Phone Book Contents

Phone Book helps you keep track of phone numbers, addresses and other information about your personal and business contacts.

Using Phone Book

Rearranging the Display

Using Subsets

Keyboard Reference

Menus

File

Edit

Subset

Search

Help


Using Phone Book

To find a Name:

-	Type the first few characters of the Name (the Fast Goto dialog appears), then press ENTER. (This searches only the first column.)

To move around:

-	Use the scroll bars (vertical and horizontal).

-or-

-	Press PG UP, PG DN, HOME, END (vertical).

-or-

-	Press RIGHT or LEFT ARROW, or hold CTRL and press RIGHT, LEFT, PG UP, PG DN (horizontal).

To select a record:

-	Type the first few characters of the Name (the Fast Goto dialog appears), then press ENTER.

 	-or-

-	Click the record.

-or-

-	Press UP or DOWN ARROW.

To select several records:

-	Hold CTRL and click additional records.

-or-

-	Hold SHIFT and click a record (for a range).

-or-

-	Hold SHIFT and press ARROW keys (for a range).

-or-

-	Press CTRL+SPACEBAR (for all records).

To add a record:

-	Press F2.

 	-or-

-	Double-click an empty row.

-or-

-	Use the Edit menu Add New Item command. (The Add New Item dialog appears.)

To edit a record:

-	Double-click the record.

-or-

-	Select the record and press ENTER. (The Edit Item dialog appears.)

To delete a record:

-	Select the record and press DEL.

To search for text in any column:

-	Use the Search menu Find command.

To print records:

-	Use the File menu Print command.

To change the way records and columns are displayed:

-	See Rearranging the Display.

To display a subset of records:

-	See Using Subsets.


Rearranging the Display

You can change the order in which records are displayed. You can change the sizes and order of columns.

To sort records:

-	Use the Subset menu Sort command.

To resize a column:

-	Drag the right edge of the header box.

-or-

-	Use the Subset menu Arrange Columns command.

To move a column:

-	Drag the header box to the divider between two columns.

-or-

-	Use the Subset menu Arrange Columns command.


Using Subsets

You can create, display, and print subsets of your records.

To create a subset:

-	Use the Subset menu Create command to name and specify the criteria for the subset.

To change a subset:

-	Use the Subset menu Edit command to edit the criteria for the subset.

To display a subset:

-	Use the Subset menu View command to display in the main screen only the records for the subset you select.

To print a subset:

-	Use the File menu Print command.


File Menu

Use the File menu commands to manage Phone Book files.

Choose one of the following for more information:

New

Open

Copy

Merge

Extract

Password

Print

Print Setup

Exit

Note:	Phone Book file names normally end with .PDB


New

Creates a new Phone Book file.

File Name

The Phone Book proposes the .PDB file name extension. Type a name for the new file. If the file already exists, you will be asked if you want to replace the existing file.

Save File as Type

Use the pull-down list to select the types of files displayed in the file box.

Directories

Choose the directory where you want to create the file.

Drives

Use the pull-down list to select the drive where you want to create the file.


Open

Opens an existing Phone Book file.

File Name

Type the name of the file you want to open, or select the file from the file box.

List Files of Type

Use the pull-down list to select the types of files displayed in the file box.

Directories

Choose the directory that contains the file you want to open.

Drives

Use the pull-down list to select the drive that contains the file you want to open.

Note:	If the file is password-protected, you must type its password when prompted.


Copy

Duplicates the current file.

File Name

Type a name for the duplicate file, or select a file from the file box. If the file already exists, you will be asked if you want to replace the existing file.

Save File as Type

Use the pull-down list to select the types of files displayed in the file box.

Directories

Choose the directory where you want to put the duplicated file.

Drives

Use the pull-down list to select the drive where you want to put the duplicated file.


Merge

Merges all records from a selected file into the current file. The category list and subset names from the selected file are not merged into the current file.

File Name

Type the name of the file that you want to merge into the current file, or select the file name from the file box.

List Files of Type

Use the pull-down list to select the types of files displayed in the file box.

Directories

Choose the directory that contains the existing file.

Drives

Use the pull-down list to select the drive that contains the existing file.


Extract

Copies the only the selected records into a file, plus the category list and subset names. Extract does not change the current file.

File Name

Type a name for the file that will store the extracted data, or select a file from the file box. If the file already exists, you will be asked if you want to replace the existing file.

Save File as Type

Use the pull-down list to select the types of files displayed in the file box.

Directories

Choose the directory where you want store the file.

Drives

Use the pull-down list to select the drive where you want to store the file.


Password

Protects the current file against unauthorized access by attaching a password to the file.

Enter New Password

Type a new password. Passwords are case-sensitive. Unless Display Typed In Text is checked, each character typed in this field appears as an "*" instead of an actual character.

If you want to remove the password from a protected file, leave this box blank.

Reenter New Password

Type the new password again.

If the passwords do not match, the file remains unprotected.

Display Typed In Text

Check this box to see the password you are typing.


Print

Prints the specified records on a printer, one line per record (except for long Note entries). Columns print side-by-side using the current widths. If the output is wider than the page, side-by-side pages are printed.

Printer

Displays the currently selected printer.

Subset

Displays the currently selected subset.

Select Columns to Print

Select the columns you want to print. Click entries or press SPACEBAR to select.

Title of Output:

Type the title that will appear across the top of the printed page.

Print Items

All Items

Print all records of the current subset whether or not they are selected.

Selected Items

Print only the selected records of the current subset.

Print Footer

Prints the file name, date, and page number on the bottom of each page.


Print Setup

Sets up the printer options, including page orientation and printer selection.

Printer

Select either the Default Printer or a Specific Printer. Use the pull-down list to select a specific printer.

Orientation

Select the page orientation: vertical (Portrait) or horizontal (Landscape).

Paper

Use the pull-down lists to select the paper size and paper source.

Options

Presents additional printer options.


Exit

Quits the Phone Book.

Changes have already been saved.


Edit Menu

Use Edit menu commands to edit and add Phone Book entries.

Choose one of the following for more information:

Current Item

Add New Item

Undo

Cut

Copy

Paste

Delete Categories

Select All


Current Item

Edits the currently selected item. The Edit Current Item dialog box appears.


Add New Item

Adds a new item. The Add New Item dialog box appears.


Undo

Undoes any editing action.


Cut

Removes the currently selected record from Phone Book and stores it in the Clipboard.

You can paste the cut record.


Copy

Stores the currently selected record in the Clipboard. You can paste the copied record.


Paste

Inserts copied or cut records into the Phone Book in the proper sort position.


Select All

Selects all of the records in the currently displayed subset.


Delete Categories

Deletes categories from the list of categories. The Delete Categories dialog appears.


Edit Current/Add New Item Dialog

Edit the displayed record, or type the desired information in any or all boxes:

Name

Business (phone number)

Home (phone number)

Alternate (phone number)

Fax (phone number)

Title (job title)

Category (classification, type or select)

Company (name)

Address1 (street address)

Address2 (street address line 2, if needed)

City (city, town, or county)

State or Country

Zip or Code (postal code)

Note (miscellaneous information, type with automatic word wrap)

<<Prev

Saves current changes and displays previous record (for Edit Current Item only).

Next>>

Saves current changes and displays next record (for Edit Current Item only).

Save

Saves current changes. In the Add New Item Dialog, the fields are cleared for a new record.

OK

Saves current changes and closes the dialog.

Cancel

Cancels current changes and closes the dialog.


Delete Categories Dialog

Click (or press SPACEBAR) to select one or more categories to delete from the list.

Deleting a category does not change any records using that category. It affects only the current list of categories.


Subset Menu

Use the Subset menu commands to select, edit and create subsets. You can also change the column arrangement and the way records are sorted.

View

Edit

Create

Sort

Arrange Columns


View

Use the View command to select the subset to display.

From the list, select the subset you want to display.


Edit

Use the Edit command to edit subsets.

Rename

For the selected subset, displays the Rename Subset dialog for renaming it.

Delete

Deletes the selected subset name from the list. Prompts for confirmation.

OK

For the selected subset, displays the Edit Subset dialog for changing the subset criteria.

Cancel

Closes the dialog.


Create

Creates a new subset.

Name

Type a name for the new subset.

OK

Displays the Create Subset dialog for specifying the subset criteria.

Cancel

Closes the dialog without creating a new subset.


Edit/Create Subset (subset name)

Edit the displayed subset criteria, or type the desired subset criteria in any or all boxes:

-	Type text in a box. A record is included in the subset if matching text appears anywhere in that column.

-	Type a dash (-) as the first character, followed by text. A record is included in the subset if matching text does not appear anywhere in that column.

-	Use more than one box to include records that match both criteria. (This is more selective than using only one box.)

Example:	Type "marc" in the Name box to include:

Bon Marche

Johnson, Marc

MARCEL's Used Books

Welby, Marcus

Example:	Type "1-800-" in the Business box to include toll-free U.S. phone numbers.


Rename Subset Dialog

Changes a subset name.

Name

Type a new name for the subset.


Sort

Displays records in order, according to the data in specified columns.

1st

2nd

3rd

Selects the column name or names to use for sorting. 1st is the highest-priority sorting column. 2nd and 3rd resolve sorting for records that have identical 1st columns. (Select <none> to blank a priority level.)

Select Ascending or Descending order for each priority level you specify.


Ascending Order

Records are sorted A-Z, with A at the top of the list and Z at the bottom. Spaces, numbers, and special characters appear before the letter A.


Descending Order

Records are sorted Z-A, with Z at the top of the list and A at the bottom. Spaces, numbers, and special characters appear after the letter A.


Arrange Columns

Rearranges, resizes, and hides columns. The Arrange Columns dialog box appears.

Note:	You can also use the mouse to rearrange and resize columns (see Rearranging the Display).


Arrange Columns Dialog

Column

Select the name of the column that you want to change. Changing the selection discards unsaved changes.

Size

Specifies the width of the selected column, 1 to 125 (characters).

Position

Specifies the position of the column, 1 to 14 (left to right).

Change

Saves the column size and position as specified, but doesn't close the dialog.

Hide

Hides the selected column and removes it from the list.

Show

Displays the Show Column dialog for restoring a hidden column.

OK

Saves changes and closes the dialog.

Cancel

Closes the dialog, changes are discarded.

Note:	You can also use the mouse to rearrange and resize columns (see Rearranging the Display).


Show Column Dialog

Restores a hidden column as the last column.

Field

Select the column name you want to unhide.


Search Menu

Use the search menu to search for items. Searching stops at the last or first record.

Find

Searches for text that appears in any field. The Find dialog appears.

Repeat last find

Repeats the last search in the same direction.


Find Dialog

Use this dialog to find text.

Note:	Only records in the displayed subset are searched.

Find What

Type the text that you want to find.

Search Notes

Check this box if you want to search in the Note field.

Match Case

Check this box if you want this to be a case-sensitive search. Found text must appear exactly as it appears in the Find What box.

Find Prev

Searches records above the current record.

Find Next

Searches records below the current record.


Help Menu

Contents

Displays the Phone Book Help Contents.

Keyboard

Lists keyboard reference information.

Using Help

Explains how to use Microsoft Windows Help.

About

Displays Phone Book information.


Keyboard Reference

Moving Around the Screen

Fast Goto	type first few characters

Select a record	UP ARROW, DOWN ARROW

Move vertically	HOME, END, PG UP, PG DN

Move horizontally	RIGHT/LEFT ARROW, CTRL+RIGHT/LEFT, CTRL+PG UP/PG DN

Find text 	CTRL+F

Repeat last find	F3

Exit application	ALT+F4

Working with Records

Show record details	ENTER

Add a record 	F2

Delete a record	DEL

Cut	CTRL+X

Copy 	CTRL+C

Paste	CTRL+V

Undo	CTRL+Z

Print	CTRL+P

Select all records	CTRL+SPACEBAR


Subset

A collection of records that match specified criteria. The criteria define text that occurs or doesn't occur in certain columns for all records in the subset.