=>Main Menu ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º º MAIN MENU º º º º º º º º 1. Select ITEMS 6. Display to Screen º º º º 2. Select RECORDS 7. Print º º º º 3. Add LABELS 8. EXTRACT DATA to a file º º º º 4. Manipulate Files 9. Return to FILE SELECTION menu º º º º 5. Format options 10. Advanced options º º º º º º ( Q to QUIT ) ( D for Definitions ) ( for Help ) º º º º º º ÚÄÄÄÄÄÄÄÄÄÄ¿º º Enter option number: ³ RC87A1MN ³º º ÀÄÄÄÄÄÄÄÄÄÄÙº ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ The options on the main menu may be used in any order. Most sessions involve-- Option 6 a quick display to screen followed by several steps to refine the display, including-- Option 1 selecting just the items (columns) you want, Option 2 selecting records (rows) Option 3 adding text labels to each row. Redisplaying to screen (option 6) may be done between each step to confirm that the selections are appropriate or fit in the desired space. Each option may be repeated as necessary to fine tune your report. Finally, results can be saved for future use by-- Option 7 printing data out Option 8 copying selected data to a file on a floppy or hard disk for use with other software. If you do not understand the difference between selecting items and selecting records with regard to the particular file you are using, refer to the main help screen, which can be called up by pressing . Other options: D If the message ( D for Definitions ) appears as it does above, then the current file has concept definitions, table locators, and sometimes also methodological statements accessible from the main menu. Press D to display a list of all of the topics available, and select one for display using the cursor keys and . BW Black/White. If you find that the colors EXTRACT uses do not display well on your monitor, you may type BW as an option, and the display will revert to black and white (monochrome). (To eliminate color automatically on future sessions, see the discussion of command line parameters under "Advanced Options" below.) SH Show file selection criteria. The notation is rather cryptic, citing codes rather than recognizable category names, but may be worth looking at if record selection does not work as intended. Type SH to turn this feature on, or again to turn it off. =>Specific Options => 1) Select Items ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ SELECT ITEMS ³ ³ (Press H for HELP) ³ ³Enter an X next to each item to include in display. ³ ³ ³ ³Use , , <>, or <> to scroll through the list. ³ ³TO EXIT: Press the key. ³ ³ ³ ³X FIELD NAME DESCRIPTION ³ ÆÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ͵ ³ ³ --title--- ³ 1987 RETAIL TRADE: General Statistics RC87A1 ³ ³ ³ ST ù ³ FIPS State Code ³ ³ ³ MSA ù ³ MSA or CMSA Code (9999=not in MSA, 0000 in New England) ³ ³ ³ PMSA ù ³ PMSA Code (9999=not in PMSA) ³ ³ ³ COUNTY ù ³ FIPS County Code ³ ³ ³ PLACE ù ³ Census Place Code ³ ³ ³ PLACEFIP ù ³ FIPS Place Code ³ ³ ³ RECTYPE ù ³ Record Type (02=State,04=MSA,05=non-MSA,06=County,07=Place)³ ³x ³ RTL87KB ù ³ Retail Kind-of-Business Code (001=Total Retail Trade)³ ³ ³ ---------- ³ (for text, incl. SIC code, Add Labels) ³ ³x ³ ESTAB ù ³ Number of establishments, 1987 ³ ³ ³ SALESF ù ³ Flag for SALES (0=data, 1=disclosure)³ ³x ³ SALES ù ³ Sales ($1,000), 1987 ³ ³ ³ PAYROLLF ³ Flag for PAYROLL (0=data, 1=disclosure, 2=not available)³ ³ ³ ³Options:ump,ocate,ord srch,efinition,

review,ser-defined item³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ This screen lists all of the items on any one record in the file. Enter an X next to each field you want to select into your output. If you enter an X but the highlighted area stays blank, you are on a comment line. Move from item to item with the up and down arrow keys, or move whole screenfuls at a time with and . To unselect an item previously selected, press the space bar to blank out the X. When finished, press to return to the main menu. For files with a long list of items, the following special keys may be useful: J Jump to a particular field name. After you type J, the system prompts for a specific field name to jump to. Partial entries are acceptable. The system will jump to the next field name that begins with the characters you specify. L Locate a particular description. Typing L brings up a prompt for a character string. The system will then scan for the next text description starting with those letters. W Word search. Like ocate, typing W brings up a prompt for a character string. EXTRACT then presents a list of only those items where that word or character string is included in the description. Several other keys also offer special functions: D Definition. Typing D will bring up a narrative definition of the current item corresponding to the text that appears in appendixes to printed reports or documentation. Definitions are available only for those items with a dot <ú> to the right of the field name. If no dots are shown, definitions have not been prepared for this file. P Preview. Pressing P brings a box to the top of the screen that previews the way column headings and one data line will display in the normal columnar screen display (option 6 from the main menu). The primary advantage to previewing rather than the regular display is that previewing is nearly instantaneous, while the regular data display may take some time to find all of the records to fill a screen. Previewing allows you to see how many items fit on the screen at once, to truncate the width of any item (see the discussion of the W option under "Display to Screen" below), or R to eturn to the item selection menu to delete previously selected items or add new ones. U User-defined items. Typing U displays the box illustrated below for specifying a user-defined item. You may specify a ratio or percent (nume- rator, denominator and scaling factor) or a freeform expression (e.g., the sum of several items or a string function on a character variable). You may define up to 10 user-defined items. In data displays, user-defined items are displayed at the right, after all other selected items. User-defined may be printed out or extracted to a file, but they cannot be used as record selection criteria. ÚÄUser Defined ItemÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Numerator / Denominator * Scaling Factor³ ³Ratio: sales*1000 estab 1 ³ ³ --OR-- ³ ³Freeform expression: ³ ³ Field Name Description Length: 8 Decimal places: ³ ³ SalesEst Sales per establishment ($), 1987 ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Ratios: Typical applications include the computation of percents (make the scaling factor 100) or population per square mile (scaling factor is 2590 to convert thousandths of a square kilometer to square miles). In the example of sales per establishment below, SALES*1000 is entered rather than just SALES to compensate for the fact that sales are reported in thousands of dollars. Field names must be specified exactly as they appear in the data dictionary or in the column headings, except that upper and lower case do not matter. Items added as labels from another file (see below) may be included in a computation if correctly specified, e.g., COUNTY->POP87, as can previously specified user-defined items. Freeform expressions: These may be dBase-compatible expressions either numeric or character in type. To enter one, you must skip past the numerator, denominator, and scaling factor fields (press three times). The sum of a series of consecutive fields may be entered in the form E50_99:E1000P, which, in the Location of Manufacturing Plants files, is equivalent to E50_99 + E100_249 + E250_499 + E500_999 + E1000P, or total establishments with 50 or more employees. This procedure should not be used if there are intervening flags or other variables. Examples of character-type free-form expressions include ST+COUNTY, con- catenating the 2-character ST code with the 3-character COUNTY code, or SUBSTR(GEOTEXT,1,10) if you want to copy to an extract file only the first 10 characters of GEOTEXT. Other notes: To be accepted, field names entered must be spelled correctly, but upper and lower case are not significant. The "Field Name" of a previously computed user-defined item may be used in lieu of repeating the same terms in a subsequent user-defined item. => 2) Select Records ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³SELECT RECORDS ³ ³ Mark with S the variable(s) to restrict. ³ ³ ( you will be prompted for values to select ) ³ ³ ³ ³TO EXIT: Press the key. ³ ³Use , , <> , or <> to scroll through the list. ³ ³ ³ ³S FIELD NAME DESCRIPTION ³ ÆÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ͵ ³ ³ --title--- ³ 1987 RETAIL TRADE: General Statistics RC87A1 ³ ³ ³ ST * ³ FIPS State Code ³ ³S ³ MSA * ³ MSA or CMSA Code (9999=not in MSA, 0000 in New England) ³ ³ ³ PMSA * ³ PMSA Code (9999=not in PMSA) ³ ³ ³ COUNTY * ³ FIPS County Code ³ ³ ³ PLACE * ³ Census Place Code ³ ³ ³ PLACEFIP - ³ FIPS Place Code ³ ³ ³ RECTYPE * ³ Record Type (02=State,04=MSA,05=non-MSA,06=County,07=Place)³ ³ ³ RTL87KB * ³ Retail Kind-of-Business Code (001=Total Retail Trade)³ ³ ³ ---------- ³ (for text, incl. SIC code, Add Labels) ³ ³ ³ ESTAB ³ Number of establishments, 1987 ³ ³ ³ SALESF ³ Flag for SALES (0=data, 1=disclosure)³ ³s ³ SALES ³ Sales ($1,000), 1987 ³ ³ ³ PAYROLLF ³ Flag for PAYROLL (0=data, 1=disclosure, 2=not available)³ ³ ³ ³* Marked variables are indexed, - denotes others with value selection menus ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ To select records (i.e., to restrict the types of rows displayed), you may select on the values of any of the fields in the database. Most frequently, this involves selecting on a geographic code (e.g., ZIP code, county) or other identifier (e.g. a kind-of-business code). You may also select based on values of data fields, e.g. records with a value greater than 100 in the ESTAB field. The screen presents you with the same list of variables as before under item selection, but this time you enter an S next to the one or two variables on which you wish to be prompted for specific selection criteria, which the program will do after you press . (You may move among variables using the cursor keys, or with ump, ocate, and ord Search, as described under Select Items above.) You may select on either one or two variables at the same time. To select on two variables, for example, records showing at least $10,000,000 in sales within the Minneapolis-St. Paul MSA, enter an S next to both MSA and SALES. The program will prompt for criteria for each variable in turn. The record selection dialog continues in two different ways depending on whether or not a menu of possible values is available. Field names with either an asterisk (*) or dash (-) next to them generally have menus available. Selecting codes from a list. If you are selecting based on a code representing geographic areas, kinds of business, commodities, or other clas- sifications, you will be prompted with the names of each category. The number of entries you may select is limited to 17, or fewer if you are selecting based on more than one variable. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³SELECT RECORDS (Screen 2) ³ ³ ³ ³Enter an X next to each value you want to include. ³ ³ ³ ³Use PgUp, PgDn, and ARROW KEYS to scroll through the list. ³ ³TO EXIT: Press the key. ³ ³ ³ ³ X MSA DESCRIPTION ³ ÆÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ͵ ³ ³ 5040 ³ Midland, TX MSA ³ ³ ³ 5082 ³ Milwaukee-Racine, WI CMSA ³ ³ ³ 5082 ³ Milwaukee, WI PMSA ³ ³ ³ 5082 ³ Racine, WI PMSA ³ ³ x ³ 5120 ³ Minneapolis-St. Paul, MN-WI MSA ³ ³ ³ 5120 ³ MN part, Minneapolis-St. Paul, MN-WI MSA ³ ³ ³ 5120 ³ WI part, Minneapolis-St. Paul, MN-WI MSA ³ ³ ³ 5160 ³ Mobile, AL MSA ³ ³ ³ 5170 ³ Modesto, CA MSA ³ ³ ³ 5200 ³ Monroe, LA MSA ³ ³ ³ 5240 ³ Montgomery, AL MSA ³ ³ ³ 5280 ³ Muncie, IN MSA ³ ³ ³ ³To select based on range of codes, type R. Other options: D, J, W, or H³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Scrolling through the list is accomplished with the up and down arrow keys, and . You may go directly to the bottom of the list with or back to the top with . Several other keys offer special functions: D Definition. Typing D will bring up a narrative definition of the current category, if available. J Jump to a particular code. After you type J, the system prompts for a specific code to jump to. If, in the above example, you had known that the code you wanted was somewhere around 5000, jumping to that code would have saved a lot of scrolling through the list. L Locate a particular description. Typing L brings up a prompt for a character string. The system will then scan for the first description starting with those letters. For example, in the illustration above "Mo" would bring Mobile to the top of the display. R Range specification. If you want to specify a long series of contiguous codes, you may elect to enter them as a range of codes, described below. W Word search. After you type W, the system prompts for a word or any other string of characters. EXTRACT then presents a list of only those codes where that word or character string is included in the description. One applica- tion is in assembling a list of all metropolitan areas in a state. Entering WI as the search word would bring up a list of all descriptions including those characters, including all Wisconsin metro areas and also some other titles with "Wi" or "wi" in them, like Wichita. At this point you may simply select those you want and ignore those where "wi" does not appear as a state abbreviation. Executing a word search can be very time consuming with long code lists, like foreign trade commodity codes. Selecting a range of values. If you are selecting records based on a data value (e.g., only records showing sales more than $10,000,000), on a code without names, such as a ZIP Code, or have exited from the code selection screen above with an "R", you will be prompted to enter the lowest and highest values you wish to select. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º SELECT RECORDS--by specifying a range º º º º Enter MINIMUM value for SALES : 10000 º º º º Enter MAXIMUM value for SALES : º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ This example selects all values greater than 10,000 ($10,000,000 since sales figures are expressed in thousands of dollars); 10,000 is entered as the minimum value, and nothing is specified for the maximum value. Selecting all values less than or equal to a given amount can be accomplished by leaving the minimum value blank and entering the amount as the maximum. To select only a single value, e.g. an ZIP Code of 22012, enter that value as both the minimum and maximum. Picking the best record-selection variables. In the first record-selection screen, illustrated on above, some field names have an asterisk (*) next to them. These variables are featured in dBase "index files" that can help software locate desired records very quickly. When selecting records in large files it is highly desirable to include one of the asterisked variables in search criteria. For example, in the illustration above, there are two codes for places: PLACE and PLACEFIP. Only PLACE has an asterisk, and this is the variable you should use if you want to search for a particular place in this file. Many Census Bureau files feature data for multiple levels of geography, e.g., states, metropolitan areas, counties and places. These levels are differen- tiated in economic census files by the variables RECTYPE or GEOTYPE, and in 1990 census files by the variable SUMLEV. When selecting data for all counties, the novice user may be tempted to use the variable COUNTY and then proceed to check off as many values for the county code as possible. This will select all records with those county codes, but that may include not only records for counties, but also for places and other units of geography within the marked counties. To differentiate counties from other geographic levels, the user should select counties as a type of record (RECTYPE value "06") or summary level (SUMLEV value "050"). One useful rule of thumb is that if you use the word "all" in describing your query (e.g., all metropolitan areas, all places within a particular county, all block groups within a selected tract), then you probably need to use RECTYPE or SUMLEV, either alone or in combination with another code. Where selection criteria are not related to available indexes, e.g., selecting records based on the volume of sales or number of employees, the program will operate more slowly than otherwise, examining every record in the entire data base for "hits", a time-consuming process. Scanning every record of a database on CD-ROM can take up to 5 minutes per megabyte. Just be patient. "Speed up retrieval" prompt. In certain record selection scenarios, the system may prompt you to select a value within an additional variable. In selecting records for the Minneapolis-St. Paul MSA, for example, the system responds by prompting you to also select a single value for record type, as illustrated below. This is because the index is sorted by MSA within record type (which keeps MSA total records separate from those county and place records that also include MSA codes.) ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ YOU MAY SPEED UP RETRIEVAL . . . ³ ³ ³ ³ by entering an X next to ONE code for RECTYPE, then pressing ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ ³ Press or H for Help. Press to skip. ³ ³Use , , <>, or <> to scroll through the list. ³ ³ ³ ³ X RECTYPE DESCRIPTION ³ ÆÍÍÍÍÑÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ͵ ³ ³ 02 ³ State ³ ³ x ³ 04 ³ Metropolitan Statistical Area ³ ³ ³ 05 ³ Nonmetropolitan part of State ³ ³ ³ 06 ³ County ³ ³ ³ 07 ³ Place ³ ÀÄÄÄÄÁÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ In many cases, the selection you make here does not in fact reduce the scope of your query. The system merely uses the index to find an appropriate place to start in the database, then discards the index. Thus, if you are not sure which code to pick, at least make sure that you pick one that is valid in combination with the selection criteria you have already given. For example, if you were to check code 02 for State in this example, no records would be found because state records never have MSA codes other than 0000. Other notes on record selection. The program works best when selection criteria isolate adjacent records. For example, a request for a single county or list of counties with adjacent codes can be retrieved faster than a list with codes that are not adjacent. If the desired records are widely separated in a large file, e.g., MSA data for Abilene and Wichita Falls, it will probably be faster to make two separate queries than to check off both codes in a single query. Even if you want the results in a single output, you can make two separate retrievals, save them to DBF files, and then merge them "vertically" into a single data set, as discussed under "Advanced Topics", below. If only one value is selected, the description for that code will appear as a second-level heading, without the need to add labels for that code. For specialized inquiries, it is possible to enter a dBase style conditional expression instead of working through menus for record selection. This option is discussed under "Advanced topics" at the end of the document. Except for those conditional expressions, the items that you use in the record selection process must be in the current file. If you want to select records based on a user-defined item (e.g., population per square mile) or on an item or label merged from another file, you must first create an extract file including those items in .DBF format, load that file, and then make your selections. You may return and reselect records at any time, and the new criteria will simply supersede the old. To cancel previous selection criteria, bring up the first record selection screen and press . If, after bringing up that screen, you decide that you do want to einstate the previous selection criteria, press before pressing . einstating previous criteria also can be used to specify a third and fourth selection variable, as discussed under "Advanced Topics". (If you have already gone on to Select Records Screen 2, it is too late to einstate previous criteria.) => 3) Add Labels This option can be used to add titles or names for code variables, such as geographic names, kind-of-business codes, etc., to displays or extract files. (If you have not done so already, the system will prompt you to select items first before adding labels.) In some cases there may be no text labels avail- able. ÉÍADD LABELSÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º º Use <> or <> to position cursor on a code for which you want labels º º Hit key to select º º Hit key for no labels º º º º CODE Code field for which labels are available º º ÍÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͺ º ST ³ FIPS State Code º º MSA ³ MSA or CMSA Code (9999=not in MSA, 0000 in New England) º º PMSA ³ PMSA Code (9999=not in PMSA) º º COUNTY ³ FIPS County Code º º PLACE ³ Census Place Code º º PLACEFIP ³ FIPS Place Code º º RECTYPE ³ Record Type (02=State,04=MSA,05=non-MSA,06=County,07=Place) º º RTL87KB ³ Retail Kind-of-Business Code (001=Total Retail Trade) º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Move the cursor down to highlight the desired label variable, then press . The system then presents you with a Screen 2, listing the different variations of the label available, generally differentiated by the width to be occupied. Shorter labels are usually preferred in columnar reports due to space con- straints. Longer labels are generally more descriptive, and should generally be used with the rowwise report (see Format Options, below). To select one, highlight it and press . ÉÍADD LABELSÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º º ÉÍADD LABELS (Screen 2)ÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º Select one of these variations of the label. º º º Use <> or <> to position cursor on desired label. º º º Hit key to select. º º º º º º CODE Description of available labels º º º ÍÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͺ º º TEXT ³ SIC code(s) and description, abbreviated to 60 characters º º º TEXT10 ³ SIC code(s), abbreviated to 10 characters º º º TEXT20 ³ Description, abbreviated to 20 characters º º º TEXT40 ³ SIC code(s) and description, abbreviated to 40 characters º º º TEXT5 ³ Unique mnemonic based on sic code º Èͺ ³ º º ³ º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Press A to show all fields (not just labels). Press M for multiple labels. Special options for Add Labels Screen 2: A Show All fields. Some label files have more to offer than just text labels. For example, a file with state or county names may also have population estimates. A file of commodity titles may have cross-links to other coding systems. Screen 2 normally displays only those options beginning with the letters "TEXT". Typing A will cause all fields to display. M Multiple labels. If you want to add more than one field from this set of labels, for example, both the state name and population, you must type M before selecting the first label in Screen 2. Thereafter, you may select any label by highlighting it with the up or down arrow and pressing . Unlike the normal mode, however, the Add Labels Screen 2 will remain, with a ">" next to the selected label. You may continue selecting labels, up to 10 from any one source. J Jump to a particular field name. ³ These three functions operate here L Locate a particular description. ³ as do under Select Items. See that W Word search. ³ topic above. It is also possible to select labels from two different sources, e.g., for both kind of business and county, at the same time. This is not always advisable, though, since two sets of labels may take up too much space on the screen, and because keeping track of two sets of labels slows down most data retrieval operations. A second set of labels is frequently unnecessary. If records have been selected based on a single code value, e.g., a particular kind-of-business, the description of that value will appear automatically on screen displays and printouts as a second-level heading. If you are merging data horizontally (see "Advanced Topics" below) you are limited to using labels from only one source. To select a second set of labels, select "Add Labels" a second time from the main menu. At the first screen, a blinking message at the top will prompt you to type "S" in order to save the first set of labels, before you select the second set. If you do not type "S" when prompted, the new selection will replace the earlier labels. Long labels may be shortened with the idth option discussed under "Display to Screen", and also available in the Preview mode of the Select Items screen. => 4) Manipulate Files The Manipulate Files menu offers a number of ways to resequence output, combine it with data from other files, or reduce the data by generating totals. 1. Select an existing index 2. Create a new index 3. Merge files horizontally (add items to existing records) 4. Merge files vertically (add more records to existing file) 5. Create totals or subtotals Use of these options requires somewhat greater understanding of database concepts than do most of the other features of EXTRACT. Therefore, their discussion is deferred to "Advanced Topics" near the end of this document. => 5) Format Options ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ FORMAT OPTIONS ³ ³ Type of report ³ ³ ³ ³1 Select columnar output X ³ ³2 Select row-wise output ³ ³ ³ ³3 Heading (1st level) 1987 RETAIL TRADE: General Statistics RC87A1 ³ ³4 Heading (2nd level) Minneapolis-St. Paul, MN-WI MSA ³ ³ ³ ³ Configure output for printer Current values ³ ³ -------------- ³ ³5 Page width 80 ³ ³6 Number of data lines per page 60 ³ ³7 Top margin 0 ³ ³8 Left margin 0 ³ ³9 Print one page at a time NO ³ ³ ³ ³ Press to return to main menu ³ ³ ³ ³ ³ ³ Enter option number : 3 ³ ³ ³ ³ Enter heading 1: 1987 RETAIL TRADE: General Statistics (J.Doe 9/1/91) ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ There are two basic types of format options. The selection of columnar or rowwise output and the specification of headings affects all subsequent output to the screen, printer or extract file. Page length, page width, margins and print mode are settings which affect only printer output. Columnar and rowwise output are discussed under "Display to Screen" below. Certain headings are provided as defaults. The data dictionary supplies the default first-level heading; selecting records with a single code will introduce the label for that code as a second-level heading. Either default may be overridden here. Entering either "3" or "4" will bring up that label for editing. You may insert or delete words, or you may start fresh by typing Y to clear the prompt area. The example above illustrates how the heading can be used to document not only the data but also your name and date, to help you keep your printouts straight. Note that the second-level heading will be overwritten by the program every time you reselect records. To change the bottom margin change the number of data lines per page. Page width can be set for any amount, for instance, 136 for compressed print or wide carriage printers. This option affects only the number of characters generated per line, not the font or spacing on your printer. EXTRACT does not change printer settings, e.g., compressed print, but if you have a small utility program that does so, you may call it from the Advanced Options menu (see below). If the number of data items you specify requires more than the specified page width, printed output will wrap to the next line (unlike output to the screen where the columns that do not fit simply do not show up until you cursor to the right or left). For a neater printed display, you will have to return to the item selection screen and delete some of the items you intended to display, or reduce the width of certain columns (see "Display to Screen" below.) => 6) Display to Screen Note, on execution speed. If you are working with very large files on CD- ROM, and if you are selecting records based on criteria not related to an available index file, the program may take a number of minutes to set up the data display. The program does not return control to you until a screenful of data is displayed, and if only a few records meet the criteria you set, the program may continue looking to the end of the file for more. Columnar display. In columnar reports, the normal presentation, information is displayed in columns (for each data item) and rows (for each record). While only a limited number of columns and rows can be displayed at any one time, you may think of the display as a window into a larger worksheet, since you may cursor to the right to see additional items, or down to see more records. The initial display of data from some files may seem unfriendly if no text labels are present. In the illustration below, a number of code fields appear first (on the left side) in each record (row), and some of the data items we are interested in, e.g., sales, are off the screen. The illustration on the next page shows the same data set after we have selected items, selected records, added labels, and added a heading, as discussed elsewhere in this documentation. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³Use ARROW keys to scroll up, down, and sideways. Press ESC when finished³ ³ ³ ³ 1987 RETAIL TRADE: General Statistics RC87A1 ³ ³ ST MSA PMSA COUNTY PLACE PLACEFIP RECTYPE RTL87KB ESTAB ³ ÆÍÍÍÍÍÑÍÍÍÍÍÍÑÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍ͵ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 001 ³ 27005 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 007 ³ 1876 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 008 ³ 908 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 009 ³ 736 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 010 ³ 172 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 011 ³ 697 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 012 ³ 203 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 013 ³ 68 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 014 ³ 591 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 016 ³ 152 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 023 ³ 152 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 028 ³ 32 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 029 ³ 87 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 030 ³ 33 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 031 ³ 147 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 032 ³ 292 ³ ³ 27 ³ 0000 ³ 0000 ³ 000 ³ 0000 ³ 00000 ³ 02 ³ 036 ³ 3022 ³ ³ ³ ³FIPS State Code ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Above the double line are the variable names assigned in the data base. To see a more complete description of the data item, move the cursor (highlighted box) to the desired column, and the appropriate description will appear at the bottom of the screen. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³Use ARROW keys to scroll up, down, and sideways. Press ESC when finished³ ³ ³ ³ 1987 RETAIL TRADE: General Statistics (J.Doe 9/1/91) ³ ³ Minneapolis-St. Paul, MN-WI MSA ³ ³RTL87KB->TEXT40 RTL ESTAB SALES SalesEst³ ÆÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÑÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍÍÍÍÑÍÍÍÍÍÍÍÍ͵ ³ Retail Trade ³ 001 ³ 13311 ³ 16762012 ³ 1259260³ ³52 Bldg materials & garden supply ³ 007 ³ 687 ³ 1038660 ³ 1511878³ ³521,3 Bldg materials & supply stores ³ 008 ³ 290 ³ 796066 ³ 2745055³ ³521 Lumber & bldg material dlrs ³ 009 ³ 205 ³ 735569 ³ 3588141³ ³523 Paint, glass, & wallpaper st ³ 010 ³ 85 ³ 60497 ³ 711729³ ³525 Hardware stores ³ 011 ³ 257 ³ 137758 ³ 536023³ ³526 Rtl nurseries, lawn/garden sup ³ 012 ³ 105 ³ 88549 ³ 843324³ ³527 Mobile home dealers ³ 013 ³ 35 ³ 16287 ³ 465343³ ³53 General merchandise stores ³ 014 ³ 226 ³ 2374716 ³ 10507593³ ³531 Dept. stores (incl. leased dp) ³ 016 ³ 80 ³ 2188192 ³ 27352400³ ³531 Dept. stores (exc. leased dep) ³ 023 ³ 80 ³ 2074585 ³ 25932313³ ³531 pt. National chain ³ 030 ³ 20 ³ 528734 ³ 26436700³ ³533 Variety stores ³ 031 ³ 39 ³ 36078 ³ 925077³ ³539 Misc. general merchandise strs ³ 032 ³ 107 ³ 264053 ³ 2467785³ ³54 Food stores ³ 036 ³ 1462 ³ 2862076 ³ 1957644³ ³541 Grocery stores ³ 037 ³ 929 ³ 2714757 ³ 2922236³ ³542 Meat & fish (seafood) markets ³ 042 ³ 72 ³ 33429 ³ 464292³ ³ ³ ³SIC code(s) and description, abbreviated to 40 characters ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ To move down through a long report, use the down arrow or . Avoid holding the key down continuously, allowing the screen to refresh at least the first line before pressing again, or the system may go farther than you want and take a very long time before filling the screen with data again. To jump quickly to the top of the file (or to the first selected record), press simultaneously. To jump quickly to the bottom of the file (or to the last selected record), press . When a full screen of data is displayed, you may press to return to the main menu. If the computer is still searching for the next record, it will ignore the until the next qualifying record or the end of file is reached. Special options: D Definition. Typing D will bring up a narrative definition of the item (column) to which the cursor is pointing, if available. If the cursor is pointing to a label, then a definition associated with that label will appear instead, if available. M Mark a record. Each time you display data, the program starts at the top of the file, or at the first record that meets the selection criteria. A new starting place can be "marked" by typing M while the cursor is highlighting the desired record. Subsequent displays, prints, or extracts will then start with the marked record. To cancel the mark, either mark another record (e.g. at the top of the file) or select records again. S Show contents of narrow column. If you have used the W option (below) to make a column narrow, you may highlight the cell you want and type S to how its entire contents. T Toggle to rowwise display. See discussion below. W Width of column. To make a column more narrow, highlight that column with the cursor, then press W and enter the number of characters you want to allocate. The width option is most frequently used to show only the first part of a long label (e.g., the first 10 or 12 characters of the county name is usually sufficient). If the width you specify is less than the number of characters in the column heading, the heading will be truncated, but the full description will still be shown at the bottom of the screen. Entering a width of 0 temporarily eliminates that field from the display, until you Select Items again. Caution--if you specify a width less than required for the largest value in a numeric field, you will see only the rightmost digits, with no indication that the value displayed is misleading, until you type S to how full contents. (Strategy--since the screen refreshes after every width specification, it is faster to use the width option in the Preview mode within the Select Items screen--Option 1 from the main menu.) Rowwise display. Rowwise displays are obtained by using the oggle option from a columnar display or selected through the format options (#5 at the main menu). They present each data item together with its complete description. This can be handy when displaying a long list of items for a small number of records, as in a profile for a single area. While the illustration below shows only 5 lines per record, reflecting the items selected for the columnar display above, the screen can accommodate up to 22 variables at a time. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³1987 RETAIL TRADE: General Statistics (J.Doe--Minneapolis-St. Paul, MN-WI MSA³ ³ ³ ³ Retail Trade ³ ³001 Retail Kind-of-Business Code (001=Total Retail Trade³ ³ 13311 Number of establishments, 1987 ³ ³ 16762012 Sales ($1,000), 1987 ³ ³ 1259260.16 Sales per establishment ($), 1987 ³ ³ ³ ³52 Bldg materials & garden supply ³ ³007 Retail Kind-of-Business Code (001=Total Retail Trade³ ³ 687 Number of establishments, 1987 ³ ³ 1038660 Sales ($1,000), 1987 ³ ³ 1511877.73 Sales per establishment ($), 1987 ³ ³ ³ ³521,3 Bldg materials & supply stores ³ ³008 Retail Kind-of-Business Code (001=Total Retail Trade³ ³ 290 Number of establishments, 1987 ³ ³ 796066 Sales ($1,000), 1987 ³ ³ 2745055.17 Sales per Establishment ($), 1987 ³ ³ ³ ³ to quit, or <> to continue, or <> to back up. ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Since rowwise format yields less data per screen or per page than columnar reports, columnar format is more commonly used. The two formats are used together, as in using the columnar format to highlight the record you want to look at, then oggling to rowwise display for the labelled display of up to 22 items from that record. Typing T at the rowwise screen then oggles you back to columnar format. When a full screen of data is displayed, you may hit to return to the main menu. If the computer is still searching for the next record, it will ignore the , , or until the next qualifying record or the end of file is reached. => 7) Print This option sends a report to the printer, including the selected items for the selected records. Column headings are the same as in the display to the screen, but, in addition, each printout includes a footer at the end which lists each item and its description (up to 60 characters). Rowwise reports may also be printed. Headings, margin settings, and the number of lines per page can be set via Format Options (option 5 at the main menu). See the discussion under "Format Options" above. Printing may be aborted at any time by pressing . To save print output to a file, for example, so that you can use a printer connected to another computer, see below. => 8) Extract Data to a File There are four options for type of file to extract, as well as a "dry run" option: 1. .DBF Database format. This creates a dBase III+ format file for the data and a data dictionary file, and will add the file to your "MY_FILES" catalog. Thus the resulting file can be used for further data manipulation in EXTRACT as well as in dBase or compatible programs. 2. .PRN Comma-delimited format. This format produces ASCII text records in which the text variables are enclosed in quotes, numeric fields are recorded without leading zeroes or blanks, and all variables are separated from one another by commas. A carriage return terminates each record. This format is commonly used for importing data into spreadsheets, statistical and graphics packages, and database software not compatible with dBase III+. If this option is selected, a prompt asks whether to add headers and footers. This is desirable for import into spreadsheets, but not for database or some graphics packages, which may have problems with alphabetic information (e.g., the header labels) in fields reserved for numeric information. [To import a .PRN file into Lotus 1-2-3, load that program and type "/FIN" (for ile mport umbers) and the name of the file. If the .PRN file has been stored in 1-2-3's default subdirectory, 1-2-3 will display it in a list at the top so that you may select it by cursor rather than by typing in the filename.] 3. .SDF Fixed-format text. This format is a straight ASCII text file format, with a carriage return at the end of each record. The column widths can be determined by examining the original data dictionary in dBase. 4. .TXT Print file. This is another type of ASCII file, but with page breaks and column headings. It allows you to transport output to another computer for printing. It is also the only way to save rowwise output to a file, since each of the three options above treat the data in columnar fashion. 5. Dry run to estimate file size. This option counts the number of qualifying records and generates an estimate of the number of kilobytes of storage space required to accommodate the output file and any temporary work files. One useful application is where you intend to save the output to a 360-kb floppy disk. If the estimated size of the data file, not counting work space, exceeds 360 kb, you have the opportunity to to the main menu and reduce the number of items or records before attempting the extraction. (If you do not know how much space is available on your disk, you may display a directory from the Advanced Options menu--see below.) The fact that the "dry run" option counts the number of records may answer some queries by itself, such as how many areas have more than 1 million inhabitants. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ EXTRACT DATA TO A FILE ³ ³ ³ ³ Select format for output file: to exit ³ ³ ³ ³ 1 .DBF Database format ³ ³ 2 .PRN Comma-delimited (for import to most other software) ³ ³ 3 .SDF Fixed-format text ³ ³ 4 .TXT Print file ³ ³ 5 ---- Dry run to estimate file size ³ ³ ³ ³ Enter selection : 1 ³ ³ ³ ³ ³ ³ Enter drive, directory and output file name in the following format: ³ ³ drive:\directory\filename (no extension) ³ ³ : c:\work\mpls1 ³ ³ ³ ³ Enter description of file for your MY_FILES catalog ³ ³ : Minneapolis-St.Paul MSA by kind-of-business (9/1/91) ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ After you select the file type, the system prompts for the location of the output in terms of drive, directory and file name. You should not specify a file extension, which will be added automatically by the system. If you do not specify a drive and directory, the file will be stored in your "work space" directory, as discussed above under "Specify Drives on Your Machine". If you have specified option 1 (DBF), the system will prompt you for a descrip- tion to be put in your MY_FILES catalog, should you want to use that output file in EXTRACT. The default description is taken from the headings previously specified. You may accept it (with ), change it by cursoring to the right to add or delete information, or start fresh by hitting Y. After completion of an extraction to .DBF, the system asks whether to return to the original file for further manipulation or to load the newly created file. => 9) Return to file selection menu This option returns you to the opening menu to select another type of file from the master catalog or another file within the same group. If, during earlier file selection, you restricted your file selections to only those for a par- ticular state, that restriction will continue in force. To access a .dbf file you created in Option 8, select the MY_FILES catalog (always at the bottom of the master list of catalogs). To access data on a different CD-ROM or other device not specified in your MY_FILES catalog (see below), press at the select-a-catalog screen to bring up the drive selection screen. Do not change CD-ROMs while the program is running without going through this step. => 10) Advanced options. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ADVANCED OPTIONS ³ ³ ³ ³1. Save format options to a parameter file. ³ ³2. Display secondary file ³ ³ ³ ³ DATA DICTIONARY (.dct) ³ ³3. Create (or replace) data dictionary for specific file ³ ³4. Edit descriptions or label references in an existing dictionary ³ ³ ³ ³ DATA FILE CATALOG (.ctg) ³ ³5. Add files to MY_FILES catalog ³ ³6. Edit descriptions ³ ³ ³ ³ OTHER ³ ³7. Clean out Selex.dbf and SeleDct.dbf ³ ³8. Edit index file catalog (.cti) descriptions ³ ³9. Disk directory or other DOS functions ³ ³ ³ ³ Press to return to Main Menu ³ ³ Enter option number: __ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Saving format options. Specify option 1 if you have changed any of the following variables from their defaults and wish future runs with the EXTRACT program to start with their current values: Margins Page width Lines per page Editing your MY_FILES catalog. Option 6 allows you to delete out-of-date listings from your MY_FILES catalog, to change the descriptions, or to change the drive location of particular files. You will be prompted to confirm the location of the catalog, including the drive and directory you normally specify for "workspace", e.g, "C:\EXTRACT\WORK\MY_FILES.CTG". To determine whether any of the files in the list are no longer present in the directory where originally stored, cursor to the far right. The last column will indicate those files now "ABSENT". To delete an obsolete file, highlight the appropriate record and press U. To edit the description, cursor to the right until you see the description, then type over the old description and press . To tell EXTRACT that you are changing the location of a file, highlight the PATH field and edit the drive designation. If you are copying a .dbf file to a floppy disk for use on another computer, copy your MY_FILES catalog to the floppy as well, then go back into EXTRACT and edit the path field in the MY_FILES.CTG on the floppy. It is also possible to add files to your MY_FILES catalog. This process is described under "Advanced Topics" below. DOS functions. Advanced option 9 allows you to display directories, perform other DOS functions, or even run small programs without leaving EXTRACT. Common applications include determining whether there is enough disk space available to accommodate a file to be extracted, deleting obsolete files to make room for new extracts, or running a small program to change your printer configuration.