Susy, here is what I found. I wouldn't think it should vary with your version.
It's in the address list section, and hope this helps you.
Records can be printed to fill the page, in a layout suitable for a phone
list. Alternatively, they can be printed one per page, to suit envelopes and
form letters. In the latter case, a "New Page" marker is required at the end
of the template.
When you have finished the template, you can review it as you would review a
normal document. Markers are spoken with character or word review commands.
In the template, fields appears to have a particular length, but the actual
field lengths are substituted when you use the template. For example, the
"First name" field appears to be 13 characters long in the template, but only 4
characters result if the address list field contains the name "John".
If you create a new template, or modify an existing one, you should check the
resulting layout to ensure that it is what you intended. You can do this by
copying a record into the clipboard, using the new template, and pasting the
clipboard into a blank document. You can then review the layout.
10.11 Copying Addresses.
KeyList allows you to copy a sub-set of the address list, such as all people
who work for Yoyodyne Inc., into a chosen file. At the KeyList menu select
"Copy addresses". KeyList prompts:
"Copy addresses to a document or an address list?"
You have the option of copying the addresses to a KeyWord document, or to
another address list file used by KeyList or KeyMail.
10.11.1 Copying to a Text or Braille Document.
To copy to a document, press "D", and you hear prompts for a destination folder
name and document name. Select an existing Braille or text document, or create
a new one.
When you have entered the destination document name, you are prompted,
"Template name?" This determines the fields to be copied and their format on
the page. The offered template is either a Braille or a text document, to
match the type of destination document you have chosen. To accept the
suggested template, press ENTER, or press SPACE repeatedly to review the list
of available templates, and choose one by pressing ENTER.
You are then placed in the KeyList Lookup function, at the prompt: "Selection
list for Address Notebook". If you want to copy every record, press ENTER.
However, you also have the opportunity to select just those addresses you want
to copy, if they have something in common. For example, in the "Company name"
field you might type "Yoyodyne Inc." When you have set up the required search
field, or fields, start the lookup by pressing ENTER. KeyList announces the
number of selected records, and asks, "Copy all selected records?" To do this,
press Y.
All the selected records are copied to the destination document, and you are
returned to the KeyList menu. Alternatively, you have a further opportunity to
choose from the selected addresses. To do this, press N, and you are presented
with the first matching record. If you press ENTER this record is added to the
document. If you do not want to include this record, use SPACE with dots 5-6
to scan the list, and press ENTER for each record you wish to include.
10.11.2 Copying to an Address List File.
You can also copy addresses to another address list file, rather than to a
document as just described. At the KeyList menu select "Copy addresses". Your
VoiceNote BT prompts:
"Copy addresses to a document or an address list?"
To copy to an address list file, press "A", and your VoiceNote BT prompts for a
destination folder name and file name. Select an existing address list. If
you need to select a different drive or folder, press BACKSPACE.
There are now two possibilities; either the source and the destination files
have the same number of fields and the same field names, or there are
differences.
The first case applies when you are copying records to a file with an identical
structure to the source file. KeySoft advises, "All fields match. Review
field mapping list?" You would normally press N here, and you are placed at
the Selection List, from where you may select the required records, as
described in the previous section about copying to a document.
Alternatively, if the source and destination structures are different, KeySoft
tells you how many field names match, and queries, "Review field mapping list?"
If you press N at this point, KeySoft copies only those fields which have
matching field names in the destination file.
However, if you want to specify how each field in the source file is mapped to
the destination file, press Y. KeySoft presents a "Field Mapping List"
containing pairs of field names. The first of each pair is a field name from
the source file, and the second is a matching field name in the destination
file, if a match exists. To change a mapping, review the field mapping list by
pressing SPACE or BACKSPACE repeatedly and select a source field name by
pressing ENTER. You are presented with a field selection list containing all
the field names in a destination record. Review this list and pick the
corresponding field name by pressing ENTER. You can then continue to review
the field mapping list, making changes as required. To prevent a field being
copied, use the Clear Field command, SPACE with dots 3-5-6, when the field name
is announced. When the field mapping list is to your satisfaction, press SPACE
with E and you can proceed to select the required records to copy, a!
s described previously.
10.12 Selecting an Address List.
KeySoft is installed with a blank address file called: "Address List". Its
name is announced when you select, "Add address", or "Lookup address".
To select a different address list, or to verify which address list is
currently selected, select the "Select KeyList file" option in the KeyList
Menu. You are prompted for a folder and file name. Select the folder and file
in any of the usual ways. The selected file remains current until deliberately
changed. If the file selected is not of the Address List type then you are
prompted to verify the selection when you enter KeyList.
10.13 Creating an Address List.
For easy to follow step by step instructions on how to create a database, go to
Appendix E - Setting up a database.
Each address list has an associated KeyList definition file that defines the
fields that are contained in an address record. The definition file for the
standard "Address List" may be found in the KeyList folder and is named
"Address List.klt".
When you first enter details into the Address List, an associated database
volume is created within the "Keylist.cdb" file that is stored in the KeyList
folder on the Flash Disk. The entries you place in the Address List are stored
within this database file.
We recommend caution in working with database definition files. If consider
you have the necessary skills and you wish to experiment with creating your own
variant of the "Address List", we suggest that you first make a copy of the
existing Address List definitions file and that you modify this copied file.
In this way you will always have the original Address List definition file to
fall back on.
From the File Manager copy the file named "Address List" from the
KeyList folder on the Flash Disk to the General folder on the Flash Disk.
Use Keyword to open the Address List file you have copied into the
General Folder. We suggest you set KeyWord to line reading mode, by pressing
SPACE with M until "line reading mode" is announced.
We'll now consider the task of modifying this file so that the associated
database is named "Phone List", and the definition file only contains fields
for "Last Name", "First name", and "Phone". Now, let's take a closer look at
the original address list definitions file that we have just opened.
You will find that the file contains some 33 lines of information. The syntax
of each line determines it function.
The first line of the file contains the word "database", followed by the words
"Address List". We want to create a definition file called "Phone List", so
replace "Address List" with "Phone List", leaving the word "database" at the
start of the line 1.
The second line contains the number "24". Leave this unchanged.
The next 27 lines define each field as it appears in the Address List. Each
line starts with a unique number, but the order in which the fields appear in
the database is determined by their relative line position, not the number used
to identify the line.
Delete the lines starting with "16420" and "16419". These lines represent the
fields "Middle Name" and "Title" in the original definition file.
Position the cursor at the start of the line numbered "14856" and place a "Top
of Block" marker. Next position the cursor to the start of the line numbered
"24594", enter the Block Menu and select "Delete Block".
You should now be left with a file that contains 9 lines. Modify the line
starting with "14857" so that the text between the quotes is "Phone" rather
than the original "Home phone number". It is important that the word "Phone"
is placed inside quotation marks.
The final form of your modified file should be:
database Phone List
24
14865, name, autocap, "Last name"
14854, name autocap, "First name"
14857, phone, autonum, "Phone"
24594, concat, "14865, 14854"
24595, concat, "14854, 14865"
announcement order 14854, 14865
sort order 24594, 24595
Once you are happy with the contents of the modified file, exit the file, and
from the File Command Menu, rename it to "Phone List". Ignore the message that
there is no database associated with the file. Copy the "Phone List"
definition file back into the KeyList folder.
All you have to do now is go to the Address List menu, and select the "Phone
List" file as you address file. You can than add entries to your new phone
list. When you first try to add an entry into the phone list you will be asked
to confirm the creation of the associated database within the "Keylist.cdb"
file.
The address list database used in KeySoft is a powerful structure and Pulse
Data will release further information regarding the creation of alternative
databases.
10.13.1 Using KeyList to Manipulate Databases
KeyList is not restricted to looking up or adding to an address list. It can
also be used to manipulate any of the databases in the KeyList folder. To do
this, select the folder and name of the required database using the "Select
KeyList file" option in the KeyList menu as described in Section 10.12 above.
You can now use KeyList to Lookup or Add to the selected database in the usual
way, as if it were an address list.
When you have finished reviewing or updating a database, remember to re-select
the Address List in the KeyList folder for future use.
