To transfer records from one database to another database, you will need to perform the following:
- Export the records you want to transfer from the initial database
- Import the records into another existing database or into a new, blank database
Steps to perform these operations are outlined as follows:
Step 1: Exporting selected records from an initial database:
- Open your program by double-clicking on the program's icon in the Start Menu or on your Desktop
- Open your initial database file that contains the records you want to transfer. If that list is already opened, continue on. Otherwise, choose the File Menu and select Open. On the window that appears, browse to the folder containing your initial database in the Look In drop-down, and then highlight the file name in the window underneath by left-clicking on it. Once the file is highlighted, click the Open button.
- You should see your database open in the program. Click on the Data Table Tab in the upper-left of your program to view the rows and columns of data records in your list.
- Hold down on the CTRL (Control) key on the keyboard. As you hold this key, do a single left-click on the row number preceding each record that you wish to transfer out of this list. As you do this, each record row that you click should highlight. If you only can get one row to highlight at a time, it is because you are not holding down the CTRL (Control) key on the keyboard. When you have highlighted your chosen records, let go of the CTRL key.
- Choose the File menu and select Export.
- On the Export dialog, select the option Selected Records in Data Table for the "Export Mode" and then click the Add All button to tell the program to export all the fields for each exported record. If you wish to instead export only specific fields of your selected records, then click on a field name in the Fields in Current File listing and then click the Add>> button. This will send that field name to the Fields to Export listing. Repeat selecting fields and adding them to the Fields to Export listing until you have chosen all your fields to export. When you're done, click OK.
- A Save As dialogue will open. Choose a hard drive or disk location to create the file in by selecting it in the Save In drop-down. Then, give the export file a name in the File Name entry (you can use the default ExpFile name if you want). When you're ready to export, click Save. Make note of the name and location of your file for importing later.
Step 2: Imported the exported records back into a new or existing database file.
- You can either open a separate, existing database file to which to import your records, or you can start a new database that's blank to import only the exported records. It's up to you.... however you must be logged in as the Administrator for whatever database you use to accept the import.
- To open an existing database file: Choose the File Menu and select Open. On the window that appears, browse to the folder containing your initial file in the Look In drop-down, and then highlight the file name in the window underneath by left-clicking on it. Once the database is highlighted, click the Open button. Log in as the Administrator to continue.
- To open a new database: Choose the File menu and select New Custom File or New with Template. Choose as Administrator password to continue opening the new file.
- Once you have your new or existing database file open, choose the File menu and select Import
- In the main window of this Import dialog, you should find the file you just exported. When you see it, left-click on it once to highlight it, then click the Open button.
- A dialog Use First Record for Field Names will appear. Click the Yes button on this dialog.
- A window Assign Import Fields will appear next. If the bottom-left dialog box for Fields in Import File is completely empty, then simply click the OK button. If the bottom-left dialog box for Fields in Import File has field name entries in it, you will need to assign those fields to an appropriately-matching field from the bottom-right dialog box for Fields in Current File. Do this by left-clicking to highlight a field entry in Fields in Import File list, then finding its appropriate match and clicking on it in the Fields in Current File listing. When you do this, both entries should disappear from their respective lists and re-appear as a field assignment in the top dialog box (For example, you might need to click on First Name in the Fields in Import File listing and then click on its "match" in the Fields in Current File listing, which is First). Repeat this manual assignment process until you have assigned every field from the Fields in Import File listing (so that it is empty), or it contains the leftover fields you have decided you do not need. Click OK when you're done.
The records will be imported and added to the bottom of your file. You will see them on the Data Table or Data Entry tabs in the program. Click on one of these tabs to verify that your information imported successfully. You may wish to Save your changes at this point.