Note: This is an internal information
page of emaddy2 database program with contact manager, calendar, tasks, general
memory bank and more. For the main page for this software, please
Database technology is a great way to store large
quantities of data and allow us users to access that data rapidly. The saving
of records is fast. Editing records that exist is even faster – in fact editing
is immediate requiring no save at all. Databases however, can be complex. It
is suggested that you at least read the “General Section” below. Also remember
to at times to backup any and all databases used by this program. This
means copying any and all databases – which will be all files ending in “.mdb”
(without disturbing the originals) to another file location or storage on CD or
DVD for safekeeping from time to time. It takes much time to create a powerful
database. Backups are quite rapid and can protect your time investment.
Database Usage in Emaddy2
While there are a number of different database tables in
emaddy2 – for contacts, for membank items, for calendar items, task items and
more, much of their usage is similar. The means for adding a new entry, editing
and deleting follow simple yet important rules. Below gives some general
Adding a New Entry – for adding a new entry,
always begin the process by clicking the “Add New” button for that
entry type. It is important to just not try to add an entry by typing on what
appears a blank screen. A blank screen may look inviting, but it often is not a
legitimate database entry and could cause an error. The software will sometimes
try to block entry to these blank entry areas by locking out the entry boxes.
Instead always use the “Add New” button for new entries, and then when done,
press the “Save Button”. Before pressing “Save” of course it is a good idea to
ensure that the main name at least is in place and if you need to designate an
“area” for the item to be categorized in – such as contact data or membank data
– that you set that also.
: Once the “Add New” button is
pressed for a new entry, databases have already created the new entry. Trying
to leave an “Add New” item quickly with errors on it is an easy way to have a
problem. Just complete the item entry and delete it later if you wish.
Sometimes the “delete’ button will do this for you. It also cannot stop the new
entry. However, it might name it “ ** Delete Me **”, update the database, and
then find that entry and delete it for you automatically.
Unique Names – Most of the records including
contact data, membank, template, signatures, tasks and return addresses require
a unique name or subject for each record. For contact data, the unique name
that must be entered is for “Display Name”. The program uses these unique names
to allow you to double click and get to the entry – therefore the names must be
unique. However, Calendar data do not need unique names for their events.
Distinction in their case is also made as to time the event is due.
Editing an Existing Entry – Editing an existing
entry is done directly. By this I mean that you just need to get to the entry –
often by double clicking the item you wish in a list box (for contact data,
membank data, calendar data, task data). This is done on a main screen – and
then the software will take you to a data area where the data can be edited.
For some other database items such as template data or signature data or area
name change you might have to go to that section in “options” and click on the
right button or use right or left arrows on a database control to get to the
item you wish to edit.
Once you have the data in front of you, you can edit it
directly. This is pretty straightforward and enters directly into the database
(no save required) except for a few items to watch. Name changes – some items
such as contact data display name and membank names must be unique and non-zero
– since the database uses those names as an index. Be careful when changing
those names to take it into account. The other item is that in membank data
that to change titles for the data items, you will need to temporarily click
“Modify Titles” at the membank screen bottom before changing titles and then
press “Return” (same button) later when done modifying membank titles.
: Editing a database is often
easier and less problem prone than a new record. However, it is best to ensure
that the “format” of items are correct. Dates must be in the format “mm/dd/yyyy”
for month, date and year. In some cases, calendar “date pickers” help make that
easy to get to the right format. Similarly time is expressed as:
10:23:00 AM for example. However, 10:23 AM will also
work. Drop down combo boxes help give time examples to make their formatting
easier in many instances.
Delete – For deleting a single entry, go to that
item and use the delete button on the detail screen. Some screens allow a
larger delete. Membank will allow you to delete an entire “area” showing
currently in the list box. Contact data will allow you to do a large delete of
all items “checked” in the text box by checking them first and then using “Ctrl”
and “D” for delete. Calendar data will allow delete of all items before, on or
after a preset date. Task data has a switch choice that allows you to check
completed tasks without opening them individually, and then deleted all complete
tasks. Both the main screen and the calendar screen have options for eliminating
: Many of the main list box screen
areas – for contacts, membank,, calendar and tasks, allow you to right mouse
click on the list box screen and bring up options for checking items rapidly or
in some cases deleting items rapidly.
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