Microsoft KB Archive/30431

= Microsoft Knowledge Base =

File: Dividing a Data File
Last reviewed: October 26, 1994

Article ID: Q30431

Summary:

In Microsoft File, if a data file is too large to handle or the system indicates it has insufficient memory to perform functions such as printing or saving, divide the data file into two or more data files. This can be accomplished by using the Hide or Find operations to select portions of the data file and using the Save As command to save the portions of the data file as separate files. Below are two methods of dividing files.

More Information:

Method 1
To divide a file, do the following:


 * 1) Select a range of records in the data file (for example, the second half of the records).
 * 2) From the Organize menu, choose Hide Records. This will leave only a portion of the records on the screen (for example, the first half of the records).
 * 3) From the File menu, choose Save Records As, and give the data file a new name. This will save the records in the active window as a separate data file.
 * 4) Open the original data file and choose Show All Records from the Organize menu.
 * 5) Repeat steps 1, 2, 3, and 4 for different ranges of records until all records have been saved in separate data files (for example, select the first half of the records and repeat the process).

Method 2
The following method can also be used to split files:

 From the Organize menu, choose Find to select a range of records for the first data file (for example, find records in which the Name field starts with A through M).  From the File menu, choose Save Records As to save this first range of records under a new name. Please note that if your data file contains any computed fields, you must move these fields below the Hide line in the Form window before performing the save. For more information about saving these fields, query in this Knowledge Base on the following words: save and records and removes and computed and characteristics  Repeat steps 1 and 2 for each range selected from the original data file, in each case saving the new data file under a different name (for example, use the Find command on records in which the Name field starts with N through Z).