Works 95 FAQ: General Database Questions

This article provides answers to frequently asked Works database questions.

1. Q. Why does my new database already contain information?
   
   A. When you create a new document and the document already contains information, it means it has been saved as a default template. To turn off the default template, use the steps below.
   
   
   1. Create a new database document.
   2. On the File menu, click Save As.
   3. Click Template, and then click Defaults.
   4. Click Clear to remove the specified default template.
   5. Click Cancel to close the dialog box.
2. Q. How do I export my data from Works to Microsoft Access?
   
   A.
   1. Open the file in Works for Windows.
   2. On the File menu, click Save As.
   3. Click the Save As Type and choose dBASE IV. Click Save.
   4. In Microsoft Access, open an existing database or create a new database.
   5. On the File menu, click Import.
   6. Select dBASE IV as the Data Source.
   7. In the Select File dialog box, find and select your Works for Windows database file. Click Import.
   For more information about transferring files to Microsoft Access, see following article in the Microsoft Knowledge Base:
   93429  (http://support.microsoft.com/kb/93429/EN-US/ ) Works: How to Import a Works for Windows Database to MS Access
3. Q. How do I export my data to another database program?
   
   A. To export a document into a format that Works supports, do the following.
   
   
   1. Open the document you want to save.
   2. On the File menu, click Save As.
   3. Click the Save As Type, and choose a format the other program supports, such as dBASE IV (.dbf) or Text and Tabs.
   4. Click Save.
   If you are trying to save a document for use in another database, and that format is not available in the Save As Type box, select a format that the other database program can import. For information about the types of formats supported by the database program, see your user's guide or contact the program manufacturer.
   
   Microsoft Works for Windows 95 supports the following database formats:
   
   
   • dBASE III
   • dBASE IV
   • Text, comma-separated
   • Text, tab-separated
   • Microsoft Works for Windows 3.0 DB
   • Microsoft Works for Windows 2.0/Microsoft Works for DOS
   • Microsoft Works 3.0 for Macintosh DB
   • Microsoft Works 4.0 for Macintosh DB
4. Q. How do I import data from other database programs into Works?
   
   A. You can import documents from several different database formats into Works using commonly supported file formats. To open a document that is directly supported by Microsoft Works, do the following:
   
   
   1. On the File menu, click Open.
   2. In the Files Of Type box, click the type of document you want to open. All supported formats are listed here.
   3. Select the document, and then click Open or OK.
   If you're trying to open a document from a database that is not included in the Files Of Type box, you must convert the document into one of the supported formats using the program that created database. For information about the types of formats supported by the database program, see your user's guide or contact the program manufacturer.
5. Q. What causes the message "Some text has been truncated" when I save a document in dBASE format?
   
   A. This error occurs if the field width for any field in Form view is insufficient. To correct this problem, switch to Form Design view and resize each field so that it is at least as large as its longest entry.
6. Q. Why are fields completely blank after I export to dBASE file format?
   
   A. This is usually a result of numeric or date formatting in fields containing text. To correct this problem, select a field that is blank after exporting. Then, on the Format menu, click Field and verify that the field has the correct numeric formatting. For example, each text field must be formatted as General or Text.
7. Q. How do I make a multiple-line field?
   
   A. If you want a multiple-line field in List view, do the following:
   
   
   1. Select the field.
   2. On the Format menu, click Alignment.
   3. Make sure the Wrap Text box contains a check mark.
   4. Click OK.
   If you want a multiple-line field in Form view, do the following:
   
   
   1. On the View menu, click Form Design.
   2. Select the field.
   3. On the Format menu, click Field Size.
   4. In the Height box, type the number of lines you want in the field.
   5. Click OK.
8. Q. How do I total a column/field in the Works database?
   
   A. The best way to total a field in a Works database is to use a report. To use a report, do the following:
   
   
   1. On the Tools menu, click Report Creator.
   2. Name the report and click OK.
   3. Step through the Report Creator, selecting the options you want on each tab.
   4. On the Summary tab, select the field that you want totaled and select the Sum box.
   5. Click Done.
9. Q. How do I create a running total in the database?
   
   A. A running total shows the sum of all the values in a specific field up to any given record. In a Microsoft Works database, you can use a formula to automatically create and calculate a running total. For example, if you have a field called "Gizmos" and you want to keep a running total to track additions and subtractions of your inventory of Gizmos, do the following:
   
   
   1. Enter the starting number of Gizmos in record 1 of the field.
   2. Create a new field named "Total".
   3. Enter the same number in the first record of the Total field.
   4. In the second record of the Total field, type the formula
      =Gizmos+Total
10. Q. How do I combine text from two separate fields into one field?
    
    A. To combine text from two fields into one, use the ampersand (&) to join the fields. You may also want to include one space. For example, if Field1 contains "John" and Field2 contains "Brown", the following formula will produces a combined "John Brown" in Field3:
    =Field1&" "&Field2.

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