9 Address list             `       
     >        @ AAAAAAAAAA                                   2    9.  The Address List.      9.1     Introduction.      KeyList is an address list manager.  It allows you to enter     addresses, phone numbers and other data against a person's name.      You may review and edit the information, sort it, and copy it to     the Wordprocessor or Diary.  You may also use KeyList to     automatically dial a phone number from the list.  	   
 To start the Address List from the KeySoft Main Menu, use the     RIGHT and LEFT ARROW keys to listen to the items in the menu,     until "Address List" is announced, and then press ENTER.    
 Alternatively, press "A".      You may also use the carousel feature to start the Address List     from anywhere in KeySoft; just press F7.  If you leave the     Address List by using the carousel, then F7 will return you to     the same record in Lookup, or to the KeyList Main Menu.      The first announcement will be: "KeyList menu".  You may use     RIGHT and LEFT ARROW to review the menu, which contains 4     options:      Add address,   Look up address,   Copy addresses to file, and   Select KeyList file.      The following sections of the manual will deal with these     functions.  If you are using KeyList for the first time, the     address list will be empty until you have added some records.      ! 9.2     Adding An Address.  "   # This option allows you to enter a person's surname and various    $ pieces of relevant information.  Each piece of information, such    % as a phone number, is called a "field".  About a dozen fields can    & be entered against a person's surname, to form a "record".  '   ( At the KeyList menu, use RIGHT and LEFT ARROW until you hear,    ) "Add address", and then press ENTER.  Alternatively, press   *   +                         A.  ,   -    KeyList will say, "Entry list for Address Notebook".  Press RIGHT    ARROW, and KeyList will ask you for a Surname.  Type a surname    and press ENTER.  You will then be asked for the following 15    fields:    First name.  Title.  Position.  Organization. 	 Street address. 
 Street address line 2.  City.  State or County. 
 Zip or Post Code.  Country.  Home phone.  Business phone.  Email service.  Email address.  Other.    For each field, type the information and press ENTER, and you    will be asked for the next.  All fields except Surname are    optional, so if you wish to skip a field, press RIGHT ARROW to    move to the next.  You may review the list with RIGHT and LEFT    ARROW.  When you are satisfied, press    INSERT    and the record will be added to the list.  You will hear, "Record    added", and you will be returned to the KeyList menu. If you wish    to add another record, press A and repeat the previous procedure.    ! Remember that you can copy names and addresses to KeyWord   " documents which may be printed, so it is good practice to use   # capital letters as appropriate. $  % If you include a phone number in a record, it can be   & automatically dialed from KeyList as described later.  Do not   ' include a prefix like 1 or 9 for an outside line.  Preferably,   ( put any prefix in the "Phone Number Prefix" setting, which is   ) under KeyTerm Option setup.  You can then change the prefix for   * all numbers just by changing one setting, which you might do when   + you move between home and office.  If you want KeyList to bypass   , the Phone Number Prefix when dialing a number such as an internal   - extension, put the letter "d" in front of the number.  For   . example, "d845" will dial 845 regardless of the Phone Number   / Prefix. 0  1    9.3     Looking Up An Address.    9.3.1   Searching By Surname.    At the KeyList menu, use RIGHT and LEFT ARROW until you hear:    "Lookup Address", and press ENTER.  Alternatively, press "L", and    you will hear, "Selection list for Address Notebook". Press RIGHT    ARROW, and KeyList will prompt: "Surname?"  You are being asked    for data which will be used to find matching records.  We will   	 deal with a simple case, and return to more complex searches   
 later.    For example, you may want to review the records of all people   
 called "Smith".  In this case, type "smith" at the surname    prompt, and press ENTER.  You will hear the surname and first    name of the first person called "Smith". You can quickly review    the list of "Smiths" by pressing DOWN ARROW a number of times.     Each press will announce the surname, in this case "Smith",    followed by his or her first name.  Only records which match the    selection list will be announced.  A beep will indicate when    there are no more matching surnames.    To review the other fields in a particular record, use RIGHT and    LEFT ARROW.  Each announcement will consist of the name of the    field, such as "Organization", followed by the entry, such as    "HumanWare".    If you press UP or DOWN ARROW while you are not on the surname or    first name fields, then the previous or next surname and first    name will be announced, followed by the current field. For    example, you could use RIGHT and LEFT ARROW to select the    Organization field, and then use UP and DOWN ARROW to find a     "Smith" who works at HumanWare. As an alternative to the ARROW   ! keys, you may also use the KeyWord review commands to read   " KeyList records, as follows: #  $  Previous, current, or next record:READ with 7, 8, or 9. %  Previous, current, & or next field in a record:READ with U, I, or O. '  Previous, current, ( or next word in a field:READ with J, K, or L. )  Previous, current, * or next character:READ with M, COMMA, or  + PERIOD. ,  - When you have finished listening to a selection, you can return   . to the selection list by pressing ESCAPE.  You will be asked for   / another surname.  If you have finished looking up, you may return   0 to the KeyList menu by pressing ESCAPE again. 1  2    9.3.2   Record Matching.    The information which you enter into the Lookup Selection List is    used as a template to find matching records.  You may include as    much or as little data in the List as you wish.    For example, when looking up a telephone number, you would    probably want to specify the person's surname and first name.    Type the surname and press RIGHT ARROW.  You will be asked for   	 the "First name", which you may now type.  To start the search,   
 press ENTER and the first matching record will be spoken.  If you    had specified just a surname, you should use DOWN ARROW to check    for any other matching entries, and then RIGHT ARROW to the Phone   
 Number field.    You may want to search for all people who work for a particular    organization.  It is not necessary to specify a surname.  At the    lookup selection list, press RIGHT ARROW until you hear the    prompt: "Organization?" and then type HumanWare, for example, and    press ENTER.    You may type only the first few characters in a field.  For    example, if you just type "s" in the Surname field, you will be    able to hear the records of all people whose surname starts with    "S".  If you press ENTER without typing anything, you will be    placed at the first record in the address list.    You may also search for a name fragment within a field, using an    asterisk for the unknown first part.  For example, you may    remember an organization as: "Something and Fox, Incorporated".     If you type     *fox !  " in the organization field, you should have a very short list of   # records to review. $  % Remember that any fields used in a Lookup will be offered as   & defaults for the next search, unless you escape to the KeyList   ' Menu between searches.  To blank out a previously-used field,   ( press DELETE when the field or its contents are announced. )  * When setting up the Lookup Selection List, you may move forward   + and backward through the various fields without changing their   , values.  Use RIGHT and LEFT ARROW to do this, or READ with U and   - O.  To change a field, just type the required setting.  When the   . Selection List is to your satisfaction, start the lookup by   / pressing ENTER and the first match will be announced. 0  1    9.4     Dialing A Phone Number.    If you include people's phone numbers in your Address List    records, you may use KeyList to automatically dial the calls for    you.  First, you should read the sections of Chapter 10 which    deal with:    1. Installing and connecting a modem, section 10.5,  2. Using the Port Setup list, section 10.7, and 	 3. Setting the phone number prefix with the Options Setup,  
 section 10.8.    When you have carried out these procedures, you may return to   
 KeyList and look up a person's record.  At any field in the    required record, press    READ with D.    If there is both a home and a business phone number entry,    KeySoft will ask, "Call home phone or business phone?"  Press "H"    for the home phone number, or "B" for the business number, and    the number will be dialed.  You may pick up the telephone and    continue with the call.    9.5     Changing A Field.    From the "Lookup address" option, move to the field to be    changed.  Press    CONTROL with K    and you will be asked for a new entry for this field.  Type a new     entry and press ENTER, and this field will be updated.  Do the   ! same for any other fields in the record which need changing. "  # 9.6     Deleting A Record. $  % To delete a record, comprising a surname and all its associated   & fields, use the "Lookup" option.  Move to any field in the record   ' and press (  ) CONTROL with 8. *  + You will be prompted to make sure, so press ,  - Y .  / and the record will be deleted from the address list. 0  1    9.7     Copying A Record.    You may want to create a new record which will be similar to an    existing one.  There may be less to type if you copy the existing    record, and then make the required changes.  You might do this,    for example, if two people work for the same company and many of    their details are the same.    To copy a record, first use "Lookup address" until you hear the   	 one you want to copy.  The surname, for instance, might be   
 "Smith".  KeyList will remember this as the "last record". Press    ESCAPE twice to return to the KeyList menu. Now proceed as if you    were going to add a new record.  From the KeyList menu, press "A"   
 for "Add Address".  KeyList will say, "Entry list for Address    Notebook".  Press RIGHT ARROW, and KeyList will ask you for a    surname.  Press    CONTROL with B,    for the Block Menu.  Then press RIGHT ARROW, and you will hear,    "Retrieve last record".  KeyList is offering to retrieve the last    record you previously looked up, so press ENTER. KeyList will    prompt, "Surname?  Currently Smith".  You now have two identical    records, so you should change the fields which will be different,    such as Surname, First Name, and Position.  When you have made    the changes, press INSERT, and the new record will be added to    the list.    If required, you may make multiple copies without looking up the    original record again, since the Block command retrieves the last    record which was Looked up, Added or Copied.     If you have used the Block Menu in the word processor, you will   ! notice that the menu is different when you use it in the Address   " List.  This is because documents and records need different   # functions for their manipulation. $  % 9.8     Inserting An Address Into A Document. &  ' You may wish to insert a name and address, from KeyList, into a   ( letter you are typing with KeyWord.  This can be done with a   ) two-step operation: *  + 1. Copy the address to the clipboard. , 2. Paste the clipboard into the document. -  .    These steps will now be described.  First, use the wordprocessor    to create the letter which will require an address.  Then, from    the KeyList menu, press "L" for Lookup, and locate the person's    address.  At any field in this record, press    CONTROL with B,    for the Block Menu.  There is only one item in this menu, and if    you press RIGHT ARROW you will hear, "Copy record to clip board".    	 This is the action you require, so press ENTER. 
   You will then hear, "Template file name?"  KeyList is asking for    the name of the file that determines which fields in the record   
 should be copied, and in which order.  You may create your own    template files as described later.   For the moment, select an    existing one by using RIGHT and LEFT ARROW until you hear,    "Letterhead template".  Now press ENTER.    The record which you just looked up will be copied to the    clipboard.  KeyList will say, "Record copied to clipboard", and    you will be returned to your place in the record.  The fields    which have been copied to the clipboard will be formatted in a    letterhead style.    The final step is to return to the original letter, and place the    cursor where you want the address to be placed.  Press CONTROL    with B, then P, to paste the clipboard into the letter.  If you    review this document, you will find the selected person's name    and address in a letterhead layout.    9.9     Template Files.     9.9.1   General. !  " A KeyList record is a series of fields, whereas a KeyWord   # document has a specific format.  So, when you copy a record into   $ a document or file, it is necessary to specify which fields you   % want to copy, and how they should be arranged. This is defined by   & a template, which is a KeyWord document laid out with the   ' required field names.  A template may also contain text and   ( format commands.    KeySoft is provided with two ready-made templates.  The first,    called "Letterhead template", produces a letter heading in the    form:     First line:<title> space <first name> space <surname>.   Second line:<street address>.   Third line:<street address, line 2>.   Fourth line:<city> comma space <state or county> space <zip   code>. 	  
 The second ready-made template file is called, "Phone List    template", and produces a single line format in the form:   
 <surname> space <first name> tab <street address> space   <street address, line 2> tab <city> tab <phone number>.    The fields will be positioned by the current tab settings in the    destination document, so these may need to be adjusted to suit    the record format.    9.9.2   Creating A Template.    You may use the template files as they are supplied.  You may    also modify them, or you may create new ones.  The procedure for    creating a new template will now be described.    Suppose that you wish to copy records from an address list into    some business letters.  In this case, you might need a template    which places your own address at the head of the letter, followed    by the date, and then the recipient's name and address.    To do this, use the Wordprocessor to open a new file. Template     files are kept in the \keynote\keylist directory, so at the   ! filename prompt, press CONTROL with D, select drive C, and the   " \keynote\keylist directory.  A suitable name for the file might   # be, "Business template". $  % Now, compose this document in the way you want the record to be   & formatted.  The layout is for a business letter, so first type   ' your own address.  To follow it with a blank line, type an '@'   ( character, which is SHIFT with 2, and press ENTER. This character   ) will not appear in the final document, but it is needed because   * KeySoft will otherwise filter out any lines without letters or   + numbers when an address record is copied. Now insert the date by   , pressing CONTROL with F6, and KeySoft will ask, "Insert today's   - date or printing date?" You would generally use the "P" option in   . a template, so that an "Insert date" character is placed in the   / document. 0  1    The text you have typed so far will be generated whenever you use    this template to copy a record from the address list. Next, with    the cursor where you want the recipient's first name to go,    select the list of available field names by pressing    CONTROL with A.    KeySoft will ask, "Insert field from which database?"  Press "A",    and you will hear, "KeyList's address list", followed by, "Field   	 selection list".  This is a list of all the field names in an   
 address list.  Use the RIGHT and LEFT ARROW keys to review this    list and find the field you want, which in this case is, "First    name".  Press ENTER.  You will be returned to the document, and a   
 "First name field" marker will be placed at the cursor position.     This indicates that a person's First Name will appear in this    position when a record is copied into a document.    To put a space after the first name, press SPACE.  To place the    surname next, press CONTROL with A again, and then A or ENTER to    select the address list.  Locate "Surname" in the list of fields,    and press ENTER.  This will place a "Surname field" marker after    the space.    Press ENTER for a new line, and continue to compose the    recipient's address, using field names from the list.  A template    may also include whatever punctuation, formatting commands or    text that you wish, and these will be included with the record    fields whenever they are copied to a document.    When you have finished the template file, you may review it as a    normal document.  The field markers will be spoken with character    or word review commands.  The maximum field length will appear as     blanks in the template file, but the actual field length will be   ! substituted when you use the template file to copy a record.  For   " example, the "First name" field will appear to be 20 characters   # long in the template file, but only 4 characters will result if   $ the name "John" is copied from the address list to a document. %  & If you create a new template file, or modify an existing one, you   ' should check the resulting layout to ensure that it is what you   ( intended.  You may do this by copying a record into the   ) clipboard, using the new template, and pasting the clipboard into   * a blank document.  You can then review the layout.  +  , 	   9.10    Copying Addresses to a File	  	  KeyList allows you to copy a sub-set of the address list, such as  	  all people who work for HumanWare, into a chosen file.  At the  	  KeyList menu, use RIGHT and LEFT ARROW until you hear, "Copy  	  addresses to file", and press ENTER.  Alternatively, press	  	  C	  	 	 You will hear, "Copy addresses to a text or address list file?"   	 
 You have the option of copying the addresses to a KeyWord text  	  file, or to an address list file used by KeyList or KeyTerm.	  	 
 9.10.1  Copying to a Text File.	  	  To select a text file, press "T", and you will hear, "Destination  	  file name?"  Type a file name, or use RIGHT ARROW to review the  	  file names and press ENTER to select one. Alternatively, you may  	  select a different directory by pressing CONTROL with D, and  	  responding to the prompts for destination disk drive, directory  	  and file name.  You may copy to an existing KeyWord file, or you  	  may create a new one.	  	  When you have entered the destination file name, you will be  	  asked, "Template file name?"  This will determine the fields to  	  be copied and their format on the page.  Press ENTER to accept  	  the default template, or use RIGHT ARROW to review the list of  	  available templates, and press ENTER to choose one.	  	  You will then be placed in the KeyList Lookup function, at the  	  prompt: "Selection list for Address Notebook".  If you want to  	  copy every record, press ENTER.  However, you also have the  	   opportunity to select just those addresses you want to copy, if  	 ! they have something in common.  For example, you might type  	 " "HumanWare" in the "Organization" field.  When you have set up  	 # the required search field, or fields, start the lookup by  	 $ pressing ENTER.  KeyList will announce the number of selected  	 % records, and will ask, "Copy all selected records to file?" To do  	 & this, press 	 ' 	 ( Y.	 ) 	 * All the selected addresses will be copied to the destination  	 + file, and you will be returned to the KeyList menu.  	 , Alternatively, you have a further opportunity to choose from the  	 - selected addresses.  To do this, press 	 . 	 / N	 0 	 1 
   and you will be presented with the first matching record.  If you  
  press
  
  INSERT,
  
  this record will be added to the file.  If you do not want to  
  include this record, use DOWN ARROW to scan the list, and press  
  INSERT for each record you wish to include.
  
 	 9.10.2  Copying to an Address List File.
 
 
  At the prompt, "Copy addresses to a text or address list file?"   
  press "A" to copy addresses to an address list file. There are  
 
 now two possibilities; either the source and destination files  
  have the same number of fields and the same field names, or there  
  are differences.  The first case will apply when you are copying  
  records to a file with an identical structure to the source file.   
  KeySoft will say, "All fields match.  Review field mapping list?"   
  You would normally press "N" here, and you will be placed at the  
  Selection List, from where you may select the required records,  
  as described for text files in the previous section.
  
  Alternatively, if the source and destination structures are  
  different,  KeySoft will tell you how many field names match, and  
  will ask, "Review field mapping list?"  If you press "N" at this  
  point, KeySoft will copy only those fields which have matching  
  field names in the destination file.
  
  However, if you want to specify how each field in the source file  
  is mapped to the destination file, press "Y".  KeySoft will  
  present a "Field Mapping List" containing pairs of field names.   
  The first of each pair is a field name from the source file, and  
   the second is a matching field name in the destination file, if a  
 ! match exists.  To change a mapping, review the field mapping list  
 " with RIGHT and LEFT ARROW and select a source field name by  
 # pressing ENTER.  You will be presented with a field selection  
 $ list containing all the field names in a destination record.   
 % Review this list and pick the corresponding field name by  
 & pressing ENTER.  You may then continue to review the field  
 ' mapping list, making changes as required.  To prevent a field  
 ( being copied, press DELETE when its name is announced.  When the  
 ) field mapping list is to your satisfaction, press ESCAPE and you  
 * may proceed with selecting the required records to copy, as  
 + described previously.
 , 
 -    9.11    Selecting the Address File    KeySoft is installed with a blank address file called: "Address    Notebook".  Its name is announced when you select, "Add address",    or "Lookup address".  You can have more than one address list.     If you do not wish to do this, you may skip the rest of this    section.    There are two ways to create another address list.  The first is   	 to use the "Copy addresses to file" option.  To do this, press   
 "C" at the KeyList menu, then "A" to copy to an address list    file.  Follow the prompts to create a new destination file name,    such as "Address Notebook 2".  At the Selection list you may   
 choose to include records from the original address list.     Alternatively press ESCAPE and a new address list will be    created, containing no records.    Alternatively, you may copy a blank address list from the KeySoft    floppy disk number 1.  From the KeyWord menu, choose "File    Commands", and then "Copy file".  Use this function to copy the    file called "Address Notebook" from the KeySoft floppy disk,    which will generally be in drive A.  Copy this to drive C,    directory \keynote\keylist.  Give it a new name, such as "Address    Notebook 2".    To select a different address list, start at the KeyList menu.    Use RIGHT and LEFT ARROW until you hear, "Select KeyList file",    and then press ENTER.  Alternatively, press    S.    You will be asked for a KeyList file name.  Either type a name     and press ENTER, or use RIGHT and LEFT ARROW to review the files   ! in the current directory, and press ENTER to select one. "  # The address list or lists are normally stored in the directory   $ called C:\keynote\keylist, but you may change to another   % directory.  When you are asked for the KeyList file name, press &  ' CONTROL with D, (  ) and you will be prompted for a new drive, directory and file   * name.  These will remain current until deliberately changed. You   + may also use this command to find out which directory you are   , currently using; just press ENTER at each offered default. -  .    9.12    Using KeyList to Manipulate Other Databases    KeyList is not restricted to looking up or adding to a KeyList    address list.  It may also be used to manipulate any KeyTerm    database, such as a Directory of Services, Modem Database or    Email Send file.  To do this, start at the KeyList menu and press    S to select a KeyList file.  At the filename prompt, press    CONTROL with D to change directory, and select the C drive and    the \keynote\keyterm directory.  Then use RIGHT ARROW to find the   	 required database, such as "Modem database", and press ENTER to   
 select it.  You will be returned to the KeyList menu.    You may now use KeyList to Lookup or Add to the selected database   
 in the usual way, as if it were an address list. Using Lookup,    record names can be reviewed with UP and DOWN ARROW, and the    fields in a record can be reviewed with RIGHT and LEFT ARROW.     Existing fields can be changed by pressing CONTROL with K.  New    records can be added with the KeyList Add function. When you have    finished using KeyList to review or update a KeyTerm database,    you should re-select the Address Notebook for future use.  From    the KeyList menu, choose "Select KeyList file".  At the prompt    for KeyList filename, press CONTROL with D, select the    \keynote\keylist subdirectory, use RIGHT ARROW to locate "Address    Notebook", and press ENTER.  KeyList may then be used for its    normal function of looking up names and addresses.    End of Chapter 9.