EXTRACT GENERAL ACCESS GUIDE General Note: If the proper database is not chosen, EXTRACT will state a particular data file is not available. To escape from this menu, simply touch until the system asks Is the information correct? Touch Q and to return to the Hard Disk Menu. If you see this screen again after entering EXTRACT for the second time, consult with the staff at the Documents/Microtext Reference Desk. 1. At the opening menu, move the cursor in order to highlight the desired catalog and touch . This action causes the database to move to next data file. 2. Next, the system will ask that a data file be selected. Highlight the data file desired and touch . After is pressed, EXTRACT will switch to the EXTRACT menu selection screen. A. At the menu selection screen, type 1 and touch to see the list of table items available. To select items, simply type an X next to each one desired. Touch to save the choices selected and return to the EXTRACT menu. B. Then, type 2 and touch to see the list of records that are available. These records can be used to restrict amount of data retrieved by the system. To select these, simply type an S next to each one desired. Touch to save the choices selected and return to the EXTRACT menu. NOTE: A maximum of two records can be selected as restricting categories. It is recommended that at least a geographic record be selected to restrict the amount of data an EXTRACT search will retrieve. It is recommended that the SUMLEV line and a geographic record be chosen to restrict the data. Generally, records with asterisks (*) are the best to use as restricting categories. The search categories J--search by numeric field and L--search by label field are very useful when trying to restrict large record files. To use these options, touch the desired letter and follow the instructions given Once is pressed, EXTRACT switches to a Summary Level screen. Type an X next to the level desired to select which summary level is best to use. When this action is completed, press . If a geographic record has been selected, EXTRACT will switch to a list of geographic identifiers. Type an X next to identifiers to be used [a maximum of 14 may be selected]. When the 14 identifiers have been selected, touch to save these choices, produce the table, and return to the EXTRACT Main Menu. C. Next, type 3, and touch to add Labels to the completed EXTRACT table. Using the up and down arrow keys, highlight the items to be identified in tables and touch then . If a second label is needed, be sure to touch S for SAVE to save the previous label selected. 3. To view a completed EXTRACT table, touch 6 and . Use the right arrow key to move through the table. The contents in each column are identified at the bottom of the screen as data in each column is highlighted. The key toggles the data from columnar table to a page by page table format. NOTE: If the table displayed is not acceptable, touch and go back and re-select ITEMS and RECORDS as specified in steps A and B. 4. At the EXTRACT Main Menu, print an EXTRACT table, by touching 7 and . 5. Download an EXTRACT table to diskette by touching 8 and at the EXTRACT Main Menu. Choose the format for the EXTRACT file by selecting one of the options listed. Type in the number of the option and press . These include: .DBF A format used for loading EXTRACT table data into database programs similar to DBASE .PRN A format used for loading EXTRACT table data into spreadsheet programs similar to LOTUS 123 .SDF or .TXT A format used for loading EXTRACT table data into any type of program including word processing programs. This format loads the data exactly as it appears on the screen. A. Type in the appropriate diskette drive letter and a name of the file to ensure the information is properly saved. Remember, a file name can be no longer than eight characters in length. Touch . EXTRACT will begin to download the table data. The system returns to the EXTRACT Main Menu when the action is completed. 6. Touch Q and to exit the system and return to the Hard Disk Menu. Prepared by Brian Carpenter, Texas A & M Univ., 5/95