Tool Bar Basics

SPECTRA contains a toolbar, which is like the one found in Microsoft Office. You can discover each button’s function just by pointing to it with the mouse. This will activate a ToolTip that displays the button’s name. The following is a review of the buttons on the toolbar at the main menu screen. The buttons will only be available if the feature is available on that screen. Otherwise, the button will be grayed out.

Add New Database Record

The function of this button will depend upon which program you are in. For example, if you are in the Database, and have the Suppliers tab selected, then clicking on the Add New Database Record will allow you to add another supplier name. If you are in Cash Receipts, and have just entered one tenant’s receipt, you should click on the Save button, and then Add New Database Record to add another Tenant’s receipt.

Open Database

From the Main Menu you can either click on a type of company in the "Find" section or click on this button to open the database. We have a whole tutorial devoted to the Open Database button, so please see that section also, for more detail. From the Open Database screen, you can click on the Return to Main Menu button, or Daily button or Reports button to carry on with your day’s activities.

Save

We recommend that you click on the Save button before leaving any screen or adding another record. This is a safety precaution, plus it simplifies your procedures, as it will usually, but not always, eliminate the onscreen prompt to save the record before leaving it.

Clipboard

These buttons function the same as found in other Microsoft applications. You can cut, or copy, selected information to the clipboard and then, retrieve the information from the clipboard and paste it to other note sections or other MS Office products.

Undo

This will undo the last entry that you typed. This will not undo your last action.

Delete

Delete the current record shown on the screen. The system will then ask a couple of questions to make sure that you really want to delete the record. You cannot use this to delete buildings, tenants, banks, suppliers or leases.

Search and Find

Use this button to find database records based on certain criteria.

Interface with Microsoft Word

Interface with Microsoft Word to send a letter or fax.

See separate help file for "Send Email".

Send VCard

A vCard is an electronic business (or personal) card. You may have seen a vCard attached to an e-mail note someone has sent you. To use this new feature in SPECTRA, open a tenant and select a contact. Then click on Send – Send vCard on the toolbar. The system will open an email and attach a vCard with the contact’s information.

Interface with Microsoft Outlook- Schedule a Task

Schedule tasks and set reminders to intergrate with your Outlook Calendar.

Main Menu

This button will take you immediately to the Main Menu, leaving whatever screen you are currently in open and still available from the menu on the toolbar. Please note, this should not be used from batch entry/posting screens

Map

When you have a company, e.g. Tenant or Supplier, on the screen, the Map button is activated on your toolbar. If your workstation is connected to the Internet, clicking this toolbar button will open Mapquest.com to enable you to find this address.

Start

These buttons enable you to start Microsoft programs (Word, Excel, Outlook, and Edge) from within SPECTRA.

Defualts

Use the Set User Default button to set up templates for letters and faxes and to set options regarding the display of actions, Today’s Reminders, and recording emails.