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 <ENTER>. The program will display the message:
Enter new CARDFILE name:
Type in the new name of the cardfile and press <ENTER>. The program will
then display the message:
Renaming CARDFILE FRIENDS to OLDFRIEN
OK to proceed?
OK
Press <ENTER> to proceed with the renaming of the cardfile. Press <ESC>
to go back to UTILITIES MENU. Merging Card Files
To Merge a cardfile move the highlighted bar to the Merge CARDFILE
selection and press <ENTER>. 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 <ENTER>.
Merging RELATIVE into FRIENDS
OK to proceed?
OK
Press <ENTER> if everything is correct, to continue with the merger. Press
<ESC> to go back to UTILITIES MENU. If <ENTER> 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 <ENTER>.
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
<ENTER>. 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 <ENTER>.
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 <ENTER>.
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 <ENTER>.
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 <ENTER>, 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 <ENTER> 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 <ENTER>.
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 <ENTER> to proceed, <ESC> to return to MAIN menu. If <ENTER> is
pressed, PCLink will ask for a file name.
Enter file name:
Type the file name (without the suffix) and press <ENTER>. 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, -, <SPACE>,
or period.
COMPANY 24 A-Z, Numbers 0-9, -, <SPACE>,
or period.
PHONE 19 0-9, or <SPACE>. No letters.
FAX 19 A-Z, Numbers 0-9, -, <SPACE>,
or period.
ADDRESS 24 A-Z, Numbers 0-9, -, <SPACE>,
or period.
CITY STATE ZIP 24 A-Z, Numbers 0-9, -, <SPACE>,
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 <SPACE>
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
<CTRL><ENTER>. 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 <CTRL><P>, 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 <CTRL>
.<F5>, 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.
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