Records or fields need to be tagged before they can be exported. You can tag records and fields or a combination of both.

The process I will outline is the simplest to maintain. It allows records all records and fields to be exported in *.cvs format and input in Access. The Access version I have loaded is XP but the process should be the same in earlier versions. If the process is followed, there will be no need to recreate reports and queries in Access each time new DB2000 information is available.

The first step in exporting is to select records. Remember that a record contains fields and the fields contain segments of data. All screens in the DB2000 (except the BDU and field selection screen for exporting) show the records horizontally. Fields are the vertical columns.

Click TA to tag all records. There will be an asterisk in the Tag column. You have selected all the records so return to the main screen.

The second is to select the fields output format

Once you click on "Tagged Records" you will come to the next screen.

Click TA to tag all fields, Make sure there is a check before headers and click Save.

Enter a file name. Adding a date to the name might help, ie. SQ81203. By default, the file will be stored in the same directory as the DB2000 is located. Generally, this is C:\Program Files\DB2000V3.

The file can now be attached to e-mail and sent. The ends the file preparation step.

Using the data

Now the file must be imported to an application. For this tutorial I will be using Access.

The first step. Start by opening a blank database in Access and giving the database a name. Accept the default type of .mdb. Keep the name simple. A date added to the name would be of no use here

Import the external data file

In the Import dialog box you will have to make 2 choices. The location of the file to import and the type of file to import. Change the File type to import first or you will never find the file

Next change to the location that the file is stored. If you received the file by email, the attached file had a name. If you are not sure where attachments are stored, you can use the Find or Search feature located on the Start button menu to find the files location.

Select the datafile and click the "Import" button Select the listed options in the following screens and click "Next"

Be sure there is a check in "First row contains Field names". It will save you a lot of grief later. Click "Next"

Accept this screen and click "Next"

Very important step. Change the primary key to Certificate

Enter the table name of your choice but do not place spaces in the name and click finish

That's all there is to it!!! Congratulations!!!

Open the table and look at the data. You will see field names in the header at the top of each column. There will be a lot of data you don't need. Don't worry. Using the query you can eliminate if from your reports.

Changing the data. The only real change between importing new data and the process outlines above is that you need to get rid of the old data table first. NOT THE WHOLE DATABASE - JUST THE TABLE. All the queries and reports you created are linked to a table so you will have to use the same table name on the data you import. If you delete the old table and import new data using the same table name, all the old reports and queries will correctly link and you will be minutes away from creating updated reports. Before reports will display the new data, you have to run the associated query to update the queries links to the new data. Just open the query, look at the data and verify what you see, close the query and run your report.