Works 2.0: How to Parse Data in the Spreadsheet or Database (107463)


The information in this article applies to:

  • Microsoft Works 2.0
  • Microsoft Works 2.0a
This article was previously published under Q107463

SUMMARY

To parse data in the 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, choose Copy.
  4. From the Edit menu, choose Insert Row/Column (spreadsheet) or Record/Field (database). If you are in a database, choose Field Name from the Edit menu, type Area Code, and choose OK to name the field.
  5. From the File menu, choose Create New File, and then choose Word Processor.
  6. From the Edit menu, choose Paste. The phone numbers will appear in the new Word Processor document.
  7. From the Select menu, choose Replace.

    1. In the Find What box, type (.
    2. Do not select the Replace With box (it should be blank).
    3. Choose the Replace or Replace All button. Choose OK when it is completely finished replacing the parenthesis.
    IMPORTANT: Before performing the next step, make sure the cursor is at the beginning of the document.
  8. From the Select menu, choose Replace.

    1. In the Find What box, type ).
    2. In the Replace With box, type ^t. The ^t is the special character for a tab mark.
    3. . Choose the Replace or Replace All button. Choose OK when it is completely finished replacing the parenthesis with a tab mark.
  9. From the Select menu, choose All.
  10. From the Edit menu, choose Copy.
  11. Choose the name of the original spreadsheet or database file from the Window menu.
  12. Place your cursor in the first cell of the Area Code column (inserted in step 4).
  13. From the Edit menu, choose Paste. The phone numbers will now be separated into the new format as shown above.

REFERENCES

For information about how to perform this task in Works 3.x or 4.x, see the following article in the Microsoft Knowledge Base:

109040 Works: How to Parse Data in a Spreadsheet or Database "Microsoft Works for Windows User's Guide," version 2.x, page 42

Modification Type:MajorLast Reviewed:9/25/2003
Keywords:kbhowto KB107463
©2003 Microsoft Corporation. All rights reserved.