at the end of this document, for more information and numerous examples. -Address fields (various sizes, optional). The next five entries are optional. However, if you skip both of the Street fields or any one of the others (City, State, and Zip), Calling Cards will consider the address unacceptable and will not print a label for it using the Print Labels function. [Note: You can print labels that have incomplete addresses by turning off Address Validation. To do so, press <=> (the equal sign) in the Options Window. Refer to <=> Change Address Validation, page 16 for more information.] Calling Cards Page 5 The Street and City fields are each 30 characters long. The State field is 15 letters long. The Zip Code field will accept alphanumeric input (letters and numbers), and it can be up to twelve characters long. Hint: When entering an address, use the Post Office's state abbreviations, especially when an address contains long city names or when you are using full nine digit zip codes. If you don't, you might have trouble fitting the city-state-zip line on a standard label. __________________ -Phone number fields (max. 26, optional). You can enter a home phone number and a business phone as well. Phone numbers may be in either the standard American format of (###) ###-####, or in the International format that accepts 26 alphanumeric characters. In the American format, Calling Cards automatically converts letters to numbers. Thus, a number entered as (YOU) CAN-HELP is instantly converted to (968) 226-4357. Letters can be entered in upper or lower case. If you are using the American format, Calling Cards expects an area code followed by the standard seven digit phone number. If you wish to skip the area code, press when the cursor is in the first position of the area code. If you wish to skip a phone number field, press when the cursor is in the first position of the area code. If you have already entered digits in one of these fields and you decide that you do not want to enter the phone number after all (but you still want to enter the record), press + to clear the field and then press . If you need to enter American phone numbers that have an extension, use the American format to create the record, then use the Change function to tack on the extension. You can also use the International format, in which case you will have to type the parentheses and hyphen yourself. Tip: If you're planning to print your records on Rolodex cards and you have some entries that don't currently have phone numbers, you can have Calling Cards hold a place for the phone number which you can write in later. The placeholder is the underscore character "_" (not the hyphen "-"). Make sure you are using the International phone format. In the Change function, select the records that do not have a Home or Business phone (whichever you wish to hold a place for) and enter a single underscore character, nothing else. When you print your Rododex cards, Calling Cards will print an underscore line after the Home or Business Phone field heading. When printing to small Rolodex cards, if you don't need both phone fields on the card, don't put placeholders in both Home and Business fields. That way you can be reasonably sure to have your Memo line Calling Cards Page 6 printed regardless of its length. If the Memo line is very long and you utilize both phone fields, Calling Cards may not print the memo on small Rolodex cards. Calling Cards prints a total of eight lines on small cards. A long memo requires three lines on a small card. __________________ -Label fields (single character entry, optional). You can put a record on one or both of your mailing lists. To skip a Label field, press or . Any other key (except ) will put an "X" in the fields. An "X" in the field means that the record you are creating will get a label printed (assuming a complete address is on the card) when you run the Print Label function (option 3 in the Options Window) for that label category. For information on changing the Label field titles refer to page 16. __________________ -Memo field (67, optional). This field can be used to include the names of the children of your friends, times to meet racquetball or tennis partners, dress codes at your favorite restaurants, or in conjunction with your Service line entries. For example, if you have several "Doctor" entries, put their specialties on the Memo line as well as date last seen. If you enter a Memo line longer than the field window, you'll find that the message scrolls (in a marquee-like fashion) whenever you use any of the viewing functions (except Change and Delete) to look at it. See <^> Change Marquee Scrolling Speed, page 18, to change the scrolling speed. You can stop the scrolling when viewing a card by pressing once. If you missed the beginning of the Memo, and you don't want to wait for the line to scroll around again, press twice to queue it up. Press to start the line scrolling again or press a directional key to peruse your other cards. __________________ -Service field (20, optional). You can append a Service category to each record, if appropriate. Refer to the Viewing Window for the Service categories and their Quickeys when it's time to make an entry in this field. To skip this field, press . You can also enter your own category manually by simply typing it in. If you manually enter your own category, keep the entry short. This will minimize the chance of misspellings when you attempt a lookup later on. You do not have to match upper and lower case letters. "AbCd" is the same as "aBcD" is the same as "abcd". Note: You can have only one Service category per calling card. Calling Cards Page 7 Don't forget that you can change your Service Quickeys by entering the backslash EPO in the Options Window. __________________ Option # 5, changing information. If you discover that you've made an entry error, the Change function makes corrections fast and easy. You can change any field. After you press <5> to start the Change function, Calling Cards will ask for the Tab Index (i.e., the first letter in the Name field), just as if you were looking up the name in a phone book. It then displays the first record in that Tab section and asks if that is the record you wish to change. If it isn't, you simply flip to the correct record by using the arrow keys. When you come to the card you want to change, you can either press or to select it. This starts the Change mode, in which you make the actual changes to the record's contents. At the top of the Working Window, Calling Cards displays the query "-> Change which field?". You'll find a complete list of the fields in the Viewing Window with their associated hotkeys. Enter the hotkey of the field you want to change, and Calling Cards will put your cursor in that field and await your corrections. If you enter the wrong hotkey, press , and Calling Cards will restore the field's old contents, even if you've already typed in changes. To make a field blank, select that field, press + to clear it, and press . Regarding phone numbers in the Change function: If the Phone Number field which you want to change is empty and the American format is in effect, the American format will be the format used. In all other cases, the International format will be used. Thus, if you have an entry in the field, regardless of format, the International format is used. This allows you to enter American formats using the Add function with considerable ease, and then for those few that might have extensions, you can use the Change function to append the extension (e.g., "x1234") to the phone number that is already in the field. __________________ Option # 6, deleting records. Deleting records is even easier than changing them, so be extra careful. Calling Cards does ask for confirmation, however. Enter the Tab Index, flip to the correct card using the arrow keys and tell Calling Cards that you want to delete it by pressing or . Calling Cards will then ask if you're sure. If you say yes ... by pressing ... it's gone. (Calling Cards will not accept for yes on this final question.) Calling Cards Page 8 ____________________________________________________________________ - Using Calling Cards - Option # 1, directory assistance. To find a phone number or an address, press <1> in the Options Window, and enter the Tab Index of the name you want to find. That's the first letter of the name (generally the last name if it's the name of a person) you entered in the Name field when you added the card. You then use any of the directional keys to page through that Tab section. When you come to the first or last card in that section, Calling Cards notifies you that you have reached the beginning or end of that Tab index. To return to the Options Window press . You can print multiple labels of any name and address displayed in the Working Window by using the <*> EPO in the Directory function. __________________ Option #2, service call. When you want to find a service, press <2> in the Options Window, and Calling Cards will request the type of the service you want by placing the cursor after the Service Field title in the Working Window. Type in the Quickey (refer to the Viewing Window), and press . Note: If you are looking up a Service category that you entered manually you must spell that Service type exactly as you originally entered it. If there are any records in the requested service category, Calling Cards displays the first. Use the arrow keys to peruse the records in that service category. Press to return to the Options Window. Suggestion: Regarding the Service categories, don't attempt to to be too specific. If you look at the Service types in the Viewing Window, for example, you'll see that the service Doctor is listed. Use it for all of the doctors you enter into Calling Cards, regardless of their specialty. If you enter specific fields, such as gynecologist, pediatrician, and so on, you will defeat the purpose of the Quickey lookups. The best way to handle this situation is to enter all of your doctors under the general service type and then put your doctors' specialties on the Memo line. You can change the Service categories to reflect your particular needs by using the <\> EPO described on page 16. __________________ Calling Cards Page 9 Option # 3, printing. Selecting a Print Item. _______________________________ Choose this option to print | | mailing labels (standard or | Print Item | shipping), Rolodex cards (petite | | or standard sizes), Checklists, | A Mailing Labels | Envelopes, and a comprehensive | B Rolodex Cards | listing. | C Checklist | | D Envelopes | This menu leads to other menus | E Comprehensive | which make the setup process | | for printing virtually foolproof | Choice ==> __ | and as easy as it can be. If | | you select an item that is | | incorrect in a subsequent menu, | Note: Print items C and | simply press the up arrow key to | E on standard printer | return to the previous menu. | paper only. | Then make the correct choice, |_______________________________| and you're on your way again. __________________ Items and Sizes for Printing. Standard Labels (two sizes): 1. 15/16" high 2. 1 7/16" high (any width) Label width is unimportant. Horizontal type alignment is set manually. See Alignment Testing on pages 10 - 11. Shipping Labels (one size): 1. 4" x 2 15/16" high (width can vary here too) Rolodex Cards (two sizes): 1. 2 1/6" x 4" 2. 3" x 5" Envelopes (two sizes): 1. standard 2. legal (almost any size actually) Checklists and Comprehensive listings are printed on standard 8 1/2" x 11" computer printer paper. __________________ Selecting a Print Category. When you create your Calling Card records, you have the option of putting a record on the first mailing list (originally called Holiday), on the second mailing list (originally called Other), or on both mailing lists. Additionally, you can put a record on one of the many Service lists you can create. Calling Cards Page 10 After you've selected the ________________________________ item you want to print, | | Calling Cards asks (via the | Print Category | menu on the right) which | | category you want to print. | A Holiday only | | B Other only | You can print one of the pre- | C Both A and B | determined groups (A through | D Service Type | E) or you can select F, which | E All records | allows you to first identify | F Selected records | the records you want to use | | for whatever you're printing. | Choice ==> __ | The F category is extremely | | useful when you want to print a |________________________________| number of records that have no common thread in your file. For example, if you had already printed all of your records on Rolodex cards some time ago and now only want to print the select few you have recently updated, choose the F category and handpick those few newly updated records. Address Validation. When printing labels or envelopes using Option # 3, Calling Cards performs an address verification of each name and address to be sure that every field has an entry. If a record lacks a field of critical information, Calling Cards will not print that record. The name, one of the two street addresses, the city, state and zip must be present, or Calling Cards will not print the label or the main address (on an envelope). [Note: Return addresses are not subject to address validation.] The Address Validation status can be turned off using the <@> EPO. See "Extended Processing Options", page 16, for more information. Testing Printer Alignment. If you elect to print labels or Rolodex cards, Calling Cards will tell you to press any key when you have your labels in the printer. Be sure your printer is on, and that you have labels in it before you respond. Calling Cards then displays the Print Head Alignment query asking if you want to: 1 Test alignment 2 Skip test 3 Exit function If you haven't set the alignment before, or if you've been running other print programs that required you to change the position of the printer's tractors, you should run the alignment test. When you run the alignment test, Calling Cards prints a test label or Rolodex card and asks, "Is the alignment okay?". If the test label or card fits neatly on the item to be printed, press . If the alignment is unacceptable, press , and Calling Cards displays a prompt in the Viewing Window that tells you how to make printer adjustments from your keyboard. Calling Cards Page 11 __________________________ As you can see by the field prompt | | shown on the right, you are allowed | Print Head Alignment | to make vertical and horizontal | | adjustments by pressing the spacebar | Press to | key (for vertical) and the left and | advance form one line. | right arrow keys (for horizontal). | | | Press to run | You will also see the Tab indent | another test pass. | displayed at the bottom of the | | Viewing Window. The Tab indent is | Use left and right | initially set to zero (0), and | arrow keys to adjust | indicates the number of columns | horizontal Tab. | Calling Cards will tab to the right | | (from the left side of your printer's | Tab = 0 | carriage) before it prints your |__________________________| labels or cards. Calling Cards will increment or decrement the Tab indent as you press the right and left arrow keys so you'll know where the next test label will be printed. The Tab indent ranges from zero to thirty spaces. The vertical adjustment is immediate. In other words, when you press , the printer will immediately advance the label forms one line. Changes to the Tab indent, on the other hand, cannot be seen until you press to print another test label. You will see the Tab counter, displayed at the bottom of the Viewing Window, increase and decrease as you press the right and left arrow keys. When you're ready to test the alignment again, press , and Calling Cards will repeat the above process, printing out a test label for you to examine. If everything meets your approval, press to print the labels. If you want to abort any of the above printouts, press . To print multiple labels of a specific name and address, refer to the <*> EPO, Print Multiple Labels, pages 18 - 21. Tip: Keep a good ribbon on hand to print special items like your Rolodex cards. After printing the special items, seal the good ribbon in an air-tight plastic bag to keep the ink from drying out. Quality ribbons don't wear out as fast as you might think. They dry out. When printing out rough drafts of letters, etc., use an older ribbon -- one that you can leave on the printer all the time. _____ __________________ _____ Helpful Printing Hints Labels. When putting label forms into your printer, situate them an inch or so to the right of the left margin. Some printers allow you to put the forms in too far to the left. By putting the forms in an inch to the right of the left margin, you can simply use Calling Cards's Print Head Alignment function to make the necessary printing adjustments. Calling Cards Page 12 Tip: Practice using the vertical and horizontal adjustments by inserting used sheets of typing paper into your printer and printing test labels using the Print Multiple Labels function. __________________ Rolodex Cards. Rolodex card forms, like label forms, should be situated an inch or so to the right of the left margin. Tip: Continuous form Rolodex cards are costly. Before attempting to print your cards on the real thing, practice on continuous form computer printing paper. Also, if many of your records contain both a Home and a Business phone in addition to a long Memo line, you will probably not be able to get all of the information onto the small size Rolodex cards. Calling Cards prints a maximum of eight lines on the small size. Hence, if you have too much information in a given record, Calling Cards will not print the Memo line. By running some practice sessions, you will be able to see how well your records are coming out. If many of them lack a Memo line when they should have one, you can choose to print them on the large size Rolodex cards. __________________ Envelopes. You can practice printing on envelopes by cutting sheets of typing paper to the size of the envelopes you plan to use and printing off a few dummies. Remember to adjust the print head gap when printing on real envelopes though. Your printer's owner's manual should tell you how to insert an envelope into your printer. If it doesn't, insert the envelope so that the printhead (in its left-most position in the carriage) is 1/4" from the top and 1/4" from the left side of the envelope. Calling Cards will begin printing in that position for the return address. You should insert the envelope in the same position if you're planning to print only the main address as well. When printing both the return and the main (delivery) address, line up the envelope in the printer as instructed above. Calling Cards will print the return address and leave the print head at the end of the last line. Calling Cards then asks you to select the size of the envelope, standard or legal. After that, you must make the necessary printing adjustments by pressing to advance the envelope in the printer carriage. Generally, three or four times is sufficient (unless you have an unusually tall card). After you have made the adjustments, press to print the main address. Calling Cards Page 13 Note: Envelopes don't have to be one of the formal standard or legal sizes. Using to adjust the vertical placement of the main (delivery) address allows you to print on many of the tall envelopes found in card specialty shops. * * * Important * * * * * * * * * * * * * * * * * * * * * Please remember to adjust the print head gap on your * * printer. It will improve print quality immensely. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * __________________ Checklists and Comprehensive Printings. These two types of listings must be printed on standard printer paper (8 1/2" x 11", continuous form). When printing Checklists, you can elect to print either the abridged or the unabridged listing. The unabridged listing prints out all of the data, and the abridged listing prints only the name and the home or the business phone number, whichever it finds first (it looks at the Home field first). Both include the trailing line: Card: ___ Sent ____ Received Date: ___/___/___ This lets you check off whether you actually sent the card or letter, and whether you received a reply. You can additionally enter the date on which you received a reply. In general, you'll only want to print the abridged version. After the listing has been completed, Calling Cards prints several lines under a heading entitled New Entries. This gives you a place to put those extra names and addresses that always seem to pop up out of nowhere after a mailing has taken place. Checklists are useful when you need to keep track of the people or organizations to whom you send cards or invitations and whether or not those parties have responded. Examples abound: Wedding invitations Business mailings where a card or a call is expected in return Christmas card lists Any invitation with an R.S.V.P. ____________________________________________________________________ ____________________________________________________________________ - Name Field Examples - Note: The information provided on the following pages will help you build your Calling Card file properly. Please read it carefully. This section also shows you how Calling Cards will print labels and envelopes for your records. Calling Cards Page 14 Personal Names. Commas are field delineators in Calling Cards's Name field. When performing the Print Labels procedure, Calling Cards first looks for a single comma in the Name field. If it finds a name with a single comma, that comma becomes the pivot, and Calling Cards reverses the two segments defined by the comma. This is the method generally used for entering common names. Example: Entered as: Smith, Geraldine P. Printed as: Geraldine P. Smith If Calling Cards finds two commas in the Name field, the second comma becomes the pivot, and the first comma is effectively ignored. So, Calling Cards would take the third section (that part following the second comma) and put that portion in front of the other two sections. This technique allows you to retain commas in certain forms of address, and it is especially useful when there are introductory or trailing titles. Example: Entered as: Applegate, III, Mark J. Printed as: Mark J. Applegate, III If Calling Cards doesn't find a comma, it simply prints the name as it was entered. Use this method for entering business names when there is no introductory article. Example: Northgate Standards Inc. __________________ Introductory Titles. To include introductory titles (such as Mr., Mrs., Ms., Dr., and so on) in the name field, you must put the honorific before the first name. For instance, if you're using the title "doctor" in someone's name: Entered as: Higgins, Doctor Josie G. Printed as: Doctor Josie G. Higgins __________________ The appendage "M.D." (called a trailing title), however, should be included with the last name, which is entered first. Entered as: Higgins, M.D., Josie G. Printed as: Josie G. Higgins, M.D. Because there are two commas in the name field, the first comma is ignored, and the second comma becomes the pivot. Calling Cards Page 15 Different Surnames. To accommodate those couples who retain different surnames, enter their names as follows: Entered as: Smith & Jason Jones, Lizbeth Printed as: Lizbeth Smith & Jason Jones Calling Cards will retain the record under the Tab index S (for Smith). If you want to be able to find their names under both J and S, you would have to enter the record twice: once as above, and the second time as: Entered as: Jones & Lizbeth Smith, Jason Printed as: Jason Jones & Lizbeth Smith __________________ More examples of personal names: Name entered as: Printed as: Smythe, Mr. & Mrs. Jason Mr. & Mrs. Jason Smythe Applegate, Cynthia Cynthia Applegate Diller, The Honorable J.T. The Honorable J.T. Diller Peterson, Jr., Howard Howard Peterson, Jr. Adams, D.V.M., Anne Anne Adams, D.V.M. Adams Family, The The Adams Family Clay & Ted Jones, Jill Jill Clay & Ted Jones Dunne, III, Mr. John Mr. John Dunne, III ________________ __________________ Business Names. Entering business names is simple. Put introductory articles at the end of the Name field. Remember, the word you want to key on must come first. Examples: Name entered as: Printed as: Flower Shoppe, The The Flower Shoppe ICC, Inc. ICC, Inc. Mazar Corp. Mazar Corp. Bakers Goods, Inc., The The Bakers Goods, Inc. Inc. Examples. When it comes time to print labels for the above examples, Calling Cards would see the single comma in the first and flip the two fields, creating The Flower Shoppe. In the second example, Calling Cards would see the abbreviation `Inc.' and print the name as it was entered even though there is a single comma in the name. The third would simply be printed as is. The fourth example has two commas, and even though it contains the `Inc.' keyword, Calling Cards will flip the fields delineated by the second comma, because two commas take precedence over the keyword. Calling Cards Page 16 ____________________________________________________________________ ~~ The Extended Processing Options of Calling Cards ~~ EPO Definition <\> Change the Quickeys (Service categories) and Label field titles. This EPO is entered in the Options Window. Calling Cards asks which Quickey you want to change. Enter the Quickey of the Service category you want to change, and Calling Cards will place your cursor under the old service in the Viewing Window and let you key in your changes. Press after you type in the new Service name to effect the change. If you find you have inadvertently pressed the wrong Quickey, press while your cursor is still in the Viewing Window, and Calling Cards will resurrect the original Service category (even if you've already typed in a completely different service). Calling Cards next asks if you want to change the Label Field titles. They are originally called Holiday and Other in the Working Window. If you do, press . If you don't, press or . The Label Field titles should reflect the one or two major groups of people in your life. If you feel the original titles are inappropriate for you, rename the fields to "Friends" and "Clients", or whatever you want to call them. You don't have to rename both, you can change the name of just one, if you like. [Note: You cannot leave the Label Field titles blank. If you attempt to do so, Calling Cards will impose generic defaults.] The maximum length of a Service category is 16 characters. The maximum length of a Label Field title is 7 characters. - - - - - - - - - <@> Change Phone Formats. Switch between American and International formats. Invoked from the Options Window. Read "Phone Number Fields", page 5, for the field format descriptions. - - - - - - - - - <=> Change the Address Validation Status. Calling Cards will tell you if the status is `off' or `on' and ask if you want to change it. Respond accordingly. [Note: You can also find out what the status is by using the EPO in the Options Window. The current status is in parentheses after the <=> EPO command definition. Calling Cards Page 17 <+> Invoke View functions. This EPO gives you access to three indispensable functions for viewing and printing individual records. Entering <+> (the plus sign) in the Options Window brings up a sub-menu in the Viewing Window that displays the various viewing modes offered. A. View Holiday records B. View Other records C. View all records in your file Selections A and B allow you to peruse your file along the lines of either the Holiday or the Other label fields. In other words, if you choose A, Calling Cards will display all of the records in your file that have an "X" in the Holiday field. Selection C allows you to view all of your records without regard to the Tab index or the Label field. If you mislay a card, you can use this selection to help you find it. Misplaced Calling Card. How does one lose a calling card? Not easily, but it does happen. For example, suppose you had created a calling card for a doctor some time ago whose expertise you one day find you need. You have completely forgotten the good doctor's name, and you can't recall exactly how you abbreviated that person's specialty on the Service line (thoroughly ignoring the sage advice given above about keeping it short and simple, or better still, using a common category like Doctor). The View function's selection C, will allow you to peruse your entire file to find that record. You can go forward or backward through the file by using the arrow keys, + and + . To exit the View EPO function, press . - - - - - - - - - <|> Reset Label fields. You can quickly blank a specified Label field in all of your records with this function. Calling Cards asks for confirmation before it clears your records. [Warning: There is no undo feature for this function.] - - - - - - - - - Display EPO Commands and Symbols. User changeable values are reported as well. For example, the Address Validation status, the Marquee speed, and the Phone field format are all reported. You'll find them listed in parentheses after their respective command definitions. Calling Cards Page 18 <^> Change the Marquee Scrolling Speed of the Memo line. Calling Cards will display the current speed in the Viewing Window and ask for the new marquee speed. The Speed Legend also appears in the Viewing Window. You can select speeds from 1 (very fast) to 5 (very slow). If you wish to turn off the marquee scroll, enter 0 (zero). You can control the marquee display of long memos on an individual record basis. When viewing a record whose memo is scrolling, press once to stop the marquee display. Press to resume scrolling again. - - - - - - - - - <*> Print Multiple Labels. Print from one to 999 labels of any address displayed in the Working Window. You can even use this function to make labels for file folders, your personal books, floppy disks, etc., (refer to "Print General Purpose Labels", pages 19 - 21). This EPO is not accessible from the Options Window. To use this feature you must first display an address in the Working Window using any of the viewing functions such as Directory and Service Call (options 1 and 2), and those viewing functions using the <+> EPO, and in the Change and Delete functions (options 5 and 6). In other words, you can use the <*> EPO whenver there is a record displayed in the Working Window. After you've invoked the <*> EPO, Calling Cards will ask for the count ... that is, the number of labels you want printed. The count can be anywhere from one to 999. Calling Cards will ask you for the size of the labels, that is their height. Select either 15/16" or 1 7/16". You can adjust the horizontal placement using the Print Head Alignment function. Calling Cards then offers you a chance to test the print head alignment by displaying in the Viewing Window the following sub-menu: _____________________________ | | | Print Head Alignment | | | | Please select one of | | the following: | | | | 1 Test alignment | | 2 Skip test | | 3 Exit function | |_____________________________| To Test or Not To Test. If this is the first time you've run the Multiple Labels function in Calling Cards, you should select 1, to test Calling Cards Page 19 the print head alignment. If you've changed label sizes or moved the printer tractors for whatever reason, you should also run the Print Head Alignment test. On the other hand, if you have recently set the print head adjustment for your printer with Calling Cards and you haven't moved the printer tractors, Calling Cards remembers the amount of space it has to space over to start printing. So you can skip the Print Head Alignment test by pressing 2. (This is assuming you are using the same width labels as you used previously.) If you opt to test the alignment, Calling Cards will print a test label and ask if the alignment is okay. If it isn't, reply , and you will be allowed to make vertical and horizontal adjustments by pressing the spacebar key (for vertical) and the left and right arrow keys (for horizontal). [Note: Refer to the section called "Option # 3, printing" for more information about making print head adjustments for labels.] When you're ready to test the alignment again, press , and Calling Cards will repeat the above process, printing out a test label for you to examine. If everything meets your approval, press to print the labels. Unlike Calling Cards's normal label printing function, address validation is ignored in this function, allowing you to print addresses that are incomplete, technically speaking. After your labels have been printed, Calling Cards returns you to the Directory function from where you can continue processing. -------- Print Batch Labels -------- The next time you have the labels in your printer, print a quantity of labels for those creditors to whom you mail payments monthly. If you frequently write letters to friends, you can print labels for their envelopes as well. -------- Print General Purpose Labels -------- You can also use Calling Cards to print labels for books, file folders, name tags, whatever. For example, suppose you wanted to print labels for all of the file folders you have. Choose option 4 (Add function) in the Options Window to create a new record. In the Name field enter three periods (...). Then press in all of the other fields to create the record. Now exit the Add function, and choose 5 (Change function) in the Options Window. Calling Cards Page 20 Find and Select the record with three periods to change it. Remember, you're searching for a record whose Name field begins with a period. So when the Change function asks for the Tab index, simply enter <.>, a period. Use the first four fields to create a label. You must put something in the Name field. The others you can leave blank or put in them whatever you want. If you leave the first three periods in place in the Name field, the record will not "jump" around. In other words, after you've made the necessary changes in the Working Window and exit the Change mode to get access to the <*> EPO, Calling Cards checks the Name field. If the name has changed, the records are sorted. If you've deleted the periods, the record will be put into another Tab index. By leaving the periods in place, you keep the record in that Tab index. [Note: Your labels will look more professional if you put periods after the title that you've entered in the Name field as well. Refer to the examples below.] Tip: You can use other symbols besides periods. Square brackets ([ and ]), angled brackets (< and >), or asterisks (*) will all do the job of anchoring the record. Label examples - You can create labels like this for file folders: Name: ... Personal File ... Street1: For: Norma Jean Bradley Street2: Includes medical, dental, City: and educational records ----------- or ----------- You can create labels like this for your personal books: Name: [ This Book Belongs to ] Street1: [ Norma Jean Bradley ] Street2: [ 106 Oak Drive ] City: [ Almaden, NJ 07919 ] ----------- or ----------- You can create labels like this for your floppy disks: Name: [ My Little Realm ] Street1: This floppy disk belongs to Street2: John L. Salisbury City: Calling Cards Page 21 When you have the information in place, press to exit the Change mode and you will see the <*> EPO command definition displayed in the Viewing Window with your label record still in the Working Window. Print that label using the Multiple Labels function. Note: If you have changed the name considerably, Calling Cards may change your record's position in the Tab index. Should that happen, simply use the directional keys to find it. After you've printed the label, Select that record again by pressing . Make the changes for the next label you want to print, leaving the periods in place in the Name field. When you've finished making those changes, press to leave the Change mode, and use the <*> EPO to print that label. Tip: When using this process, be sure you skip the Print Head Alignment test after the first label has been printed. Once you have the alignment set, you do not need to reset it, and retesting the alignment merely wastes labels. - - - - - - - - - <#> Change color modes. If you try the color mode and the screen display becomes garbled, simply press <#> again. ____________________________________________________________________ Product note: Version 1.x of Calling Cards is incompatible with later versions. ____________________________________________________________________ The End ____________________________________________________________________ (c) Copyright 1991 - 1992 John L. Salisbury