Sometimes a found set is not easily assembled by using Match Records or Find. A found set is necessary when trying to print only some records, export only some records or print merge only some records. Being able to select multiple records in a variety of ways therefore becomes essential.
The Basics Regarding Selecting Records and Creating Found Sets:
The simplest way to select a record is just to click on a record. Two types of selections could occur. Either a field is selected or a record is selected. If a field is selected the outlines of the field boxes for the record you clicked on will appear and the specific field you clicked on will have a cursor blinking in it ready for keyboard entry. If you click on a record but not within a field the whole record will highlight.
Once you have succesfully highlighted a record, choose Hide Unselected from the Organize menu. Notice that all other records disappear and the status bar to the left of your records (just below the flip chart) indicates that only one record out of many are selected. Choose Show All Records from the Organize menu and all of your records will appear again. Now choose Hide Selected from the Organize menu and notice the record that was selected disappears. Take note of the status bar before choosing Show All Records.
Thus, you have created a found set of one record. Look to your User's Guide for more information regarding how to create a found set using Find and Match Records. This article only covers how to create a found set by selecting multiple records.
Advanced Techniques to Select Records and Make Found Sets:
Selecting multiple records falls into two categories: contiguous and non-contiguous. To select a set of contiguous records follow the steps below:
1. Highlight the first record you want in the set
2. Scroll down to the last record you want selected
3. Hold the Shift key down while clicking on the last record in the set
4. Choose Hide Selected or Hide Unselected from the Organize menu
Notice that all the records between the two records you clicked on are selected.
To select non-contiguous records follow the steps below:
1. Highlight the first record you want in the set
2. Use the flip chart to move to your next record
3. Hold the Command key down while clicking on the next record
4. Repeat steps 2 through 3 as many times as necessary
5. Choose Hide Selected or Hide Unselected from the Organize menu
Notice that only the records you clicked on are selected this time.
A really easy approach to putting non-contiguous records into a found set (but possibly more time consuming) is to highlight a record and choose Hide Selected Records from the Organize menu. You can repeat these steps as many times as necessary until you have assembled your found set. Only performing a Find or choosing Show All Records will disrupt what you have put into a found set.
Since Match Records only highlights records and does not hide the unselected, it is possible to combine the techniques outlined above with Match Records to more easily assemble a found set.