Emaddy2 database program

Quick User guide with screenshots and notes.

emaddy2: database Program by rpsoft 2000 software

•Contacts•18 types – with 7 categories “quick access” on the main screen

•Password and General storage•18 types – select one type at a time to view

•Calendar Appointments•With alarm possibilities for Calendar and Tasks

•Tasks•Multiple “owner” designations possible – even for the same person

•Quick access to addresses and signatures

A quick guide to ….

Coverage

• Forward – Clipboard usage– How the clipboard makes emaddy2 usage very universal

• Basic Instructions– Startup Screen, Main Screen, Membank, Calendar, Tasks– Some profile, alarm and settings information

• Advanced Instructions– Quick tips on advanced hints– Import / Export usage of templates– Templates themselves– Merge operation– Making signatures and return addresses

• Troubleshooting– Some tips to avoid database problems

COMPUTER CLIPBOARD

The computer clipboard is perhaps the highest productivity feature in windows. Using it, we can save text or even more than text by highlighting the item and then using the keys “ctrl” and “insert” at the same time (or sometimes “ctrl” and “c”). When that is done, that information can be used in other windows programs without retyping it. Put your mouse cursor where you wish it and then pressing “shift” and “insert” together (sometimes “shift” and “v”) to paste the data that you saved into the new window item.

Its features? Less typing, and much higher accuracy since no retyping.

Email addresses and many more items of contact information are easily put on the computer clipboard by emaddy2 software. You seldom need to use “ctrl”and “insert”. It is usually a button press or even more automatic. So, for example one can check many email address boxes on the main screen. Emaddy2 will combine them for you and put them on your computer clipboard automatically. To use them, just use your favorite email program (outlook, yahoo, aol, hotmail, etc) and use “shift and insert” to paste the stored contacts into your email “to” or “cc” slot, at the point of your cursor. Since it uses the clipboard, emaddy2 can work with most windows program. But the power is more than just emails. Often buttons on the left or top will put information on the clipboard for your usage – phone numbers, urls, addresses, and more.

General Windows Technique

How emaddy2 uses this feature

Copy and Paste

Startup Screen

•main function: Startup. Select your profile, or just use “General”

•Advanced Usage: In addition to selecting your profile, you also can: (1) Create a new Profile (2) Save a copy of your database for safe keeping, (3) Add or change Passwords or (4) Delete a profile no longer needed. These begin with clicking one of the two options in step “1”. Note: each profile is a separate database, that can be partly merged later.

Simple usage: Skip to step “2”. Just use “general” by clicking it with your mouse. If “General” is highlighted as shown in the picture, then you can simply press the enter key.

Startup Screenoptions

When done, remember toSave your profile.

For Making a New Profile or Editing a current profile, click here. Note that this button now changes to “Save”.

Enter a Profile Name

Passwords are optional. Note that a dash (-) is the same as a blank and simply means “no password” Current location of this

profile database.

If you decide that you wish this profile stored in another directory rather than in the same directory as the program itself, click here.Deletes the current

profile shown.

MAIN SCREEN•main function: MAIN SCREEN – quick readout of contact information, email usage, phone number read, and quick access by icons to other screens

•Email Usage: one contact? Select the contact on the left from the list, and then click the gray button for business or personal email. Once on the clipboard, then use “shift and insert” to paste into your email program

•Multiple Email Contacts: click and check-mark the boxes for each contact. Software will combine the addresses and put them on the clipboard for you.

7 quick click buttons tobring up 7 different groups ofcontacts to be displayed in the below list box. These preferences can be set under “Options”

Click one contact name toview their phone numbers andemail addresses on the right. Orcheck boxes on the left of eachto group several for email send. Double-click to show details andfor edit.

Click on icons to getto other screens andfunctions quickly

Optional: Select signatures or addresses. Then select which one to send to the clipboard for usage

Quick readout of contact info for contact selected on left. Gray buttons when clicked send that info to the computer clipboard.

Multi usage screen, whose function can be set by above buttons. Status, or contact addresses. Note that a blue area shows contact info, and yellow shows general info.Note that gray buttons on the left will send the info on the right to

the computer clipboard. “B” will show home / business options..

MAIN SCREEN – Find Routine•There really are two types of Find Routines in emaddy2 for contacts. The left side below illustrates the fastest. Note numbers for order of usage. Note 2nd version on right side.

Both of the two find routines described on this page should yield mostly similar results

•They work with all text data records within each data item (example for contacts: searches address and more text data also)

•The find routine at the right, however, that works with “ctrl” and”f” however will accept blank spaces within its search

2. Note the phrase showing here on the screen

3. When typing the phrase, ensure no blank spaces. However:a. Backspace will delete

the last characterb. “esc” will quit routine

1. Start typing a phrase using your keyboard. If you do not see change, click one of these gray buttons first, then press the keys.(example: enter “jack” using the keyboard)

Alternative Find Routine The find routine described on the left will only work on this main screen. However, the alternate find routine shown below will work with “ctrl” and “f”. This routine works with this main screen, and also membank, plus the main calendar and main task screen. Enter a phrase, and click the button.

4. Note all entries with the phrase used in the database entry (any text data) will have the display names shown in the list box here.

Contacts: DETAILS SCREEN with tabs

•main function: Display detailed contact information and allow edit, or adding new contacts

The summary screen is just for readout. Use other 5 tabs (such as “Home” and “Business” for editing.

Use arrow keys to get to other contacts for editing.

Buttons will put the infothat is shown to the right on the computer clipboard.

Editing (on other tabs) is done directly – once a new contact has been saved. Edits go straight to the database. No save needed.

ALWAYS use “Add New” to add a new contact.

Filter can allow you to just go from one type of contact to the next one in that type using the left upper arrows.

“Contact Info” tab can allow you to set next meeting date- that can be shown in “Calendar”.

When adding a new record with “Add New” or when editing, be sure to follow the right format for each data type.

Adding a Contact

•1. ALWAYS use the “Add New” button before adding a contact. Yes, it will change its title to “Save” after it is pressed. When done with all entries, press it a second time to save the contact.

•2. Fill in the data. Ensure for contacts that you have a unique “Name to Display” selected. Note that the pull down arrow may give you some selections.

•Note also that there are 5 tabs of details that can be filled in for each contact.

•3. Ensure the right formats. For dates use: mm/dd/yyyy. For time use for example:

•10:22 PM or

•10:22:00 PM

•4. Before finishing, be sure to select categories for this contact. Perhaps the person both relates to your business, but is also a friend? Check those that apply. Change are type names if you wish under “Options” and then “Group Titles”.

•5. When all of the data is filled in and the formats are right, press “Save” to save this contact. You can always edit it later – directly. Editing is much less complex than adding a new record. Changes go immediately into the data base.

MEMBANK SCREEN

•main function: General text storage. Example: web sites, user names, and passwords

You can select any of 18 areas to display in the list on the right. Area names are modified under “Options”

When using “Add New” to add a membank record, always ensure a “Name” and also that that name is unique. “Refresh” should be used when editing and the name is changed.

Data items that can be sent to the clipboard after clicking the titles to their left. Note that 5 short phrases are provided higher up, and three multi-line phrases below.

List will show entries for one of the 18 types of “areas” selected on the right.

After selecting an item in the list, its details show on the right. Clicking the left buttons here sends info on the right to the clipboard.

During editing, one must use “Modify Titles” to change titles (in blue on right)

ALWAYS use “Add New” to add a new contact. This button will then be marked “Save”. When done with all entries, press it again when ready to save.

Remember to select an “Area” type for each record.

Double click on multi line items (3 of them) to show a multi line view.

Calendar: (on Calendar / Task screens)

•main function: Setup appointments, save and edit details, set alarm if you wish

Select which data to display, and whether to show one day’s worth or one month’s worth.

Use calendar itself to change dates

Tabs 3 and 4 are for calendar item entry and edit, or displaying details.

Leftmost tab is main calendar summary screen.

ALWAYS use “Add New” to add a new contact. The Add New function also available on tab 3 “Appointments”

You can send the whole list of displayed appointments to a clipboard. Pasting it in a word processing program will allow you to print appointments.

Appointments, or also birthdates or contact appointment dates set in contact details can also read out here. Double click on appointments to open up their details on tabs 3 and 4. Birthdays will not show details on double clicks.

Note on setting alarms: Alarms are set on tab 3, appointments. It is best to set up the date and time information and the other fields before setting the alarm. The alarm database is separate. It is more precise to set it when done than to try minor edits. If you do edit, best to remove the alarm, then do changes, then to reset the alarm.

Tasks: (on Calendar / Task screens)

•main function: setup tasks under different categories, setup alarms as needed

Select which data to display, including time frame and owner. Note that one person may decide to have multiple owners even for just themselves – such as work, home, groceries. The owner categories can be set as you wish to best break out tasks.

Check off, and delete tasks? First use “Mark Complete” option. Then check completed tasks. Then right mouse click on list screen to show and use delete option.

Tab5 (Task Detail) is for task item entry and edit, or displaying details.

Second tab is main “Tasks” summary screen. ALWAYS use “Add New” to add a

new task. The Add New function is also available on tab 5 “Task Detail”

You can send the whole list of displayed tasks to a clipboard. Pasting it in a word processing program will allow you to print tasks – such as perhaps a grocery list.

Double click on tasks displayed here to show details of that task on tab 5: “Task Detail”. (ensure however that the “Click Item Action” above is set to “Show Detail” and not “Mark Complete” or the double click will not work)

ALARMS (for Calendar or Task items requesting it)

•main function: alarms when reminder time is met. Single box will show multiple alarms if multiple alarms are triggered. Alarm will appear in the upper left of your screen.

Will dismiss the alarm and it will not reappear. It will not however remove the associated calendar or task item. If you wish to have the alarm reappear after a time, adjust the “Remind me Later – Select” box by picking a time from the drop down menu.

Can use the drop-down arrow on the right to allow yourself some “snooze” for the alarm to go away and reappear at the time you set. Note that this control will change the reminder time in the box above and to the right.

Current time – for your convenience

Alarm will pop up and may sound an audible alarm at “reminder time” of the event.

Alarm title

Dates and times for (both) the event itself (top items) and the reminder date and time currently set (lower items).

Highlighted item shows details in above text areas.Double click to view item (may not work if alarm and calendar and tasks are out of sequence or have been modified. The alarm database is based on old knowledge of the corresponding item).

Group Titles (Area Names): (on Options screens)

•main function: Select 18 area type names to group Contacts (or Membank data)

Simply edit the names as you wish them. Remember to keep the names short so they will read out well on the other screens.

Press buttons to select whether you wish to modify contact area type names or membank names.

Select “Group Titles” tab under “Options”

“Load Default Titles” is not often suggested, since it will replace the names you have with suggested titles.

Note that unused group are titles sometimes have a hyphen (-). You can of course enter a real name at these locations also.

Suggestion: Before modifying names, consider future needs. If you are going to use multiple profiles yourself or if multiple people are using emaddy2, consider which group area names will be common and which can be varied for personal tastes. For example, you might select the top two rows, giving 12 total that you wish to have consistent names. You might then allow the lower 6 names to be unique in a profile. Then when you use “merge” to bring common information up to date, the top 12 names should be common and in the same exact places making them easy to merge.

Settings / Preferences (on Options screens)

•main function: Setup startup options for speed and also contact “quick buttons” on main screen

Similar to above, but selects the icon (and other screen) to go to from the main screen if just the “enter” button is pressed.

This setting (drop down menu) selects which profile will be activated if you just hit the “enter” key on the startup screen.

Select “Settings / Preferences” tab under “Options”

This section is not one that you set. It shows you what the main screen buttons will look like when you setup the below 7 category “area types” for contacts on main screen.

Use the drop down boxes to select “area types” for each of seven buttons on the main screen. Then directly change the single character to the left of each to display a simple reminder code.

Note: All of the settings above – except for one (Default Profile(“Enter” Key)) can be varied for each database profile. The very first item, Default Profile(“Enter” Key) cannot be stored in the profile database since at that point in time, the software does not even know which profile that you wish. That one setting must be the same for each computer – or at least the same program within a computer. That default profile startup choice is stored in a profiles database called: “emstartup.mdb”.

Selects startup “area types” to startup in for contacts and membank screens.

ADVANCED TECHNIQUES

•Some general items:

•List Boxes on Main screens for Contacts, Calendar, Tasks

•Double Click on an item to bring up details

•Right mouse click on the screen to show more options

•Such as large delete possibilities

•Or total record counts

•Profiles allow separate databases – that still can be merged

•For 18 area types of Contacts and Membank – decide common versus custom

•Separate profiles can then customize some of the 18 for themselves

•Use Merge to keep databases in sync for “common items”

•Do not merge custom items you wish to be distinct for your profile

•Ensure that you backup important databases using the startup (profiles) screen from time to time to ensure absolutely no loss of important data.

ADVANCED TECHNIQUES 2

•Contacts Details Screen – Setting a filter (upper right) allows one to use arrows (upper left) to quickly go through just one “area type” of contact.

•Calendar has a recursive mode and a delete recursive series mode.

•This operation really makes as many separate appointments as you wish

•Delete series looks for the same name and a checkmark in “recursive”

•Profile screen – passwords are optional for each profile

•Find Routine – on primary screens (with list boxes) of contacts, membank, calendar and tasks. Use “ctrl” and “f”or right mouse click in screen area to access “find”. For the main screen, you can also short cut to a quick find routine by just pressing keyboard keys. In this last case, use no blank spaces. However, backspace key works and the “esc” key exits the routine. Both routines show data with the phrase in the list box.

•Alarm Sound – you can customize the sound of the alarm by substituting the “.wav” audio of your choice in the same directory as this program, calling it: “alarm.wav”. Of course, likely this sound should be short and also reasonable for those around you.

•Database Recognition – the general database is named “emaddy2.mdb”. The startup database with profile information is called: “emstartup.mdb”. A profile database for Debby would be called: “em2_Debby.mdb”.

ADVANCED TECHNIQUES 3

•Portability – glad you asked. Many contact manager software programs seem to belong to the company that created it. Much effort was made in emaddy2 software to help ensure that you own and command the data. Some examples.

•Desktop and a Portable computer – user licenses by rpsoft 2000 software are always on a per user basis. So if you own both a desktop computer but use a portable when you travel, load the main program on both. Then when you are ready to travel, just transfer the database itself (about 1 megabyte) from your desktop computer to your portable. The name of the general database is “emaddy2.mdb” and it will be in the same directory as the program. If you are using a profile and separate database such as “Fred” then likely your profile would be named “em2_Fred.mdb”. When back from your trip, just save the modified database back from the portable to the desktop computer.

•Changes to both desktop and Portable Computer? – This one is a little bit more complex but emaddy2 is designed for this as well. Use “merge” and select to merge all for both databases. This will not only fix missing records – but also fill in records. For example, if one database has a contact named “Smith, Mary” and just an email address, and the other also has contact “Smith, Mary” and just a phone number, both databases will have both phone number and email after the merge.

IMPORT, EXPORT, REPORTS

•main function: templates are “traffic cops” that tell what data is where, and how much of it will be transferred and in what order. Templates are made in “Options”. The “Options” screen also contains the import, export, and merge functions.

•Data Order Control•Data Format Control

•Amount of Data to be Transferred

Import Data Export Data Reports

Templates

Program Databases

Templates: Note that while some templates are supplied for common items, you can make templates yourself that allow you to transfer just the data and the contacts that you wish – at least to a high degree of freedom.

Import: (on “Options” screen)

•main function: imports data in the manner setup by the “template” you choose.

5. When you are sure you are done, then click this button with your mouse: “Settings all Done. Import”.

3. The software will show you more options to select .. Depending on your choice of data type to import.

2. Select template for usage (tells what data to import and in what order to expect it.

1. Select type of data to import first.

1a. If you do not have a template for the data you wish, you can make one by clicking “Make New Template” or simply go to the middle tab “import/output template”.

3a. Choose how you wish to deal with duplicate data – ignore (do not load), or overwrite or change the name and load the second one.

4a. Some software allows control characters such as tabs and line returns within data records, such as Outlook Contacts. However other software such as Microsoft Excel will get confused by having internal control characters. If your software allows these characters between quotes (Microsoft Outlook method) then click that option “within quotes”.

4. For contact type data or Membank type data, select an “area type” to import the data into.

Note: Export (and reports) works similarly to Import – using templates and having options).

Import/export templates: (on “Options” screen)

•main function: helps create or edit templates to tell how much data to import / export and in what order that data will be in. Note the (number) order of operations for a new template.

1. To add a new template, always begin with the “Add New” button. Remember to press this button again when done. It will be marked “Save” at that time.

6. Set the number of columns (number of data items) to the maximum number you are using.

3. Select type of data to import. Do this before selecting the data fields.

2. Always ensure that you add a name and that it is unique. The software will use this name to store and locate the template. Consider telling the data type before the name, such as: “contacts: address”

4. Enter data beginning with spot 1 and going forward in number. Use the arrow on right to show drop down selections and choose one for each data spot. Ensure that item 3 was done before you attempt this, since item 3 will load the correct names for the data type template you are using.

7. Lucky item number 7: When all done and all looks good to you, and you are sure that you selected a unique name and entered it (item 2) and that you have set the number of columns of data to expect or output (item 6) and accomplished the other items as well, press the “Save” button (had been the “Add New” button) to save this template for usage.

5. If you need more than 20 entries, use the “Next 20” and “Previous 20” buttons to show the other selections. Up to 120 “columns” or types of data allowed.

Database Merge: (on “Options” screen)

•main function: allows us to setup templates for database merge, and then starts the merge.

•Note that there are two databases in usage – the one you are using and a second that you will select.

1. Start with “Add New” button

2. Enter a unique name for this template

3. Decide if this template would normally be used to merge both databases or just one side.

4. Select options. Note that “check all” and “reset all” for contacts and membank types can save time.

5. Press the “Save” button to save this template. Note that this button will have been the “Add New” button earlier.Note: when pressing the start merge button, note that the software

program will ask you to select the location of the second database to merge with. Ensure all is well on the merge screen before proceeding.

3. Data that you wish to merge should be stored in the template. But you can modify it (edit) at any time.

2. Decide if you wish to merge both databases, or just update one database, “local” (the one in usage) or “remote”.

1. Select template for usage in the merge. If no template there is correct, use “Add New”. You can also edit a template directly instead.

4. Press “Start Merge”

Template Exists? Need New Template?

Merge (Templates and Startup under “Options”)

•main function: merges all or part of two database “profiles” or a database and backup

Show location of remote database name in memory. This is not the one you are currently using, but the one to transfer data with.

Show location of local database name in memory. Note that this is the database that you are now using.

Show intended actions for local database

Initiates merge when you are ready.

Shows status at start and when each item is completed.

Show intended actions for remote database

Note: Database merge is often fast unless you have many records. Ensure the intended actions are the ones you wish before pressing “BEGIN”. Check merge items under “Options” and also be sure to set the option for updating both databases or just the local one or just the remote one (drop down box options).

Merge2.ico

Signatures / Return Addresses: (on “Options” screen)

•main function: allows us to setup signatures and return addresses for quick usage on main screen

5: Complete your editing directly of your signature or return address, and then press “Save”. Note that “Save” will be the new name of the “Add New” button.

4. Optional – software can suggest a starting point for you – if you check the contact name box on the main screen. If so:

a. Select business or home

b. Select items to include

c. Press “Get” to have this software get you started with an entry.

d. Edit the text area directly to suit your needs.

1. Use the drop down menu to select “signatures” or “return addresses”

3. Select and enter a unique name. (necessary)

2. As always, begin with “Add New” for a new signature or return address. This button will then become “Save” for save when you are done.

EDIT. Select template for editing. Of course you need to first do “1” - and select whether you wish to edit signatures or return addresses. Edit directly. No save needed for editing.

Database Setup and Usage

•Types: 2 settings: (1) emstartup.mdb, (2) profile databases such as emaddy2.mdb

•Configuration: “,mdb” is an earlier Microsoft Access Database Configuration

•Location

•Emstartup.mdb – must be in same folder as startup program

•Emaddy2.mdb and other profile databases- moveable, but begins in same folder

•Profile Databases such as emaddy2.mdb (profile called mike will use: em2_mike.mdb)

•Internal: Many ‘tables’ inside – for contacts,membank, calendar, tasks, signatures, more

•Portability: yes. Just load emaddy2.exe program on multiple computers, copy just the profile database such as “emaddy2.mdb” to move all contacts, calendar dates, and most settings

•Moveability: yes. Use startup screen (profiles collection), choose “Setup or Edit Profile”

•Backup: yes. Use startup screen (profiles collection) choose backup BEFORE profile

•Synchronization: yes. Synchronize all or part of a profile database using “merge”

•Import / Export: yes, import or export data from/to many tab delim type files, that might work with Outlook and many other software programs

Troubleshooting Tips

• Backup– For safety, ensure that you backup important databases and store these current

files at another location on your computer or on separate disk– Use the startup screen to help make a backup at times when starting

• Database Errors– Mostly databases protect themselves and halt the program addressing them – such

as this software –when there are problems• Always use “Add New” for new records, and “Save” when done• Ensure unique titles for contacts, membank and templates• Careful of format – especially for dates (mm/dd/yyyy) and time: (10:23 PM)

– Be very careful and do backups BEFORE imports or merge• While databases often protect themselves, imports and merge can be rapid operations

that can change database contents rapidly

• Error addressing a database– See if two copies of this program are running at once. Two programs addressing

the same database may avoid copying that database or slow updating of it.