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Emaddy2 database program


... use your favorite email program (outlook, yahoo, aol, hotmail, etc) and use ' ... that works with 'ctrl' and'f' however will accept blank spaces within its search ... – PowerPoint PPT presentation

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Title: Emaddy2 database program

Emaddy2 database program
  • Quick User guide with screenshots and notes.

emaddy2 database Program by rpsoft 2000
A quick guide to .
  • 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

  • Forward Clipboard usage
  • How the clipboard makes emaddy2 usage very
  • Basic Instructions
  • Startup Screen, Main Screen, Membank, Calendar,
  • 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

Copy and Paste
General Windows Technique
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.
How emaddy2 uses this feature
Email addresses and many more items of contact
information are easily put on the computer
clipboard by emaddy2 software. You seldom need
to use ctrland 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.
Startup Screen
  • main function Startup. Select your profile, or
    just use General

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.
  • 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.

Startup Screen
For Making a New Profile or Editing a current
profile, click here. Note that this button now
changes to Save.
When done, remember to Save your profile.
Enter a Profile Name
Passwords are optional. Note that a dash (-) is
the same as a blank and simply means no password
If you decide that you wish this profile stored
in another directory rather than in the same
directory as the program itself, click here.
Current location of this profile database.
Deletes the current profile shown.
  • main function MAIN SCREEN quick readout of
    contact information, email usage, phone number
    read, and quick access by icons to other screens

Optional Select signatures or addresses. Then
select which one to send to the clipboard for
Click on icons to get to other screens
and functions quickly
7 quick click buttons to bring up 7 different
groups of contacts to be displayed in the below
list box. These preferences can be set under
Quick readout of contact info for contact
selected on left. Gray buttons when clicked send
that info to the computer clipboard.
Click one contact name to view their phone
numbers and email addresses on the right.
Or check boxes on the left of each to group
several for email send. Double-click to show
details and for edit.
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..
  • 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

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.

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.
2. Note the phrase showing here on the screen
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)
3. When typing the phrase, ensure no blank
spaces. However a. Backspace will delete
the last character b. esc will quit routine
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.
  • 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 andf however will accept
    blank spaces within its search

Contacts DETAILS SCREEN with tabs
  • main function Display detailed contact
    information and allow edit, or adding new contacts

Use arrow keys to get to other contacts for
ALWAYS use Add New to add a new contact.
The summary screen is just for readout. Use
other 5 tabs (such as Home and Business for
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.
Buttons will put the info that 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.
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
  • 3. Ensure the right formats. For dates use
    mm/dd/yyyy. For time use for example
  • 1022 PM or
  • 102200 PM
  • 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
  • Note also that there are 5 tabs of details that
    can be filled in for each contact.
  • 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.

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

ALWAYS use Add New to add a new contact. The
Add New function also available on tab 3
Leftmost tab is main calendar summary screen.
You can send the whole list of displayed
appointments to a clipboard. Pasting it in a
word processing program will allow you to print
Tabs 3 and 4 are for calendar item entry and
edit, or displaying details.
Use calendar itself to change dates
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.
Select which data to display, and whether to show
one days worth or one months worth.
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

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

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).
Current time for your convenience
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.
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)

Select Group Titles tab under Options
Press buttons to select whether you wish to
modify contact area type names or membank names.
Load Default Titles is not often suggested,
since it will replace the names you have with
suggested titles.
Simply edit the names as you wish them. Remember
to keep the names short so they will read out
well on the other screens.
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

Selects startup area types to startup in for
contacts and membank screens.
Select Settings / Preferences tab under
This setting (drop down menu) selects which
profile will be activated if you just hit the
enter key on the startup screen.
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.
Similar to above, but selects the icon (and other
screen) to go to from the main screen if just the
enter button is pressed.
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
  • 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
  • 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
  • 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.

  • Contacts Details Screen Setting a filter (upper
    right) allows one to use arrows (upper left) to
    quickly go through just one area type of
  • 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
  • Find Routine on primary screens (with list
    boxes) of contacts, membank, calendar and tasks.
    Use ctrl and for 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
  • 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

  • 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

  • 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.

Import Data
Export Data
  • Data Order Control
  • Data Format Control
  • Amount of Data to be Transferred

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.
Program Databases
Import (on Options screen)
  • main function imports data in the manner setup
    by the template you choose.

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.
1. Select type of data to import first.
2. Select template for usage (tells what data to
import and in what order to expect it.
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.
3. The software will show you more options to
select .. Depending on your choice of data type
to import.
5. When you are sure you are done, then click
this button with your mouse Settings all Done.
4. For contact type data or Membank type data,
select an area type to import the data into.
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.
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.

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
3. Select type of data to import. Do this
before selecting the data fields.
6. Set the number of columns (number of data
items) to the maximum number you are using.
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
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.
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.
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.
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

Template Exists?
Need New Template?
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.
  • Start with Add New button
  • Enter a unique name for this template
  • Decide if this template would normally be used to
    merge both databases or just one side.
  • Select options. Note that check all and reset
    all for contacts and membank types can save
  • Press the Save button to save this template.
    Note that this button will have been the Add
    New button earlier.

2. Decide if you wish to merge both databases, or
just update one database, local (the one in
usage) or remote.
3. Data that you wish to merge should be stored
in the template. But you can modify it (edit) at
any time.
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.
4. Press Start Merge
Merge (Templates and Startup under Options)
  • main function merges all or part of two
    database profiles or a database and backup

Initiates merge when you are ready.
Shows status at start and when each item is
Show intended actions for local database
Show intended actions for remote database
Show location of local database name in memory.
Note that this is the database that you are now
Show location of remote database name in memory.
This is not the one you are currently using, but
the one to transfer data with.
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).
Signatures / Return Addresses (on Options
  • main function allows us to setup signatures and
    return addresses for quick usage on main screen

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.
1. Use the drop down menu to select signatures
or return addresses
  • 4. Optional software can suggest a starting
    point for you if you check the contact name box
    on the main screen. If so
  • Select business or home
  • Select items to include
  • Press Get to have this software get you started
    with an entry.
  • Edit the text area directly to suit your needs.

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.
3. Select and enter a unique name. (necessary)
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.
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
  • 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,
  • 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
  • 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
  • Careful of format especially for dates
    (mm/dd/yyyy) and time (1023 PM)
  • Be very careful and do backups BEFORE imports or
  • 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.
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