Transferring the data is a four-stage process:
1. "Print" the AppleWorks database as a DIF file on your Apple II.
2. Use Apple File Exchange to transfer the file to your Macintosh.
3. Use the file to create a new ClarisWorks spreadsheet and rearrange the data in the spreadsheet.
4. Paste the data into your ClarisWorks database.
Step-by-Step Tutorial
This tutorial takes you step-by-step through the process of transferring name and address information from an AppleWorks file into an existing ClarisWorks database. You can generalize these procedures to any other files. We will assume that you know how to use both AppleWorks and ClarisWorks.
Follow these steps:
1. Create AppleWorks and ClarisWorks database files with the same categories and fields. Define the ClarisWorks fields as "Text."
2. Enter four sample records into each file. Enter different data in each record.
Now you will prepare a ProDOS DIF file you can import into ClarisWorks. Continue as follows:
3. With AppleWorks: Issue an Apple-P and prepare a tables format report that includes the categories you want to transfer into ClarisWorks. Rearrange the categories so they match the order of the fields in the ClarisWorks database. (That is, switch the positions of the LNAME and FNAME categories.) Do not worry about the missing ADDRESS2 category; you will create blank entries after you transfer the data into ClarisWorks.
4. Issue an Apple-R command and select the records you want to transfer into ClarisWorks. In this example, select all records where the LNAME category "is not blank."
5. Issue another Apple-P command and "print" the report as a DIF file on a 3.5-inch disk. (To save the file in DIF format, select the last choice on the Print the Report Menu and enter the pathname /DISKNAME/TEMP where you replace "DISKNAME" with the name assigned to your data disk.)
6. Launch Apple File Exchange on the Macintosh.
7. Insert the ProDOS disk in the Macintosh drive, pull down the ProDOS to Mac Menu and de-select "AppleWorks to Microsoft Works" (see Figure 1).
8. Click on the file TEMP in the Apple File Exchange window and then click on Translate (see Figure 2). That will save your AppleWorks file on the Macintosh drive.
9. Select "Quit" from the File Menu (or press Command-Q) to quit Apple File Exchange. Remove your ProDOS disk from the Macintosh drive.
10. Return to ClarisWorks and select "Open" from the File Menu (or press Command-O) to indicate that you want to open an existing file.
11. Click on the Import Options Lever and then click on the Spreadsheet Button (see Figure 4). Navigate to the TEMP file, highlight that file, and click on "Open." ClarisWorks will create a new spreadsheet with the data from each AppleWorks record in a separate row. Your screen will look like the example in Figure 3.
Now you will insert blank entries that will appear in the ADDRESS2 field in your ClarisWorks database. You want that blank to appear in the fourth field in each record, which corresponds to column D in the spreadsheet. Continue as follows:
12. Select all the entries in column D by clicking on the letter "D" at the top of that column.
13. Select "Insert Cells..." from the Calculate Menu (or press Shift-Command-I). ClarisWorks will insert an empty column of cells in column D and will shift all the remaining data one column to the right.
Now you will transfer the data from the spreadsheet into the database. Continue as follows:
14. Choose "Select All" and then "Cut" from the Edit Menu (or press Command-A and then Command-X).
15. Select the name and address database from the View Menu.
16. Choose "Paste" from the Edit Menu (or press Command-V).
17. Press Command-S to save your work.
That does it; the new records are now in your ClarisWorks database file.
We suggest that you explore the ability of ClarisWorks to transfer data between the program's database and spreadsheet environments. ClarisWorks' ability to transfer data between these environments lets you use the program's spreadsheet module to reorganize the data in your database records.
Figure 1.
Figure 2.
Figure 3.