The ClarisWorks database environment allows you to easily create subset databases from a master database. This can be useful if you want to create a fully-functional copy of your database that only has records for people who are working for a specific company, or for everybody who has responded to an invitation.
Here are two methods for creating a subset database from a master one. It should be noted that the method used for isolating the subset of records is important. For clarification of these methods (find, match, select) please refer to the article "Many Ways to Select Records to Create a Found Set (DB)"
Method One:
1. Make a copy of your current database (within the database choose File, Save As, or within the Finder you can duplicate the file).
2. Open the copy of the database
3. Choose Organize menu, Show all records
4. Match the desired records or manually select using the shift and Command keys (Using Match or Select will highlight the selected set)
5. Choose Organize menu, Hide selected (This will leave you with the records you want to remove visible)
6. Under the Edit menu, choose Select All
7. Choose Edit menu, Clear
8. Show all records in the Organize menu
9. Save the database
You now have saved the edited version and the original is still intact
Method Two:
It should be noted that this method uses the File menu "Insert" command which is a feature added to ClarisWorks 2.0 (It's not available in version 1.0 for Macintosh or Windows)
Perform the following steps:
1. Open your current database. We'll assume that it is called "Mailing List."
2. Use the Layout menu, Find command to create a "found set" of records. (This automatically hides the records you don't want to save)
3. Use the Save As... command in the File menu to save a DIF file on disk. Let's call it "Mailing List.DIF" so that you can recognize it easily. (This saves just the data into a text file)
4. Use the Save As... command in the File menu to save a copy of the current database on disk. Call that file "Mailing List Copy" so that you can recognize it easily.
5. Choose Open from the File menu and open "Mailing List Copy".
6. Choose Organize menu, Show All Records, then Edit menu, Select All
7. Choose Clear from the Edit menu. (This will empty "Mailing List Copy" so that we can bring new records into it.)
8. Choose the Insert command from the File menu, and specify the "Mailing List.DIF" file for import.
9. In the Import Matching dialog, all of the field names on the right will match the first import record on the left. Just click OK.
10. Use the Save command to save the newly-imported records.
You're done! Now, you've got your original file with all of its records, and you've got a second file called "Mailing List Copy" that has only the records that you wanted.