Enter a Record in Mailing List v4.1

The Mailing List program has three Entry Screens that can be used to enter (and edit) record information: Address Entry tab, Personal Entry tab, and Business Entry tab. Each screen shares the same fields. Personal Entry tab and Business Entry tab simply have "more" fields displayed.

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Entering records

1. Open ML4v1.fp3. Type EDIT as the password.
2. Click Entry tab of your choice (Address, Personal, Business).

   If entering consecutive records of the same type, use the yellow pop-up menu to change the default Use Address value by selecting Personal or Business. All new records will use the default you select. You may use this pop-up menu to change the default at anytime and as often as you like.

3. From the Mode menu choose New Record or use the keyboard equivalent.

   Codes may be typed as letter codes or be whole words. Ex: DA or Dairy. Once you choose a standard, be consistent in the data entry.

4. Enter Codes. Press TAB.
5. Continue to press TAB and enter other needed information.

   The following points explain a few of fields and other points of the Address Entry tab.

   CSZ stands for City “ State “ Zip. You will TAB to Zip field before either City or State. This is normal. You need to enter the City and the State the first time that a Zip is used. After this is done, the City and State will lookup when the Zip is entered. Please note: Personal and Business zip codes are stored in separate files. You need to enter the City and the State the first time that a Zip is used in each section.

   You see a sample label in the upper-right of the screen. The mailing list program prints 4-line labels. The line which appears on the label indicates where a 3-column label will end. You may want to test this on your printer. Then you will know how wide your addresses can be and still print.

   Even though the Gender and Race fields appear only in the Personal section of the Address Entry screen, they also apply to any information in the Business section.

   You can press RETURN (Mac) or ENTER (Win) in the Company Name field in the Business section if the name is more than one line or to force the name to wrap at a particular point.

   If you need to access additional fields (ex: the Notes field or Suffix Name), click Personal Entry tab or Business Entry tab. Enter additional data for this record here. You may switch between screens as needed. You may choose to add records at the Personal Entry or Business Entry screen directly as well.

   If you selected to check for Unique Entries in the Validation Checks section of the Prefs Screen, in Personal records, you are warned if the same Full Name & Zip Code is already entered. In Business records, you are warned if the same Company Name & B_Zip Code already exists. If the warning message appears, click Yes to accept the message. You can then do a "find" for the matching record and edit or combine records if needed. Click No and you will be forced to make a change to the record before the message will go away. You should not need to use the Revert Field button.

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