Microsoft KB Archive/44552

= Microsoft Knowledge Base =

File: Copying Records by Name
Last reviewed: October 27, 1994

Article ID: Q44552

Summary:

In Microsoft File versions 1.x and 2.00, instead of retyping information in one record that is similar to another, copy the record or records into the Clipboard, then paste the copy back into the same or a different data file. This method works for a single record or group of records pasted by name or by position.

To copy by name, do the following:


 * 1) Select the record or records you want to copy.

2. From the Edit menu, choose Copy.

To paste the records, use the appropriate following steps:

  Do the following if the records are to be pasted into the same data file: a. Select the New record. b. From the Edit menu, choose Paste.   Do the following if the records are to be pasted into a different data file: a. From the File menu, choose Open. b. Locate and open the desired data file. c. Select the New record. d. From the Edit menu, choose Paste. e. In the Position dialog box, select By Name and click OK. 

More Information:

When copying records by name, File copies the contents of a field in the original data file to the field with the same name in the new data file. The field's position is ignored. The contents are discarded if File cannot find a field with the same name.

If the information type does not match, File displays #ERROR! in the field instead of the pasted value, and you must enter the data again. Use this method when the field names in the two files match. If necessary, change field names to match the names in the original data file using the Format Field command.

During the same session, File places the fields in order by name when you paste records back into the same data file. The contents of the fields are linked to the correct field names. Therefore, if the fields are rearranged on the Form before pasting, File rearranges the fields in the records you paste to reflect the changes you made.