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Envelope and Label Printing Software for the Hewlett-Packard Family of
LaserJet Printers
Version 3.0
TaxWare
PO Box 2014
Provo, UT 84603-2014
┌─────────┐
┌─────┴───┐ │ (R)
──│ │o │──────────────────
│ ┌─────┴╨──┐ │ Association of
│ │ │─┘ Shareware
└───│ o │ Professionals
──────│ ║ │────────────────────
└────╨────┘ MEMBER
(C) Copyright TaxWare 1988, 1991. All rights reserved. Mail Machine User's Guide
─────────────────────────────────────────────────────────────────────────────
─────────────────────────────────────────────────────────────────────────────
Copyright Notice
Mail Machine is Copyright 1991 by TaxWare and its author. All rights
reserved.
This document and all accompanying documentation is Copyright 1991 by
TaxWare. All rights reserved.
─────────────────────────────────────────────────────────────────────────────
Trademarks
Mail Machine is a trademark of TaxWare and its author.
MS and MS-DOS are registered trademarks of Microsoft Corporation.
IBM and IBM PC are registered trademarks of International Business
Machines Corporation.
LaserJet is a registered trademark of Hewlett-Packard Corporation.
PCL Language is a trademark of Hewlett-Packard Corporation.
PC Paintbrush and PCX are trademarks of Z-Soft Corporation.
Type Director is a trademark of Compugraphic Corporation.
C-Worthy is a registered trademark of Custom Design Systems, Inc.
Avery is a registered trademark of Avery International.
WordPerfect is a registered trademark of WordPerfect Corporation.
All trademarks and registered trademarks referenced within this
document are the property of their respective holders.
─────────────────────────────────────────────────────────────────────────────
Warranty Disclaimer
TAXWARE MAKES NO WARRANTY OF ANY KIND, EXPRESSED OR IMPLIED, INCLUDING
WITHOUT LIMITATION ANY WARRANTIES OF MERCHANTABILITY AND/OR FITNESS FOR
A PARTICULAR PURPOSE.
TAXWARE DOES NOT ASSUME ANY LIABILITY FOR THE USE OF THIS SOFTWARE
BEYOND THE ORIGINAL PURCHASE PRICE OF THIS SOFTWARE.
IN NO EVENT WILL TAXWARE BE LIABLE TO YOU FOR ANY ADDITIONAL DAMAGES,
INCLUDING ANY LOST PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR
CONSEQUENTIAL DAMAGES ARISING FROM THE USE OF, OR INABILITY TO USE, THIS
SOFTWARE AND ITS ACCOMPANYING DOCUMENTATION, EVEN IF TAXWARE HAS BEEN
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
─────────────────────────────────────────────────────────────────────────────
Mail Machine (C) 1988, 1991 by TaxWare Page ii User's Guide Mail Machine
─────────────────────────────────────────────────────────────────────────────
Table Of Contents
─────────────────────────────────────────────────────────────────────────────
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Installing Mail Machine . . . . . . . . . . . . . . . . . . . . . . . . 3
Running Mail Machine . . . . . . . . . . . . . . . . . . . . . . . . . 4
Exiting Mail Machine . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Obtaining Help While Running Mail Machine . . . . . . . . . . . . . . . 6
Appendix A - Quick Start . . . . . . . . . . . . . . . . . . . . . . . . 28
Appendix B - User Interface . . . . . . . . . . . . . . . . . . . . . . 30
Appendix C - Error Messages . . . . . . . . . . . . . . . . . . . . . . 32
Screen Reference Index . . . . . . . . . . . . . . . . . . . . . . . . . 37
─────────────────────────────────────────────────────────────────────────────
Page iii (C) 1988, 1991 by TaxWare Mail Machine Mail Machine User's Guide
─────────────────────────────────────────────────────────────────────────────
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Mail Machine (C) 1988, 1991 by TaxWare Page iv User's Guide Mail Machine
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─────────────────────────────────────────────────────────────────────────────
Introduction
Mail Machine is the most flexible envelope and label printing software
system ever developed for use with HP LaserJet and 100% compatible laser
printers. Designed for the discriminating LaserJet owner, Mail
Machine's features include the following.
Mail Machine...
FORM SUPPORT
...can print envelopes and labels of any size acceptable by your
LaserJet up to 8-1/2 x 14 inches. Support for most standard size
envelopes and labels is included in the program. Mail Machine also
allows user-defined labels and envelopes.
ENVELOPE ADDRESSES SUPPORT
...supports both TO and FROM addresses on envelopes. Either or both of
the addresses can be entered manually, or either address can be
retrieved (imported) from a data file created by a database, spread-
sheet, text editor, or other application. See DATA IMPORT below. Each
address allows six lines of address information.
LABEL ADDRESS SUPPORT
...supports six lines of address information on each label. Label
addresses are optional and can be entered manually, or they can be
retrieved from text files, the same as with envelopes.
USPS POSTNET BARCODE SUPPORT
...gives you the option of automatically printing the United States
Postal Service PostNet barcode in the correct position on your envelopes
and labels. This option is not supported by the original LaserJet
printer.
DATA IMPORT
...allows you to retrieve and print data from ASCII text files created
by databases, spreadsheets, text editors, mail list managers, and all
other applications that can create (export) ASCII text files. The data
does not necessarily need to be addresses or mailing lists - it can be
other names, numbers, prices, bar codes, and so on. WordPerfect 4.2
format files, and comma-delimited ASCII files are also supported.
IMPORTED DATA VERIFICATION
...allows optional verification of each address (record) retrieved from
an ASCII text file prior to printing the envelope or label.
MISCELLANEOUS MESSAGES SUPPORT
...allows any number of miscellaneous messages. In addition to printing
addresses, you can optionally specify any number of original messages or
comments. Such messages can be printed anywhere on the envelopes or
labels, using any available fonts. Examples are DO NOT BEND, AIR MAIL,
HAPPY HOLIDAYS, OPEN IMMEDIATELY, and so on.
FONT SUPPORT
─────────────────────────────────────────────────────────────────────────────
Page 1 (C) 1988, 1991 by TaxWare Mail Machine Mail Machine User's Guide
─────────────────────────────────────────────────────────────────────────────
...supports all internal fonts (fonts built-in to your printer), plug-in
cartridge fonts, all HP-format bitmap fonts (soft fonts), and fonts from
most third-party font vendors. Check with your vendor for compatibili-
ty. You can print envelopes and labels with any combination of
available fonts. Support for several popular font cartridges is
included; support for additional cartridge fonts can be easily added.
Type Director software can automatically install soft fonts into Mail
Machine. Optional auto-download and management of soft fonts and
printer memory are integral features. Soft fonts are not supported by
the original LaserJet printer.
GRAPHICS SUPPORT
...supports PCL and most black-and-white and 2-color PCX (PC Paintbrush)
graphics files. The number of graphics you can print on each envelope
or label is limited only by your printer. Graphics are not supported by
the original LaserJet printer.
PRINTER SUPPORT
...supports up to three parallel printers (LPT1, LPT2, and LPT3). You
can print envelopes and labels simultaneously on up to three printers.
MULTIPLE COPIES SUPPORT
...allows 1 to 99 copies of each envelope or sheet of labels, and up to
1000 copies of each individual label.
JOB SUPPORT
...allows you to organize printing into repeatable "jobs." Before you
print, you select the envelope (or label), the fonts, the printer and
other items necessary to print. This information is "remembered" as a
"job." So, the next time you need to print the same (or similar) job,
the information is still there. You can print a job over and over again
without having to remember how you set things up the last time you
printed your envelopes or labels. The required elements of the jobs you
setup are 1) the form (envelope or label), 2) the printer (LPT1, LPT2 or
LPT3), and 3) the source of the information to be printed (manual data
entry or data files created by another program). Some of the optional
job elements are fonts, graphics, fixed-text messages and number of
copies.
One example envelope job and one example label job have already been
setup for you. You can print them, modify them, or delete them if you
want.
BATCH PROCESSING SUPPORT
...allows you proceed directly to the screen where you can immediately
enter the data to be printed on your envelopes or labels. This means
that once you have setup a job, you can start the program by providing
additional information on the DOS command line, bypassing the first
three screens so you can enter data and print without delay. This
feature can be very time saving, especially when done from within a
batch file.
─────────────────────────────────────────────────────────────────────────────
System Requirements
─────────────────────────────────────────────────────────────────────────────
Mail Machine (C) 1988, 1991 by TaxWare Page 2 User's Guide Mail Machine
─────────────────────────────────────────────────────────────────────────────
Mail Machine requires the following.
An IBM PC, XT, or AT personal computer or 100% compatible, a hard
(fixed) disk drive with at least 2 megabytes of available disk
space, 420K of conventional memory (RAM), and running MS-DOS
version 2.0 or later.
Any Hewlett-Packard LaserJet or 100% compatible laser printer.
A color monitor is not required, but is utilized.
A mouse pointing device is not required, but is utilized.
Hewlett-Packard format (including third-party) soft fonts and
cartridge fonts (recommended, but not required).
Envelopes (almost any size) approved for laser printers.
Labels approved for laser printers.
Your CONFIG.SYS file must contain the following lines:
FILES=20
BUFFERS=20
The minimum value of these two commands is 20; greater values for
these two commands are also acceptable.
─────────────────────────────────────────────────────────────────────────────
Installing Mail Machine
Installation is simple: Create an empty directory, then copy the
MM30REG.EXE program to the new directory and run it.
Step 1 Create a directory on your hard drive where you will run Mail
Machine.
C:> MD C:\MMACHINE <Enter>
Step 2 Change directory to the newly created directory. Be sure you have
at least one megabyte (1000 Kbytes) of free disk space before you
proceed.
C:> C: <Enter>
C:> CD \MMACHINE <Enter>
Step 3 Insert the Mail Machine program diskette in your floppy drive and
copy the file MM30REG.EXE to the newly created directory.
C:> COPY A:MM30REG.EXE <Enter>
Step 4 Now, type MM30REG and follow the instructions on the screen.
─────────────────────────────────────────────────────────────────────────────
Page 3 (C) 1988, 1991 by TaxWare Mail Machine Mail Machine User's Guide
─────────────────────────────────────────────────────────────────────────────
C:> MM30REG <Enter>
During the next minute or two, the files will be extracted, then the DOS
prompt will appear. Insatllation is complete and you are ready to begin
using Mail Machine.
If you do not have Type Director I font generation software from
Hewlett-Packard, skip to the section titled Running Mail Machine.
If you have Type Director I from Hewlett-Packard, you can set it up to
interface with Mail Machine. This process is also very simple: first,
complete the steps outlined above, then run TDSETUP. At the DOS prompt,
type TDSETUP
C:\MMACHINE> TDSETUP <Enter>
At the first prompt, enter the path where Mail Machine 3.0 was in-
stalled.
>C:\MMACHINE <Enter>
If you did not enter the path correctly, the program will end.
Otherwise, at the next prompt, enter the path where Type Director I was
installed, C:\TD for example.
>C:\TD <Enter>
Again, if you did not enter the path correctly, the program will end.
Otherwise, you will see some messages appear on the screen that inform
you what is happening. You do not need to know what the messages mean -
only that the installation is progressing. Finally, if all went well,
you will see the message "Mail Machine Successfully Setup To Work With
Type Director Application."
After setting up Type Director I to interface with Mail Machine 3.0, all
procedures described in the section titled Main Menu\Job Elements\Font
Types\Soft Font Directories will be done automatically when you make new
fonts for or delete existing fonts from Mail Machine using Type Director
I. However, if you encounter an error while running Type Director
(usually from not having enough available memory), it is likely that the
fonts you made/deleted were not installed/uninstalled correctly in Mail
Machine. In such case, you must follow the normal procedures for
(un)installing the fonts described in the section titled Main Menu\Job
Elements\Font Types\Soft Font Directories.
Note that Type Director requires at least 470 KBytes of available memory
to run. You may need more when interfacing it with Mail Machine. Refer
to your Type Director User's Guide for additional information.
─────────────────────────────────────────────────────────────────────────────
Running Mail Machine
Although it is possible to successfully run Mail Machine before reading
the manual, you ought to become familiar with the user interface (the
─────────────────────────────────────────────────────────────────────────────
Mail Machine (C) 1988, 1991 by TaxWare Page 4 User's Guide Mail Machine
─────────────────────────────────────────────────────────────────────────────
way you interact with the various screens, menus, lists and forms you
encounter throughout the program). See Appendix B for an overview of
the user interface. There are several ways you can start Mail Machine.
Choose whichever method you prefer. Here are 3 ways:
Running Mail Machine From Current Directory. You can run Mail
Machine from the directory where you installed it. To do so,
change to the directory where you copied the program. To determine
whether you are in the correct directory, type CD at the DOS
prompt. Your current directory will appear on the screen. Once
you have changed to the directory containing Mail Machine program,
type MM and press the Enter key. The example assumes that you have
installed the program in the directory C:\MMACHINE.
C:\MMACHINE>MM<Enter>
Running Mail Machine From Any Directory - Method 1. From any
directory, type a path that allows you to access the directory
where you installed the software, then type MM and press the Enter
key. The examples assume that your current directory is the root
of the C: drive (C:\), and that you installed the software in a
subdirectory that you created called "MMACHINE."
C:>C:\MMACHINE\MM<Enter>
C:>MMACHINE\MM<Enter>
Running Mail Machine From Any Directory - Method 2. This method
can be the simplest, but requires some knowledge of DOS commands.
If you do not understand DOS environment variables, you should use
one of the other prescribed methods. First, you must include the
complete path of the directory where you installed the software in
the PATH environment variable (see the DOS SET command). Once you
have set the PATH variable, you can start Mail Machine from any
directory path by typing MM and pressing the Enter key. The
examples assume that the path where the software was installed is
included in the PATH environment variable.
C:\>MM<Enter>
D:\CLIENTS\ACCTG>MM<Enter>
F:\PERSONAL\NOTES>MM<Enter>
You should now be ready to run your Mail Machine software. Go ahead and
try one of the three methods described.
─────────────────────────────────────────────────────────────────────────────
Running in Batch Mode
Once you have set up a job that you plan to use repetitively, you can
bypass the first three screens (Main Menu, Job List and Job Form) and
proceed directly to the screen where you can (optionally) enter
addresses and print your envelopes or labels. This procedure is
referred to as "batch mode." You can run Mail Machine in batch mode
either from the DOS command line, or from within a batch file (see your
─────────────────────────────────────────────────────────────────────────────
Page 5 (C) 1988, 1991 by TaxWare Mail Machine Mail Machine User's Guide
─────────────────────────────────────────────────────────────────────────────
DOS manual for details in creating batch files). The following are
examples of running Mail Machine in batch mode:
C:>MM E My Envelope Job<Enter>
C:>MM L My Label Job<Enter>
The first example will run Mail Machine (MM) and select an envelope job (E)
previously set up with a job named "My Envelope Job." If the printer is
turned on and an envelope job by the name of "My Envelope Job" is found, you
will see the screen where you can enter addresses to be printed on envelopes.
Likewise, the second example will run Mail Machine and select a label job
named "My Label Job." You will see the screen where you can enter addresses
and print labels.
When you escape from the data entry screen, you will be returned to the DOS
command line (or to the next command in your batch file).
Two batch files are included that illustrate Mail Machine's batch mode. The
file BATCHENV.BAT runs a very simple envelope job; the file BATCHLBL.BAT runs
a very simple label job.
─────────────────────────────────────────────────────────────────────────────
Exiting Mail Machine
There are two ways that you can exit (or quit) the program. The first way
requires that you be looking at the first screen, also known as the Main
Menu. To exit the program, press the Escape key (the Escape key is usually
used to return the program to its previous state). You will be prompted to
confirm your intention to exit the program. You can exit by selecting 'Yes'
or return to the Main Menu by selecting 'No.' The second way to exit the
program is a short-cut method. From any screen, press the Alt key, and,
while holding it down, press the F10 function key. You must confirm your
intention to exit, as described above.
─────────────────────────────────────────────────────────────────────────────
Obtaining Help While Running Mail Machine
While running the program, you can press the F1 key to receive context-sensi-
tive help on your screen. In most cases, you will find the information you
are seeking. When you are viewing a help screen (screen presented after
pressing the F1 key), you can use the PgUp and PgDn keys to move back and
forth through the information.
Although on-screen help is available, you will probably find the User's Guide
to be the most comprehensive source of help. The rest of the User's Guide is
logically organized so that you can quickly find the information you need for
any screen that you will encounter throughout the program. Just below the
title line on each screen is that particular screen's reference. For
example, the screen reference of the opening screen is "Main Menu." All
screen references are listed in the back of the User's Guide in the Screen
Reference Index. The index allows you to quickly locate information relating
to any screen.
─────────────────────────────────────────────────────────────────────────────
Mail Machine (C) 1988, 1991 by TaxWare Page 6 User's Guide Mail Machine
─────────────────────────────────────────────────────────────────────────────
─────────────────────────────────────────────────────────────────────────────
Main Menu
Menu
Menu Options
Envelope Jobs Add, modify, delete and print envelope jobs.
Label Jobs Add, modify, delete and print label jobs.
Job Elements Define or declare the individual components of which jobs
are comprised.
The Main Menu is the first screen displayed when you start Mail Machine.
At this screen you can either select one of the options (by positioning
the highlight over the desired option and pressing the Enter key), or
you can press the Escape key to exit the program.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Envelope Jobs
List
Active Keys
Esc Return to the Main Menu.
Ins Add a new envelope job.
Enter Modify or print an envelope job.
Del Delete an envelope job.
A list of all envelope jobs appears on the screen. To add a new
envelope job, press the Insert key and proceed to the next screen. To
print or modify a job, position the highlight over the desired job name
and press the Enter key. To delete a job, position the highlight over
the appropriate job and press the Delete key. You must confirm your
intent to delete the job. Type 'Y' for YES or 'N' for NO and press the
Enter key when prompted.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Envelope Jobs\Job Form
Form
This form allows you to manipulate an envelope job. To enter data for a
particular field of the job, position the highlight over the data (to
the right of the prompt) and follow the instructions (below) for
answering that field. If you are adding a job, you must answer the
required fields before you can print it. When you have completed the
job form, press Shift-F7 to print, or press the Escape key to return to
the previous screen (the list of Envelope Jobs). All changes made to a
job are saved when you Press the Escape key. If you added a new job,
you will see the Envelope Job ID of the new job in the list of Envelope
Jobs. If you were adding a new job, but pressed the Escape key without
completing the form, you will be informed that it is incomplete. In
this case, you will be prompted to decide whether you want to continue
─────────────────────────────────────────────────────────────────────────────
Page 7 (C) 1988, 1991 by TaxWare Mail Machine Mail Machine User's Guide
─────────────────────────────────────────────────────────────────────────────
or to cancel adding the job. You can modify any field of an envelope
job.
Envelope Job ID
(required entry, string field, 1 - 40 characters) Enter the ID by which
you will reference the job. The ID you enter must be unique; that is,
no other job can be given the same ID. You can enter up to 40 charac-
ters and numbers.
Envelope Type
(required entry, menu field) Position the highlight over the field to
the right of the Envelope Type prompt and press the Enter or Insert key
to display the Menu of possible envelope types from which you can
choose. Position the highlight over the desired envelope type and press
the Enter key. Your selection will appear to the right of the Envelope
Type prompt. If you are adding a new job, there are other fields
(Messages and Graphics) that you cannot access until you have chosen an
Envelope Type. This is because positioning information required by such
fields depends on the size of the envelope selected.
FROM Address Source
(optional entry (uses default Manual Entry), menu field) This field
allows you to specify how this job will be supplied the information to
be printed for this address. The information can be either manually
entered (Manual Entry is the default) or it can come from a data file
(Main Menu\Job Elements\Data Files). Press the Enter key or the Insert
key to display the menu of possible data files from which you can
choose. Position the highlight over the desired data file and press the
Enter key. Your selection will appear to the right of the From Address
Source prompt. Included on the menu of data files is the ** Manual
Entry ** option, which, if selected, allows you to enter (as if using a
typewriter) the address information just prior to printing the envelope
job. It is assumed that you will manually enter your addresses. If
this is not the case, modify this field, as necessary. Only one of the
address sources (From or To) can be a data file, but both can be manual
entries, if desired.
Font(s)
(optional entry (uses Default Font), menu field) This field allows you
to change the fonts with which an address is printed. To see the fonts
that the address is currently set to be printed with, position the
highlight over the words "See List" to the right of the Font(s) prompt
and press the Modify or Enter key. You will see a list of fonts, each
font corresponding to a line of the address (i.e. the first line of the
address will be printed with the first font in the list, and so on).
When adding new jobs, all lines of the address are initially set to be
printed with the Default Landscape Font. If you want to print using
other fonts, position the highlight over the font that corresponds to
the line of the address that you are changing, and press the Insert,
Modify or Enter key. You will see a Font Types menu that includes
options for Soft Fonts, Internal/Cartridge Fonts and the Default Font.
Select a font type.
If you select the Soft Fonts option, you will see a list of the paths
containing soft fonts. (If you do not see anything, no soft fonts have
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Mail Machine (C) 1988, 1991 by TaxWare Page 8 User's Guide Mail Machine
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yet been installed into the program.) Select the path that contains the
font that you want. You will see a list of the fonts contained in the
selected path. Now, all you must do is select a font.
If you select the Internal/Cartridge Fonts, you will see a list of
internal fonts and cartridges that have been installed into the program.
Make your selection and you will see a list of the actual fonts
contained by the font cartridge (or by the printer, if you selected
Internal Fonts). Now, all you must do is select a font.
If you select the Default Font, the font will be set to it.
You can use the F10 function key for setting any font in the list to the
same font as the previous line. This can save a little time.
See Main Menu/Job Elements/Fonts for more detail.
TO Address Source
See the FROM Address Source field.
Font(s) Used
See the Font(s) field under the From Address Source field.
Messages
(optional entry, list field) This field allows you to specify any
fixed-text messages to be printed on the job's envelopes. Position the
highlight over the words "See List" to the right of the Messages prompt
and press the Insert, Modify or Enter key. If you are adding a new
envelope job, you will see an empty list. Otherwise, you will see the
current list of messages associated with the job. To add a new message
to the list, press the Insert key and type in the message text, select a
font for the message and enter the message position. (See the Font(s)
field instructions under the From Address Source field instructions.)
To modify an existing message, position the highlight over the message,
press the Modify or Enter key and edit the necessary information. When
you are done entering or modifying the data for the message, press the
Escape key and the message text will appear in the list of messages.
When you are done entering or modifying messages, press the Escape key
to return to the envelope job form. A message's position is the lower
left-hand corner of the first letter of the message relative to the
upper left-hand corner of the envelope. Messages can be up to 40
characters long, and there is no limit to the number of messages a job
can have.
Graphics
(optional entry, menu field) This field allows you to specify graphics
(files) to be printed on this job's envelopes. Position the highlight
over the words "See List" to the right of the Graphics prompt and press
the Insert, Modify or Enter key. If you are adding a new envelope job,
you will see an empty list. Otherwise, you will see the current list of
graphics associated with the job. To add a new graphic to the list,
press the Insert key and the menu of available graphics will appear.
Select a graphic and enter the graphic position. A graphic's position
is the upper left-hand corner of the graphic relative to the upper left-
hand of the envelope.
See Main Menu\Job Elements\Graphics for more information.
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Printer Name
(optional entry, menu field) This field allows you to specify the
printer that the envelope job uses. Press the Enter key or the Insert
key to display the menu of possible printers from which you can choose.
Position the highlight over the desired printer and press the Enter key.
Your selection will appear to the right of the Printer Names prompt. If
you have any question as to which printer you can use, select the
printer LPT1. You can later verify that this is correct by doing the
following: 1) turn on your printer, 2) go to the Main Menu, 3) select
Job Elements, 4) select Printers from the Job Elements menu, 5) select
each printer and look at the Printer Status field; if the status for the
printer you have selected is On-Line, the job will be OK. Otherwise,
modify this field for the envelope job. The default printer is LPT1.
Paper Source
(optional entry, menu field) This field allows you to specify the way
you will feed envelopes into the printer. Press the Enter key or the
Insert key to display the menu of possible paper sources from which you
can choose. Position the highlight over the desired option and press
the Enter key. Your selection will appear to the right of the Paper
Source prompt. The menu of paper sources includes Internal Tray, Manual
Feed, Unchanged/Preset At Control Panel and possibly others, depending
on the type of printer you have. The Manual Feed option requires that
the envelopes be fed through the Manual Feed slot. The Internal Tray
option requires that the envelopes be in the internal paper tray.
(Even if you select Internal Tray as your paper source, you can still
feed the envelopes through the Manual Feed slot.) The Unchanged/Preset
At Control Panel option allows you to preset, either at the printer's
control panel or through other software, the desired method of feeding
envelopes into the printer.
Copies Each
(optional entry, number field, 1 - 99) This field allows you to specify
the number of copies of each envelope this job will print. You do not
need to worry about this field if the job is to have only one copy of
each envelope printed.
ZIP (POSTNET) Barcode Option
(optional entry, menu field) This field allows you to specify whether
you want POSTNET barcodes printed, and whether the zipcode is always on
the last address line that has information, or if it could be on a line
previous to the last line. If you specify Option Off, no barcode will
be printed. If you have information like "attn: Purchasing Dept" as the
last line, select the "Zip Could Be On A Line Before The Last Line"
option. If the zipcode is always on the last line, select the "Zip Is
Always On Last Line With Info" option. The barcodes will be printed
where the USPS has specified.
Default Address
(optional entry, string field, 1 - 40 characters) These six lines allow
you to enter the Default Address. If you have specified a data file as
the FROM Address Source, the Default Address becomes the default TO
Address text. Otherwise, the Default Address becomes the default FROM
Address. You do not need to enter anything in these six lines.
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However, if your FROM Address (TO Address under the condition described
above) will always be the same, entering that address here will save you
from having to enter it on the envelope form each time you print the
job. You can enter information on any or all of the six lines.
See Main Menu\Envelope Jobs\Job Form\The Envelope for more information.
Shift-F7 View Envelope
This is an instructional field that allows you to view the envelope and
enter addresses manually, if necessary, prior to printing. Press the
Shift key, and while holding it down, press the F7 function key. If you
are using a mouse, you can achieve the same results by positioning the
cursor over this field and clicking the left mouse button.
─────────────────────────────────────────────────────────
Main Menu\Envelope Jobs\Job Form\The Envelope
Form
The form you see on the screen represents the envelope (minus the
graphics and the fixed-text messages) that you are about to print. In
the upper left-hand corner and in the middle lower half of the screen
are some small squares. These squares are only markers for the lines of
text that will be printed on the envelope. The markers will NOT be
printed on the envelopes.
To print the job, position the highlight on the Print Envelopes field at
the bottom of The Envelope, type 'Y' and press the Enter key. If you
are done printing, or if you decide not to print, you can type 'N' and
press Enter, or just press the Escape key to return to the previous
screen.
Printing Envelopes with Addresses from a Data File
If the envelope job is retrieving addresses from a data file, all
addresses being read from the file will appear one at a time on the
screen. If you opted NOT to verify each address, all of the addresses
will print automatically. If you DID decide to verify each address, you
will have to type 'Y' or 'N' and press the Enter key for each address
found in the data file.
Printing Envelopes with Manually Entered Addresses
If the envelope job is not retrieving address information from a data
file, you can add, modify or delete information directly on the form for
either of the addresses (To address or Return address) before printing.
To do so, simply position the highlight over the desired line and enter
or edit the necessary information.
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Main Menu\Label Jobs
List
Active Keys
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Esc Return to the Main Menu.
Ins Add a new label job.
Enter Modify or print a label job.
Del Delete a label job.
Remarks
A list of all label jobs appears on the screen. To add a new label job,
press the Insert key and proceed to the next screen. To print or modify
a job, position the highlight over the desired job name and press the
Enter key. To delete a job, position the highlight over the appropriate
job and press the Delete key. You must confirm your intent to delete
the job. Type 'Y' for YES or 'N' for NO and press the Enter key when
prompted.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Label Jobs\Job Form
Form
This form allows you to manipulate a label job. To enter data for a
particular field of the job, position the highlight over the data (to
the right of the prompt) and follow the instructions (below) for
answering that field. If you are adding a job, you must answer the
required fields before you can print it. When you have completed the
job form, press Shift-F7 to print, or press the Escape key to return to
the previous screen (the list of Label Jobs). All changes made to a job
are saved when you Press the Escape key. If you added a new job, you
will see the Label Job ID of the new job in the list of Label Jobs. If
you were adding a new job, but pressed the Escape key without completing
the form, you will be informed that it is incomplete. In this case, you
will be prompted to decide whether you want to continue or to cancel
adding the job. You can modify any field of a label job.
Label Job ID
(required entry, string field, 1 - 40 characters) Enter the ID by which
you will reference the job. The ID you enter must be unique; that is,
no other job can be given the same ID. You can enter up to 40 charac-
ters and numbers.
Label Type
(required entry, menu field) Position the highlight over the field to
the right of the Label Type prompt and press the Enter or Insert key to
display the Menu of possible label types from which you can choose.
Position the highlight over the desired label type and press the Enter
key. Your selection will appear to the right of the Label Type prompt.
If you are adding a new job, there are other fields (Messages, Graphics,
Top Margin and Left Margin) that you cannot access until you have chosen
a Label Type. This is because positioning and quantity information
required by such fields depends on the size of the label and number of
labels pre sheet selected.
Address Source
(optional entry (uses default Manual Entry), menu field) This field
allows you to specify how this job will be supplied the information to
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be printed for this address. The information can be either manually
entered (Manual Entry is the default) or it can come from a data file
(Main Menu\Job Elements\Data Files). Press the Enter key or the Insert
key to display the menu of possible data files from which you can
choose. Position the highlight over the desired data file and press the
Enter key. Your selection will appear to the right of the From Address
Source prompt. Included on the menu of data files is the ** Manual
Entry ** option, which, if selected, allows you to enter (as if using a
typewriter) the address information just prior to printing the label
job. It is assumed that you will manually enter your addresses. If
this is not the case, modify this field, as necessary. Only one of the
address sources (From or To) can be a data file, but both can be manual
entries, if desired.
Font(s)
(optional entry (uses Default Font), menu field) This field allows you
to change the fonts with which an address is printed. To see the fonts
that the address is currently set to be printed with, position the
highlight over the words "See List" to the right of the Font(s) prompt
and press the Modify or Enter key. You will see a list of fonts, each
font corresponding to a line of the address (i.e. the first line of the
address will be printed with the first font in the list, and so on).
When adding new jobs, all lines of the address are initially set to be
printed with the Default Landscape Font. If you want to print using
other fonts, position the highlight over the font that corresponds to
the line of the address that you are changing, and press the Insert,
Modify or Enter key. You will see a Font Types menu that includes
options for Soft Fonts, Internal/Cartridge Fonts and the Default Font.
Select a font type.
If you select the Soft Fonts option, you will see a list of the paths
containing soft fonts. (If you do not see anything, no soft fonts have
yet been installed into the program.) Select the path that contains the
font that you want. You will see a list of the fonts contained in the
selected path. Now, all you must do is select a font.
If you select the Internal/Cartridge Fonts, you will see a list of
internal fonts and cartridges that have been installed into the program.
Make your selection and you will see a list of the actual fonts
contained by the font cartridge (or by the printer, if you selected
Internal Fonts). Now, all you must do is select a font.
If you select the Default Font, the font will be set to it.
You can use the F10 function key for setting any font in the list to the
same font as the previous line. This can save a little time.
See Main Menu/Job Elements/Fonts for more detail.
Top Margin
(optional entry, number field) This field allows you to specify the
margin from the top of the first line of the address to the top edge of
the label. Position the highlight over the field and type in the
margin, in inches, to the nearest 1/1000th inch.
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Left Margin
(optional entry, number field) This field allows you to specify the
margin from the left side of the address to the left edge of the label.
Position the highlight over the field and type in the margin, in inches,
to the nearest 1/1000th inch.
Messages
(optional entry, list field) This field allows you to specify any
fixed-text messages to be printed on the job's labels. Position the
highlight over the words "See List" to the right of the Messages prompt
and press the Insert, Modify or Enter key. If you are adding a new
label job, you will see an empty list. Otherwise, you will see the
current list of messages associated with the job. To add a new message
to the list, press the Insert key and type in the message text, select a
font for the message and enter the message position. (See the Font(s)
field instructions under the From Address Source field instructions.)
To modify an existing message, position the highlight over the message,
press the Modify or Enter key and edit the necessary information. When
you are done entering or modifying the data for the message, press the
Escape key and the message text will appear in the list of messages.
When you are done entering or modifying messages, press the Escape key
to return to the label job form. A message's position is the lower
left-hand corner of the first letter of the message relative to the
upper left-hand corner of the label. Messages can be up to 40 charac-
ters long, and there is no limit to the number of messages a job can
have.
Graphics
(optional entry, menu field) This field allows you to specify graphics
(files) to be printed on this job's labels. Position the highlight over
the words "See List" to the right of the Graphics prompt and press the
Insert, Modify or Enter key. If you are adding a new label job, you
will see an empty list. Otherwise, you will see the current list of
graphics associated with the job. To add a new graphic to the list,
press the Insert key and the menu of available graphics will appear.
Select a graphic and enter the graphic position. A graphic's position
is the upper left-hand corner of the graphic relative to the upper left-
hand of the label.
See Main Menu\Job Elements\Graphics for more information.
Printer Name
(optional entry, menu field) This field allows you to specify the
printer that the label job uses. Press the Enter key or the Insert key
to display the menu of possible printers from which you can choose.
Position the highlight over the desired printer and press the Enter key.
Your selection will appear to the right of the Printer Names prompt. If
you have any question as to which printer you can use, select the
printer LPT1. You can later verify that this is correct by doing the
following: 1) turn on your printer, 2) go to the Main Menu, 3) select
Job Elements, 4) select Printers from the Job Elements menu, 5) select
each printer and look at the Printer Status field; if the status for the
printer you have selected is On-Line, the job will be OK. Otherwise,
modify this field for the label job. The default printer is LPT1.
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Paper Source
(optional entry, menu field) This field allows you to specify the way
you will feed labels into the printer. Press the Enter key or the
Insert key to display the menu of possible paper sources from which you
can choose. Position the highlight over the desired option and press
the Enter key. Your selection will appear to the right of the Paper
Source prompt. The menu of paper sources includes Internal Tray, Manual
Feed, Unchanged/Preset At Control Panel and possibly others, depending
on the type of printer you have. The Manual Feed option requires that
the labels be fed through the Manual Feed slot. The Internal Tray
option requires that the labels be in the internal paper tray. (Even if
you select Internal Tray as your paper source, you can still feed the
labels through the Manual Feed slot.) The Unchanged/Preset At Control
Panel option allows you to preset, either at the printer's control panel
or through other software, the desired method of feeding labels into the
printer.
Copies Each
(optional entry, number field, 1 - 99) This field allows you to specify
the number of copies of each label this job will print. You do not need
to worry about this field if the job is to have only one copy of each
label printed.
# Of Sheets
(optional entry, (uses default of 1), number field, 1 - 1000) This
field allows you to specify the number of copies of each sheet of labels
this job will print. An example of how you might use this field is when
you need two copies of every label printed. There are 2 ways of
accomplishing this:
One way is to specify 2 for the Copies Each field and 1 for the #
Of Sheets field. This way, both copies of each label will be close
to each other, usually on the same sheet.
The other way is to specify 1 for the Copies Each field and 2 for
the # Of Sheets field. This way, only one copy of each label will
be on every sheet, but each sheet of labels will be followed by a
duplicate sheet.
ZIP (POSTNET) Barcode Option
(optional entry, menu field) This field allows you to specify whether
you want POSTNET barcodes printed, and whether the zipcode is always on
the last address line that has information, or if it could be on a line
previous to the last line. If you specify Option Off, no barcode will
be printed. If you have information like "attn: Purchasing Dept" as the
last line, select the "Zip Could Be On A Line Before The Last Line"
option. If the zipcode is always on the last line, select the "Zip Is
Always On Last Line With Info" option. The barcodes will be printed at
the bottom of the label.
Starting Label Row/Column
(optional entry, number field, 1 - maximum number of rows or columns on
the label sheet) This option allows you to select the row and column of
the first label to be printed. This is NOT an endorsement for feeding
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the same sheet of labels more than once, but gives you the opportunity
to begin printing on any label on the sheet of labels.
Default Address
(optional entry, string field, 1 - 40 characters) These six lines allow
you to enter the Default Address. If you have specified a data file as
the FROM Address Source, the Default Address becomes the default TO
Address text. Otherwise, the Default Address becomes the default FROM
Address. You do not need to enter anything in these six lines.
However, if your FROM Address (TO Address under the condition described
above) will always be the same, entering that address here will save you
from having to enter it on the label form each time you print the job.
You can enter information on any or all of the six lines.
See Main Menu\Label Jobs\Job Form\The Label for more information.
Shift-F7 View Label
This is an instructional field that allows you to view the label(s) and
enter addresses manually, if necessary, prior to printing. Press the
Shift key, and while holding it down, press the F7 function key. If you
are using a mouse, you can achieve the same results by positioning the
cursor over this field and clicking the left mouse button.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Label Jobs\Job Form\The Label
Form
The form you see on the screen represents the labels (minus the graphics
and the fixed-text messages) that you are about to print. Along the
left edge of the screen are some small squares. These squares are only
markers for the lines of text that will be printed on the label. The
markers will NOT be printed on the labels.
To print the job, position the highlight on the Print Labels field at
the bottom of The Label, type 'Y' and press the Enter key. If you are
done printing, or if you decide not to print, you can type 'N' and press
Enter, or just press the Escape key to return to the previous screen.
Printing Labels with Addresses from a Data File
If the label job is retrieving addresses from a data file, all addresses
being read from the file will appear one at a time on the screen. If
you opted NOT to verify each address, all of the addresses will print
automatically. If you DID decide to verify each address, you will have
to type 'Y' or 'N' and press the Enter key for each address found in the
data file.
Printing Labels with Manually Entered Addresses
If the label job is not retrieving address information from a data file,
you can add, modify or delete information directly on the form before
printing. To do so, simply position the highlight over the desired line
and enter or edit the necessary information.
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Main Menu\Job Elements
Menu
Menu Options
Data Files Add, modify and delete information for data files used in
setting up jobs.
Envelopes Add, modify and delete information for envelopes used in
setting up envelope jobs.
Fonts Add, modify and delete information about fonts used in
setting up jobs.
Graphics Add, modify and delete information about graphic files
used in setting up jobs.
Labels Add, modify and delete information for labels used in
setting up label jobs.
Printers View information relating to the three pre-defined
parallel printers (LPT1, LPT2 and LPT3). Also, modify a
printer's memory-related information.
All that is needed to set up a job is a printer, a form type (envelope
or label), and the font(s) with which to print. Because support for
three printers, several standard envelopes and labels, and the printer's
internal fonts is built-in, it is not necessary to add any more job
elements in order to setup and print a job.
However, if a job that you plan on setting up needs to retrieve data
from a data file, requires a non-standard size envelope or label, or
must be printed using a special font cartridge or soft font, you should
define (add) those elements before setting up the job.
Once you have setup a job, you can modify it with other job elements
that already exist or that are subsequently added.
Any job element that is available (built-in or added later) can be used
by as many jobs as desired. Built-in job elements cannot be added or
modified, and job elements added by you cannot be deleted if they are
currently being used by one or more jobs.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Data Files
List
Active Keys
Esc Return to the previous screen.
Ins Add a new data file definition.
F3 Modify a data file definition.
Del Delete a data file definition.
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Enter View a data file definition.
A list of all data files previously defined appears on the screen. To
add a new data file definition, press the Insert key and proceed to the
next screen. If you want to modify or delete an existing data file
definition, position the highlight over the desired definition and press
either the Modify or Delete key. If you press the Delete key, you must
confirm your intent to delete the definition. Type 'Y' for YES or 'N'
for NO and press the Enter key. The actual data file will not be
deleted from your disk; only the information relating to the data file
is deleted from the program's database.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Data Files\Adding
Main Menu\Job Elements\Data Files\Modifying
Main Menu\Job Elements\Data Files\Viewing
Form
Data File ID
(required entry, string field, 1 - 40 characters) Enter the ID by which
you will reference the data file. The ID you enter must be unique; that
is, no other data file can be given the same ID. You can enter up to 40
characters and numbers.
File Format
(optional entry, menu field) For now (Version 3.0 and below), the only
file format supported is ASCII Text. Support for file formats other
than ASCII text might be included in future versions. However, since
all of the leading database, wordprocessor, spreadsheet and text editor
programs can export their information and reports in ASCII text format,
this ASCII Text support is sufficient.
File Path
(required entry, string field (valid filepath), 1 - 40 characters)
Enter the complete file path of the data file. You can type it in
directly, or you can use the Insert key and the Select key, combined
with the normal editing keys to construct the path.
Lines Per Record
(optional entry, number field, 0 - 6) Enter the number of lines
contained by each record in the data file. Enter 0 if the number of
lines per record in the data file vary. If you enter 0, all records
must be separated by at least one blank line; that is, each line that
follows a blank line is considered to be the beginning of a new record
(address).
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Envelopes
List
Active Keys
Esc Return to previous screen.
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Ins Add a new envelope definition.
F3 Modify an envelope definition.
Del Delete an envelope definition.
Enter View an envelope definition.
A list of all envelopes that have been defined appears on the screen.
To add a new envelope definition, press the Insert key and proceed to
the next screen. If you want to modify or delete an existing envelope
definition, position the highlight over the desired envelope definition
and press either the Modify or Delete key. If you press the Delete key,
you must confirm your intent to delete the definition. Type 'Y' for YES
or 'N' for NO and press the Enter key.
The envelope definitions that are included with the program cannot be
modified or deleted.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Envelopes\Adding
Main Menu\Job Elements\Envelopes\Modifying
Main Menu\Job Elements\Envelopes\Viewing
Form
Envelope Name
(required entry, string field, 1 - 40 characters) Enter the name by
which you will identify the envelope. The name you enter must be
unique; that is, no other envelope can be given the same name. You can
enter up to 40 characters and numbers.
Envelope Height
(optional entry (uses default of 3.00"), number field, 3.00" - 8.50")
Enter the height, in inches, from the top of the envelope to the bottom.
Envelope Width
(optional entry (uses default of 6.00"), number field, 6.00" - 14.00")
Enter the width, in inches, from the left side of the envelope to the
right side. If the "FROM" address must be indented more than the usual
1/4" margin, enter a width smaller than the actual width.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Font Types
Menu
Menu Options
Soft Fonts
Select this option to add, modify, delete or view information about
soft fonts.
Cartridge/Internal Fonts
Select this option to add, modify, delete or view information
about cartridge and internal fonts.
Default Portrait Font
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Select this option to view the characteristics of the Default
Portrait Font. When you setup a new label job, the label's
address is automatically set to be printed using the current
Default Portrait Font. Of course, you can modify the job to print
the address using whatever fonts you want. Changing the Default
Portrait Font will only affect jobs that you setup subsequently.
Default Landscape Font
Select this option to view the characteristics of the default
landscape font. When you setup a new job that uses a form
(envelope or label) to be printed in landscape mode, the addresses
are automatically set to be printed using the current default
landscape font. Of course, you can modify jobs to print using
whatever fonts you want. Changing the default landscape font will
only affect jobs that you setup subsequently.
To set a default font to another font, 1) select the desired font type
(Soft Font or Cartridge/Internal Font) on this menu, 2) if you selected
Soft Fonts, select the path that contains the desired soft font file; if
you selected Cartridge/Internal Fonts, select the cartridge that
contains the desired font, 3) select the desired font and select Yes
when prompted to confirm your intention to change the default font. If
the orientation of the font you selected is portrait, the Default
Portrait Font is changed. Otherwise, the Defualt Landscape Font is
changed.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Font Types\Soft Font Directories
List
Active Keys
Esc Return to previous screen.
Ins Add a new soft font directory.
F3 Modify a soft font directory.
Del Delete a soft font directory.
Enter View the fonts contained in the soft font directory.
A list of all soft font directories previously inserted appears on the
screen. To add a new soft font directory (that is, to install the soft
fonts from another directory), press the Insert key and type in the full
directory path where the soft font files are kept. The program will add
information to its database for all HP soft font files contained in the
directory. (It does not matter that there may be other files in the
subdirectory.) If you subsequently add any new soft font files to the
directory, you must modify the program's database by highlighting the
particular path and pressing the Modify key. If you happen to delete
any soft font files from a soft font directory, you MUST modify the
program's database in the same manner. It is recommended that you keep
no more that 20-30 soft font files in any one directory. If you do,
unpredictable results can occur. You can, however, add as many soft
font directories as you need.
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If you want to delete all information for a soft font directory,
highlight the desired directory and press the Delete key. You must
confirm your intent to delete the directory from the list. Type 'Y' for
YES or 'N' for NO and press the Enter key. By deleting a soft font
directory, you are only deleting information (uninstalling the soft
fonts) from the program's database; no soft font files will be deleted
from your disk.
If you just want to look at the information for fonts contained in the
directory, select the desired soft font directory.
If you are using Type Director software and have set it up to interface
with Mail Machine, all procedures described here will be done automati-
cally when you make new fonts for or delete existing fonts from Mail
Machine. However, if you encounter an error while running Type
Director, it is likely that the fonts you made/deleted were not
installed/uninstalled correctly in Mail Machine. In this case, you must
follow the procedures described here.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Font Types\Soft Font Directories\Adding
Form
Soft Font Path
(optional entry, string (valid filepath), 1 - 40 characters) Enter the
full path name of the directory that contains soft font files. The
format must be drive:\directory\..\directory.
Example: C:\LASER\FONTS\SCHOOLBK
You can type the path in directly, or you can use the Insert key and the
Select key, combined with the normal editing keys to construct the path.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Font Types\Font Cartridges
List
Active Keys
Esc Return to previous screen.
Ins Add a new font cartridge.
Del Delete a font cartridge.
Enter View the fonts contained in a cartridge.
A list of all font cartridges previously inserted appears on the screen.
You can only access the fonts of the cartridges in this list. However,
you can easily add other cartridge definitions. To add a new font
cartridge, press the Insert key and type in the cartridge name. You can
add as many font cartridge definitions as you need. Several popular
cartridges have already been defined for you.
If you want to delete all information for a font cartridge, highlight
the desired cartridge and press the Delete key. You must confirm your
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intent to delete the cartridge from the list. Type 'Y' for YES or 'N'
for NO and press the Enter key. If you just want to look at the fonts
of a particular cartridge, highlight the desired cartridge and press the
Enter key.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Font Types\Font Cartridges\Adding
Form
Font Cartridge
(required entry, string field) Enter the name by which you will
identify the cartridge. Press the Enter key to accept or the Escape key
to cancel your entry.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Font Types\Font Cartridges\Viewing
List
Active Keys
Esc Return to the previous screen.
Ins Add a new cartridge font.
F3 Modify a cartridge font.
Del Delete a cartridge font.
Enter Change the Default Font.
A list of all fonts for the selected cartridge appears on the screen.
While you are viewing this list of fonts, you can add new fonts, and
delete or modify existing fonts. You can also change the Default Font
(see Main Menu\Job Elements\Font Types). To do so, highlight the
desired font and press the Enter key. Confirm your choice.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Font Types\Font Cartridges\Viewing\Adding
Main Menu\Job Elements\Font Types\Font Cartridges\Viewing\Modifying
Form
Font Name
(locked field) This field is the name of the cartridge. It cannot be
edited.
Symbol Set
(optional entry, menu field) Select the symbol set for the font. The
default symbol set is Roman-8. If you do not know the font's symbol
set, refer to the documentation included with your font cartridge.
Spacing
(optional entry, menu field) Press the Enter, Insert or Modify key and
then select the spacing (FIXED or PROPORTIONAL) for the font. The
default is PROPORTIONAL.
Pitch
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(optional entry, number field, 4.00 - 40.00) Enter the pitch for the
font. If the Spacing is PROPORTIONAL, the default pitch is 0 (N/A), and
if the Spacing is FIXED, the default pitch is 10.00 (characters-per-in-
ch).
Point
(optional entry, number field, 3.60 - 72.00) Enter the point size for
the font. The default point size is 12.00. A 12-point character is
1/6th inch tall; so, a 72-point character is 1 inch tall.
Stance
(optional entry, menu field) Press the Enter, Insert or Modify key and
then select the stance (UPRIGHT or ITALICS) for the font. The default
stance is UPRIGHT.
Stroke Weight
(optional entry, menu field) Press the Enter, Insert or Modify key and
then select the stroke weight for the font. The default stroke weight
is NORMAL (or "medium").
Typeface
(optional entry, menu field) Select the typeface for the font. The
default typeface is Line Printer. If you do not know the font's symbol
set, refer to the documentation included with your font cartridge.
Orientation
(optional entry, menu field) Press the Enter, Insert or Modify key and
then select the orientation (PORTRAIT or LANDSCAPE) for the font. The
default orientation is PORTRAIT.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Graphics
List
Active Keys
Esc Return to the previous screen
Ins Add a new graphic definition.
F3 Modify a graphic definition.
Del Delete a graphic definition.
Enter View a graphic definition.
A list of all graphics that have been defined (installed) appears on the
screen. To add a new graphic, press the Insert key and proceed to the
next screen. If you want to modify or delete an existing graphic
definition, position the highlight over the desired graphic and press
either the Modify or the Delete key. If you press the Delete key, you
must confirm your intent to delete the definition (uninstall the
graphic). Type 'Y' for YES or 'N' for NO and press the Enter key. The
actual graphic file will not be deleted from your disk; only the
information relating to the graphic is deleted from the program.
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Main Menu\Job Elements\Graphics\Adding
Main Menu\Job Elements\Graphics\Modifying
Main Menu\Job Elements\Graphics\Viewing
Form
Graphic Name
(required entry, string field, 1 - 40 characters) Enter the name by
which you will identify the graphic. The name you enter must be unique;
that is, no other graphic can be given the same name. You can enter up
to 40 characters and numbers.
File Path
(required entry, string field (valid filepath), 1 - 40 characters)
Enter the complete file path of the graphic. You can type it in
directly, or you can use the Insert key and the Select key, combined
with the normal editing keys to construct the path.
Graphic File Format
(locked field) This field shows the format of the graphic file.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Labels
List
Active Keys
Esc Return to the previous screen.
Ins Add a new label definition.
F3 Modify a label definition.
Del Delete a label definition.
Enter View a label definition.
A list of all labels that have been defined appears on the screen. To
add a new label definition, press the Insert key and proceed to the next
screen. If you want to modify or delete an existing label definition,
position the highlight over the desired label definition and press
either the Modify or Delete key. If you press the Delete key, you must
confirm your intent to delete the definition. Type 'Y' for YES or 'N'
for NO and press the Enter key. The label definitions that are included
with program cannot be modified or deleted.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Labels\Adding
Main Menu\Job Elements\Labels\Modifying
Main Menu\Job Elements\Labels\Viewing
Form
Label Name
(required entry, string field, 1 - 40 characters) Enter the name by
which you will identify the label. The name you enter must be unique;
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that is, no other label can be given the same name. You can enter up to
40 characters and numbers.
Sheet Size
(optional entry, menu field) Press the Enter, Insert or Modify key and
then select the sheet size of the labels. Select Custom, if the
necessary sheet size cannot be found in the menu. If you select Custom,
you will be prompted to enter the height and width of the label. The
default sheet size is Letter, 8.50 inches x 11.00 inches. The sheet
size of most labels designed for laser printers is Letter.
Orientation
(optional entry, menu field) Press the Enter, Insert or Modify key and
then select the orientation of the labels (PORTRAIT or LANDSCAPE). The
default orientation is Portrait.
Labels Tall
(optional entry (uses default of 1), number field) Enter the number of
rows of labels on the label sheet.
Labels Wide
(optional entry (uses default of 1), number field) Enter the number of
columns of labels on the label sheet.
Height Of 1 Label
(optional entry (uses a calculated value), number field) Enter the
height, in inches, of a single label.
Width Of 1 Label
(optional entry (uses a calculated value), number field) Enter the
width, in inches, of a single label.
Distance Between (vertically)
(optional entry (uses default of 0.00"), number field) Enter the
distance, in inches, from the bottom of one label to the top of the
label below it.
Distance Between (horizontally)
(optional entry (uses default of 0.00"), number field) Enter the
distance, in inches, from the right edge of one label to the left edge
of the label to the right.
Top Edge
(optional entry (uses default of 0.00"), number field) Enter the
distance, in inches, from the top edge of the label sheet to the top
edge of the first label.
If there is no top edge, or if the top edge is less than .5 inches, your
job may not print as expected. You have two options:
Option 1. When setting up a label job that uses such a label, set
the Top Margin to at least .5 inches. (See Main Menu\Label
Jobs\Job Form.) If this does not give yourself enough room for
printing on the label, you should apply Option 2.
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Option 2. Decrease the Labels Tall field by one, and set the Top
Edge to be the distance from the top of the sheet to the top of the
second row of labels. This means that you will have a blank row of
labels at the top of every sheet, but at least you will be able to
use your
Left Edge
(optional entry (uses default of 0.00"), number field) Enter the
distance, in inches, from the left edge of the label sheet to the left
edge of the first label.
If there is no left edge, or if the left edge is less than .2 inches,
your job may not print as expected. When setting up a label job that
uses such a label, set the Left Margin to make up the difference.
Bottom Edge
(locked field) This field is the bottom edge based upon the other
fields.
Right Edge
(locked field) This field is the right edge based upon the other
fields.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Printers
List
Active Keys
Esc Return to the previous screen.
F3 Modify the information of a printer definition.
Enter View the information of a printer definition.
A list of the printers that have been defined (but not necessarily
available) appears on the screen. You cannot add other printers, and
you cannot delete any of the printers. You can only modify or view a
printer's information. If you want to modify the information for a
printer, position the highlight over the desired printer and press the
Modify key. If you press the Enter key, you can view the information
relative to the selected printer, including the soft fonts currently
downloaded to the printer by Mail Machine.
─────────────────────────────────────────────────────────────────────────────
Main Menu\Job Elements\Printers\Modifying
Main Menu\Job Elements\Printers\Viewing
Form
Printer Name
(locked field) This field shows the name by which you will identify the
printer.
Printer Port
(locked field) This field shows the printer port, LPT1, LPT2, or LPT3.
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Printer Type
(optional entry, menu field) Select the type of printer connected to
the port shown above. The default selection is HP Series II.
Installed Memory
(optional entry, number field, 512 - 4500) Enter the amount of memory,
in bytes, contained in the printer. The default value for installed
printer memory is 512K bytes.
Manage Fonts
(optional entry (uses default of 'No'), Yes/No field) If you want Mail
Machine to manage the memory of the printer, type 'Y' and press Enter.
Otherwise, type 'N' and press Enter. The only time that you would
answer 'No' to this would be if another program were being used to
download the soft fonts and manage the printer's memory. If this is the
case, you must still inform Mail Machine of all soft font directories,
so the proper fonts can be requested for printing. (See Main Menu\Font
Types\Soft Fonts.)
Printer Status
(locked field) This field shows the current status of the selected
printer and is for your information only.
Downloaded Fonts
(optional entry, list field) Position the highlight over this field and
press Enter to view a list of the soft fonts that are currently
considered downloaded by Mail Machine. If other software downloads the
soft fonts and manages the printer's memory, this field has no meaning.
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Appendix A - Quick Start
The purpose of this appendix is to help you get started without having to
completely read the manual. However, it is not meant as a substitute
for the detail found elsewhere in the manual. You should find the
software to be straightforward, but don't hesitate to consult the User's
Guide when you need help. This brief tutorial will take you through the
steps of printing an envelope job that has already been set up. If you
have just completed the installation procedure, skip to step 3.
Step 1 Turn on the computer and the laser printer. Remember to use the
rear output tray to avoid envelopes jamming.
Step 2 Change to the directory where Mail Machine was installed.
Step 3 Type MM and press the Enter key to start the program.
Step 4 If the program is a shareware version, press the Escape key until
the Main Menu appears.
Step 5 At the Main Menu position the highlight over the "Print Job" option
and press the Enter key.
Step 6 Position the highlight over the "Envelope Jobs" option and press
the Enter key.
Step 7 Position the highlight over a job in the list of envelope jobs and
press the Enter key. If you have not setup any new jobs, there is
only one job in the list - "Test Envelope Job #1."
Step 8 Position the highlight over the "Print This Job field" (actually
over the Yes) and type Y and press the Enter key.
Step 9 Type in an address (0 to 6 lines). End each line by pressing the
Enter key.
Step 10 Place an envelope (4-1/8" x 9-1/2") or a blank sheet of paper in
the manual feed slot of your laser printer. The side of the
envelope to be addressed must be facing up and the right side of
the envelope should be slid in first.
Step 11 Position the highlight over the "Print Envelope ?" field (actually
over the Yes) and type Y and press the Enter key.
Step 12 The envelope (or sheet of paper) is printed according to the way
the job was setup, using no graphics (logos, etc.) and no special
cartridge or soft fonts.
Step 13 To exit the program press the Escape key until the message
requesting that you verify your intent to exit the program, then
press the Enter key. Repeat similar steps to print the sample
label job. To print more sophisticated envelopes or labels, setup
your own custom jobs. If a job that you need to setup 1) will
retrieve data from a data file, 2) requires a non-standard size
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envelope or label, or 3) must be printed with special fonts, you
must define (add) those Job Elements first (see Main Menu\Job
Elements).
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Appendix B - User Interface
"User Interface" refers to the way you interact with software. This
purpose of this appendix is to acquaint the customer with the user
interface implemented in Mail Machine.
Mail Machine has a very familiar and intuitive user interface. The same
interface is implemented in software used by millions of people
worldwide.
Portals - Menus, Lists and Forms
While running Mail Machine, you will interact with three basic screen
types: menus, lists and forms. Menus, lists and forms each appear in
rectangular (window-like) sections of the screen called portals. Such
portals appear almost anywhere on the screen, come in various sizes and
contain various data as described below.
Lists
Lists are portals containing one or more lines of information. If there
is more information than can fit in the portal, you can scroll the list
up and down, as indicated by small arrows on the left border of the
portal. With lists, you can (usually) add new lines of information, or
modify or delete existing lines.
Menus
Menus, like lists, are portals containing one or more lines of text.
However, the lines in menus are commonly referred to as menu options.
You select a menu option by positioning the highlight over the option
and pressing the Enter key. When you select a menu option, an action
occurs, which can be just about anything. The type of action that will
be performed by selecting a menu option is usually very implicit.
Forms
Forms are portals containing data entry fields. There are several types
of data entry fields found on forms - Yes/No fields, numeric fields,
string fields (like names and addresses), list fields, menu fields, and
so on. Data entry fields on a form can only accept the type of data
designated for them. Entering data in certain fields can trigger
actions; some actions you will notice (printing, for example) and some
you may not (updating the program's database, for example). Some fields
verify that the data you have entered is within a valid range; if data
in such fields is determined to be out of range, you will be prompted to
re-enter the data or cancel editing the field. Data entry can be
required in some fields and optional in others. Before a form is
considered to be complete, all required fields must be filled in. If a
form is incomplete, either you must finish filling in the required
fields, or cancel filling in the form.
You will almost always be interacting with one of the three screen
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types. The portal with which you are currently interacting is always
highlighted.
Keyboard Interface
Your interaction with Mail Machine is performed by way of your keyboard.
Some navigation can be performed by a mouse, if you have one. The key
assignments for Mail Machine are shown in the following table. This
list of key assignments is also accessible on-line while you are running
the program by pressing the F1 function key twice successively.
As a simple rule, the keys you will most often be using are the Enter
key, the Escape key, the Insert key, the Modify key (F3), the Delete
key, the Up, Down, Left and Right arrow keys, and the PgUp and PgDn
keys. If you are not familiar with this type of interface, it may take
you a few times running the program before you are completely comfort-
able. It is suggested that you explore the different parts of the
program - you cannot really destroy anything by pressing the wrong keys.
Some key assignments are not active when you are interacting with the
different portals or fields. For example, the insert, delete and modify
keys do not do anything when you are interacting with a menu, but some
combination or all of these keys can be used to choose or manipulate
information when interacting with a list. If you are ever unsure of
what keys you can use at any particular time, press the F1 key for help,
or refer to the User's Guide for assistance.
Mouse Interface
If you have a mouse pointing device, you can use it to help navigate the
program. To use the mouse, turn it on or activate it before running
Mail Machine. Consult your mouse documentation for details.
The mouse allows you to position the cursor without having to use the
arrow keys. The left button allows you to select information, the same
as with the Enter key. The right button provides the same function as
the the Escape key.
There may be some mouse pointing devices that do not work. If for some
reason yours does not, just use your keyboard; it is just as fast with
Mail Machine.
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Appendix C - Error Messages
Error messages encountered throughout the program are detailed below.
The question marks that appear in some of the error messages represent
information that varies, depending on where the error is encountered in
the program. Please report the designated errors to TaxWare.
? Name/ID Already Used
The specified Name/ID is already being used. Change the Name/ID so that
it is unique.
? Name/ID Not Specified
The required Name/ID was not entered. Select the option to continue or
cancel editing the form.
Batch Job ? Not Found
The job specified in the batch command was not found. Enter the command
using an existing job name.
Can't Delete/Uninstall ? - Still Being Used By Job(s)
The item selected for deletion from the list is still associated with
one or more jobs. Such items cannot be deleted until they are no longer
being used by any job.
Can't Delete/Remove/Modify This ?
The item selected (envelope, label or cartridge font) for deletion or
modification is an integral part of the software and cannot be deleted
or modified.
Complete All Required Fields Before Printing
This is only a reminder, not an error. As the message indicates, all
required fields of a job must be completed before you can print the job.
Environment Is Not Large Enough
The program could not internally set an environment variable that it
needs to operate. Either increase the size of your environment (see
your DOS manual), or use the DOS SET command to set the environment
variable MMPATH before running the program. To set the MMPATH environ-
ment variable before running the program, type
>SET MMPATH=path
where path is the directory path that contains the files MACHINE.KEY,
MACHINE.DAT, LIST.KEY and LIST.DAT. This path will usually be the path
where you installed the software.
Error Downloading Soft Font(s) To Printer
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An error occurred while attempting to download a soft font. Cancel the
print job and exit to DOS. Verify that the subdirectory from which the
soft fonts were originally installed still exists, and that all font
files are still there. Then, follow the instructions found in Main
Menu\Job Elements\Font Types\Soft Font Directories for modifying the
fonts of the subdirectory path. Start the program and try to print the
job again. Report this error to TaxWare, if it continues.
File Not Found
The specified file was not found. The graphic file or the soft font
file has been deleted from the disk since being defined to the program.
Either copy the file back to the directory where the program expects to
find it, or modify the graphic or soft font file definition accordingly.
Graphic Not Found (?)
The graphic file does not exist. Either modify the job to exclude the
graphic, modify the graphic definition with the path of an existing
graphic, or copy the graphic file back to the directory where it was
originally installed.
Insufficient Memory Reading ?
The computer does not have enough memory to download the graphic or the
font. Either remove some resident software from your computer's memory,
or add memory to your computer.
Invalid FilePath
The specified filepath is not a valid DOS filepath. Enter the filepath
again.
Job At Printer ? Cannot Be Completed
A job could not be completed for one reason or another. Cancel the
print job and start over. Report this error to TaxWare, if it con-
tinues.
Memory Allocation Error
An error occurred while the next screen to be displayed was being built.
Either add memory to the computer, remove unnecessary resident software
from the computer's memory, or delete unnecessary items from the list
that caused the error. This error is most likely to occur when a very
large list of soft fonts is being built.
No Graphics Installed
No graphics have been installed, so no graphics can be included with the
job.
No Modifications Made
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No soft font files have been added to or deleted from the soft font path
since the soft font path was added or last modified.
No Soft Font Files Found
No soft font files were found in the specified soft font path. The
specified path is not added to the list of soft font paths.
Path Too Long
The path entered is too long. Refer to the instructions for the maximum
number of characters allowed in the path name. Unless otherwise
specified, the maximum allowable path length is 40 characters.
Printer Not Responding (?)
The printer is not responding. Check the connections (cables) between
the computer and the printer.
Printer Not On (?)
The printer has been turned off. Printing stops and downloaded fonts
are erased from the printer's memory.
Printer Off-Line (?)
The printer was turned off-line. Turn it back on-line.
Printer Off-Line (?) - Stop Job
The printer has been turned off-line while a job was printing. Cancel
the job by answereing Yes to the prompt, if desired, or turn the printer
on-line and continue printing the job by answering No to the prompt.
Printer Out Of Paper (?)
The printer is out of paper. Add paper (envelopes or labels).
Printer Out Of Paper (?) - Stop Job
The printer ran out of paper while a job was printing. Cancel the job
by answereing Yes to the prompt, if desired, or add the necessary forms
and continue printing the job by answering No to the prompt.
Soft Font ? Not Supported
The font is not in the same orientation as the form (labels or en-
velopes) to be printed AND the printer does not support auto-font
rotation. This error can happen if you set up a label job in one
orientation and change it to the other after selecting the fonts with
which to print it. The error can also occur under the following
conditions: 1) you have set up a job that will use a printer that
supports auto-font rotation, 2) you select fonts that are not the same
orientation as the form, and 3) you change the job's printer to one
that does not support auto-font rotation. If you proceed to print the
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job, the font will be substituted by the Default Font. The job's fonts,
however, do not change.
Soft Font Path Already Listed
The soft font path has already been added to the list of soft font
paths. The same path cannot be added twice.
Supplemental Data File ? Not Found
The data file (FACES.DAT or SYMSETS.DAT) could not be found or opened in
the same directory where the software was installed. If you cannot
locate the data file(s), install the software in another directory and
use the DOS COPY command to copy the files back into the directory where
the software was originally installed.
Symbol Set Out Of Range
The symbol set entered is not in the valid range of symbol sets. Refer
to your font documentation for the correct symbol set.
System Error Encountered (?)
These errors are database management errors and should never occur if
you have sufficient memory and sufficient disk space. Such errors will
cause the program to exit immediately to DOS. If you determine that you
do have sufficient memory and disk space to run the program and the
error continues, delete the job(s) or job element(s) that are causing
the errors, if possible, and attempt to run the program again. If the
errors continue, the database has probably become corrupt. If you have
kept backups of the database files (MACHINE.KEY, MACHINE.DAT, LIST.KEY
and LIST.DAT), restore the most recent backup that did not cause a
System Error. If you do not have a backup, you will have to install the
software again. Report these errors to TaxWare.
Typeface Out Of Range
The typeface number entered is not in the valid range of typefaces.
Refer to your font documentation for the correct typeface.
Unable To Create/Write To Files In The Current Directory
The program must be able to create and write to files in the current
directory (the directory where the program was installed). This error
is most likely to occur when running a non-network version of Mail
Machine on a network. Obtain the proper rights and install or run the
program again.
Unable To Open Database
Data files necessary to run the software could not be opened. Run the
program using one of the other methods described in the section titled
Running Mail Machine.
Unknown Graphic Format For File ?
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The format of the graphic file specified is not supported. The formats
supported are PCX and PCL. See Main Menu\Job Elements\Graphics for more
information.
Unknown Printer Error
Your computer does not have the designated printer connected to it.
Change the job's printer to a valid printer and try again. See Main
Menu\Job Elements\Printers for more information.
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Screen Reference Index
21
Addresses . . . . . . . . . . . . 1 Main Menu\Job Elements\Font
Appendix A - Quick Start . . . . 28 Types\Font Cartridges\Adding 21
Appendix B - User Interface . . 30
Appendix C - Error Messages . . 32 Main Menu\Job Elements\Font
Batch Mode . . . . . . . . . . . . 5 Types\Font Cartridges\Viewing 22
BATCH PROCESSING SUPPORT . . . . . 2
Bitmap fonts . . . . . . . . . . . 1 Main Menu\Job Elements\Font
Cartridge fonts . . . . . . . . . 1 Types\Font Cartridges-
COPIES . . . . . . . . . . . . . . 2 \Viewing\Adding . . . . . . . 22
Copyright Notice . . . . . . . . ii Main Menu\Job Elements\Font
DATA IMPORT . . . . . . . . . . . 1 Types\Font Cartridges-
Envelopes . . . . . . . . . . . . 1 \Viewing\Modifying . . . . . 22
Error Messages . . . . . . . . 32 Main Menu\Job Elements\Font
Exiting Mail Machine . . . . . . . 6 Types\Soft Font Directories . 20
FONT SUPPORT . . . . . . . . . . . 1 Main Menu\Job Elements\Font
Forms . . . . . . . . . . . . . 30 Types\Soft Font Directories-
GRAPHICS SUPPORT . . . . . . . . . 2 \Adding . . . . . . . . . . . 21
Help . . . . . . . . . . . . . . . 6 Main Menu\Job Elements\Graphics . 23
IMPORT . . . . . . . . . . . . . . 1 Main Menu\Job Elements\Graphics-
Installing Mail Machine . . . . . 3 \Adding . . . . . . . . . . . 23
Internal fonts . . . . . . . . . . 1 Main Menu\Job Elements\Graphics-
Introduction . . . . . . . . . . . 1 \Modifying . . . . . . . . . 23
JOB SUPPORT . . . . . . . . . . . 2 Main Menu\Job Elements\Graphics-
Keyboard Interface . . . . . . . 31 \Viewing . . . . . . . . . . 23
Labels . . . . . . . . . . . . . . 1 Main Menu\Job Elements\Labels . . 24
Lists . . . . . . . . . . . . . 30 Main Menu\Job Elements\Labels-
Main Menu . . . . . . . . . . . . 7 \Adding . . . . . . . . . . . 22
Main Menu\Envelope Jobs . . . . . 7 Main Menu\Job Elements\Labels-
Main Menu\Envelope Jobs\Job \Modifying . . . . . . . . . 24
Form . . . . . . . . . . . . 7 Main Menu\Job Elements\Labels-
Main Menu\Envelope Jobs\Job \Viewing . . . . . . . . . . 24
Form\The Envelope . . . . . 11 Main Menu\Job Elements\Printers . 26
Main Menu\Job Elements . . . . . 16 Main Menu\Job Elements\Printers-
Main Menu\Job Elements\Data \Modifying . . . . . . . . . 26
Files . . . . . . . . . . . 17 Main Menu\Job Elements\Printers-
Main Menu\Job Elements\Data \Viewing . . . . . . . . . . 26
Files\Adding . . . . . . . 18 Main Menu\Label Jobs . . . . . . . 11
Main Menu\Job Elements\Data Main Menu\Label Jobs\Job Form . . 12
Files\Modifying . . . . . . 18 Main Menu\Label Jobs\Job Form\The
Main Menu\Job Elements\Data Label . . . . . . . . . . . . 16
Files\Viewing . . . . . . . 18 Menus . . . . . . . . . . . . . . 30
Main Menu\Job Elements\Envelopes . . MESSAGES . . . . . . . . . . . . . 1
18 Mouse Interface . . . . . . . . . 31
Main Menu\Job Elements\En- PC Paintbrush . . . . . . . . . . 2
velopes\Adding . . . . . . 19 PCX . . . . . . . . . . . . . . . 2
Main Menu\Job Elements\En- Portals - Menus, Lists and Forms . 30
velopes\Modifying . . . . . 19 PRINTER SUPPORT . . . . . . . . . 2
Main Menu\Job Elements\En- Printing Envelopes with Addresses
velopes\Viewing . . . . . . 19 from a Data File . . . . . . 11
Main Menu\Job Elements\Font Printing Envelopes with Manually
Types . . . . . . . . . . . 19 Entered Addresses . . . . . . 11
Main Menu\Job Elements\Font Printing Labels with Addresses
Types\Font Cartridges . . . . . from a Data File . . . . . . 16
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Page 37 (C) 1988, 1991 by TaxWare Mail Machine Mail Machine User's Guide
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Printing Labels with Manually
Entered Addresses . . . . . 16
Quick Start . . . . . . . . . . 28
Running in Batch Mode . . . . . . 5
Running Mail Machine . . . . . . 4
Soft fonts . . . . . . . . . . . . 1
System Requirements . . . . . . . 2
Trademarks . . . . . . . . . . . ii
Type Director . . . . . . . . . . 2
User Interface . . . . . . . . . 30
USPS POSTNET BARCODE . . . . . . . 1
Warranty Disclaimer . . . . . . ii
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Mail Machine (C) 1988, 1991 by TaxWare Page 38
