You can do a lot with the data in the Online Share databases: browsing, sorting, changing, deleting, adding, printing, evaluating, etc. But sometimes you need the data in other programs or want to pass the data to someone else. Then you have to export the data.
The easiest way to export is certainly copying data via the clipboard. For example, select a field content and choose Edit / Copy. In any other program, this content can be used again with Edit / Paste. For larger data volumes or data from multiple database fields, of course, this approach is not, but to use a name or a product description in about a mail, this is the best way.
EXPORT FIELD CONTENT
If you need the contents of a field later or on another computer, you can export the field content to a file. This can then be sent as a mail attachment, copy over the network or burn to CDR. To do this, right- click or Ctrl-click above the field in question to export the field content command from the context menu. You specify the desired storage location and can also immediately select whether the exported file should be opened or mailed immediately.
SHARE DATA AS PDF / ACROBAT FILE
Since you can also redirect all prints to a PDF file on Mac, printing is of course also a way to pass on data. Finally, with the preview or the free Acrobat Reader everyone can read the PDF files. Bear in mind, however, that PDF files can no longer be edited without expensive additional software – they are only suitable for reading. Maybe that’s just fine in the case of reports, price lists or other issues.
EXPORT DATA SETS
Of course, there is also the “real” data export, ultimately the most expensive, but also the most flexible and powerful way to transfer data.
First, you should a) always switch to the module of the Online Share program from which you want to export data and b) use a query to filter out the data that you want to see in the export. Only the currently displayed records are exported. In the larger applications such as Online Share property management and Online Share order / company, the export commands are summarized in the administration menu of the master data module or replaced by special commands in the respective function menus of the modules.
You specify a storage location and select the data format of the export. Be available:
- Tab delimited text: ASCII or ANSI formatted text, fields separated by tabs, records by line breaks. This is the most common format for data exchange and can be read by almost any target program.
- Comma Separated Text: As above, only the fields are separated by commas. Since many programs but rather see a semicolon, not necessarily recommended.
- DBF – the ancient database format of Dbase databases, still relatively common in the PC sector. Here, date and number formats may be better preserved than text export.
- Basic – Export format for Basic interpreter, possibly sometimes alternative for the non-existent format “Text separated by semicolon”
- Form letter – format, for example, for form letter control files in Word. Contains the field names as the first line
- HTML table – not suitable for normal further processing, but ideal if price lists are to be published as a website.
- FileMaker – Database Format of our development environment FileMaker. Ideal also for the data exchange between Online Share programs, because here also pictures and multimedia can be exchanged
- XML standard format of the future, but only in the presence of appropriate XML grammars interesting
- Excel spreadsheet format At the top left you should choose the best Current table to avoid unexpected or difficult to understand results.
You will then see the data fields of the currently selected data table on the left and the fields to be exported according to current settings on the bottom right. With the buttons Copy, Copy all and Delete all as well as the arrow-sliders you can determine exactly which fields should be used in which
order in the export.
As a character set you should select Macintosh (ASCII format) or Windows (ANSI format) depending on the target computer. Unicode is also available.
Finally, export the desired export file. How to get such an export back into your Online Share program can be read in chapter Data transfer.