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APPENDIX: TRAINING LESSONS In these training lessons we use the case study method. Our subject is John Shell, a computer consultant who uses 3by5 in his daily activities. He uses the following 3by5 files routinely: ADDRESS: a file of clients, suppliers, business contacts and computer journal editors. Their addresses and telephone numbers are included. He also lists the equipment at each client's site. This file is divided into fields of information (e.g. Name, Address, Phone). PROGRAMS: notes and comments on programs the consultant uses and recommends. REF: references on sundry topics. PROJECTS: a file of ongoing projects in which the consultant is involved. MEMOS: memoranda from the consultant. SLIDES: a list of John's 35mm slides that he uses for talks. QUIZ: test questions that John uses for an evening class in data processing that he teaches. The 3by5 disk comes with samples of John's ADDRESS, PROGRAMS and REF files. You will build the MEMOS file as part of a training lesson. 205 Lesson 1 LESSON 1 - Searching 3by5 Files 3by5 FILES 3by5 stores your text in files on hard disk or diskette. 3by5 files come in pairs: a SOURCE FILE that contains text and structured data, and a companion INDEX FILE. The various types of files are designated by the file extension: File Type Source Index Extension Extension Standard 3by5 3X5 MAP Letter LET IET Document DOC IOC Macro MAC IAC Print Form PFM IFM Reference REF IEF Reference Style RFS IFS 3by5 Program PRG IRG The significance of the different file types will become apparent as you proceed through the lessons. 206 3by5 LESSONS Opening 3by5 Files Before you can work with a 3by5 file you must open it. 3by5 allows you to open, search and edit up to five files at a time. The open files are referred to as files 1 to 5. The numbering of files is for your convenience in issuing commands and referring to the open files. Loading the Program Insert into drive A the DOS system diskette onto which you have copied the 3by5 files (see Installing 3by5 in Chapter 2). Turn on the computer or reset it by pressing the Ctrl, Alt and Del keys simultaneously. Enter the date and time if asked. DURING THESE LESSONS IT IS IMPORTANT THAT YOU REBOOT THE SYSTEM SINCE 3BY5 REQUIRES THAT DOS BE CONFIGURED FOR 16 OR MORE FILES. A NOTE TO HARD DISK USERS: For these lessons you will use only drive A with the system booted to drive A. Starting 3by5 When the "A>" prompt appears, type [3by5] <Enter>. The program will be loaded into memory and the 3by5 Title Screen displayed. Press any key to continue, and the following screen will be displayed: 207 Lesson 1 _____________________________________________________________________ 3by5 Open Files 1 2 3 4 5 >Edit< Search Print Files Windows Utilities Quit Edit file _____________________________________________________________________ The screen has three sections: 3by5 Status Line: The top line of the screen indicates where you are in the program (searching, editing, etc). Text Window: Text while editing and searching is displayed in this area. The names of open files are also displayed in this section as needed. Command Menu: The last two lines of the screen are reserved for menus used to issue instructions. 208 3by5 LESSONS MAIN MENU When you first enter the progam, the Main Menu is displayed: _____________________________________________________________________ >Edit< Search Print Files Windows Utilities Quit Edit file _____________________________________________________________________ The first line (Command Line) of the Main Menu lists the commands that may be executed. The second line (Auto Help Line) is highlighted, i.e. displayed in reverse video. It gives you information on the current command. On the Command Line the command EDIT is highlighted (depicted in this documentation by being enclosed by >< signs). The area in reverse video is called the Command Indicator. Press the space bar once and the command EDIT will appear in standard video and the command SEARCH will be highlighted. Press the space bar again and the PRINT command will be highlighted. You can move the Command Indicator by pressing the space bar, left or right arrow keys, or back space key. You may execute a command by positioning the Command Indicator on the command and pressing <Enter>, or by pressing the first letter of the command, regardless of where the command indicator is located. If you become lost while using 3by5 and are not certain what to do next, read the Auto Help Line at the bottom of the screen. The information on the line should help you decide what to do next. If you are still lost, press <F1> for help. 209 Lesson 1 Opening Files Press [F] to issue the Files Command. The current directory will be displayed under the list of open files. The Files Command Menu will be displayed at the bottom of the screen: _____________________________________________________________________ >Open< Close Records List Dir Maintenance Fields Status Open file _____________________________________________________________________ The Auto Help Line informs you that you use the Open Command to open a file. Press [O] and the program will prompt you: _____________________________________________________________________ File: Type name of file to open and press <Enter>; <Esc> to quit _____________________________________________________________________ The cursor will be blinking; waiting for you to enter the name of the file you want to open. Type [programs] <Enter> to open the first sample file. Type only the characters within the square brackets [ ], but not the brackets. The program will open the file. If there are any errors in opening the file, the program will inform you of the problem, wait for you to press <Enter> and then allow you to re-enter the file name. If there were no errors, the screen will appear as follows: 210 3by5 LESSONS _____________________________________________________________________ 3by5 Files Open Files 1 A:/PROGRAMS.3X5 2 3 4 5 Dir: A:/ File: Type name of file to open and press <Enter>; Press <Esc> to quit _____________________________________________________________________ After the source and index files have been opened, the name of the file will be displayed on the third line of the screen across from the number 1. The program will prompt you for the name of the second file to open. We will not open another file at this time. Press <Esc> to return to the Main Menu. Searching a File The Main Menu should appear as below: _____________________________________________________________________ >Edit< Search Print Files Windows Utilities Quit Edit file _____________________________________________________________________ 211 Lesson 1 You are now ready to search the file. Press [S] and the following screen will appear: _____________________________________________________________________ 3by5 Search[A:\PROGRAMS.3X5] Global Type search keys; press <F7> for commands _____________________________________________________________________ The program is ready to accept a search key. A key is any word, partial word, phrase or number that you want to search for. As you will see, you may also search for combinations of keys. The term "Global" under the Field title designates that the search will include the entire record. Finding Single Keys A client has called John and asked him to recommend a program for storing and retrieving textual information. The client wants to be able to search on any word, partial word or combination of words. Type [text]. Note that with 3by5 you do not have to be concerned about capitalization. 212 3by5 LESSONS Press <F7> for the Search Key Menu: _____________________________________________________________________ >Search< Browse Files Print Write Update Options Clear Quit Start Search <F2> _____________________________________________________________________ The Search Menu Commands are: Search: Press [S] to start an interactive search for records that match the search key. Browse: Press [B] to browse forward and backward through one or more files. Files: Press [F] to select the files to be searched. Print: Press [P] to Print all records found during the search to the current printer or print file. Write: Press [W] to Write (copy) all records found during the search to another file, the output file. Update: Press [U] to update (modify, search and replace) records found during the search. Options: Press [O] to select Search Options: Select Output File Specify search display Select record marking options Clear: Press [C] to clear previous search keys. Quit: Press [Q] to return to the previous task. 213 Lesson 1 Press [S] to begin a search. The message "Search[A:\PROGRAMS.3X5]" will be displayed on the top line to indicate that the program is searching PROGRAMS.3X5. The first summary will be found, and the record displayed. The number of the record will be displayed on the top line. In the manual search mode 3by5 displays one record at a time and waits for instructions from you before continuing. At the bottom of the screen the Search Command Menu will be displayed: _____________________________________________________________________ >Forward< Backward Goto Edit Print Write Load Mark Copy Other Quit Search/Browse; forward direction _____________________________________________________________________ We will examine the various commands of the Search Command Menu as we proceed through the lessons. Press [F] to continue the search. The next record containing the search key "text" will be displayed. You may quit the search at any time by pressing [Q] in response to the Search Menu. When the search is completed the following menu will be displayed: _____________________________________________________________________ >Modify< Add Back Count Return Modify search keys _____________________________________________________________________ Press [M] to return to the Search Key Screen. 214 3by5 LESSONS Using Partial Keys John has a request from a client to find a program that will help him determine the best carrier for his long distance calls. John knows of a program that will handle the task but can't remember whether it's called "TELEDOLL" or "TELEDIAL". The Search prompt should be present. Press <F7> then [C] to clear the last search key. Type [teled] and press <F2> (an alternate method to start a search). The program will begin to search for all records with the letters "teled". One record is found. John calls his client with the information. Press [Q] to quit, then [M] for the Search Key Screen. Press <F3> to erase the previous search key. Using Multiple Keys Records that contain two or more key terms may be found by using the logical operators "AND" (&) or "OR" (|). The "AND" operator is represented by the ampersand (&). The "OR" operator is represented by the vertical bar (|). To search for a program that stores free-text and has special features to handle references type [free-text&refer] <F2>. One program will be found. Press [Q] then [M]. When the Search prompt appears again, the prior search key "free-text&refer" will be displayed. The cursor will be under the letter "f" in free-text. Press the right arrow key nine times and the cursor will be under the ampersand ("&"). Now hold the shift key and press the "|" key. Then press <Del> to delete the ampersand. Press <F2> and the program will locate all records with either "free-text" or "reference". 215 Lesson 1 Spaces in Search Keys A space character in a search key is treated as a logical AND operator (&). The search key "John Smith" is equivalent to "John&Smith" and will locate "John Smith", "Smith, John", and "John B. Smith". If the search key is enclosed in quotes, spaces are treated as text, not the logical AND operator. Browsing The Browse Mode of the Search Command allows you to look at a file without specifying a search key. All records will be displayed. Press <F7> for the Search Key Menu. Then press [B] to browse through records one at a time. The first record in the file will be displayed and the Search Command Menu will be displayed. Press <Enter> or [F] again and the second record will be found. Press [B] and the previous record will be displayed. Press [G] and the program will prompt you: _____________________________________________________________________ Goto Record Records in file A:\PROGRAMS.3X5: 15 _____________________________________________________________________ Type [6] <Enter> and the program will take you to record 6. You may want to browse through all the records in the file to review the other programs listed. 216 3by5 LESSONS LESSON 2 - Building and Editing 3by5 Files Building a 3by5 File Start from the Main Menu. Press [F] for the Files Command, then press [O] to OPEN a file. The program will prompt you to enter the name of the file to be opened. Type [memos.let] <Enter> to open file MEMOS.LET and its companion index file MEMOS.IET. The program will attempt to open the file. Since the file is not present on the diskette, the program will prompt you: _____________________________________________________________________ File: memos.let Unable to open file. Do you want to build the file? (Y/N) Y _____________________________________________________________________ If you do not want to create a new file (e.g., if you typed the wrong name), press [N]. We want to build a new file, so press [Y] and the following prompt will appear: _____________________________________________________________________ File: memos.let Build like: (0 - 5) 0 = new file _____________________________________________________________________ If one or more files are already open and you build a file, the program will allow you to use the file settings of an open file for the new file. 217 Lesson 2 We will use the default settings, so press [0] and the program will display the following screen: _____________________________________________________________________ File Types: A 3by5 B Letter C Document D Reference E Reference Sytle F Print Form G Macro H Program I Mark J ASCII, WordStar, WordPerfect Select file type: A _____________________________________________________________________ Press [B] to instruct the program to build a 3by5 Letter file. The program will display the following menu: _____________________________________________________________________ 2x4 >3x5< 4x6 5x7 Page VLR Other 512 bytes _____________________________________________________________________ With this menu you define the size of each record in the file. This is an important number. Once you specify it for a file, it cannot be changed. Press [5] to define a record size of 2048 bytes. 218 3by5 LESSONS The program will build both the source and index files, and then prompt you to enter the name of another file to open. Press <Esc> to return to the Main Menu: _____________________________________________________________________ >Edit< Search Print Files Windows Utilities Quit Edit file _____________________________________________________________________ Adding a Record to a 3by5 File You will now learn how to edit records using file MEMOS. The Main Menu should appear at the bottom of the screen, if not, press <Esc>. Press [E] to Edit the file. The program will ask you to select a file to edit. Press [2] to select the second file (MEMOS.3X5). The program will then prompt you for the number of the record to edit: _____________________________________________________________________ Edit Record: 1 Records in file A:\MEMOS.LET: 0 _____________________________________________________________________ The number adjacent to the message "Edit Record" is always equal to the number of records in the file plus one. This allows you to just press <Enter> to add a record to the file. Since there are no records in the new file, the number "1" is displayed. Press <Enter> to add a record to the file. 219 Lesson 2 The screen will be blank except for the Edit Command Message at the bottom of the screen: _____________________________________________________________________ Line 1 Col 1 <F1> Help <F7> Commands _____________________________________________________________________ The blinking cursor is positioned at the upper left corner of the window. The bottom two lines of the screen provide editing information. The first line displays the line and column numbers of the cursor. The bottom line informs you that pressing <F7> will give you the Edit Command Menu, and pressing <F1> will give you a list of the function key assignments. If you press the Caps Lock, or Num Lock keys the message "CAPS" or "NUM" will be displayed at the bottom right of the screen. Pressing the key again turns the message off. Typing New Text Type the following text (remember, type only the characters within the square brackets, not the brackets): [This is line one] <Enter> [This is l two] <Enter> [Thas are line three] <Enter> 220 3by5 LESSONS The text will appear as shown below: _____________________________________________________________________ This is line one< This is l two< Thas are line three< _____________________________________________________________________ Note that when you press <Enter>, the program places a solid left pointing triangle at the end of the line (represented by "<" in this documentation). Next you will correct the errors in the text. Inserting one character at a time The 3by5 editor is routinely in the Insert Mode. Use the arrow keys to position the cursor on the space to the right of the solitary letter "l" in line 2. Type [ine]. The text will appear as follows: _____________________________________________________________________ This is line one< This is line two< Thas are line three< _____________________________________________________________________ Overtyping Use the cursor keys to position the cursor on the third character of the third line (the "a" in "thas"). Press <Ins> to switch to the Overtype Mode. The message "OVER" will appear on the bottom line. Press [i] to enter the letter "i" where the letter "a" is. Press <Ins> to return to the Insert Mode. 221 Lesson 2 The screen will appear as follows: _____________________________________________________________________ This is line one< This is line two< This are line three< _____________________________________________________________________ Deleting one character at a time You should be in insert mode. If not, press <Ins> and the message "OVER" will be erased from the bottom of the screen. Position the cursor on the letter "a" in the word "are" in the third line and type [is]. The screen will appear as follows: _____________________________________________________________________ This is line one< This is line two< This isare line three< _____________________________________________________________________ The cursor will now be positioned at the letter "a". Press <Del> three times to delete the letters "a", "r" and "e" respectively. The text will now appear as follows: _____________________________________________________________________ This is line one< This is line two< This is line three< _____________________________________________________________________ 222 3by5 LESSONS Inserting multiple lines of text - word wrap In the example above inserting text was confined to one line. The same method is used to insert multiple lines of text. For example, position the cursor to the space to the right of the word "is" in line two. Type: [ a test of character insertion and word wrap. By the time I have typed this far, the cursor is no longer on] Press the Up or Down arrow key to realign the text. Deleting multiple characters Position the cursor on the first "c" of the word "character" on the second line. Press <Del> twenty four times and watch the characters to the right of the cursor shift to the left each time you press <Del>. Then press the Up or Down arrow key to realign the text. Saving Your Text Press <F7> and the Edit Command Menu will appear at the bottom of the screen: _____________________________________________________________________ Search Block Insert Retrieve Print Other Hold Quit Search a file <F2> _____________________________________________________________________ 223 Lesson 2 Press [Q] to quit, and the following menu will be displayed: _____________________________________________________________________ >Save< Abort Next Next Previous Goto Bypass Save record; return to previous task _____________________________________________________________________ Press [S] to save the record and the program will add the record to the file and return to the Main Menu: _____________________________________________________________________ >Edit< Search Print Files Windows Utilities Quit Edit file _____________________________________________________________________ If you wanted to add another record to the file, you could have pressed [N] for Next and the record would have been saved and the next record made available for editing. 224 3by5 LESSONS Editing while searching Press [F] for the Files Command. When the Files Command Menu appears, press [C] to close a file. The program will prompt you: _____________________________________________________________________ File: 1 Enter number of file to close _____________________________________________________________________ Press [1] to close the file PROGRAMS.3X5. Then press [O] to open another file. Type [ADDRESS] <Enter> to open the file ADDRESS.3X5. After the file is opened, press <Esc> to return to the Main Menu. Then press [S] to begin a search. The program will prompt you for the range of files to search: _____________________________________________________________________ Enter range of files to search: 1-1 _____________________________________________________________________ You may specify a range of files to search by typing a starting number, a hyphen, an ending file number and then press <Enter>. If you type only one file number and press <Enter>, then only that file will be searched. Type [1] <Enter> for file 1, the ADDRESS file, and the following screen will appear: 225 Lesson 2 _____________________________________________________________________ 3by5 Search[A:Address.3x5] Global NAME ADDRESS PHONE COMMENTS Type search keys; press <F7> for commands _____________________________________________________________________ When the prompt Search Screen appears, press <F3> to clear any previous keys. The cursor will be on the Global search line. Press the down arrow once to move to the Name field, and type [softshell] <F2>. The first record with the name Softshell in the Name field will be displayed. It is the Softshell Crab Company of Baltimore. Press [F] to continue the search. Record 13 will be displayed. Type [E] to edit the record. The 3by5 editor will take over and the Edit Command Message lines will displayed at the bottom of the screen. The cursor will be at row 1, column 1. The records in the address file are different than those that you have worked with before. There are four fields: 1. NAME 2. ADDRESS 3. PHONE 4. COMMENTS 226 3by5 LESSONS To move from one field to another, press <Ctrl-Enter> or <F9>. The cursor will move from its current location to the start of the next field. If the cursor is in the last field it will move up to the first field. You will insert the new comments in the comment field. Move to the end of the comments field by pressing <PgDn>. Type [ This is an additional comment.] Press <F7> for the Edit Command Menu. Press [Q] to quit and [S] to save the changes made to record 13. The program will then return to the search mode. Press [Q] to quit the search. The program will display the following menu: _____________________________________________________________________ >Modify< Add Back Count Return Modify search keys _____________________________________________________________________ Press [R] to return to the Main Menu: _____________________________________________________________________ >Edit< Search Print Files Windows Utilities Quit Edit file _____________________________________________________________________ 227 Lesson 2 Searching While Editing In this part of the lesson you will return to the first record that you edited. Type [E] for Edit, type [2] to select file two, and then type [1] <Enter> to select record one. The program will retrieve the record and display it on the screen. Press <Alt-F4> to define a block of text. Press <PgDn> and the cursor will move to the end of text. The entire text will be highlighted. Press <Alt><F4> again and the following prompt will appear at the bottom of the screen: _____________________________________________________________________ 1 Cut 2 Copy 3 Delete 4 Underline 5 Bold 6 Block off: 0 _____________________________________________________________________ Press [3] to delete the block of text. The program will prompt you: _____________________________________________________________________ Delete 1 Underline 2 Bold 3 Text: 0 _____________________________________________________________________ Press [3] and the text that is highlighted will be erased. The cursor will now be at row 1, column 1. 228 3by5 LESSONS You are now ready to type a memo. Type the following: MEMORANDUM <Enter> <Enter> TO: My Clients <Enter> FROM: John Shell <Enter> <Enter> <Enter> This is a brief note to inform you that Softshell has released a new version of 3by5. Version 5.0 has multiple field types, macros for editing and issuing commands, extended character set menus and record marking while searching.<Enter> <Enter> <Enter> Their current address is:<Enter> <Enter> 229 Lesson 2 Stop after you type the last <Enter>. The screen should appear as follows: _____________________________________________________________________ 3by5 Edit[A:\MEMOS.LET]#1 MEMORANDUM < < TO: My Clients < FROM: John Shell < < < This is a brief note to inform you that Softshell has released a new version of 3by5. Version 5.0 has multiple field types, macros for editing and issuing commands, extended character set menus and record marking while searching.< < < Their current address is:< < _____________________________________________________________________ Searching While Editing You will suspend editing and search the file ADDRESS.3X5 for the address of Softshell. Press <F7> for the Edit Command Menu. Then press [S] to search a file. The names of the open files will be displayed and the program will prompt you to enter the range of files to search. Type [1] <Enter> to select file ADDRESS.3X5. The following search screen will be displayed: 230 3by5 LESSONS _____________________________________________________________________ 3by5 Edit[A:\MEMOS.LET] Search[A:\ADDRESS.3X5] Global NAME ADDRESS PHONE COMMENTS Type search keys; press <F7> for commands _____________________________________________________________________ The 3by5 Status Line informs you that you had been editing and started to search. If any previous search keys are present, press <F7> and [C] to clear the screen. The cursor should be in the Global field. Type [softshell&3by5]. Press <F7> then [S] to begin a search. The record for Softshell will be located and displayed. Press [C] to copy part of the record. The program will prompt you: _____________________________________________________________________ Fields to copy: Type order of fields for copying. Empty line = all fields _____________________________________________________________________ Type [B] <Enter>. The program will copy the contents of field B (address) into the Temporary Text Buffer. Press [Q] to quit the search, then [R] to return to editing of MEMOS.LET. 231 Lesson 2 Press <Ctrl-F4> to retrieve the contents of the Temporary Text Buffer. The screen will look as follows: _____________________________________________________________________ 3by5 Edit[MEMOS.LET]#1 MEMORANDUM < < TO: My Clients < FROM: John Shell < < < This is a brief note to inform you that Softshell has released a new version of 3by5. Version 5.0 has multiple field types, macros for editing and issuing commands, extended character set menus and record marking while searching.< < < Their current address is:< < Softshell 1254 Thornbury Road< West Chester, PA 19382< _____________________________________________________________________ A single macro can be designed to execute all the steps needed to copy a block of text into another record while searching. Press <PgDn> to go to the end of text and finish the memo by typing: <Enter> <Enter> [Please contact me if you have any questions] Press <F7> for the Edit Command Menu. 232 3by5 LESSONS If you have a printer attached to the computer, you may print a copy of the memo by pressing [P]. Press [Q] to quit. Then [S] to save the memo. Press [Q] to quit 3by5. The program will prompt you: _____________________________________________________________________ >No< Yes Do not quit; continue 3by5 _____________________________________________________________________ This last question prevents you from accidentally quitting 3by5. You must press [Y] to quit. Press [Y] and the program will automatically close all open 3by5 files and return to DOS. See Chapter 4 for more details on editing records. 233 LESSON 3 - COPYING AND SORTING RECORDS In this session you will learn how to selectively copy (and in the process sort) records from one file to another file. The file may be a standard ASCII file, WordStar or WordPerfect Document file or another 3by5 file. Opening files REF.REF and NEWREF.REF Restart 3by5. Press any key after the Title Screen is displayed. Then press [F] for the Files Command and then press [O] for the Open Command. Type [ref] <Enter> to open the reference file. After the file is opened, the program will prompt you for the name of the next file to open. Type [newref] <Enter>. The program will attempt to open the file, but the file is not present on the diskette. It will then ask you whether you want to build the file: _____________________________________________________________________ File: newref Unable to open file. Do you want to build the file? (Y/N) _____________________________________________________________________ Press [Y] to build the file, and the program will prompt you: _____________________________________________________________________ File: newref Build like (0 - 5) 0 = New file _____________________________________________________________________ Press [1]. 234 3by5 LESSONS The following screen will be displayed: _____________________________________________________________________ 3by5 Files Open Files 1 A:\REF.REF 2 3 4 5 Build File: A:\NEWREF.REF Name Type Format/Mask Name Type Format/Mask A AUTHORS Free N STYLE Free B TITLE Free O C SOURCE Free P D YEAR Date yyyy Q E VOLUME Line 20 R F PAGES Line 20 S G PUB_CO Free T H PUB_LOC Line 50 U I EDITORS Free V J EDITION# Number 02.00 W J CODE Line 30 X L KEYWORDS Free Y M COMMENTS Free Z Field Name: AUTHORS <Esc> Cancel <F10> Save <F3> Delete Field <F4> Insert Field _____________________________________________________________________ 235 Lesson 3 The fields are: AUTHORS: The authors of the reference. TITLE: The title of the reference. SOURCE: The name of the journal in which the reference appears. YEAR: The year of publication. VOLUME: The volume in which the reference appears. PAGES: The pages of the reference. PUB_CO: The name of the publisher. PUB_LOC: The location of the publisher. EDITORS: The editors, if any. EDITION#: Edition number. CODE: A code number assigned to the article that designates where the article is filed in a collection of reprints. KEYWORDS: Keywords that do not appear in the title, but are useful in retrieving the document. COMMENTS: Comments on the article. STYLE: This field is empty. The reformatted reference will be placed in this field. 236 3by5 LESSONS Field names may range from zero to eight character in length. Use the Up and Down Arrow keys to move to a field to make any changes or corrections. When you are ready, press <F10> to save the field definitions. The following prompt will appear: _____________________________________________________________________ 2x4 >3x5< 4x6 5x7 Page VLR Other 512 bytes _____________________________________________________________________ Press [4], and the file will be built with a record length of 1024 bytes. After NEWREF.REF is opened, the program will ask you for the name of the next file to open. Press <Esc>. The Main Menu will appear. Type [F] for the Files Command Menu: _____________________________________________________________________ >Open< Close Records List Dir Maintenance Fields Status Open file _____________________________________________________________________ 237 Lesson 3 Copying and sorting records from REF.3X5 to NEWREF.3X5 Press [R] for the Records Command. At the bottom of the screen the following prompt will appear: _____________________________________________________________________ >Copy< Move Erase Copy a group of records (source records are not changed) _____________________________________________________________________ Press [C] to Copy records. The program will ask for the source file. Type [1] to specify REF.3X5 as the source file. The program will then ask for the destination file. Type [2] to select NEWREF.REF. The program will then ask you for the source range. Type [4] <Enter>. This is the start of the range of records to copy. Then type [16] <Enter>. This is the last record in the source file to copy. The program will ask for the destination range. Press <Enter> for the default record, number one. Then you will be asked: _____________________________________________________________________ Sort records? (Y/N) Sort buffer size: xxxxx _____________________________________________________________________ Press [Y] and the program will prompt you: 238 3by5 LESSONS _____________________________________________________________________ A AUTHORS H PUB_LOC B TITLE I EDITORS C SOURCE J EDITION# D YEAR K CODE E VOLUME L KEYWORDS F PAGES M COMMENTS G PUB_CO N STYLE Primary sort field (A-N): A _____________________________________________________________________ The program is prompting you to specify the primary field for sorting. Press [A]. The program will then prompt you for the secondary sort field. Press [D] to select the year field. The program will sort the records and display the record numbers as each source record is copied to the destination file. When the program is finished sorting and copying the records, press <Esc> two times to return to the Main Menu. Press [S] and then press [2] <Enter> to search the file NEWREF.REF. In response to the search key prompt, press <F7> then [B] browse through the file. You will see that the references have been sorted by first author and the year of publication. 239 LESSON 4 - REFERENCE MANAGER The fields in REF.REF: AUTHORS: The authors of the reference. TITLE: The title of the reference. SOURCE: The name of the journal in which the reference appears. YEAR: The year of publication. VOLUME: The volume in which the reference appears. PAGES: The pages of the reference. PUB_NAME: The name of the publisher. PUB_LOC: The location of the publisher. EDITORS: The editors, if any. EDITION#: Edition number. CODE: A code number assigned to the article that designates where the article is filed in a collection of reprints. KEYWORDS: Keywords that do not appear in the title, but are useful in retrieving the document. COMMENTS: Comments on the article. STYLE: This field is empty. The reformatted reference will be placed in this field. 240 3by5 LESSONS Selectively writing records from REF.3X5 using the 3by5 Reference Manager. You will now search for a few references and write certain ones to an output file. The references will be formatted to the style of the journal Nature. Press <Esc> one or more times to return to the Main Menu. Then press [F] for the files command. Press [O] to open a file. Type [refstyle] <Enter> in response to the file name prompt. The program will open the Reference Style file REFSTYLE.REF. It will then prompt you for the name of the next file to open. Type [ref.txt] <Enter>. If you have not used the disk for this lesson before, the file will not be found, and the program will ask you whether you want to build it. Type [Y] and then [0]. The program will then ask for the file type. Press [J]. The program will pause and then ask you: FILE TYPE: 1.ASCII 2.WordStar 3.WordPerfect 1 Press [1]. The program will then ask: Numbered reference file? (Y/N) N Press [Y]. Next the program will ask whether the are less than 100 references in the output file. Press [Y]. Next it will ask whether there is a blank line between references. Press [Y]. Lastly, it will ask the starting number of the first reference. Type [1] <Enter>. 241 Lesson 4 The file will be opened. Press <Esc> to return to the Main Menu. Press [S] to Search. The program will ask for the range of files. Type [3] <Enter> to search the file REFSTYLE. The Search Key Menu will be displayed. Type [nature] <F2>. The record for the journal Nature will be found. The Search Command Menu will be displayed at the bottom of the screen: _____________________________________________________________________ >Forward< Backward Goto Edit Print Write Load Mark Copy Other Quit Search/Browse; forward direction _____________________________________________________________________ Press [L] to load a record. The program will load the record as a Reference Style record that will be used to format the references in REF.REF. Then press <Esc> several times to return to the Main Menu. Press [S] to Search. Type [1] <Enter> to specify that REF.REF will be searched. The prompt "Search Key:" will appear. Press <F7>, then [O] for the Search Options Menu: 242 3by5 LESSONS _____________________________________________________________________ >Display< Output Auto Mark Page Topline _____________________________________________________________________ Press the space bar several times to review the different options. You will only change one, the output file. Press [O] to specify the output file. The program will list the open files and ask you to enter the number of the output file (i.e. the file that will receive the records). Press [4] to select REF.TXT. The Search Options will be displayed again; press <Esc> to return to the Search Key window. Clear any previous search keys by pressing <F3>. Type [abbott] <F2> to begin a search for records with the name Abbott. When the first reference with the name "Abbott" is displayed, the Record Command Menu will be displayed at the bottom of the screen. Press [W] to write the currently displayed record to the Output File. The letter "W" will be displayed in reverse video in the upper right corner of the screen to inform you that the record was written. It will stay there until you continue the search for another record. If you should press [W] again, a second copy of the record will be written. The letter "W" in the upper right corner alerts you to the fact that you have written the record to the output file once and should prevent multiple copies of the record being written to the output file by mistake. Now press [F] to continue the search, and the search will end since there are no other records with the name "Abbott". 243 Lesson 4 Press [M] to Modify the search key. Erase the search key and type [murphy] <F2>. The first reference with the name "Murphy" will be displayed. Press [W] to write the reference to the output file, then press [F] to continue the search. The second reference with the name "Murphy" will be displayed. It is not one that we will copy to the output file, so press [S] to continue the search. No other references will be found. Press <Esc> four times to return to the Main Menu. Press [S] to begin a new search. This time select file REF.TXT. Press <F7>, then [B] to browse through the entire file. You will see that the references that you copied to REF.TXT have been formatted according to the style used in the journal Nature. Since the file is an ASCII file, bold and underline commands are not present. If the file were a WordStar or WordPerfect file, the commands would be present. The output file may be imported into a word processing file. 244 3by5 LESSONS LESSON 5 - ADDING AND MODIFYING FIELDS IN A FILE 3by5 files that have no fields may be converted to files with fields by a two-step process. First you Redefine the fields in the file, then you manually mark the end of each field. NOFIELDS.3X5 is a 3by5 file provided on the 3by5 diskette for practice converting files without fields to those with fields. The first record is: _____________________________________________________________________ Jones, John< Purchasing Agent< < ACME Industries< Suite 234< 111 Eastern Highway< Baltimore, MD 21230< < 301-555-2385< < _____________________________________________________________________ Step 1. Redefining Fields in the File Close any open files. Open file NOFIELDS.3X5. Then return to the Main Menu. Press [F] for the Files Command, the [F] again for the Fields Command: _____________________________________________________________________ >Filter< Redefine _____________________________________________________________________ Press [R] to instruct the program to redefine the fields in a file. The program will ask for the number of the file. Select the file NOFIELDS. The screen will the appear as follows: 245 Lesson 5 _____________________________________________________________________ 3by5 Files Open Files 1 A:\NOFIELDS.3X5 2 3 4 5 Redefine file: A:\NOFIELDS.3X5 Name Type Format/Mask Name Type Format/Mask A N B O C P D Q E R F S G T H U I V J W J X L Y M Z Field Name: <Esc> Cancel <F10> Save <F3> Delete Field <F4> Insert Field _____________________________________________________________________ 246 3by5 LESSONS This screen is used to redefined fields for the file. Define the following fields: Field Field Name Type Mask/Format A NAME Person 30 B TITLE Line 50 C ADDRESS Free D PHONE Mask ###-###-#### E COMMENTS Free Press <F10> to save the new field definitions. Press <Esc> to return to the Main Menu. Step 2. Inserting End of Field Marks Edit record one of file NOFIELDS.3X5. It will appear as follows: _____________________________________________________________________ NAME Jones, John< Purchasing Agent< < ACME Industries< Suite 234< 111 Eastern Highway< Baltimore, MD 21230< < 301-555-2385< < TITLE ADDRESS PHONE COMMENTS _____________________________________________________________________ 247 Lesson 5 Note that the entire contents of the first record are in the first field of the record. Now press <Shift><F9> and the record will appear as follows: _____________________________________________________________________ Jones, John< Purchasing Agent< < ACME Industries< Suite 234< 111 Eastern Highway< Baltimore, MD 21230< < 301-555-2385< < |< |< |< |< _____________________________________________________________________ The field names have been removed, and the fields are delimited by an end of field mark: |<. You will divide the first field into four fields - name, title, address and telephone number. Position the cursor to the end of line one and press <F9>. A double arrow and a small triangle will appear, designating the end of the field. This is the End of Field Mark that designates the end of one field and the beginning of another. Next, move to the title line and put an End of Field Mark at the end of the word Agent. Then move the cursor to the end of the ZIP code and press <F9> to designate the end of the address field. 248 3by5 LESSONS Move to the end of the telephone number and press <F9>. To avoid excessive blank lines between fields, you should remove any blank lines by deleting any triangles that appear on blank lines. The screen will appear as: _____________________________________________________________________ Jones, John|< Purchasing Agent|< ACME Industries< Suite 234< 111 Eastern Highway< Baltimore, MD 21230|< 301-555-2385|< |< |< |< |< _____________________________________________________________________ The |< mark signifies the end of a field. Press <Shift><F9> to restore the stand field format. You will see that the record has five fields with the appropriate information in each field: _____________________________________________________________________ NAME Jones, John TITLE Purchasing Agent ADDRESS ACME Industries< Suite 234< 111 Eastern Highway< Baltimore, MD 21230 PHONE 301-555-2385 COMMENTS _____________________________________________________________________ 249 Lesson 5 Save the changes to record by pressing <F7> and then [Q] [S] to Quit and Save the record. Edit the remaining records in the same manner. 250