3.1: How to Install CDC EZ-Text

For Windows 95/ Windows NT Users:

Step 1: There are three "CDC EZ-Text" Setup disks. Insert the first Setup disk (Disk 1) in the 3 1/2" drive.

Step 2: Click on the Start button on the bottom Taskbar, point to Settings, then click Control Panel.

Step 3: Double-click on Add/Remove Programs.

Step 4: Click on the Install button and follow the instructions on the screen.

Note: It is strongly recommended that "CDC EZ-Text" be installed in the default directory (C:\EZTEXT30). If "CDC EZ-Text" is installed in a different directory, the EZTEXT30.INI file located in the main operating system directory (usually C:\WINDOWS) will need to be modified to reflect the new path.

For Windows 3.1 Users:

Step 1: There are three "CDC EZ-Text" Setup disks. Insert the first Setup disk (Disk 1) in the 3 1/2" drive.

Step 2: Select the Run command from the File Menu within File Manager.

Step 3: Type a:\setup in the Run dialog box. (Type b:\setup if the 3 1/2" drive is referred to as B.)

Step 4: Press the Enter key or click on the OK button. Follow the instructions on the screen to install EZ-Text.

Note: It is strongly recommended that "CDC EZ-Text" be installed in the default directory (C:\EZTEXT30). If "CDC EZ-Text" is installed in a different directory, the EZTEXT30.INI file located in the main operating system directory (usually C:\WINDOWS) will need to be modified to reflect the new path.

3.2: Start-Up and On-Line Help Documents and Files

Click on the EZ-Text icon. When EZ-Text opens, a credits box appears and automatically closes. Following this, the Help File be opened via the Menu Bar at the top of the screen. The Help File (named "eztext30.hlp") is automatically installed with the EZ-Text program and provides basic instructions on how to use the program. The Help File can be printed directly from EZ-Text or opened in any word processor.

To access the Help File:

Step 1: Click on Help on the Menu Bar. The Menu Bar is located at the top of the screen. (See figure 3.2-1.)

Step 2: The Help File will appear on the screen. Click on the Command Buttons, which appear at the bottom of the screen, to navigate through the Help File. The Command Buttons can also be accessed by using the Tab key on the keyboard. (See figure 3.2-2.)

Step 3: To exit the Help File, click on the Cancel Command Button.

3.3: Applications of an Existing Database

After the opening credits box automatically closes, other instructions, found at the bottom of the screen, describe the initial steps for defining a new database or accessing an existing database. The rest of this chapter provides directions for different applications of existing databases, and briefly discusses control functions within those databases. Instructions for creating a new database are addressed in Chapter 5.

3.3(a): Opening an Existing Database File

To open an existing database file:

Step 1: Click on File on the Menu Bar.

Step 2: Click on Open Database on the File Menu. (See figure 3.3-1.)

Step 3: A list of saved documents will appear. Highlight the name of a previously-saved database file and click on OK. Alternatively, type the name of the database file at the prompt and click on OK. (See figure 3.3-2.) If the file to be opened does not appear in the list of files, select the appropriate drive and folder. To select a drive, click on the arrow to the right of the drive field, and select the needed drive from the pull-down menu by clicking on the drive. To select a folder, scroll down the list of folders, and double-click on the folder needed.

After selecting the desired file, the Interview Information Screen will load, and the first respondent record will appear on the screen.

An example of an EZ-Text database is automatically installed with the EZ-Text program. The example database can be used to learn the functions of EZ-Text described in this manual.

To open the Example Database:

Step 1: Click on File on the Menu Bar.

Step 2: Click on Open Database on the File Menu.

Step 3: Highlight example.mdb under File name, and then click on OK. (See figure 3.3-3.)

The example database is now open. (See figure 3.3-4.)

3.3(b): Deleting an Existing Database File

To delete an existing database file:

Step 1: Click on File on the Menu Bar.

Step 2: Click on Delete Database on the File Menu. (See figure 3.3-5.)

Step 3: A list of previously-saved documents will appear. Highlight the name of the database file to be deleted, and click on OK. Alternatively, type the name of the database file at the prompt and click on OK. (See figure 3.3-6.) If the file to be deleted does not appear in the list of files, select the appropriate drive and folder. To select a drive, click on the arrow to the right of the drive field, and select the needed drive from the pull-down menu by clicking on the drive. To select a folder, scroll down the list of folders, and double-click on the folder needed.

Step 4: After the database file has been deleted, a screen will appear informing the user that the file deletion was successful. Click on OK. To return to the Home Screen, click on Cancel.

3.3(c): Copying and/or Renaming an Existing Database File

To copy and/or rename an existing database file:
Step 1: Click on File on the Menu Bar.

Step 2: Click on Copy or Rename Database on the File Menu. (See figure 3.3-7.)

Step 3: A screen with two columns of fields will appear. The column on the left displays a list of files from a Source Folder, a list of Source Folders, and the Source Drive. The column on the right displays a list of files from a Target Folder, a list of Target Folders, and the Target Drive. From the list of files above Source Folders, highlight the file to be copied and/or renamed. (See figure 3.3-8.) If the file to be copied does not appear in this list of Source Files, select the appropriate Source Drive and Source Folder. To select a Source Drive, click on the black arrow to the right of the Source Drive field, and select the needed drive from the pull-down menu by clicking on the drive. To select a Source Folder, scroll down the list of Source Folders, and double-click on the folder needed.

Step 4: Select the folder, in the right-hand column, into which the database file will be copied (Target Folder). To select the Target Folder, double-click on the top folder in the Target Folder field. Scroll down the list of folders, and double-click on the folder needed. If it is necessary to change the Target Drive, click on the black arrow to the right of the Target Drive field, and click on the appropriate drive. (See figure 3.3-9.)

Step 5: After selecting the Target Folder, type the name of the database file in the field under Target File Name. If you are renaming the database file, type in the new name ending with an .mdb or .bak extension. Click on OK. A screen will appear to inform the user that the file was successfully copied. Click on OK. To return to the Home Screen, click on Cancel. (See figure 3.3-10.)

Note: If the user wants to rename a database file in the same folder, make sure the Target Folder is the same folder as the Source Folder. (See figure 3.3-11.) When a file is renamed, the original file will still exist. To delete the original file, see section 3.3(b).

3.3(d): Moving an Existing Database File

To move an existing database file:

Step 1: Click on File on the Menu Bar.

Step 2: Click on Move Database on the File Menu. (See figure 3.3-12.)

Step 3: A screen with two columns of fields will appear. The column on the left displays a list of files from a Source Folder, a list of Source Folders, and the Source Drive. The column on the right displays a list of files from a Target Folder, a list of Target Folders, and the Target Drive. From the list of files above Source Folders, highlight the file to be moved. (See figure 3.3-13.) If the file to be moved does not appear in this list of Source Files, select the appropriate Source Drive and Source Folder. To select a Source Drive, click on the black arrow to the right of the Source Drive field, and select the needed drive from the pull-down menu by clicking on the drive. To select a Source Folder, scroll down the list of Source Folders, and double-click on the folder needed.

Step 4: Select the folder, in the right-hand column, into which the database file will be moved (Target Folder). To select the Target Folder, double-click on the top folder in the Target Folder field. Scroll down the list of folders, and double-click on the folder needed. If it is necessary to change the Target Drive, click on the black arrow to the right of the Target Drive field, and click on the appropriate drive. (See figure 3.3-14.)

Step 5: After selecting the Target Folder and the file to be moved, click on OK. A screen will appear to inform the user that the file was successfully moved. Click on OK. To return to the Home Screen, click on Cancel.

3.3(e): Restoring a Backup Copy of an Existing Database File

To restore a backup copy of an existing database file:

Step 1: Click on File on the Menu Bar.

Step 2: Click on Restore Backup on the File Menu. (See figure 3.3-15.)

Step 3: The Restore Backup File Screen will appear. Select the folder that holds the backup file to be restored. To select a folder, double-click on the top folder in the Folder field. Scroll down the list of folders and double-click on the appropriate folder. The list of backup files within the chosen folder will appear in the second field under File name. (See figure 3.3-16.)

Step 4: Highlight the name of the backup file to be restored and click on OK. Alternatively, type the name of the backup file at the prompt and click on OK. (See figure 3.3-17.)

Step 5: If the backup file has the same name as the .mdb or original file, a warning will appear on the screen. (See figure 3.3-18.) If the restoration of the backup file is continued, the .mdb file will be overwritten. To avoid overwriting the original file with the backup file, rename either the original file or the backup file. See section 3.3(c). If the user chooses to proceed and overwrite the original file, click on Yes on the Warning Screen.

Step 6: Once the user is ready to restore a backup copy and clicks on OK from the Restore Backup File Screen, a screen will appear confirming the backup file has been restored. (See figure 3.3-19.) Click on OK. To return to the Home Screen, click on Cancel.

3.4: Menu Bar and Command Buttons on the Interview Information Screen

After opening a file, the user will see two sets of control functions: the Menu Bar (the bar at the top of the screen) and the Command Buttons (the buttons at the bottom of the screen). The Menu Bar commands can be accessed either by clicking on them using the mouse, or by pressing the Alt key in combination with the underlined letter of the command on the Menu Bar. Each menu accesses a list of commands or functions which will be subsequently described in this manual.

The Command Buttons are accessed simply by clicking on them. Move the mouse until the cursor is over a Command Button, and click the left mouse button once. Or use the Tab key to move through the Command Buttons. The Command Buttons generally function as labeled (i.e., First moves to the first record in the database, Last moves to the last record in the database).

Located between the Menu Bar and the Command Buttons is a series of Interview Information fields which describe key features of the study and each respondent. Two of these fields are required for all EZ-Text database files: a descriptive study name and a respondent identification number. The length and content of these two fields are user-defined. The other fields are optional, and might include variables such as the interviewer's name, date and location of the interview, age and gender of the respondent, etc. The user-defined names (up to 20 characters long) for these fields appear to the left of the corresponding box. The boxes are filled in for each respondent during data entry.

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