transfer part of files to new file

T

thomas k

i have 300 current member files and i just want to trans to a new file only
100 of the original 300 due to deaths . I want a new (separate file) of just
the living members. how do i do that
thanks
tom
 
S

Sprinks

Hi, Thomas.

Consider simply adding a Yes/No field (named, say, Active), and using a
query to retrieve the ones you need to work with, rather than copy them to a
new table, which creates redundant data and its maintenance issues. Remember
a query acts just like a table as a RecordSource for a form or report.

If you truly need a new table for some reason I'm not understanding, add the
Active field, cut and paste the table to the database window (Structure
only), and do an Append query to the new table with the Criteria Active =
True.

Hope that helps.
Sprinks
 
T

thomas k

i would like to keep my original file with the deceased members. but i would
like to have a current file each month of the members that are still alive.
i would like to transfer live files (with out the deceased members ) to a
current file

original file with alive and deceased members

2nd new file monthly with alive members (deceased members taken out) by
making a new file.
 
S

Sprinks

Tom,

Rather than copying records from your original table to another, I think you
would be much better served using a query that returns only the live members.
Once created, a query behaves exactly like the table—you can edit it in
datasheet mode, or base a form on it.

If you truly wish for a separate table, the easiest way to achieve it is to
copy and paste the entire table, Data and Structure, give it a new name, and
use a Delete query to remove the unwanted records.

In either case, you will need a field that lets you distinguish between the
living and the dead, which you may have already. If you already have a
Deceased Date field, the criteria IsNull([Deceased Date]) for this field
would return only the living members. Or you can add a Live field (Yes/No),
in which case the criteria True would return the set you want.

If you’ve never created a query, you’ll find it very intuitive. Click the
New button on the Query tab and select the table. Drag all the fields to the
grid, and enter the criteria in the appropriate field in the Criteria: row.
For a delete query, select Query, Delete from the menu.

Good luck. Hope that resolves it for you.
Sprinks
 
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