Using Multiple Proposed Responses in the Database (96190)


The information in this article applies to:

  • Microsoft Works 2.0
  • Microsoft Works 2.0a
  • Microsoft Works 3.0
  • Microsoft Windows 3.0
  • Microsoft Windows 3.1
This article was previously published under Q96190

SUMMARY

By entering a formula in the Works Database module, you can create a proposed response--a default value for that field. This technique is often used with fields in which the information usually remains the same, such as the City, State, or ZIP Code field. If you need two or more proposed responses, such as two city names, the Copy and Paste commands can be used in conjunction with default value formulas, as in the following example.

MORE INFORMATION

Suppose that, in the City field, 50 percent of your records need "Amsterdam" and the other 50 percent need "Hoofddorp." Using the following method, you can insert both city names using formulas:

  1. Insert the formula ="Amsterdam in the City field.
  2. Select the records that must contain "Amsterdam", using, for example, a query.
  3. Select those cells in the City field that are to remain "Amsterdam".
  4. From the Edit menu, choose Copy.
  5. Without moving the insertion point, choose Paste from the Edit menu.

    The default value formula is then converted to text strings for those cells.
  6. Insert ="Hoofddorp in a blank record in the City field.

    All records that do not already contain text in the City field, such as "Amsterdam", will have "Hoofddorp." The records with preexisting text are not affected in any way.
Modification Type:MajorLast Reviewed:11/24/2003
Keywords:KB96190
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