Maximizer User Manual - Melbourne Law School
Contents
1. 9 Nichol 6 Anderson Rice Level 10 555 Lonsd MELBOURNE WIC 3000 10 Magid Arnold Bloch Leibler Level 21 333 Collins MELBOURNE WIC 3000 11 Forsyth o Arthur Robinson Hedderwicks 530 Collins Street MELBOURNE WIC 3000 112 Jarvis 8 Arthur Robinson Hedderwicks 530 Collins Street MELBOURNE WIC 3000 Peter 8 Arthur Robinson Es Hedderwicks stock Exc 530 Collins MELBOURNE WIC 3000 14 Thompson o Arthur Raninen 4 Sallins Street MELBOURNE WIC 3000 15 Flahvin AMP Cent 50 Bridge NSV 2000 16 O Brien 9 Baker 2 McKenzie 50 Bridge Road SYDNEY NSV 2000 17 Golding 10 Baker amp McKenzie Level 39 F525 Collins MELBOURNE VIC 3000 18 McConnell Associate 10 Baker amp McKenzie i IC 3000 19 Murphy Associate i VIC 3000 20 Cahill Partner 11 Blakes g Sora SYDNEY NSY 2000 21 Choy Flannigan 11 Blakes racial 225 Georg SYDNEY NSV 2000 122 Cosentino Partner 11 Blakes Grosvenor 225 Georg SYDNEY NSV 2000 To avoid this we assign numbers to each company at a new address So when we set up the text file for importing the Company Records it looks a little like below X Microsoft Excel extralCMCITL xls I File Edit View Insert Format Tools Data Window Help Den 6RY SBBS o 2 Ma 43 100 aria 10 BZU 2228 6 er iF eg C18 4 Company Add1 Add2 City state P code Country 1 9 Lang Street SYDNEY NSW 2000 2 700 Harris Street SYDNEY NSW 2007 3 GPO Box 9994 MELBOUF VIC 3000 4 PO Box2. Maximizer User Manual Mailing Lists Deleting a List l Click on the File Menu 2 Select Set up User Defined Fields Setup User Defined Fielde E mall 4ddress web Page Accounting Firms Alternate Address Alumna Aslan Law Centre LETS CELSA CELAL LEAL EMEITL Conferences Courts Date of Creation Date of Modification Deans Office Faculty Faculty Committees General General Managers Office EE 3 Select the relevant mailing list name and Items Setup Items Law Librarians New Media Law Interest Group 4 Highlight the name of the old list and press Delete No record will now be held of the list 22 Maximizer User Manual Create Edit Creating amp Editing Entries Returned Mail o A problem we may encounter 1s that mail will return with a label such as John Q Citizen Chief Executive Officer Coles Myer RETURN TO SENDER LEFT COMPANY 123 Smith Street MELBOURNE 3000 The first thing to do in this case is to check if the company still exists at that address Using the WhitePages online 1s often the easiest way www whitepages com au If the address is still correct then obviously this Company still has the position CEO but we do not know the name of the person filling this position and thus our mail is returning Maximizer allows us to delete this entry s name and leave only a position New mail to this entry should reach its destination marked simply Chief Executive Off
3. Create Document Template in Word 1 Click Tools from the bar menu 2 Select Mail Merge Mail Merge Helper 3 Click Create and select Mailing Labels 50 Maximizer User Manual Mail Merge 4 Select Active Window to use current document if blank or New Main Document 1f you wish to keep the current one intact Microsoft Word Q tando New Main Document 5 Next Click Get Data and select Open Data Source 6 Locate the text file saved in your export Ensure that Files of Type are shown as Text Files txt Click Open Open Data Source C Sstreeter 32001 MULSF prizes academics Ext L Course Materials __ Database EU Conference extraCMC trac Me extraCMCITLindiw txt Facreg txt Gowme Public Lavy Ext Tet Fle jnytime z nee 7 Word will now ask you to finish setting up your main document 5 E Microsoft Word ON 51 Maximizer User Manual Mail Merge 8 9 10 A label options dialog box will be displayed Select the tray used for the labels Select Avery A4 and AS sizes as the Label Products Select Name Badge under the Product number for Name Tags or a suitable selection for Place Cards Label pia ee t rinter information GE C Dot matrix f Laser and ink jet Tray Manual Tray 1 Cancel Details Label products other Wew Label Product number UNISTAT 38931 Address UNISTAT 38932 Address Type Address UNISTAT 38933 Address Height 3 8 cm U
4. Maximizer User Manual Maintenance 6 You can select the fields that you wish to export manually at this point or you can Click Catalog to bring up previously saved export lists The saved lists will be displayed Export Catalog A E a x Saved exports Donor Management Export Mail Merge Export Reunion Temp Save Retrieve Properties Delete PEE Close 7 Highlight Mail Merge Export and then click Retrieve If this list is not shown create by selecting the relevant fields in 5 above and save under Catalog 8 Click Export and selected records will be saved to a text file 60 Maximizer User Manual Maintenance Import Records New records can be imported into Maximizer from a text file This is a two stage process First any Company and Individual entries are imported followed in the second stage by any Contacts To import new entries 1 Create two text files for importation the first for Companies and Individuals the second for Contacts only The text files should be tab delimited and formatted similar to the samples shown below Companies amp Individuals g admin network databases Maximizer Ind_comp txt TitleFirst name Last name Position Company Address1 Address2 City State Postcode Country News Ltd 1 George St Sydney NSW 2000 AMP 501 Collins St Melbourne VIC 3001 U Tasmania Faculty of Law Hobart TAS 7001 Ms Elle Portzikova Unit 3 9 Millan Ave Torak VLG 3019 Mr Don Hooks 5 Park St Melbo
5. pri ie Cancel Fields in column Address Line 2 Alternate Address Add Alumni Asian Law Centre lt Remove CELPL gt Format 3 In Details of View type in the new name of the Column being created 4 Double Click on Column 1 and type in the heading change the Column Width as appropriate 5 Double Click on Column 2 and additional columns enter headings and create appropriate widths Continue as required with other columns 6 Click back on the first column heading 7 Move to the Available Fields list scroll down and locate the fields required for this column and click Add 43 Maximizer User Manual Columns 8 In the Field label click blank 9 Add the required fields to each of the created columns in turn 10 Then click Finish You will then be taken back to the Column Setup dialog box with your Column View highlighted 11 Click Use Now then click Close You will see your new view displayed in your current address book entry Edit a Column View If you wish to Edit the View you have created click on the Column Setup icon again highlight the name of your view and click on the Properties button Make any changes required Delete an Existing Column View Click on the Column View Icon and highlight the appropriate view Click Delete OK OK and then Close 44 Maximizer User Manual Mail Merge Mail Merge Maximizer s Link with Word Maximizer 97 has a link with Microsoft Word which ena
6. deletes all selected entries 5 Click on Edit 6 Select Deselect All 7 Select and delete each old entry in turn 30 Maximizer User Manual Create Edit Moving Entries It may be necessary to move a Contact from one Company to another Often we receive letters from a person stating they have resigned from one firm and moved to another In this case we wish to move their record After finding or creating the firm they are moving to we must create a new Contact in that Company Maximizer has no support for easily moving a record so we must do this manually l 2 Locate the old record Print its details Click on File Select Print Select Detailed Report Print this entry only Delete the old entry this contact only not the company Locate the new entry we created under the person s new Company and edit that Contact Add their subscriptions to mailing lists using the User Defined Fields tab described in as before under Adding an Individual 31 Maximizer User Manual Create Edit Change an Individual to a Company It may be necessary to change an individual to a company 1f there are other contacts to be assigned to that company l Locate the individual s record and add a company name to the details 2 Go into your Edit menu 3 Select Create Duplicate entry Create Duplicate Entry a a x Copy from Dentitication e922 To new Dentification a 041505309226051 8645C 4 Select Save as a Co
7. 1199 DICKSON ACT 2602 5 The Chifle 2 Chifley SSYDNEY NSW 2000 6 Level 10 555 Lonsd MELBOUF VIC 3000 7 Level 21 333 Collins MELBOUF VIC 3000 8 530 Collins Street MELBOURYIC 3000 9 AMP Cent 50 Bridge SYDNEY NSW 2000 10 Level 39 F525 Collins MELBOUF VIC 3000 11 Grosvenor 225 Georg SYDNEY NSW 2000 When you import the contacts you use the numbers instead of the Real Company Names so that they are attached to the correct records 63 Maximizer User Manual Maintenance Once the Importing is done you can rename the company records see Editing a Company s Details for help If you then find that the imported company already has a Company record in Maximizer at the same address you can Merge the entries to leave only one company at its correct address 64 Maximizer User Manual Maintenance Microsoft Access to Maximizer An Access database has been set up which uses ODBC to connect to the Maximizer tables This database holds two reports and can be used for global updates and changes which may be difficult through Maximizer itself However use of Maximizer data through Access is extremely slow and fields are not always updatable The database is called maximiser mdb and is currently held under G admin network databases maximiser maximiser mdb Access Reports Two reports have been created within Access One is dynamic and gives the names of all the lists held in Maximizer The second one is static and gives the lists plus the nu
8. Address Line 2 City DE Cancel State__Prowince es in Addresses Zip Postal_Code ment Close Once the fields required have been selected for the document click OK La A A EEE TE Insert Word Field 5 A A ee Oe ec 13 afal z O AA CA a L MERGEFIELD Full_First_Name MERGEFIELD NEXT H MERGEFIELD Last Name NEXT K MERGEFIELD Full First Namej MERGEFIELD NEXT H MERGEFIELD Last Name Document will be displayed with the merge fields shown Select and format the text as required Do not be concerned if because of the merge fields the information flows to more than one line If it is necessary to change any of the information the Mail Merge Dialog box can be recalled from the Tools menu Mail Merge Change the page margins if necessary through File Page Setup 53 Maximizer User Manual Mail Merge Do Mail Merge in Word Open your previously saved mail merge document If no document is available refer to Create Document Template in Word earlier in this section 1 Click Tools from the bar menu 2 Select Mail Merge 3 Change any options as required and select Merge If the merged document is incorrect change the document template as required and re save Then repeat the merge process 54 Maximizer User Manual Maintenance Maintenance Security New users may be added to the system and permissions set new passwords may be set users may be added or r
9. Create New lw el gl z Comen Ces Cancel 3 Click on the Template button under Create New and select an icon 45 Maximizer User Manual Mail Merge The template will open in front of you with the address details for the current record being whatever was selected in Maximizer NB to display the field codes press ALT F9 on your keyboard Change any detail or fields as required Refer to Inserting a New Field into an Existing Document if necessary Go into your File menu and select Save As Save under Templates under Maximizer if you wish this template to appear under your Maximizer tab File will be automatically saved as a template i e with an extension of dot if it was opened as a template Go back to your File menu and select Close Inserting a New Maximizer Field into an Existing Document l 2 Open a saved document Click on your Insert Merge Field icon An Insert Merge Field dialog box will appear in front of you Scroll down the list and highlight the field required and then click ok Continue until all the required fields have been entered into your document Select File then Save As 46 Maximizer User Manual Mail Merge Mail Merge Documents using Word and Maximizer If a new template is required refer to Create a New Template in Word first 1 Ensure that you have your Maximizer database open and the appropriate records are listed or selected If it is available click on the Microsoft
10. Text File A document template 1s created in Word The text file is merged with the document in Word Bb un eS To create a list of records in Maximizer refer to Creating a List of Entries under Mailing Lists Export Entries 1 Select the entries to be exported 2 Select File 3 Select Export Address Book Entries Export Address Book Entries x Select export file Format comma delimited Hal F DOS text 4 Enter path and name or use the Browse option Make sure Include field names is selected OK 5 A screen showing all the fields available will be displayed Select Fields for Export NS E x Available Maximizer Enterprise felds Order of export telde to temp txk Alternate Address Mrs Alumni Asian Law Centre CECS CELSA Company Conferences County Courts Date of Creation Date of Modification Deans Office Faculty Committees Full Name hd Export Cancel Catalog 49 Maximizer User Manual Mail Merge 6 You can select the fields that you wish to export manually at this point or you can Click Catalog to bring up previously saved export lists The saved lists will be displayed Export Catalog Donor Management Export Mail Merge Export Reunion Temp 7 Highlight Mail Merge Export and then click Retrieve If this list is not shown create by selecting the relevant fields in 5 above and save under Catalog 8 Click Export and selected records will be saved to a text file
11. add this person to an existing mailing list refer to Adding a Person to a Mailing List 26 Maximizer User Manual Create Edit Editing an Entry It may be necessary to change details for a particular person or company for example 1f 1t 1s discovered they have changed address or are to be added to other mailing lists Refer to Maximizer Layout and Searching if unsure how to locate records Editing a Company s Details When changing a company s details it is necessary to ensure the company record is the one selected and not the contact s record If the record is located through a contact in order to edit the company double click the company name which will be shown as the first field under Contacts After locating the entry in the database 1 Double click on the record and a window showing their details is displayed for editing Note that when a company is selected for editing the Name and Position areas are greyed out 1 e they cannot be edited but the Company details are available for editing Basic Information User Defined Fields Mailing Address Name and position ES ret renie Poo o ittal Lastname fo Eos PO salutata P Company and main address Phone numbers and phone extensions Company E 1 03 9235 0235 Main Dept Po 2 03 9235 0299 Fax Division Po Of Address 1 GPO Box 459200 D IU Address 2 City MELBOURNE Si Prov ic AprPostal 3001 County Dentific
12. displayed 5 Click the button Mailing lists for this category are displayed Table Field Yalues for Current Entry Facs WF acultu Assoc Prof amp Readers 4 Faculty Associate Professors Faculty Emeritus Professor Faculty Independent Lecturers Faculty Lecturers Faculty Professorial Associat Faculty Professorial Fellows Faculty Professors Faculty Research Fellows Faculty Senior Associates Faculty Senior Lecturers Faculty Wisting Fellows 6 Select the appropriate options 20 Maximizer User Manual Mailing Lists Move Contacts Within a List to a New List This is done in two stages first contacts are moved to the new list then the old list is deleted Moving Multiple Contacts to a New List 1 Create the new list refer Setting up a New User Defined Field Mailing List 2 Search for all the records to be moved to the new list refer Creating a List of Entries 3 Select Edit from the menu bar 4 Select Global Edit 3 Select User Defined Fields tab Table Field Values for Current Entry Conferences Chaskalzon Lecture JEU Invitations Round 1 JEU Invitations Round 2 WEU Invitations Round 3 Harold Ford 1 Sorabjee Lecture 2000 6 Click inside the appropriate text box and a small button with three dots is displayed Click this button Mailing lists for this category are displayed 7 Select the new mailing list on which all these entries are to be placed OK OK 21
13. on a column either click the column name or 1 Select View 2 Select Sort The column names will be displayed with a tick against the sorted column SIE School Contacts Database File Edit View Search Actions Tools Window Help Ja All Companies and Individuals a x All Contacts All Address Book Entries panies 67 Individuals 1421 Cont Adafes Last List Clear List Phone Log Ctrl F A E mail Inbox Ctrl F 8 Hotlist Activities for Jablonka Irene Ctrl F9 Web Page for Jablonka Irene O pp 10 Calendar Column Setup Favorite Lists Company Director J Gish 2301 DY i Title este s Refresh F5 2 Name 3 Sumame Expe Toolbars 4 Position MGR Y 5 Company tary AAMI 6 Address Abbott Stillman er Abbott Stillman Senior Legal Officer ABC Television Company Secretary ABN AMRO Au 3 Select any column shown Maximizer User Manual Searching Searching Locating a Company or Individual Record To simply search through the address book entries currently displayed click into the main address book window and then start to type the beginning of the name for which you are searching Your cursor will move to the relevant record as you type To ensure the record for which you are searching 1s included in the display refer View All or a Selection of Records under Layout of Maximizer Enterprise Searching for Members of a List To search for all members of a certain list 1 From the bar menu Click Search 2 S
14. or de select the appropriate options 29 Maximizer User Manual Create Edit Combining Entries Sometimes we may find that there are two entries for a single Individual Company or Contact In this case it is better that we combine the two entries Combining two Individuals or Contacts Contacts must be in the same company will result in a new Individual or Contact who is subscribed to all of the lists the two old entries were subscribed to When we combine Companies the result is a one Company with all of the Contacts from all of the combined Companies We may wish to merge Companies if we find two entries for the same branch of the same Company An example is University of Melbourne and The University of Melbourne Be careful many Companies have multiple branches Make sure that the address details of the Companies to be merged are identical To merge two records l Select both entries by clicking in the grey box to the left of the name in the Address Book window where the arrow is This box will now turn dark 2 Note that after selecting the entries to be merged the last one selected will still have the arrow next to it this is the name that will be retained for the new record 3 Click on Edit 4 Select Combine Selected Entries Now the record with the arrow next to it will contain all of the information from the records added together Then delete the old records by first deselecting everything as Maximizer
15. several employees with whom we are in contact Whenever we send mail to one of these employees the Company s address is used An Individual has his or her own address and is not attached to a Company amp Columns Default Contact View y Ko 2BL 02 9333 Tyrus Colin News Editor Contacts al r Help User Defined Fields Window The small bar along the bottom of this window selects Notes User Defined Fields or Documents Currently only the User Defined Fields section is in use These fields contain some basic information on the person such as their email address but are mainly used to contain information on the mailing lists to which they belong D Fite ans General Temporary Lists SouthFly MIEN Notes A User Defined Fields Documents Z ld gt User STREETER2 Wednesday 18 April 2001 11 18 AM Maximizer User Manual Layout View All or a Selection of Records To change which records are displayed in the Address Book window 1 From the menu bar select View 2 Select the records required to view All Companies and Individuals All Contacts All Address Book Entries Companies Individuals and Contacts Sorting Entries for Viewing and Printing Entries can be sorted on any column shown If a new column layout is required refer to Create a New Column Setup under Columns When printing the sort option selected on the Address Book window will be the sort option used To sort
16. these alterations click on the Apply button 35 Maximizer User Manual Printing Printing a Label for a single entry l 2 Find the entry for which the label is required Do a right mouse click and select Print then Label This will bring up the print label dialog box selection prints a label for the record that you wish to print out only NB You could also select the Print a Label Icon from the Action Bar for the same result Click Set Start and select another starting position on the page of labels Click OK when done In the Print Label Window you have the option of logging a message to the Contact s notes Click Advanced to add additional text to the label Select the Preview radio button then the OK button A dialog box will appear asking you if you wish to print out all entries in the list or the current highlighted entry Select Current Entry You will then be toggled over into Preview mode Click on the label to zoom in Click Close 36 Maximizer User Manual Printing Printing Labels for Multiple Entries 1 4 10 11 12 Create a list with the entries required Refer to Creating a List of Entries 1f unsure how to do this Click the Printer icon on the Standard Toolbar or File and Print Maximizer Enterprise Law School Contacts Database File Edit View Search Actions Tools Window Help Select Labels Print Labels E x Print options Print labels to Number o
17. up the members of more than one list at the same time 1 Do step 1 4 as above 2 Then select all the lists that you wish to bring up from one or more categories Search by ll Fields CLA4 amp sc Chairman Off CLBuslaw Division 6 0 Faculty Committees Search condition Find matching Modify current address book list I Companies Add search results to list M Individuals e Contacts f Must match all C Narrow list Match one or more ae ie Replace list with search results OF Cancel Catalog 12 Maximizer User Manual Mailing Lists 3 Change the Search Condition to Match one or more This will bring up all the members of all the selected lists DT Search condition Must match all 4 In the Find matching area select the types of entries that you are searching for eg Companies and Individuals 5 Indicate how you wish the found records to be displayed e You may Add the search results to the current list displayed e Narrow the list by limiting the search to only the records currently displayed in the main address book window e Replace the current list with the records found in this search Once Maximizer has located all entries subscribed to this list 1t may take a few seconds the list of entries may then be added to with additional searches for lists individuals or companies Remove Selections from an On Screen List It may be necessary to remove part
18. 02 9930 9954 Main 02 9906 7757 Fax 176 Pacific Highway GREENWICH NSW 2065 SAK 03 9866 8666 Main SAK 432 St Kilda Road MELBOURNE VIC 3000 2BL General Media Tyrus Colin News Editor Temporary Lists SouthF ly While Maximizer consists of many window the three main windows used are the Address Book window the Contacts window and the User Defined Fields window The Address Book Window This provides you with a list of Client Names Addresses and Phone Numbers gt Address Book 5508 Displayed 3655 Companies 1853 Individuals A SN Default Address Book View ala 700 Harris Street ULTIMO NSW 2007 20 02 6275 4555 Main Northbourne Avenue DICKSON ACT 2602 2Day FM Australia Pty Ltd 2Day FM Australia Pty Ltd 02 9375 1041 Main Level 24 500 Oxford Street BONDI JUNCTION NSW 2022 2UE 02 9930 9954 Main 176 Pacific Highway 02 9906 7757 Fax GREENWICH NSW 2065 SAK SAK 03 9866 8666 Main 432 St Kilda Road MELBOURNE VIC 3000 It can show all the records in the database or a selection of those records When we first start Maximizer this window contains a list of all Companies and Individuals Maximizer User Manual Layout The Contacts Window This window contains a list of a Companys Contacts For example one of the Companies with whom we correspond may have
19. Address Line 2 City State Province ip Postal Code 1 Title 2 First name 3 Last name 4 Position el O00 First Contact Date First Hame Full First Mame Gender MF Graduation Date IDentification Industry T Convert to name case Do not import first record it is a header Import Cancel Catalog NOTE You can use lt Skip Field gt to skip a header that isn t needed in the merge 7 Check whether the first record requires importing Again a format may have been saved under Catalog which can be reused 8 When ready click Import If errors are created a message will display showing where the error file has been saved Maximizer Enterprise E 1 records imported Error file CoS Man WD atabases LS0B Maximizer Fisedttest er created with 1 errors When completed a message box will be displayed showing how the imported records have been tagged Maximizer Enterprise E An Address Book list named Imported 25 August 1998 13 44 has been created in your Favorite Lists This list contains all of the Address Book entries you have just imported Do vou want to view this list in your Address Book right now Cancel At this point you can do a Global Edit to add all these records to a list or add a Date of Creation etc 9 Now repeat the above steps 1 8 for Contacts modify step 5 as appropriate 62 Maximizer User Manual Maintenance Minimizing Errors when Importing Records When im
20. Address e iia City fo Sh Prov AprPostal County Phone numbers and phone extensions E F E E M li F Dentification and owner ID 01 041805507225051 6645 eT Pubic z 4 Fill in the company information for this new Company s record 24 Maximizer User Manual Create Edit Adding a Contact to a Company Locate the relevant company using the Search menu or 1f new enter as a new Company 1 Select the Company by clicking against it in the Address Book window 2 Click in the Contacts window and press the Insert key on the keyboard Add Contact for F B Marketing Pty Ltd rompang FB Marketing Pty Ltd U2 9418 650 2 Tel 0219418 7158 Fax 1217 Lihon Street ANS LANE COVE SI HS D 12066 EGO HET The company details will be displayed but they cannot be changed 3 Enter the contacts details The contact may also be added to mailing lists refer to Adding a Person to a Mailing List 25 Maximizer User Manual Create Edit Adding an Individual 1 Click in the Address Book window 2 Select Edit Add from the top menu 3 Select Individual A window will be displayed Add Contact for FE Marketing Pty Ltd compar JF E Marketing Pty Ltd U2 9418 650 2 Tel 0219418 7158 Fax 1217 Lihon Street POGESe 2 ES LANE COVE BA Broy NSW D apostas 2066 Diiin HET 4 Fill in the personal information for our new Individual You may now wish to
21. Maximizer User Manual Last Update 8 December 2003 http www law unimelb edu au iss informationsystems training instructions maximizer2002 pdf Contents Page Layout of Maximizer Enterprise cccccssssssssvessssssssssccccccsscssssscsssessessonssessscccssccsecseceesesssssssosessccsoese 3 Te AN Cress OOK W 1G Wii A A lo 3 TNE Contacts WANGOW stes 4 Wiser Deiimed Islas W 1nd Ow iio 4 Niew Alor a Selection Ol RECO Susto 5 Sorting Entries Tor View ine and PO 5 SPIKAT IT a E N csccencsen clus N E O E E N E E E EE 6 Locating an Company or Individual Record ceana ieee edit A 6 Searchin tor Viembersiot a Lista aii aaa ad 6 Seatehimea tor an Individual or Contactate 8 Seatehiia tora pecto COMPANY sasoian a a 9 Seatchina tora Ranes Ol ENTES iii 10 Sia dis AAA A A 10 MENTES AAA N inoa 11 Crean Lists OF EDIE asin oia 11 Searching tor Members of an Existine List A AA 11 Remove Selections trom an On Screei Lidia ia 13 CMA dnd aid 14 Rene vino Catalonia iia tica idieaso 14 Create Catala oi 15 Savine the Listas a Bavorite torre Use ananena a lo asii 17 Ea a A ed vacmuetiletaeteetes 17 Us a Saved list of Entries from Favorite List naa is 17 Adding a Contactto a Marino Lisa A ae hceanedaneetde 18 Move Contacts Within a List to a New Lista is 21 Moving Multiple Contactsto a New Lista urea iehartacanioetvelideraeieieianel heracetes 21 PB A er mmntt EE 22 Creating amp Editing ENtrie ssiveiscs cascessecicnssgecssveasevscecacecasdeseecicnsigv
22. NISTAT 38934 Address UNISTAT 38935 Address width 2 8 cm UNISTAT 38936 Address Page size Ad 21 29 7 cm UNISTAT 38937 Address EEE abel information Delete To change the measurements of the label Click Details or New Label Name Tags information E ES O Preven aaa Side margins Top margin Number down Vertical pitch umber acrass Label name Mame Tags Top margin 1 7 cm Label height 5 6 cm Side margin 1 9 crm Label width a crm vertical pitch 5 6 cm Number across Horizontal pitch a crn Number down Page size Jaq 21 x 29 7 cm Cancel abl Give the label a name if required for re use Do not concern yourself with the page margins as these can be reset from the document When label sizes are correct click OK 52 Maximizer User Manual Mail Merge 11 12 Insert Merge Field A Create Labels dialog box is shown Select the Merge Fields you wish to use For a name tag please note that First_Name may only contain an initial and therefore Full_First_Name is a better option to use Create Labels El ES Choose the Insert Merge Field button to insert merge Fields into the sample label You can edit and Format the merge Fields and text in the Sample Label box E Insert Merge Field 7 Insert Postal Bar Code Mrs First Mame Sam Fy Full_First_ Marne Last Name Org Position_1 Company Address Line 1
23. Registrars Federal Court Judges Federal Magistrates Court High Court Judges EEN eh Magistrates Court Vic Other Courts Mustm Supreme Court Judges ACT 7 Supreme Court Judges WS Boe Supreme Court Judges OLD Supreme Court Judges 54 Supreme Court Judges Tas Show use Supreme Court Judges Vic E Cancel 6 Select the mailing list you wish to search for 11 Maximizer User Manual Mailing Lists 7 In the Find matching area select the types of entries that you are searching for eg Companies and Individuals Search by All Fields wee xj Fields for search henge Remove Hot Equal S Modify current address book list Search condition Find matching I Companies M Individuals I Contacts bust match all Add search results to list Narrow list Match one or mi Replace list with search results OK Cancel Catalog 8 Indicate how you wish the found records to be displayed e You may Add the search results to the current list displayed e Narrow the list by limiting the search to only the records currently displayed in the main address book window e Replace the current list with the records found in this search Once Maximizer has located all entries subscribed to this list 1t may take a few seconds the list of entries may then be added to with additional searches for lists individuals or companies To bring
24. Word Icon situated on the Maximizer Toolbar or else open Word from your desktop Within Word go into your File menu and select New A New dialog box will appear in front of you Click on the Maximizer Tab A selection of icons will appear in front of you You can see them all by scrolling down the list J E dfaxPorm dat TFASMEM LINVWOICE J J 4 IMEMO 0OT 1P O D0OT APOLOGY AP Select an icon to see a Preview a e j 7J BACCHEK DOT BAD PROD BADSERYE B DAY DOT rl owl wl m Select an icon The template will open in front of you with the address details for the current record being whatever was selected in Maximizer NB to display the field codes press ALT F9 on your keyboard 47 Maximizer User Manual Mail Merge 7 Click the Send Document button on the Maximizer toolbar Microsoft Word maximizer doc Send Document Poms SSO o 8 Select the entries with which you wish to merge and whether it will go to the printer or email Enter a relevant message to be logged to the contact records or delete the message Click OK No preview is provided when merging through Word it is necessary to use the merge facility within Maximizer Editor if a preview is required 48 Maximizer User Manual Mail Merge Mail Merge Name Tags and Place Cards Using Word There are several parts to this process A list of records are found in Maximizer The records are exported to a
25. age Address 10D Address Line_1 Address Line_2 Al Address CELAL City Client Name Country x Blank if not used gue 5 Double click any fields to add them to the document Make sure Blank if not used 1s selected 1f you wish space not to be left in the document when text 1s missing from a field If you wish to remove any fields already displayed in the document simply delete 6 When the document is ready for use select Save As from the file menu Save s Ei x Document Details Template C Document for 34K Radio Cancel 7 Give the document a new Name save as a Template and either make the document available for Public viewing and use or change the owner to a specific group for restricted use 67 Maximizer User Manual Maintenance Mail Merge using Maximizer s Editor If the merge document is still to be created refer Creating a New Merge Template in Maximizers Editor within this section To use a document already created 1 P Print Merge Documents avoce Letter Memo Mew Letter Merge Options Merge Template with Selected Address Book List Contact List Abt Print Options Curent Entre Only Observe Receives Mail Select the list of records to be mail merged Refer to the Mailing List section of the manual if required Select File from the bar menu Select Print and Merge Documents Cancel Highlight the document with which you wish to me
26. ation and owner Eje 7083 RET Pubie y If the company details are greyed out then a contact rather than a company record has been selected Move to the company record which will be the first name under the Contacts area If the company is to be added to a mailing list refer to Adding an Entry to a List later in this section 2l Maximizer User Manual Create Edit Editing a Contacts Details Locate the record to be edited and double click to display the details of the record The Name and Position will be available for editing the Company details will be greyed out If the contact is to be added to a mailing list refer to Adding an Entry to a List later in this section Britbart Michelle Deacons 000 a x Basic Information User Defined Fields Mailing Address l Name and position ES E First name Michele Initial E Last name Brtbat Position fT OE Salutation Ms Britbat Company and main address Companys Deacons Dept AN EIA AAA Addess i GPO Bog 4532 Sddiess 2 fr forth MELBOURNE STO fic ein Postal json leant 7 Phone numbers and phone extensions nile 961 Eb 961 4 5577 Dentification and owner Ej 7083 Manen Public Io Ir 4 Editing an Individual s Details Locate the record and double click to display the editing window With an individual all details will be available for editing If the individual is to be added to a mailing
27. bles you to merge letters which have been set up in Microsoft Word with your Maximizer Address Book entries When you install Maximizer 97 software it will automatically install these links into your Microsoft Word program When you start Microsoft Word your screen will appear with 5 extra icons sitting underneath your standard toolbar pictured below These icons are used when merging documents Holding your mouse over the button will display its name Microsoft Word maximizer doc File Edit View Insert Format Tools Table Window Help D SE SRY SEAS O BS MHS 8 07 so E 2 Body Text Inde Times Mew Roman 12 BZU ES E 27 Ae wae Pa ee ee ee A A E ims 414 4 d 1 cia 1 Create a New Template in Word for Maximizer To create a new template select a template similar to that you wish to create make your changes and then save 1t under a new name If it is available click on the Microsoft Word Icon situated on the Maximizer Toolbar or else open Word from your desktop l Within Word go into your File menu and select New A New dialog box will appear in front of you 2 Click on the Maximizer Tab A selection of icons will appear in front of you You can see them all by scrolling down the list E INVOICE 1LETTER COT w w Select an icon to 1MEMO DOT IP O 007T APOLOGY see 4 preview a y BADERHER DOT BAD PROD BADSERYE B DAY DOT
28. cstvcssecscesesvessteesvdncnssesestveosseseecscedsssees 23 FRE TUCO PP caches ceawe neue ded ehmed nacedat R 23 CA CAINS ad NEW EDI y sl ds 24 dine a New COMPA rai ia idos 24 Adding a Contact toa COMPA A eee een dn 25 Addiis an 1016 1 his dla onemrst Merete tren ofr tel etaeny a nat a tel Peete nnn eter 26 Bom TR CE i a hint Pe o o horton o alate cane ded aaa ete orem tare eee 20 Ed tins Company s Derails ar alar alcala iecia 21 Editine 2 Contacts Detalla ida nn 28 Editins an Individuales Details tala a a 28 Addins am Patry toa last iio idto 29 Combine EATE eras diodo ici 30 Mons Pates A NO a A ica 31 Change at Imdividual toa COMPA api aiii skcanseedseades 32 PCTS TOMO EIR CC OG Se eran 33 UNAM G2 EE EE S Te O AE E E tiv ceseraustecauniascecauee 34 Ponni nd Eees e da A a da 34 Decline Wp Label Preferences asiaticos 34 Pinme a Label tora melo Coury sii aida 36 Maximizer User Manual Printing Labels tor Multiple Entries o area 37 Decline Report Detalla idilio 38 Printing olomi Report as 39 Ss A O ME In 40 To produce tepotts of Lists from MAXI ie Ae 42 COMMS er A A 43 Credea New COMA SUD dido 43 Edita C oluna Vie Wise abate ico loop 44 Delete an Ebana Conni VISW si a 44 ME A seins aa ci seve cercanece E teaeneuetecoteen es wumuntuaUNaA Raut 45 Maximizer S Link with Wotdrescsisnasicaner iia 45 Create a New Template in Word for Maximizer cepas iii 45 Inserting a New Maximizer Field into an Existing Document c ooooonncnnnnnnnnnnnnnnnnn
29. ect the area in which you are searching for example Companies 5 Indicate how you wish the found records to be displayed e You may Add the search results to the current list displayed e Narrow the list by limiting the search to only the records currently displayed in the main address book window e Replace the current list with the records found in this search Depending on the display option selected if Maximizer finds any Companies matching your text 1t will now display them in the Address Book window Note that these types of searches are not case sensitive Maximizer User Manual Searching Searching for a Range of Entries When doing searches you can search for a Range of entries If for example you wanted to bring up a listing of companies from L Z you would 1 From the bar menu Click on Search 2 Select Company 3 Select Range Search by Company Start name we End name we 5 4 Enter the Range of entries that you wish to search for and press OK 5 Indicate how you wish the found records to be displayed e You may Add the search results to the current list displayed e Narrow the list by limiting the search to only the records currently displayed in the main address book window e Replace the current list with the records found in this search Depending on the display option selected if Maximizer finds any Companies matching your range of text it will now display them in the Address Book window N
30. eld and that paper size shows Envelope DL 8 Click OK 9 Select Print Envelopes to Preview to view your settings A dialog box appears for you to select the current entry or all entries 40 Maximizer User Manual Printing 10 Select All Entries to preview an envelope for each person in the Address Book window list 11 Select Print 41 Maximizer User Manual Printing To produce reports of Lists from Maximizer l Open the Search All Fields Box Za Tick Select the lists that you want to put into a report Select Table Field Yalues for Search de E a x Field Legal Values to be searched for iw Barristers Clerks Barristers Clerks Criminal Law Specialists 2000 Law Council Industrial Rela International Bar Assoc Vic Legal Book Publishers Lar Council Industrial Rela Wictorian Bar Council 1998 99 Law Council International Victonan Bar Council 1999 00 Law Instust Law Institutes Wictonan Barristers 2001 Law lnstBar Associations Law Librarians 1999 iw Legal Book Publishers iw ictoran Bar Council 1998799 Victorian Bar Council 1999 00 Mictoran Barristers 1999 Victorian Barristers 2000 Victorian Barristers 2001 C Wictoian OC s 1999 Mictonan OC s 2000 Victorian GC s 2001 E oN In the grey right hand side box you can highlight the selected lists Select Table Field Yalues for Search a T E xX Field Legal Values to be searched for Wl Barristers Cle
31. elect All Fields 3 Click on Add 4 To shorten the list of alternatives click show user defined fields only Search by All Frelds Fields for s pone Select Fields for Search Peed Select Table Field Yalues for Search o E x FE mail Di Field Cots Values to be searched for Micounte Court Judges Vic y U County Court Reserve Judges District Court Judges MS District Court Judges OLD Family Court Judiciary Family Court Registrars Federal Court Judges Federal Magistrates Court High Court Judges EE Magistrates Court Vic Other Courts Wust m Supreme Court Judges ACT z Supreme Court Judges MS Bo Supreme Court Judges OLD Supreme Court Judges 54 Supreme Court Judges Tas Supreme Court Judges Vic E Cancel Show use 6 Select the mailing list you wish to search for 7 Press OK until you get back to the Search by All Fields box Maximizer User Manual Searching 8 In the Find matching section of this box select the types of records that you are searching for eg Companies and Individuals Search by All Fields Ste iT oly lei ait fei 9 In the Modify current address book list section indicate how you wish the found records to be displayed e You may Add the search results to the current list displayed e Narrow the list by limiting the search to only the records currently displayed in the main address book window e Replace the current list
32. emoved from groups new groups may be added 1 From the bar menu select File 2 Select Preferences 3 Click on the Security tab Preferences MASTER master El Set Pessuerd SyslemDelauls _User Groups _ Secuttyis On cay Cal ay Cal Mo Cal ay Cal 1031 st 41 4 ss st 41 4 a lt 1 1 sl 41 sl 4 4 sl 41 4 sl 41 4 sl 41 4 Add Users 1 Click Add User 2 Enter the user ID 3 Assign a Password to this user through Assign Password 4 Select the user s ID under Select User 5 Allocate the appropriate privileges to the user by clicking and unclicking the boxes 55 Maximizer User Manual Maintenance Groups Users can belong to certain Groups User defined fields can be assigned to a group and only the members of this group will be able to use this field To assign a user to a group 1 Click User Groups External Relations Graduate Office Undergraduate Office E Troup H embers OHENEE ad EHAUPT Man MILESE MPOOLEN SHOWELLS SIESUE SIMON WS TERLING External Relations Graduate Office Undergraduate Office 2 Click Members Add and remove individuals from specified groups 56 Maximizer User Manual Maintenance Transfer Entries Between Address Books It is possible to transfer single or multiple entries from one address book folder to another address book folder This may be required if entries need to be transferred from a back up copy of Maximizer To do this 1 Select t
33. f copies te Printer Set Start Preview Cancel T Draft quality P Setup Message to log to notes age setup Pee Advanced gt gt Select Set Start 1f necessary Enter a Message to Log to Notes if required Click Page Setup and make sure that a printer is named in the printer selection field Click OK Select Print Labels to Preview to view your settings A dialog box appears for you to select the current entry or all entries Select All Entries to preview the label for each person in the Address Book window list Click on a label to zoom in Click Print 37 Maximizer User Manual Printing Setting Report Defaults The page settings for the report may be set at the time of printing through Page Setup or through preferences 1 2 Select File from the bar menu Select Page Setup Click on the Reports tab Make the appropriate changes Click on Apply to save the changes Page Setup Konica O60PS International on 128 250 165 138 Default Tray Default Tray Click OK when finished 38 Maximizer User Manual Printing Printing Column Reports The format for a column report is set up in the Address Book window using the column setup Select the column setup required in the Columns section at the top of the Address Book window To create a new column setup refer to Create a New Column Setup X Mo Sg 886838 Ma gt Address Book 177 Displayed 170 Companies 7 Individ
34. he address book entries to be transferred 2 Select File 3 Select Transfer 4 Select Address Book Entries T ranster Law School Database LSDB Masinizer Fined Maximizer Enterprise Tutorial My Address Book My Address Book General Test LSDB AP y law dbnthledb 5 Highlight the name of the address book to which the selected records are to be transferred and click OK T9704 4 5 57 Maximizer User Manual Maintenance 6 A form showing transfer options will be displayed select and deselect options as required The Advanced button gives access to further options Note Records will not be duplicated and therefore will not transfer 1f they already exist in the target database unless the Overwrite Duplicates option 1s selected When the record s have been transferred a status box will be displayed indicating the results of the transfer Transfer Summary MC 58 Maximizer User Manual Maintenance Export Entries 1 Select the entries to be exported 2 Select File 3 Select Export Address Book Entries Export Address Book Entries comma delimited E 4 Enter path and name or use the Browse option Make sure Include field names is selected OK 5 A screen showing all the fields available will be displayed Select Fields for Export E E Conferences County Courts Date of Creation Date of Modification Deans Office Department Division Faculty Faculty Committee First Name 59
35. icer Coles Myer 123 Smith Street MELBOURNE 3000 If there is no important position or the returned mail is for an individual then the lists that they are attached to should be quickly looked at If they are on Graduate Studies advisory boards or similar check with the relevant office to make sure there is no new address If after doing this checks there is no further address then the entry should be deleted 23 Maximizer User Manual Create Edit Creating a New Entry New entries to our database are either Individuals or Contacts to existing Companies or new Companies For example if John Citizen not affiliated with any organization wishes to be added to our Corporate Law Interest Group he would be added as an Individual However if we wish to send mail to Jane Doe CEO of Acme Inc she would be added as a contact to Acme Inc Note It is important to ensure the entry being added does not already exist in the database Refer to Maximizer Layout and Searching if unsure how to locate records Adding a New Company To add a new company 1 Click in the Address Book window 2 Select Edit Add from the top menu 3 Select Company A window will be displayed Add Company a y a x Basic Information User Defined Fields Mailing Address Name and position Fale tiles f ret rene oy ittal E lash Henre fo Bastian P salutata P Company and main address Company Dept Po Division Po Address 1 PO
36. icular selections from the current on screen Address Book list To do this l Select the appropriate records by clicking in the grey box to the left of the name in the Address Book window where the arrow is This box will now turn dark 2 From the menu bar select Edit 3 Select Invert Selection 4 From the menu bar select Edit again 5 Select Make the Selected List Current The entries originally selected will now have been removed from the current list You can print or export this list at this point A permanent list has not been created for these entries See Setting up a new User Defined Field Mailing List and Moving Multiple Contacts to a New List for how to do this 13 Maximizer User Manual Mailing Lists Catalogs You may wish to save a complex or regularly used multiple list search This can be useful as an alternative to creating a new static list as each time you bring 1t up any changes in the lists will be reflected eg If you had a list eg for a conference that included Federal Court Judges 1f you used a Catalog to search for the same lists to invite to something similar you would pick up changes made to the Federal Court Judges list Retrieving a Catalog To retrieve a previously saved Catalog you 1 Select Search All Fields and select Catalog Search by All Fields ST oly a oh eg Search Catalog Harold Ford 1 Quad 2000 Rule of Law temp 14 Maximizer User Manual Mailing Lists 3 Click on Retr
37. ieve The saved search will be displayed in the Search All Fields box to be checked If it is as you wish click on OK to start the search Creating a Catalog As catalogs are usually a complex search use Search All Fields to set up the search you want saved eg search by All Fields Who s Who Alumni Chaskalson Lecture County Court Judges Vic High Court Judges Supreme Court Judges Vic Jessup Moot Friends 000 MAIL Editors Attorney GendJusticeLaw Enf Attorney GenJustice Federal 15 Maximizer User Manual Mailing Lists Then 1 Click on the Catalog button Search Catalog Harold Ford 1 Quad 2000 Rule of Lar 2 Select Add Saved Search Properties 3 Give the search a name and select if it is to be Public or Private depending on its usefulness to others and click OK 4 You can add to or remove lists from this search and resave it at any time 16 Maximizer User Manual Mailing Lists Saving the List as a Favorite for re use Favorite Lists maintains different static lists of individuals contacts and companies You can quickly retrieve edit and re save lists so that they are available for future use Create a New Favorite 1 4 5 Find a list of entries to be saved as a favourite refer Creating a List of Entries under this section Once the entries have been found select View from the bar menu Select Favorite Lists A window showing the Favorites already saved w
38. ill be displayed Favorite Lists a E x Address book lists Imported 4 June 1999 11 59 Imported 4 June 1999 12 04 Imported 4 June 1999 13 06 Imported 4 June 1999 13 08 Save Imported 4 June 1999 13 39 Imported 4 June 1999 13 40 Retrieve Imported 4 June 1999 13 52 Imported 4 June 1999 13 53 Properties Imported 4 May 000 3 28 Imported 4 Kay 2000 3 34 Imported 5 May 1999 10 33 Imported 5 May 1999 10 47 Imported 5 May 1999 10 49 Imported 5 May 2000 6 50 ay 000 12 44 Delete Mi Close Address Book List Properties my xi Details of list Name hew list Security 6 Public Private Enter the name of the list click either Public or Private depending on whether the list will be for general use and OK Use a Saved list of Entries from Favorite Lists 1 2 Select View from the bar menu Select Favorite Lists Highlight the list you wish to use and click Retrieve 17 Maximizer User Manual Mailing Lists User Defined Fields Contacts companies and individuals can be tagged as having certain characteristics eg belonging to Federal Court Judges This classification is done using user defined fields The Law Schools common mailing lists are set up as user defined fields Setting up a new User Defined Field Mailing List 1 Click on the File Menu 2 Select Set up User Defined Fields Notice the list of User Defined Fields presently in the Address Book E et
39. list refer to Adding an Entry to a List later in this section D Andrea Joanne H a E x Basic Information User Defined Fields Mailing Address Name and position MMs IE First name Joanne Initial JM Last name D Andrea Position Salutation Ms D Andrea Company and main address Company Phone numbers and phone extensions 1 05 2721910 Dept a Division ae Address 1 E2 Corinella Street 4 Address 2 City BELL POST HIL StProv fvic AprPostal 3215 Country Dentification and owner ID 8922 Tanar Pubic y 28 Maximizer User Manual Create Edit Adding an Entry to a List 1 Locate the record and double click to bring up the editing window 2 Select the User Defined Fields tab D Andrea Joanne H gt 3 Scroll down to the appropriate category 4 Click inside the text box and a small button with three dots is displayed 5 Click the button Mailing lists for this category are displayed Table Field Yalues for Current Entry JIG CLAAcad icyinters os CIG CLAdvisory Boardi d OIG CL 4zc Chairman Off i CLrAsc Regional Off CIG CLAAust Ins Co Direct OIG CLAust Stock Exchange JIG CLB anking amp Finance OIG CLBuslaw Division 5 q IG CL Cla IG CLACo amp Securities Arc IG CLCombined List IG CLAComparny Secretary IG CLACorp Accountants IG CLYCorp Law Academics IG CLCorp Law O yerseas 6 Select
40. mber of contacts within that list as at that time 65 Maximizer User Manual Maintenance Maximizer Editor Mail Merge within Maximizer can be used via the Maximizer Editor Creating a New Merge Template in Maximizer Editor 2 Select Tools from the bar menu Select the Maximizer Editor Once this opens go to File and Open Maximizer Editor Untitled as File Edit View Format Paragraph Tools Document Window Help l x Invoice Letter meee Memo Cancel 4 a For Help press F1 Pag 1 A Lr Col 1 Ds A dialog box will display showing the templates available Select the template required or a template nearest your requirements and Click Open 2d Maximizer Editor New Letter i File Edt View Format Paragraph Toole Document Window Help a xX Ol al elbs lel alea a Times Mew Roman fiz B r u Insert company or personal letterhead or type your name and address Today s Datel MeTdsty First Name Initialt Last Mame Position Company Division Address Line 17 Address Line 27 Cir etate i Prowince ip f Postal Code A l oe For Help press Fl Pg1 2 ILn 3 Col E A 66 Maximizer User Manual Maintenance 4 It may now be necessary to add your own merge fields To see the fields available select Tools from the bar menu and Merge Fields Select Merge Field E ES web P
41. mpany Entry This will create a new Company record with the original Individual now as a Contact to the new Company 5 Delete the original Individual record 6 Do a search for the Company Name of the new record 7 If the company already existed combine the new Company into the original Company See Combining Entries for more information 32 Maximizer User Manual Create Edit Deletion of Records Prior to deleting records it is wise to deselect all entries l Select Edit 2 De select All If this option is greyed out then no records are selected To delete the records 3 Select the appropriate records by clicking in the grey box to the left of the name in the Address Book window where the arrow is This box will now turn dark If selected in error click again to de select 4 Press the Delete key or select Delete Selected Records from the Edit menu 5 Note the correct number of records for deletion is shown OK NOTE Deleting a Company will remove all Contacts within that Company 33 Maximizer User Manual Printing Printing Printing Order The order of the contacts when printing depends on the sorting order of the column Refer to Sorting Entries for Viewing or Printing under Maximizer Layout Section 1 Setting up Label Preferences 1 Go into the File menu 2 Select Page Setup The Page Setup dialog box will appear in front of you Page Setup User Defined HP Laserlet 5 5M Standard on 128 250 165 190 Manual T
42. nnnnnnnnnnnnnnnnnnnnnnnononos 46 Mail Merge Documents using Word and Maximizer cccccccccccceceeceeceaaseseeeseeeeeeeceeeeeseeeeaaaas 4 Mail Merge Name Tags and Place Cards Using Wold ooooooooonononnnccnnncnnnnnnnnncnnnonnnnnnnnnnnnnnnnnnnnnnnnnnos 49 DI O O 49 Create Document Template m World aida 50 DoMatl Merce WV OE aia italia 54 NU PE Ita 1 edite AAPP ORAR UE E A O d nona Ee oP oodo n asuisi o a aeit 55 A A L E EA E E ce Yas edanon ati beasatdoads EEA E A E AEA 55 ACA 55 A tit jaa vtded esa anaeiawa sete Sothsagenra sea aun a Sotesacane dae aee 56 Transter Entries Between Address BOOKS rai aia 37 EXPO EOS eos E N idolo ela icda 59 PIP ORT COTS isa 61 Minimizing Errors when Importing Records ccccccccccnnonconnnnonnnnnnnnnnnnnnnnonononononononannncnnnnnnnnnnnnnnnos 63 Maximizer Pattinson dad 66 Mail Weree sing Maximizer S BUHOL pa sis 68 Maximizer User Manual Layout Layout of Maximizer Enterprise Maximizer Enterprise Law School Contacts Database alx Seal o ojola aljelalm ema A 2 Address Book 5508 Displayed 3655 Companies 1853 Individuals Adafess Book A ES Default Address Book View EJE O pp JR E 700 Harris Street o i ULTIMO NS 2007 OtSt 2CN _ 02 6275 4555 Main Northbourne Avenue Calendar DICKSON ACT 2602 A 2Day FM Australia Pty Ltd Journal 02 9375 1041 Main 2Day FM Australia Pty Ltd Level 24 500 Oxford Street BONDI JUNCTION NSW 2022 Expe 2UE 2UE
43. ote that these types of searches are not case sensitive Searching for Duplicates You can use searching to check for duplicates To do this 1 Ensure that you have all records displayed go into your view menu and select View all Companies and Individuals 3 Go into the Search Menu and select Check Name and Phone Numbers for Duplicates All of the duplicated records will appear in the address book list in front of you 10 Maximizer User Manual Mailing Lists Mailing Lists Creating Lists of Entries A list of entries may be created for a number of purposes but the most common one would be in preparation for a mail out Lists may be created through a search or several searches but 1t is also possible to simply select a few records through the address book window and make these records into a list Searching for Members of an Existing List To search for all members of a certain list From the bar menu Click Search 2 Select All Fields 3 Click on Add 4 To shorten the list of alternatives click show user defined fields only 3 Select the applicable category eg Courts and OK Search by All Fields Fields for s aiaz Select Fields for Search Available held Select Table Field alues for Search o E x CAI Field Courts Values to be searched for MiCounty Court Judges Wie U County Court Reserve Judges District Court Judges MS District Court Judges OLD Family Court Judiciary Family Court
44. porting records there may be companies that are already on Maximizer but at different addresses or slightly different names To try and make sure that the contacts end up attached to the right companies at the right address you may wish to try this method of importing records After doing the data entry or cleaning up sorting out the data available instead of importing the company and contact entries with the Real Company Names give them numbers for the different names at different addresses eg below there are 2 different addresses for Baker amp McKenzie If we imported this as per normal we would end up with contacts attached to incorrect records X Microsoft Excel extralCMCITL xls Fie Edit View Insert Format Tools Data Window Help la x lose 46hY Bas DETENER EE auto K Cu Arial 10 eae 8 8 Hiro O A F2 A E EA NAAA AAA AAA el a 1 Sname Position Compan Real Company Name Add Add2 City state P code 2 Grant Requlatory Managd TIAAPT Ltd 9 Lang Street SYDNEY NS 2000 3 Griffith Network Manager 2 ABC Multimedia 700 Harris Street SYDNEY NSW 2007 4 Carrick Law Report 3 ABC Radio GPO Box 9994 MELBOURNE VIC 3000 6 Vidler 4 ACCC PO Box 1199 DICKSON ACT 2602 6 Butt 5 Allen Allen amp Hemsley The Chifley 2 Chifley SYDNEY NSV 2000 McGill Partner 5 Allen Allen amp Hemsley Chifley Tow2 Chifley SYDNEY NSV 2000 8 Sainty 5 Allen Allen amp Hemsley Chifley Tov2 Chifley SYDNEY NSW 2000
45. ray 1 44 210 x 23 mm 3 Click on the Labels Tab 4 In the Label Type dialog box select the appropriate label type by clicking on the down arrow within the Label Type field this label number type is found on the box of labels which you would have purchased ie Laser 4 x 1 20 sheet Or select User Defined 5 Click on the Radio button to show measurements in centimetres 6 Ensure that the orientation is set to Portrait 7 Check the label margins are correct 34 Maximizer User Manual Printing 8 Ensure that you have a printer selected To select a printer click on the down arrow next to the printer dialog box this will bring up a list of all available printers Choose a printer from the pull down list in the printer field 9 Ensure your paper source 1s correct 10 Ensure the Paper size 1s set to A4 11 You can change the font size by clicking on the fonts button and adjusting them accordingly If you have selected user defined labels you need to check the Label Properties 12 Click Label Properties Label Properties Show measurements in inches Label dimension Height ae Width 3 50 centimeters Sheet unprintable area Top 1 50 Lett 50 Label page layout Humber across 2 Number dowr f 40 Horizontal gap 13 When measurements are set to match your labels above is for 14 per page Avery labels click Close 14 Once you have made all of
46. rge and click OK The Maximizer Editor will open with the selected document and a dialogue box with merge options will be displayed Cancel Select Address Book List and All Entries unless current entry only is required 68 Maximizer User Manual Maintenance 6 Maximizer Editor will display the first of the entries in the list ee Maximizer Editor New Letter cs File Edit View Format Paragraph Tools Document Window Help x ole SEA Hael 3 Times Mew Roman 12 B z y cB Pririt skip Print Al Cancel Merged with Address Book list Insert company or personal letterhead or type your name and address 1 September 1998 Hr Vern Stone Manager SAK Radio Level 1 432 St Kilda Road MELBOURNE VIC S000 A OO OPA d o T 7 A new bar menu will be displayed giving the options Print Skip Print All and Cancel 8 To print all the list select Print All A print dialog box will be displayed Select Print or Cancel 69
47. rks Criminal Law Specialists 2000 International Bar Assoc Vic Law Council Industrial Rela Law Council International Law InstAust Law Institutes victorian Barristers 2001 Law InstBar Associations Law Librarians 1999 Wl Legal Book Publishers Victoran Bar Council 1998799 victorian Bar Council 1999 00 Mictoran Barristers 1999 Victorian Barristers 000 Victorian Barristers 007 C Wictoian OC s 1999 Victoran OC s 2000 Victorian GC s 2001 4 At this point you can copy Ctrl C and paste Ctrl V this information into a word document for further formatting editing 42 Maximizer User Manual Columns Columns Create a New Column Setup The Column Setup icon allows you to change the attributes of a way a column is set up and viewed within the Address Book layout For instance this would be useful 1f you wanted to display identification and security numbers in the Company Information View layout 1 Click on the Column Setup Icon located next to the Column View field X SH S S 8 8968H Sl ih S gt Address Book 177 Displayed 170 Companies 7 Individuals E Name and Phone Numbers Company and J Macken amp Co J Macken amp The Column Setup dialog box will appear 2 Click Add Defined Yiew Properties e j Details of view Name Security Public Columns in view Available fields Field label E mail Address ee ame _ Web Page Maite
48. s that include the query as the first part of their name For example searching for wood will first show us any people with the surname Wood but it may also show us Woods Woodward etc This can help us search for long complex names by simply typing in the first few characters Also note that these types of searches are not case sensitive Maximizer User Manual Searching Searching for a Specific Company Searching for a Company may be more difficult than first imagined for example Acme Inc may have previously been entered as Acme Incorporated or other similar spellings searching for Acme Inc alone may not find the correct company The best way to search for a company is to find a word from the Company name that we are fairly sure will be in any incarnation of the name and will separate this specific Company from the others in the database In this example we would search for the word Acme 1 Form the bar menu Click on Search 2 Select Company Search by Company a E x Company i Range Find matching Modify current address book list M Companies C Add search resulte to list I Individuals C Narrow list T Contacts f Replace list with search results 3 Type the known section of the company name with an asterisk before and after the word For example acme This will search for the word acme in any part of the company name with or without words before or after acme 4 Sel
49. uals SS Default Address Book View F o Name and Phone Numbers J Macken amp Co 4 J Macken amp Select File Select Print Select Column Report Print Column Report Me x Report options Report title Detault Address Book View Cancel Print horizontally Print column Hees Print vertically Print totals for numeric user defined fields Page Setup Print options Send report bo Number of copies i Printer File Rich Text Format Draft quality EE E mail Suppress heading C Preview The report title will show which column setup is selected To have your own report heading type in what you wish to appear at the top of the report Alternatively click Suppress heading to prevent the report title from printing Select Preview to check report format If report is as required select Print 39 Maximizer User Manual Printing Printing Envelopes 1 Create a list with the entries required Refer to Creating a List of Entries if unsure how to do this 2 Click the Printer icon on the Standard Toolbar or File and Print 3 Select Envelopes Print Envelopes 4 Click Advanced and Type an additional text line 1f required 5 Enter a Message to Log to Notes 1f required 6 Click Page Setup Page Setup HP LaserJet 575M Standard on 128 250 165 190 Default Tray Ad 210 s 297 mm 7 Make sure that a printer is named in the printer selection fi
50. up User Defined Fields E mall Address web Fage Accounting Firme Alternate Address Alumni Asian Law Centre EEES LELSA CELAL CERL CMCITL Conferences Courts Date of Creation Date of Modification Deans Office Faculty Faculty Committees General General Managers Office 3 p lala ale Ei Annually ECU evert CANON Eta ROME Eel Maces ETE H 18 Maximizer User Manual Mailing Lists 7 Type the name of the new field Leave the Type selected as Table Leave as Companies Individuals and Contacts Ensure the owner is set to Public if everyone is to see this field If private viewing only is required then set the owner to a specific group Click OK You are back in the Setup User Defined Fields box 8 10 11 12 Double click on the name of the user defined field you have just created The Add Item dialog box appears You are now ready to type the itemised list Click Add Type the name of the first Item then press OK Click Add and repeat for any additional Items Click Close 19 Maximizer User Manual Mailing Lists Adding a Contact to a Mailing List If the mailing list 1s first to be created refer to Setting up a new User Defined Field To add someone to a mailing list 1 Locate the relevant record and double click within the record 2 Select the User Defined Fields tab 3 Scroll down to the appropriate category 4 Click inside the text box and a small button with three dots is
51. urne VIC 3001 Mr Peter Smith Sil Sturt St Southbank VIC 3006 Contacts g admin network databases Maximizer Cont txt TitleFirst name Last name Position Company Address1 Address2 City State Postcode Country Ms Cindy Seymore CEO News Ltd 1 George St Sydney NSW 2000 Ms Stephanie McPhereson Manager AMP 501 Collins St Melbourne VIC 3001 Prof Don Chalmers Dean U Tasmania Faculty of Law Hobart TAS 7001 2 In Maximizer select File 3 Select Import Address Book Entries Import Address Book Entries Select import file File name C Maximizer Ind_comp tat Format tat delimited F DOS text Type of import Error handling f Companies Individuals Display each error Contacts Cancel 3 Locate the text file to be imported using the Browse button 4 Click the Write errors to file button Invalid records will be logged to a file called import file name ERO You find this file in the same folder as the original import file 5 Set the Type of Import to be Companies Individuals 6 Click OK 61 Maximizer User Manual Maintenance 7 Match the order of the fields for import with those in the text file the names in the text file may differ Select Frelds for Import Ea valable Maximizer Enterprise fields Order of Import Fields from tile Field Number 10 Ind_comp txt E mail Address web Page lt Skip Field gt Address ID Mirha Full Hame Last Name Org Position 1 Company Address Line 1
52. with the records found in this search Once Maximizer has located all entries subscribed to this list 1t may take a few seconds the list of entries may then be added to with additional searches Maximizer User Manual Searching Searching for an Individual or Contact To search by last name 1 From the bar menu Click on Search 2 Select Last Name Search by Last Name E E E Y Last name Range Modify curent address book list Find matching M Individuals C Add search results to list e Contacts Narrow list i Replace list with search results 3 Type the last name or if only part of the last name is known type the known section of the last name with an asterisk before the word For example donald will find both McDonald and Macdonald It should be noted that a search without the use of asterisks will work much faster 4 Select the area in which you are searching for example Individuals 5 Indicate how you wish the found records to be displayed e You may Add the search results to the current list displayed e Narrow the list by limiting the search to only the records currently displayed in the main address book window e Replace the current list with the records found in this search Depending on the display option selected if Maximizer finds any Last Names matching your text these will now display in the Address Book window Note that at the bottom of the search results Maximizer also displays surname
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