Microsoft KB Archive/109040

Knowledge Base

Works: How to Parse Data in a Spreadsheet or Database

Article ID: 109040

Article Last Modified on 11/15/2004

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APPLIES TO

• Microsoft Works 3.0 Standard Edition
• Microsoft Works 3.0a
• Microsoft Works 3.0b
• Microsoft Works 4.5 Standard Edition
• Microsoft Works 4.5a
• Microsoft Works 4.0 Standard Edition
• Microsoft Works 4.0a

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This article was previously published under Q109040

SUMMARY

To parse data in the Works version 3.0, 4.0, 4.5, or 4.5a Spreadsheet or Database module, you can copy the data into the Word Processor module and use the Replace command.

MORE INFORMATION

For example, let's assume you have a database that looks as follows:

   Name             Phone
   ----             -----
   Mary Jones       (909)555-1111
   Joe Smith        (909)555-1234
                

And you want it to look as follows:

   Name          Area Code    Phone
   ----          ---------    -----

   Mary Jones    909          555-1111
   Joe Smith     909          555-1234
                

In this example, the parentheses will be removed from the area code and a tab will replace the right parenthesis. This will allow the area code to display as a positive number in a different column.

To modify this database to look like the second example:

1. Open the spreadsheet or database in list view.
2. Highlight the entire Phone column.
3. From the Edit menu, click Copy.
4. In Works 3.0: From the Insert menu, click Row/Column (spreadsheet) or Record/Field (database).
   
   In Works 4.0, 4.5, or 4.5a: From the Insert menu, click Insert Column (spreadsheet) or from the Record menu, point to Insert Field and click Before (database).
5. In Works 3.0: If you are in a database, click Field Name from the Edit menu, type Area Code, and click OK to name the field.
   
   In Works 4.0, 4.5, or 4.5a: If you are in a database, type Area Code, click Add, and then click Done.
6. In Works 3.0: From the File menu, click Create New File and select Word Processor.
   
   In Works 4.0, 4.5, or 4.5a: From the File menu, click New, and select Word Processor from the Works Tools tab.
7. From the Edit menu, click Paste Special. The Paste Special dialog box will appear.
8. Select Unformatted Text and click OK. The phone numbers will appear in the new Word Processor document.
9. From the Edit menu, click Select All.
10. From the Edit menu, click Replace.
    1. In the Find What text box, type a left parenthesis (.
    2. Leave the Replace With text box blank.
    3. Click Replace All.
    4. In the Find What text box, type a right parenthesis ).
    5. In Works 3.0: In the Replace With text box, type ^t.
       
       In Works 4.0, 4.5 or 4.5a: Click the Replace With box and then click Tab (thick arrow).
    6. Click Replace All.
    7. Click Close.
11. From the Edit menu, click Copy.
12. Choose the name of the original spreadsheet or database from the Window menu.
13. Place the highlight in the first cell of the Area Code column (inserted in step 4).
14. From the Edit menu, click Paste.

The phone numbers will now be separated in the new format as shown above.

REFERENCES

For more information about how to perform this task in Works, see your Works printed documentation or online Help.

Additional query words: kbhowto w_works ss db wp separate seperate separating divide dividing seperating 3.00 3.00a 3.00b 4.00 4.00a 4.50 4.50a

Keywords: kbinfo KB109040

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