Chapter 13
(continued)
Importing & Exporting Information
Exporting
askSam lets you export in a variety of formats. Unstructured information can be exported as text, HTML, or RTF files. Structured information can be exported for use with other databases or for mail merge with word processors (using the Text Delimited format).
FILTER TYPE DESCRIPTION
Text (*.txt) ASCII text file.
askSam 4 (*.ask) Creates a new .ASK file from the exported information. Allows you to easily exchange information between askSam databases. This format retains the document boundaries between askSam Documents. (See Exchanging Information in askSam files later in this chapter)
askSam DOS (*.txt) Format for exchanging data between the DOS and Windows versions of askSam.
HTML (*.htm. *.html) Creates an HTML document. The HTML export supports most formats: fonts, font sizes, colors, indents and more. Graphics are not exported.
RTF Files (*.RTF) RTF files can be used to exchange formatted information (including graphics). This is a useful format when you need to transfer information from askSam to any word processor.
Text Delimited The Text Delimited format can be used to export data for Mail (*.csv, *.dat, *.prn, *.txt) Merge with a word processor, or to import into a spreadsheet or another database program.
1. Open the file containing the information you want to export.
2. Choose FILE -> EXPORT.
A Menu will appear containing the following options:
OPTION EXPORT EFFECT
CURRENT DOCUMENT Exports the Document displayed on the screen.
ENTIRE FILE Exports all Documents in the current file.
SELECT DOCUMENTS Exports a selected group of Documents. This option accesses the Search Dialog.
STORED SEARCH Exports the Documents selected by the stored search you select.
REPORT Exports the output of a report. Selecting this option will display the Run Report Dialog Box. Select the report you wish to export and choose RUN.
3. Choose one of the options listed above.
The EXPORT Dialog Box will appear.
Enter a name for the file you are exporting.
4. Choose the Export Type Option and select the appropriate file type.
5. Choose SAVE.
The Export Status Message Box will appear showing how many Documents have been exported and the size of the exported file.
6. Choose CLOSE when the export is complete.
NOTES:
1. If you want to retain formatting information when exporting (such as tabs, fonts, colors, etc.), choose RTF as your export File Type.
2. Checking the Append Box in the EXPORT Dialog Box allows you to append the exported information onto the end of an existing file. The Append option is only available for certain export types.
3. The Delimiters button in the Export Dialog Box allows you to define a delimiter that is output between Documents when more than one Document is exported.
4. When you export in askSam 4 (*.ask) format, the Entry Forms, Reports, and File Settings from the original file are transferred to the new file.
The Export Dialog Box
The Export Dialog Box controls how and where your files are exported. The Export Dialog offers a variety of options that affect the way your information will be exported.
In the Export Dialog select a drive, path, and enter a name for the file you will export.
In addition, you can set the following options:
OPTION DESCRIPTION
EXPORT TYPE Selects the type of file you will export (for example text, RTF etc.). The file types are listed above in the Export Formats section
APPEND FILE Checking the Append Box allows you to append the exported information onto the end of an existing file. The “Append File” option is only available for certain export types.
OEM Format Windows and DOS use different character sets for extended characters. If you export a text written in another language, you may notice that certain accented characters do not appear correctly in your other application. The “OEM format” check box lets you export information without encountering this problem. If you are exporting information to another Windows application, make sure that the “OEM format” check box is not selected. If you are exporting text to a DOS application, the “OEM format” option should be checked. This option is not available for all File Types.
DELIMITERS The Delimiters button allows you to define a delimiter that is output between Documents when more than one Document is exported. You can set the delimiter to “No Delimiter”, a “Blank Line”, a “Page Break”, or any “Text String”.
Exporting A Text Delimited File
The Text Delimited format is a convenient way to transfer data between applications. Data exported in this format can be used as a merge file in most word processors. Delimited data can also be imported into spreadsheets or other databases applications.
To export structured data into Text Delimited file:
1. Choose FILE -> EXPORT.
A Menu will appear containing five options.
2. Choose ENTIRE FILE if you wish to export all the data contained in the file. Choose SELECT DOCUMENTS and enter a request if you wish to export a subset of data. (The chapter on Searching explains entering a request in the Search Dialog.)
The EXPORT Dialog Box will appear.
3. Enter a name for the file you are exporting.
4. Choose the “Export Type” option and select Text Delimited.
5. Choose the SAVE button.
The SELECT FIELDS Dialog Box will appear.
The Select Fields Dialog contains the following options:
OPTION DESCRIPTION
FIELD LIST Contains a list of all the fields in your file (this list comes from the fields listed in your Entry Forms). Select the fields you want to export and choose ADD.
EXPORT FIELDS LIST Contains a list of the fields that you've selected to export.
DELIMITER Sets the delimiter that will be output between the fields. You can choose “Comma”, “Semicolon”, “Space”, or “Tab”.
TEXT QUALIFIER Sets a character that will surround the fields you output. You can set this to a single quote or double quote.
OUTPUT CARRIAGE This option affects the way that multiple line fields are output.
RETURNS IN MULTIPLE If checked, carriage returns are output in multiple line fields. If
LINE FIELD this option is not checked, carriage returns are stripped from
multiple line fields.
SINGLE LINE FIELD / This option lets you set whether the fields you are exporting MULTIPLE LINE FIELD are single or multiple line. The default value is “single line”. After you select the fields you want to export, go through the list, select the multiple line fields, and click on the “Multiple line” option.
6. Check the fields you want to export (in the Field List), and choose ADD.
The fields will be added to the “Export Fields List”.
7. If any field in the “Export Fields List” is a multiple line field, select this field and click on the “Multiple line field” option.
8. Choose OK.
A Message Box will appear and your data will be exported.
9. Choose CLOSE when your export is complete.
Exchanging Information Between askSam Files
You can use askSam's Import and Export functions to transfer information between askSam files.
· Export the Documents you want in your other file in askSam 4 format (use the “Select Documents” command to export only selected Documents).
· Open the askSam file into which you want to import the information.
· Import the information as the askSam 4 file type.
Exporting A Subset Of askSam Documents
To create a new askSam database from a subset of documents in an existing database:
1. Open the file containing the Documents you want to export.
2. Choose FILE -> EXPORT.
A Menu containing five Options will appear.
3. Choose SELECT DOCUMENTS.
The Search Dialog will appear.
4. Enter a request to retrieve the Documents you want to export. (The chapter on Searching contains instructions on using the Search Dialog.)
5. Choose OK.
The Export Dialog Box will appear.
6. Enter a name for the file you are exporting.
7. Choose the File Type Option and select askSam 4 (*.ask).
8. Choose OK.
A Message Box will appear and your data will be exported.
9. Choose CLOSE when the export is complete.
A new askSam file has been created. Choose FILE -> OPEN to view it.
NOTE: When you export in askSam 4 format, the Entry Forms, Reports, and File Settings from the original file are transferred to the new file.
If you are using both the DOS and Windows versions of askSam, there is a simple way to transfer information between the two programs.
When Importing or Exporting from the Windows version, follow the instructions above on exporting data, but be sure to select the "askSam DOS" option under File Type when you Import and Export data. This corresponds to SAM mode in the DOS version. It saves the information defining Document boundaries.
When Importing or Exporting in the DOS version, use SAM mode and follow the instructions in the askSam DOS Manual.
NOTES:
1. askSam 4 can read files created by the DOS version. If, however, you open these files, they will no longer be accessible to the DOS version.
2. The DOS version of askSam does not support the variety of formatting information supported in the Windows version. When you transfer data from the Windows version to the DOS version, formatting information is removed.
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