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Export Database

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  • Export Database

    I am trying to export an Alpha version 4 database into either excel or access. Preferably access. The home screen or main menu of Alpha shows somewhere around 54,000 records in the top right corner of the screen. When I export the database into a DBF, DIF, or some of the other options for different types of files, it only exports a portion of the database because when I load it into excel just to take a look at all the records, it only shows around 8,000 something records and the most recent seemed to have been entered in 2011, even though this is a program we use almost daily. So there should be more recent records. Can anyone explain to me why this is happening?


  • #2
    Re: Export Database

    Why not open the DBF directly from Access?
    See our Hybrid Option here;

    There are 3 things you can do in any situation;
    Live with it, Change it or Walk away from it.


    • #3
      Re: Export Database

      Samething. Most recent records are for 2011. There should be 2013 records.


      • #4
        Re: Export Database

        Copy just the 2013 records from the table into a new table. Try and export that new table to Excel.
        You may have hit upon a limitation in A4 or one in your Excel sheet.
        I hope you are not confusing Tables and Databases. You need to export the Table.
        You haven't got a Filter on the table or a current Query have you?
        See our Hybrid Option here;

        There are 3 things you can do in any situation;
        Live with it, Change it or Walk away from it.


        • #5
          Re: Export Database

          I have no idea. I am not very familiar with Alpha to begin with. The guy who created this database is long gone from the office and nobody really uses Alpha in our office except for entering data into it. I took the initiative to look further in the Utilities to see if there was an export option and there I found a few different file types to export to but I have no idea exactly what its doing. I just follow the steps and try to make it save the exported file to the desktop so I can then email that file to myself then go to another computer to download the file to a newer computer that runs better. Then I just tried opening it with Excel since I am most familiar with Excel.

          If you are talking about the filter system in Access then no, I do not have any filters running. In fact I just use the DBF file and directly try to open it in Excel or Access and they look identical. They always show only up to 2011 records. So I'm not sure why its not transferring the more recent stuff as well. Like I mentioned before, it says on the main menu screen in Alpha 4, there are 54,000 records. Not sure if thats accurate as I'm not sure they the clerks sometimes delete records but they don't make the record counter go down, but its only transferring 8,000 records.

          Can I have a step by step process on exporting the whole table/database from Alpha into a compatible file to Excel/Access? This would be very helpful. Thank you.


          • #6
            Re: Export Database

            Also wanted to mention that not only when I open it up in Excel it shows the 8,000 records as clear as day, but I notice that when I am on the Transfer in Progress screen in Alpha, I can see the counter representing the amount of records being transferred and the counter goes up pretty fast but I usually always see it stop at around 8,000 before its completed so I know thats all is being exported. Yet when you do a query/index to find a record, you are able to find recent records in 2013 that the clerk might have entered a couple days ago. So its in there but its not exporting. Makes no sense to me.


            • #7
              Re: Export Database

              I don't have V4 on any machine here now, as it is really old. My Alpha 4 book shows a host of limitations to exporting data. Do you have the original book that shipped with Alpha? That is the only real help you will get with that version.

              Easiest way is to zip the dbf file you want to work with, send it to me privately and I'll see if I can let you have it back as an Excel file. I have no interest in your data and have secure measures on my machines as I do work for the Government. My e-mail address is shown below.

              An alternative would be to download a trial version of Alpha Five V12, load it onto the machine, start it, open the dbf file you want to work with (you need to choose a different option from the drop down - not the default as that will search for an ADB file and you won't have one) and export it from there using the Export function in V12.
              See our Hybrid Option here;

              There are 3 things you can do in any situation;
              Live with it, Change it or Walk away from it.