PortBook help index
PortBook™ Help Index

Introducing PortBook™

How To ...

Open a book

Create a new book

Move around in a book

Add a record

Edit a record

Delete a record

Find a record

Merge books

Copy or extract records from a book

Commands

List of commonly used commands

File menu

Edit menu

Setup menu

View menu

Window menu

Help menu


Introducing PortBook™

PortBook™ is a simple address book application designed to use the same files as the Atari© Portfolio's™ built-in address book program.  Although it was written for Portfolio™ owners, PortBook™ can be used as a general purpose free form database.  Like the Portfolio™, PortBook™ is limited to 64K files.

Easy to use and convenient features

Similar in use to the Portfolio's™ address book, PortBook™ also takes advantage of the Microsoft© Windows™ graphical environment and thus offers the possibility of running multiple instances of PortBook™, of working on several books at the same time and of exchanging data with other applications through the Windows™ clipboard.

PortBook™ also offers search and replace, book merge and a powerful utility that lets you copy or extract records from an existing book to a new book.  A special Load on start feature lets PortBook™ automatically open up to four books on startup.

PortBook™ also lets you print your books or parts of them four different ways: As Labels, as an Index, one record per page or a standard dump of the selected records.  For more information on printing see the Print dialog box.


File menu commands

The File menu offers the following commands:

New	Creates a new book.
Open	Opens an existing book.
Close	Closes an opened book.
Save	Saves an opened book using the same file name.
Save As	Saves an opened book to a specified file name.
Print	Prints a book or part of a book either as an index list, as labels, one record per page or a dump of marked records.
Print setup	Lets you specify which printer to use.
Merge...	Copies contents of a book into the presently opened one.
Sort File	Saves the active book's records to file alphabetically sorted
Select subset..	Copies or extracts records from an existing book to a new book.
1,2,3,4 command	Most recent file list, opens one of the last four files that were closed.
Exit	Exits PortBook.


Edit menu commands

The Edit menu offers the following commands:

Undo	Reverse previous editing operation.
Cut	Deletes data from the record and moves it to the clipboard.
Copy	Copies data from the record to the clipboard.
Paste	Pastes data from the clipboard into the record.
Add record	Adds a record to the opened book.
Clean records	Cleans records of unnecessary empty lines.
Delete record	Deletes selected record.
Find...	Displays the Find/Replace dialog box.
Find again	Repeat last find operation
Replace again	Repeat last replace command


Setup Menu commands

Choose font...	Enables automatic opening of up to four books on startup.
Set load on start...	Enables automatic opening of up to four books on startup.


Choose font command
Choose font command (Setup menu)

Use this command to bring up the Font dialog box.  Select the font you wish to use for both the Record display and for printing.  The List display always uses the system font.

Shortcuts

Toolbar:


Print command
Print command (File menu)

Use this command to bring up the Print dialog box.

Shortcuts

Toolbar:

Keys:	CTRL+P


Print dialog box

Select the records you wish to print by clicking their index in the listbox or select them all by clicking the Select All button.

Choose from one of the four Print modes to specify how you wish the selected records to be printed.

If you are printing labels the Labels section becomes available.  In the Lines per label edit box indicate the top number of lines from each record you wish to print.  Check the Missing labels box if the first sheet of labels has some labels missing.  Open the dropdown list box to select a label.  If there are no labels to choose from, close the dropdown list box and click the Add Label button to bring up the Add Label dialog box.

In the Label information section type the size of the label either in inches or centimeters and be sure to specify which it is in the Units section.

In the Page information section indicate how the labels are placed on the sheet by indicating how many rows and columns of labels there are.

IMPORTANT NOTE:

PortBook version 1.1 only prints laser type labels which follow the pattern indicated in the following figure:


Print Setup command
Print setup command (File menu)

Use this command to bring up the standard Print setup dialog box and select a different printer than the one currently selected.


View menu commands

The View menu offers the following commands:

Show record	Displays the selected record.
Show listing	Displays the listing of records.
Previous record	Show next record.
Next record	Show previous record.
Toolbar	Shows or hides the toolbar.
Status Bar	Shows or hides the status bar.


Window menu commands

The Window menu offers the following commands, which enable you to arrange multiple books in the application window:

Cascade	Arranges windows in an overlapped fashion.
Tile	Arranges windows in non-overlapped tiles.
Arrange Icons	Arranges icons of closed windows.
Window 1, 2, ...	Goes to specified window.


Help menu commands

The Help menu offers the following commands, which provide you assistance with this application:

Index	Offers you an index to topics on which you can get help.
Using Help	Provides general instructions on using help.
About	Displays the version number of this application.


File New command
New command (File menu)

Use this command to create a new book in PortBook.

You can open an existing book with the Open command.

Shortcuts

Toolbar:

Keys:	CTRL+N


File Open command
Open command (File menu)

Use this command to open an existing book in a new window.  You can open multiple books at once.  Use the Window menu to switch among the multiple open books.  See Window 1, 2, ... command.

You can create new books with the New command.

Shortcuts

Toolbar:

Keys:	CTRL+O


File Open dialog box

The following options allow you to specify which file to open:

File Name

Type or select the filename you want to open.  This box lists files with the extension you select in the List Files of Type box.

List Files of Type

Select the type of file you want to open:

PortBook files (*.adr)

Drives

Select the drive in which PortBook stores the file that you want to open.

Directories

Select the directory in which PortBook stores the file that you want to open.


File Close command
Close command (File menu)

Use this command to close the active book.  PortBook suggests that you save changes to your book before you close it.  If you close a book without saving, PortBook will ask if you wish to save changes made to the book.  Before closing an untitled book, PortBook displays the Save As dialog box and suggests that you name and save the book.

You can also close a book by using the Close icon on the book's window, as shown below:


File Save command
Save command (File menu)

Use this command to save the active book to its current name and directory.  When you save a book for the first time, PortBook displays the Save As dialog box so you can name your book.  If you want to change the name and directory of an existing book before you save it, choose the Save As command.

Shortcuts

Toolbar:

Keys:	CTRL+S


File Save As command
Save As command (File menu)

Use this command to save and name the active book.  PortBook displays the Save As dialog box so you can name your book.

To save a book with its existing name and directory, use the Save command.


File Save As dialog box

The following options allow you to specify the name and location of the file you're about to save:

File Name

Type a new filename to save a book with a different name.  A filename can contain up to eight characters and an extension of up to three characters.  PortBook adds the extension you specify in the Save File As Type box.

Drives

Select the drive in which you want to store the book.

Directories

Select the directory in which you want to store the book.


Merge books
Merge... (file menu)

Use this command to merge to books.  PortBook displays the Merge with: dialog box so you can choose a book to merge with the active book.

Shortcuts

Keys:	ALT+M


Merge with: dialog box

From the list box select the file who's contents you wish to add to the presently active book then click the OK button to perform the merge.  You can change drives or directories by simply selecting one from the list.  This box only lists files with the .adr extension.

The Cancel button exits the dialog without processing the merge.


Select subset
Select subset... (file menu)

Use this command to copy or extract a subset of records from the opened book to a new book.  PortBook displays the Select subset dialog box.

Shortcuts

Toolbar:

Keys:	ALT+T


Sort file
Sort file command (file menu)

Use this command to save the active book's records to file in alphabetical order.  PortBook only sorts the indexes for display. The Save and Save as commands write the records in the order they were read from the file.  New records are added to the end of the file unless the Sort file command is used.

Shortcuts

Keys:	ALT+S


Select subset dialog box

These options let you specify a target file and select the records to copy or move to the new file.

Target file name:

Defaults to the path of the active book with a name composed of up to the first 4 letters of the active book's filename to which is added the following letters: SUB.ADR.  You can specify a different filename but PortBook will always keep the .adr extension.

List box button:

This button toggles the display between Keyword selection, which is the default display, and List box selection.  When the list box is displayed this button's caption is changed to Keywords.

Keyword selection:

This method lets you select records that contain one and/or two keywords.  Enter he first keyword in the Keyword #1: edit box and the second keyword in the Keyword #2: box.  The AND and OR buttons specify the selection process and are ignored if only one keyword is specified.  If AND is checked only records containing both keywords will be selected while with the OR button checked records containing the first or the second or both keywords will be selected.

List box selection:

The list box is displayed by clicking the List box button.  In the list box select the records you wish to copy or extract.

Move check box:

Check this box to have the selected records moved out of the active book and into the new book.

OK button:

Click this button after selecting records in the list box or specifying a keyword or keywords to start the copy/extract process.  Once the process is over the new book will be displayed in a new window.

Cancel button:

Exits the dialog box without any processing.


Set load on start
Set load on start... (file menu)

This command lets you specify which book, if any, to load on startup.  PortBook displays the PortBook Setup dialog box

Shortcuts

There are no shortcuts for this command.


PortBook Setup dialog box

These options let you customize PortBook's startup behavior by identifying books to open on startup.

None:

Prevents PortBook from loading any book when started.

MRU full list:

If this button is selected PortBook will load the four Most Recently Used books when started.

File 1 of MRU:

This button tells PortBook to load the first file of the Most Recently Used list of files.

Custom selection:

Loads up to three books specified by the file names you enter in the Custom selection edit boxes.

OK button:

Clicking this button saves the selection made.

Cancel button

Clicking this button exits the dialog without saving any changes made to the load on start selection.


File 1, 2, 3, 4 command
1, 2, 3, 4 command (File menu)

Use the numbers and filenames listed at the bottom of the File menu to open the last four books you closed.  Choose the number that corresponds with the book you want to open.


File Exit command
Exit command (File menu)

Use this command to end your PortBook session.  You can also use the Close command on the application Control menu.  PortBook prompts you to save books with unsaved changes.

Shortcuts

Mouse:	Double-click the application's Control menu button.

Keys:	ALT+F4


Undo command
Undo command (Edit menu)

Use this command to reverse the last editing action or to undelete the last record deleted, if possible.

Shortcuts

Toolbar:

Keys:	CTRL+Z or ALT+BACKSPACE


Edit Cut command
Cut command (Edit menu)

Use this command to remove the currently selected data from the record and put it on the clipboard.  This command is unavailable if there is no data currently selected or if the list of records is displayed.

Cutting data to the clipboard replaces the contents previously stored there.

Shortcuts

Toolbar:

Keys:	CTRL+X


Copy command
Copy command (Edit menu)

Use this command to copy selected data onto the clipboard.  This command is unavailable if there is no data currently selected or if the list of records is displayed.

Copying data to the clipboard replaces the contents previously stored there.

Shortcuts

Toolbar:

Keys:	CTRL+C


Edit Paste command
Paste command (Edit menu)

Use this command to insert a copy of the clipboard contents at the insertion point.  This command is unavailable if the clipboard is empty or if the list of records is displayed.

Shortcuts

Toolbar:

Keys:	CTRL+V


Add record
Add record (Edit menu)

Use this command to add a record to the open book.  PortBook brings up the Add record dialog box.

Shortcuts

Toolbar:

Keys:	TAB


Add record dialog box

This dialog box lets you enter the text of the record you wish to add to the open book.  Simply type the text in the edit box.  The first line will be used to index and sort the record.

OK button:

Click this button to add the record you just entered to the currently active book.

Cancel button:

Click this button to exit the dialog box without adding a record.

Paste button:

Click this button to copy text from the clipboard to the edit box.


Clean records
Clean records (Edit menu)

This command will clean books that come from another source than the Portfolio's™ address book, PortBook or that were converted from a comma delimited format using a utility different than versions prior to The Portman™ 2.0.

The cleaning process assures that all records will be displayed by the Portfolio's™ address book by removing empty lines from the beginning and end of the record, making sure empty lines within a record are in the format recognized by the Portfolio's™ address book and verifies that records end with the proper "CR-LF-CR-LF" sequence.

NOTE: PortBook may not properly load books from other sources than the Portfolio™, the Portman™ 2.0 or PortBook itself if some of their records contain two consecutive empty lines or more.  This may result in these records being divided into two or more individual records.  When importing records from other software make sure empty lines that are contained within records have the following format: "SPACE-CR-LF".  For best results when importing from a comma delimited format use The Portman™ version 2.x.


Delete record
Delete record (Edit menu)

This command deletes the presently selected record.  This command is only enabled when the list of records is displayed.  You can undelete the last record removed in this fashion with the Undo command.

You can delete a record when it is displayed by manually deleting its text.  However once the list of record is displayed again the deleted record cannot be recovered with the Undo command.  If you have not saved the changes made to the book you can revert to its original contents (when book first opened during current session) by closing the book without saving it and reloading it from file.

Shortcuts

Toolbar:

Keys:	ALT+D or CTRL+DELETE

See also : File close


Find
Find... (Edit menu)

This command lets you find a string of characters (letters, words,...) and/or replace it with another string of characters.  PortBook brings up the Find/Replace dialog box.

Shortcuts

Toolbar:

Keys:	F2


Find/Replace dialog box

These options let you specify text to find or to find and replace with other specified text.  You can select from 4 different search patterns.

Find:

Enter the text to find in this edit box.  This box will contain the last text searched for during the current session if any.

Replace with:

In this edit box enter the text that will replace the string specified in the Find: edit box.  This box will contain the last replacement text used during the current session if any.

Match case:

Check this box if you wish he search to be case specific; i.e. if checked the search utility will differentiate between lower case and upper case letters.

Match whole word:

Check this box to find whole words only.  If not checked a search on the word "in" for example will also stop on words such as "into", "input", "inn"...

Search pattern:

By default Find/Replace will search from the currently selected record to the end of the book without searching any preceding records.  If the text specified in the Find: edit box was previously searched for, the search starts on the next record down.  To change the search pattern check one of the following options:

Up:	Searches from current or previous record to the beginning of the book.
Down:	Default search pattern.
From start:	Searches from first record to last record (alphabetically).
From end:	Searches from last record to first record (alphabetically).

Find button:

Launches the search for the text specified in the Find: edit box.  If the text is found the Find/Replace dialog box will close and the record containing the search string will be displayed with the search text highlighted.  The search string will not be replaced even if replacement text is entered in the Replace with: edit box.

Replace button:

Performs search then replaces text with the one specified in the Replace with: edit box.  Performs a simple search if no replacement text is specified.  Replacement cannot be undone other than closing the file without saving changes and then reloading it from file.

Replace All button:

Replaces all occurrences of the Find: text with the Replace with: text.  When the process has ended PortBook displays the number of occurrences that where replaced.

Cancel button:

Exits the Find/Replace dialog box without performing a search.


Find again (Edit menu)

This command repeats the last Find action.  If no text was previously searched for in this book a message box appears indicating that there is no text to search for.

Shortcuts

Keys:	SHIFT+F2


Replace again (Edit menu)

This command repeats the last Replace action.

Shortcuts

Keys:	CTRL+F2


Show record
Show Record (View menu)

This command displays the record currently selected in the list of records using the currently selected font.

Shortcuts

Toolbar:

Keys:	ALT+R or (+) on the numeric keypad


Show Listing
Show Listing (View menu)

This command displays the list of records which is a book's default display.

Shortcuts

Toolbar:

Keys:	ALT+L or (-) on the numeric keypad


Previous record
Previous record (View menu)

When a record is being displayed this command enables you to access the preceding record in the list of records.

Shortcuts

Toolbar:

Keys:	PgUp


Next record
Next record (View menu)

When a record is being displayed this command enables you to access the next record in the list of records.

Shortcuts

Toolbar:

Keys:	PgDn


View Toolbar command
Toolbar command (View menu)

Use this command to display and hide the Toolbar, which includes buttons for some of the most common commands in PortBook, such as File Open.  A check mark appears next to the menu item when the Toolbar is displayed.

See Toolbar for help on using the toolbar.


Toolbar

The toolbar is displayed across the top of the application window, below the menu bar.  The toolbar provides quick mouse access to many tools used in PortBook,

To hide or display the Toolbar, choose Toolbar from the View menu (ALT, V, T).

Click	To

Open a new book.

Open an existing book.  PortBook displays the Open dialog box, in which you can locate and open the desired file.

Save the active book or template with its current name.  If you have not named the book, PortBook displays the Save As dialog box.

Open the Select Subset dialog box.

Remove selected data from the book and to store it on the clipboard.

Copy the selection to the clipboard.

Insert the contents of the clipboard at the insertion point.

Reverse the last editing.

Find or replace text in a book.

Display the list of records.

Display the selected record.

Add a new record to the active book.

Delete a record from the active book.

Go to the previous record in the active book.

Go to the next record in the active book.

Display Font dialog box.

Display Print dialog box.

Display PortBook's online help Index.

Display PortBooks version and copyright information


Status bar command
Status Bar command (View menu)

Use this command to display and hide the Status Bar, which describes the action to be executed by the selected menu item or depressed toolbar button, and keyboard latch state. A check mark appears next to the menu item when the Status Bar is displayed.

See Status Bar for help on using the status bar.


Status Bar

The status bar is displayed at the bottom of the PortBook window.  To display or hide the status bar, use the Status Bar command in the View menu.

The left area of the status bar describes actions of menu items as you use the arrow keys to navigate through menus.  This area similarly shows messages that describe the actions of toolbar buttons as you depress them, before releasing them.  If after viewing the description of the toolbar button command you wish not to execute the command, then release the mouse button while the pointer is off the toolbar button.

The right areas of the status bar indicate the number of records in the active book and which of the following keys are latched down:

Indicator	Description

CAP	The Caps Lock key is latched down.

NUM	The Num Lock key is latched down.


Cascade command
Cascade command (Window menu)

Use this command to arrange multiple opened windows in an overlapped fashion.


Tile command
Tile command (Window menu)

Use this command to arrange multiple opened windows in a non-overlapped fashion.


Arrange icons command
Arrange Icons Command (Window menu)

Use this command to arrange the icons for minimized windows at the bottom of the main window.  If there is an open book window at the bottom of the main window, then some or all of the icons may not be visible because they will be underneath this book window.


1, 2, ... command (Window menu)

PortBook displays a list of currently open book windows at the bottom of the Window menu.  A check mark appears in front of the book name of the active window.  Choose a book from this list to make its window active.


Index command (Help menu)

Use this command to display the opening screen of Help.  From the opening screen, you can jump to step-by-step instructions for using PortBook and various types of reference information.

Once you open Help, you can click the Contents button whenever you want to return to the opening screen.


Using Help command
Using Help command (Help menu)

Use this command for instructions about using Help.


About PortBook command
About PortBook command (Help menu)

Use this command to display the copyright notice and version number of your copy of PortBook.


Size command
Size command (System menu)

Use this command to display a four-headed arrow so you can size the active window with the arrow keys.

After the pointer changes to the four-headed arrow:

1.	Press one of the DIRECTION keys (left, right, up, or down arrow key) to move the pointer to the border you want to move.

2.	Press a DIRECTION key to move the border.

3.	Press ENTER when the window is the size you want.

Note:  This command is unavailable if you maximize the window.

Shortcut

Mouse:	Drag the size bars at the corners or edges of the window.


Move command
Move command (Control menu)

Use this command to display a four-headed arrow so you can move the active window or dialog box with the arrow keys.

Note:  This command is unavailable if you maximize the window.

Shortcut

Keys:	CTRL+F7


System Minimize Command
Minimize command (application Control menu)

Use this command to reduce the PortBook window to an icon.

Shortcut

Mouse:	Click the minimize icon [image] on the title bar.

Keys:	ALT+F9


System Maximise command
Maximize command (System menu)

Use this command to enlarge the active window to fill the available space.

Shortcut

Mouse:	Click the maximize icon [image] on the title bar; or double-click the title bar.

Keys:	CTRL+F10 enlarges a book window.


Next Window command
Next Window command (book Control menu)

Use this command to switch to the next open book window.  PortBook determines which window is next according to the order in which you opened the windows.

Shortcut

Keys:	CTRL+F6


Previous Window command
Previous Window command (book Control menu)

Use this command to switch to the previous open book window.  PortBook determines which window is previous according to the order in which you opened the windows.

Shortcut

Keys:	SHIFT+CTRL+F6


Close command (Control menu)
Close command (Control menus)

Use this command to close the active window or dialog box.

Double-clicking a Control-menu box is the same as choosing the Close command.

Note:  If you have multiple windows open for a single book, the Close command on the book Control menu closes only one window at a time.  You can close all windows at once with the Close command on the File menu.

Shortcuts

Keys: 	CTRL+F4 closes a book window

ALT+F4 closes the PortBook or dialog box


Restre command (Control menu)
Restore command (Control menu)

Use this command to return the active window to its size and position before you chose the Maximize or Minimize command.


Switch to command (application Control menu)

Use this command to display a list of all open applications.  Use this "Task List" to switch to or close an application on the list.

Shortcut

Keys:	CTRL+ESC

Dialog Box Options

When you choose the Switch To command, you will be presented with a dialog box with the following options:

Task List

Select the application you want to switch to or close.

Switch To

Makes the selected application active.

End Task

Closes the selected application.

Cancel

Closes the Task List box.

Cascade

Arranges open applications so they overlap and you can see each title bar.  This option does not affect applications reduced to icons.

Tile

Arranges open applications into windows that do not overlap.  This option does not affect applications reduced to icons.

Arrange Icons

Arranges the icons of all minimized applications across the bottom of the screen.


Moving around in a book

This topics lists the menu commands and their shortcuts as well as the keys that enable you to move around in a book and edit its records.

When the list of records is displayed:

	The arrow keys allow you to move up and down the list of records.
	Pressing a character brings you to the first record beginning with that character.
	The Home and End keys bring you to the first and last records respectively of the book.
	The Show Record, Add record, Delete record, Undo and Find... commands described below are available.
	To edit an existing record simply display it using the Show Record command and proceed.

When a record is displayed:

	The record display is a simple text editor which has the basic functionality of the Windows(tm) Notepad.
	Commands available are Show Listing, Previous record, Next record, Add record, Undo, Cut, Copy, Paste and Find..., which are described below.

Commonly used commands

Command	Menu	Toolbar	Keys
Print...	File menu		CTRL+P
Undo	Edit menu		CTRL+Z
Cut	Edit menu		CTRL+X
Copy	Edit menu		CTRL+C
Paste	Edit menu		CTRL+V
Add record	Edit menu		TAB
Delete record	Edit menu		ALT+D or CTRL+DELETE
Find...	Edit menu		F2
Find again	Edit menu		SHIFT+F2
Replace again	Edit menu		CTRL+F2
Choose font...	Setup menu
Show Record	View menu		ALT+R or (+) on the numeric keypad
Show Listing	View menu		ALT+L or (-) on the numeric keypad
Previous record	View menu		PgUp
Next record	View menu		PgDn


No help available (Window area)
No Help Available

No help is available for this area of the window.


No help available (message box)
No Help Available

No help is available for this message box.


Message box help

"File" is too large to load.

"File1" is too large to merge with "File2"


"File" is too large to load

"File" exceeds the maximum 65,400. bytes PortBook will read from file.  You can use a text editor to split the file before opening it with PortBook


"File1" too large to merge with "File2"

Merging these files would produce a file larger than the maximum 65,400. bytes PortBook will read.  PortBook prevents the merge.


Missing labels dialog box

This dialog box appears before the printing executes if you have checked the Missing labels box of the Print dialog box.  Use this dialog box to tell PortBook how many labels to skip on the first sheet of labels.  Press OK to proceed or Cancel to revert to the Print dialog box.