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emaddy2

DATABASE BASIC USAGE

* Contact Manager  * Calendar
* Password Memory   * Tasks
Windows:  2000, XP


 
 

 

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 click here.

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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.

General 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 guidance.

 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.

 Hint:      :  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.

 Hint:      :  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 all alarms.

 Hint:      :  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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