Enter Prefs Screen Optional Fields for Mailing List v4.1

The white fields at the Prefs Screen are optional. You may choose to use all or none of these fields. We strongly recommend that you enter a value in the Header field.

 

Once records are entered, DO NOT change (edit) the Office or List ID fields. This WILL cause errors in the program. They appear yellow on a color monitor.

 

Text entered in the Header field appears at the top of each window and may be printed on reports. You may change this value at any time. Ex: Vince's Mailing List.

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Entering optional fields

1. Click in the Header field. Enter a name for this mailing list. Press TAB

   Text entered in Label 1 through Label 5 fields will appear next to the Office Use fields at entry screens. These Label fields can take the place of fields you might create yourself. Ex: type Pest Ed in Label 1

2. Enter Label text if needed. Press TAB.
3. Enter text in additional Label fields if needed. Continue to press TAB.

   Text entered in the next two fields, Return E-mail address and Return Address are used by the program in printing or during e-mail merge letters. Enter address info of your choice. Ex: your Office address.

4. Enter Return E-mail address. Press TAB.
5. Enter Return Address. You may enter up to 5 lines. When finished, press TAB.

   E-mail Defaults allow you to select which Business E-mail address and E-mail address style to use when new records are created. These choices may be changed at any time.

   In Use B_Email, if Business records have two valid e-mail addresses: 1st uses the first address, 2nd the second, Both will send mail to both addresses.

   In Use Merge Style, select the choice (see sample on screen) which creates an address most similar to the one used by your E-mail application's To: field. If using Penn State's mail, leave the choice as 1.

6. Select choice for default Business E-mail address.
7. Select choice for default E-mail Merge Style address.

   Validation Checks lets the file warn you during data entry. You are then prompted to correct the error. By default, all 4 choices are checked. We recommend that you leave all four checked.
   
   Text Rules will check for RETURNS and COMMAS in data entry fields.

   In Personal records, Unique Entries warns you if the same Full Name & Zip Code is already entered.

   In Business records, you are warned if same Company Name & B_Zip Code already exists.

8. Select your choices for the Validation Checks.
   

   Report Stamps allow you to choose a format for Date and Time to be printed on reports. No date or time will print if <none> is selected.

9. From the drop-down list select the desired format for each field.

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