Rolodex PCLink (650-0132) Operation - Part 3 Faxback Doc. # 17121 REMAINING CARD FILES To Rename a cardfile, move the highlighted bar onto the Rename CARDFILE selection and press . The program will display the message: Enter new CARDFILE name: Type in the new name of the cardfile and press . The program will then display the message: Renaming CARDFILE FRIENDS to OLDFRIEN OK to proceed? OK Press to proceed with the renaming of the cardfile. Press to go back to UTILITIES MENU. Merging Card Files To Merge a cardfile move the highlighted bar to the Merge CARDFILE selection and press . The program will then ask for the name of the second file in the merger and it will display all the files currently on the computer. Using the cursor keys place the highlighted bar on the file you wish to merge and press . Merging RELATIVE into FRIENDS OK to proceed? OK Press if everything is correct, to continue with the merger. Press to go back to UTILITIES MENU. If was pressed, the program will then ask: MERGE File Marked records Unmarked records To merge only marked or unmarked files, press M or U.. To merge the entire file press F. You may also use the < and > cursor keys to highlight the desired choice, and then press . Print CARDFILE To print a cardfile, move the highlighted bar to the Print CARDFILE selection using ^ and V keys, or type the highlighted letter, and press . The program will then ask for the print format. Choose the print format by highlighting the desired format using ^ and V keys, or typing the corresponding number, and then press . 1-One column listing 2-Three column listing 3-One column labels <15/15 x 3 1/2> 4-Three column labels <1 x 2 5/8> Return to Main menu You will then be asked to select the printer port, or output file: Select printer port of FILE LPT1 LPT2 LPT3 COM1 COM2 FILE If FILE is selected as output destination. PCLink will prompt you to supply a file name: Enter file name for output: The file will be placed in the PCLink directory, and will have a .PRN suffix. This file can be viewed and edited with any word processing program, or subsequently printed by directing the file to a printer. Next choose the printer type. Select printer: Laser Other Make the selection by using the < and > keys, and press . To print the entire file, marked records or unmarked records, select the desired one when asked. Press F, M, or U, or highlight choice using < and > keys, and press . Print File Marked records Unmarked records To print labels by person name or by the company name select Line 1 or Line 2, using < and > keys, and press , when the program asks: Sort on: Line 1 Line 2 PCLink will then sort and print the selected data. NOTE: The print utility is very, very slow. Do not turn off the computer while it is sorting and printing the data, as it may corrupt the data file. When printing is complete, the program displays: Print complete OK Press to return to MAIN menu Import CARDFILE Use this function to import files in the ASCII file format. PCLink accepts two different formats for importing ASCII text, COMMA DELIMITED ASCII, and an easily created ROLODEX format. Most word processors, spreadsheets and database programs on the market today allow files to be converted to an ASCII format with a COMMA FIELD DELIMITER, which can be imported by PCLink. This format will only import the first 6 fields of the cardfile, as described below. The ROLODEX ASCII format will allow importing of up to 60 fields, and is described in detail later in this section. When saving the file in the program where it is created, make sure that it is saved in a DOS text format. Most word processors save formatting information with the file unless it is saved as DOS text. If it is not saved as DOS text, you will get erroneous data, because PCLink will try to interpret the formatting information as card file information. Refer to your program manual on how to save files in DOS text format. The file must be located in the PCLink directory, and must have a. TXT suffix. To import the ASCII file, move the cursor to the import Cardfile selection and press . If no cardfile has been selected, you will be asked to select one now. Then the following screen is shown: This program will import data from your ASCII file WARNING! Cardfile rolodex will be replaced. OK Press to proceed, to return to MAIN menu. If is pressed, PCLink will ask for a file name. Enter file name: Type the file name (without the suffix) and press . If the file is located in the PCLink directory, and is of the proper format, it will be imported. Import Comma Delimited ASCII File In order for the PCLink program to import business card information from other programs, the data must be presented to the PCLink program as COMMA DELIMITED ASCII TEXT. Several popular PC programs can output this format, including LOTUS 123, WordPerfect etc. The file MUST be placed in the PCLink directory, and must have a. TXT suffix, i.e., CARDS.TXT. To import, go to IMPORT FILE, select file to import into, and enter the name of the text file, without the suffix. The data MUST appear as follows: "NAME", "COMPANY", "PHONE", "FAX", "STREET ADDRESS", "CITY STATE ZIP" This information must appear on one line with a carriage return at the end of the line, followed by the next record. Each record needs to be on a separate line, with no blank lines between the records. For example: "DOE JOHN", "ACME SALES","213-555-1212", ""," 123 FIRST ST", "LOS ANGELES CA 91408" Will enter: on line 1: DOE JOHN on line 2: ACME SALES on line 3: 213-555-1212 on line 4: on line 5: 123 FIRST ST on line 6: LOS ANGELES CA 91408 Note that the fax field on line 4 is blank because we specified 'no fax number' by the double quotation marks where the fax number should have been entered. Other fields can be skipped in a similar fashion: "DOE JOHN", "", "", "555-1212", "123 FIRST ST", "LOS ANGELES CA 91408" Will enter: on line 1: DOE JOHN on line 2: on line 3: on line 4: 555-1212 on line 5: 123 FIRST ST on line 6: LOS ANGELES CA 91408 Because in this case, the COMPANY and PHONE # fields are blank, but the FAX field has a phone number entered. There is no limit to the number of records in the ASCII file, but files larger files downloaded into the Electronic ROLODEX File may be difficult to maintain. Fields for ASCII Files Field Name Length Characters allowed NAME 24 A-Z, Numbers 0-9, -, , or period. COMPANY 24 A-Z, Numbers 0-9, -, , or period. PHONE 19 0-9, or . No letters. FAX 19 A-Z, Numbers 0-9, -, , or period. ADDRESS 24 A-Z, Numbers 0-9, -, , or period. CITY STATE ZIP 24 A-Z, Numbers 0-9, -, , or period. There are length and character restrictions for the various fields. Any field longer than the stated amount will be truncated, all lower case characters will be converted to upper case, and any character not recognized will be changed to a WORDPERFECT FOR WINDOWS: The file must be created as a merge file, with each field ending with the (END FIELD) code, and each record ending with the (END RECORD) code. Refer to your WordPerfect manual for instructions. To save a file in WordPerfect, which can then be retrieved by PCLink, choose Save As from the File menu. Type in the file name, then select ASCII Delimited Text (DOS) file format from the file format dropdown list. Choose Save the file. Other word processors: Other word processing programs may have similar methods of creating ASCII Delimited text files. Pleas refer to you program manual for instructions. Spreadsheet programs: Spreadsheets like Lotus 123, Supercalc, and others can also export files in the ASCII Delimited Text file format. Refer to the manual for your software program for instructions on creating these files.. ROLODEX txt file In order to export and import the complete PCLink records, an ASCII method has been devised that eliminates some of the difficulties with creating ASCII DELIMITED text files. The ROLODEX txt format is as follows: Each line of the record ends with a CARRIAGE RETURN, and each record ends with a FORM FEED. The lines are inserted into the ROLODEX data base in the order that they are encountered. If a particular field within a record needs to be skipped, a blank line with only a CARRIAGE RETURN is required to mark that position. In order for the data to be imported correctly, the data must be organized in the following order: LAST NAME, FIRST NAME COMPANY TEL# FAX# STREET ADDRESS CITY STATE & ZIP MISCELLANEOUS DATA There are limitations: All lines except for line 3 (TEL#) and line 4 (FAX#) are trimmed to 24 characters. Line 3 (TEL#) and line 4 (FAX#) are trimmed to 19 characters. Only 60 lines are allowed per record. Any lines in excess will be discarded. The first line of the second and subsequent records must immediately follow the FORM FEED character. If a CARRIAGE RETURN is encountered immediately after the FORM FEED, a blank field will be entered for the NAME field. Either Line 1 or Line 2 must have data in it, and the first character must start with a letter or number. Any other character will be discarded. If both Lines 1 and 2 are blank, an A will be inserted on Line 2. Creating ROLODEX text files ROLODEX text files can be created by several methods. One way is via popular word processing programs such as WordPerfect for DOS, WordPerfect for Windows, Word for DOS, and Word for Windows. To enter a CARRIAGE RETURN character, just press the ENTER key, and a new line will be started. In the previously mentioned programs, to enter a FORM FEED character, type . A line representing a page break appears. Other programs, such as MS-DOS EDITOR require you to enter the ASCII code for the FORM FEED. To enter this code in MS-DOS EDITOR, enter the following sequence: first press

, then while holding down the ALT key, press 012 on the NUMBER pad (Not the row of numbers along the top of the keyboard. Make sure that the NUMLOCK light on the keyboard is on, depress NUM LOCK key if not). At this time, a character representing a FORM FEED character will appear. Consult your word processor manual for instructions on inserting a FORM FEED, if it was not described here. Saving ROLODEX text files Special procedures must be used to save the file as an ASCII text file. In WordPerfect for DOS, to save the file as ASCII text, depress ., then 1 for DOS text and 1 to save. When leaving the program, do not save the file when prompted (after pressing the F7 key), or you will over- write the ASCII text with WordPerfect embedded formatting characters. In WordPerfect for Windows, select FILE, then SAVE AS, and the SAVE window is shown. In the Save As: box, enter the file name, with a .TXT suffix. In the Format box, scroll to select ASCII Text (DOS), then click the Save button. In Word for Windows, a longer sequence must be taken. Saving the file as an ASCII text file in Word for Windows does not preserve the FORM FEED character. The most convenient way around this problem is to save the file in the Write for Window format, leave Word for Windows, enter Write, and re-open the same file. Now re-save the file as DOS text by selecting FILE, then SAVE AS, and SAVE window is shown. In the Save As: box, enter the file name, with a .TXT suffix. In the Save File as Type box, scroll to select Text Files (*.TXT), then click the Save button.