This can not be understated. Changing member information should only be done from a single source or by a single person. Each upload of new information WILL overwrite existing information. Old, obsolete data which doesn't include all changes WILL overwrite existing changes and result in data corruption.

With that stated, let's settle down to how to update your squadrons information.

View the Field definitions to see the fields displayed under each option

In this section we will cover the Roster - Comm - Boats sections. These are the only sections needed to update members information.
Grade - History - User sections can be used for reports, but contain no information you can change. Org - MM These will be covered in the report section. My Comments

The process to change a fields data is unlike any other Windows program.

Definition conventions used in this tutorial:
The information going horizontally is called a record. Records are divided into fields (or cells).
Data is displayed in tabular or columnar format
Only the BDU form available from the Roster screen uses columnar format.

Column header color meanings

• Tan - USPS maintained
• Blue - Squadron maintained
• Green - Retained locally. This information is not uploaded and could be lost if the DB2000 program is deleted from the computer.

The files DBx.mdb and DBx.bak hold your current information.

The information in any column with a blue or green header can be changed. All others fields are reserved fields and can only be changed at National.

There is very limited undo capability - like none. Once you have completed entry in a field, you must re-enter or re-edit the fields data to make a change.

Changing field data

Select a field by clicking the field.

The background will turn BLUE to verify it is selected.

Double click the field and it will turn PINK.

The field must have a pink color to edit the data. After double-clicking, a pulsing cursor will appear on the right. Use the arrow keys to move the cursor across the data without changing the data. Use the BACKSPACE key to delete a character to the immediate RIGHT of the cursor and the DELETE key to delete a character to the immediate LEFT of the cursor.

Press ENTER when you have finished your changes. This will lock in the changes and return the cell to a BLUE color.

You will not be able to select another field until the background color returns to BLUE.

Errors happen
NOTE: This program does not have an UNDO button.
If you feel you have made a mistake and do not want the changes to be entered, press the ESC key located in the upper left corner of your keyboard. Pressing ESC reverses changes made while working with that field. Once you have pressed ENTER, the only way to correct the error is to edit or re-enter the data. BE CAREFUL

Take note of the above graphic. While your are in the "pink" edit mode the option buttons are "grayed" out. You must complete the edit before other options are available.

The BDU option opens the edit form below.
You can locate a record by using buttons in the "Navigation" section.
To edit a field you must:

• Click in the field
• Click edit
• Edit the field
• Click OK

Click the < Roster button to return to tabular view.

Once you have completed your edits and verified your changes, Click the blue <Main button to return the start screen.

Save and SAVE often can not be over stated. After you have made several changes or are being interrupted for any reason S-A-V-E. It only takes a second. Just return to the start screen. If you feel you have made an error and are not sure how to make the correction, select the second option which will discard all the changes since the last save. After a SAVE you have to go in and make changes by hand.

If you decide to exit before saving changes, you will be prompted to save the changes. No will exit the program without saving changes and Cancel will stop exiting the program and return to the start screen. If you are unfortunate enough to find one of those program glitches which shuts the program down, all changes since the last save are lost.

Well, that's about all you need to Load, Install and perform Data Entry.

Probably my biggest objection to DB2000 it that it prevents me from accessing other programs and data. I have a bad habit of loosing scraps of paper and reminder notes. I have a file on my desktop which I use to place notes. I need fast access to this area and have a shortcut on my quick launch bar to access the file, my e-mail, check new mail as it arrives on the server, or access the Internet. Once I start the DB2000, this access is blocked.

Many of the updates I get from members comes in the form of e-mail. It would save a lot of re-entry time and eliminate possible entry errors if I could cut data from e-mail and paste directly into data fields.

The solution is so easy. Change the size of the DB2000 screen. This can only be accomplished on the opening DB2000 screen, but the resizing will be maintained until the program is closed. A window can only be resized if it is in RESTORE mode. The middle icon in the upper right corner must appear exactly like the following graphic. Next, move your cursor to the very top edge of the window. The cursor will change from a white arrow to a vertical double ended black arrow. You might not be able to see the top of the arrow, but the process will still work. While the double-headed arrow is displayed, click and hold the left mouse button down and drag the top edge down about 1/2 inch (or the width of your task bar).

Restore Mode	Horizontal Resize	Window Move	Vertical Resize

Adjusting screen sizes are a little tricky, but well worth using. With a little practice, adjustments become second nature.

Spouse names:
Each squadron seems to enter these names differently. Informal names are fine and probably preferred since they are used for contact greetings and not certificates or awards. Last names should only be included if different from spouse (and even that is optional). Long spouse name become a spacing problem. Middle initials should be used only when absolutely needed.

Phone numbers:.
Some members don't want their home phone number listed for various reasons and their right to privacy must be protected. A private listing for those members could be maintained which is not distributed. To prevent bugging those members repeatedly, I have their home number listed as 000 999-9999. (I have used this option only when no business or cell number is listed.)

Reluctant members may need to be reminded that this is a private list. It is available only to selected USPS members and distributed only to other squadron members who are bound not to disclose any roster information to non-squadron members.

Getting members information is a job for Dick Tracey. I have asked:

• the member directly, if they show at a squadron event.
• solicited information from their friends.
• used the Internet. (then confirmed that the info is correct.)
• requested information in the newsletter - (generally this method had gone nowhere.)

Roster chairman must be aware:

When I made my first pass at correcting Chicago's database, I listed all the names and information in a columnar text file. As existing information was confirmed, I deleted the member from the update list. If information was changed, I color coded the changes. When it came time to make changes to the DB2000, the text file and the DB2000 were opened in split screen format and data was inserted using cut-n-paste.

The graphic below depicts the multi-screen approach used when updating Zip codes to the 10 digit format. The same results can be achieved by using the task bar to switch between open applications.

[For the curious: The computer used for this display is a Dell lap-top with 64MB of memory. The taskbar shows that I am using several programs simultaneously while creating this tutorial. The screen capture shows the three screens I used while updating Zip codes and new member e-mail data.]

Postal Zip codes are available at:
http://www.usps.com/zip4/welcome.htm?from=global&page=2132findzip

Snow Bird options for dual addressing.

The last step is to Upload your changes to National.