record mix-ups

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Eva - 13 Oct 2005 21:29 GMT

I have created a database with several tables. Some of the records, though
entered correctly, are mixed up partially. Only few of the fields in some of
the records. What is going on?

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Randy Harris - 13 Oct 2005 21:59 GMT

> I have created a database with several tables. Some of the records, though
> entered correctly, are mixed up partially. Only few of the fields in some of
> the records. What is going on?

It's going to be difficult to help without a better explanation of the
problem. What do you mean by "mixed up partially"?

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Eva - 14 Oct 2005 05:26 GMT

The records contain personal info ie name, adress, etc. Some fields will get
mixed up, ie the wrong name will show with the wrong address etc. It only
affected one table so far, but rather fix it befor it gets out of hand.
Thanks for your help
Eva

> > I have created a database with several tables. Some of the records, though
> > entered correctly, are mixed up partially. Only few of the fields in some
[quoted text clipped - 3 lines]
> It's going to be difficult to help without a better explanation of the
> problem. What do you mean by "mixed up partially"?

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Steve Hayes - 14 Oct 2005 12:14 GMT

>The records contain personal info ie name, adress, etc. Some fields will get
>mixed up, ie the wrong name will show with the wrong address etc. It only
>affected one table so far, but rather fix it befor it gets out of hand.
>Thanks for your help

I once had that kind of problem. It was caused by a faulty disk drive
controller.

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Steve Hayes from Tshwane, South Africa
http://www.geocities.com/Athens/7734/stevesig.htm
E-mail - see web page, or parse: shayes at dunelm full stop org full stop uk

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John Vinson - 13 Oct 2005 22:51 GMT

>I have created a database with several tables. Some of the records, though
>entered correctly, are mixed up partially. Only few of the fields in some of
>the records. What is going on?

If you're assuming that Tables have a defined order of records,
disabuse yourself of that incorrect assumption.

A Table is an unordered "heap" of data. If you want to see records in
a particular order, you must - no option - create a Query sorting the
records as you desire. Even clicking the A-Z command button on table
datasheet view constructs a (concealed, internal use only) Query.

John W. Vinson[MVP]

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Eva - 14 Oct 2005 14:29 GMT

Thanks, is there anything I can do to fix this mismatch?
Eva

> >I have created a database with several tables. Some of the records, though
> >entered correctly, are mixed up partially. Only few of the fields in some of
[quoted text clipped - 9 lines]
>
> John W. Vinson[MVP]

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Vincent Johns - 15 Oct 2005 02:39 GMT

> Thanks, is there anything I can do to fix this mismatch?
> Eva

This can happen with a database in Excel if (for example) you sort one
column in an Excel table via the "A-Z" button while ignoring the other
fields in that table.

I don't want to sound too gloomy, but for this to happen in Access, I
think, suggests that your Access program is in serious trouble, and that
your database file may be on the way there. I hope you've been keeping
backup copies. You might want to re-install Access unless you can
discover the source of this problem. You might also make sure that your
anti-virus software is up to date and working.

Your description of your problem wasn't too specific, so maybe it's not
as serious as I think it is, but you might want to describe on this NG
what you did with your database just before you noticed the corruption.

-- Vincent Johns <vjohns@alumni.caltech.edu>
Please feel free to quote anything I say here.

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Eva - 15 Oct 2005 03:26 GMT

Thank you, I believe you solved my problem. The database was created from
Excel sheets, previously exported from File Maker. I'm hoping the mix up
happened during these transfers. I still have these saved, so I am going to
double check everything manually.
Eva

> > Thanks, is there anything I can do to fix this mismatch?
> > Eva
[quoted text clipped - 16 lines]
> -- Vincent Johns <vjohns@alumni.caltech.edu>
> Please feel free to quote anything I say here.

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Vincent Johns - 15 Oct 2005 06:55 GMT

> Thank you, I believe you solved my problem. The database was created from
> Excel sheets, previously exported from File Maker. I'm hoping the mix up
> happened during these transfers. I still have these saved, so I am going to
> double check everything manually.
> Eva

I'm happy to hear that. It will probably be difficult to reverse the
damage done by sorting just one field of an Excel table without sorting
the records, so if you can return to the last good Excel version, that
would be helpful. You could then re-import only that one table into
Access, replacing the faulty version.

-- Vincent Johns <vjohns@alumni.caltech.edu>
Please feel free to quote anything I say here.

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Eva - 15 Oct 2005 07:26 GMT

Unfortunately I don't have that, however the database only contains 227
records, and what I found it is only mixed up with people having the same
last names. So, I'm pretty positive it was the export/import function, with
my ill fated a to z command. So I started fixing it, it is doable, just
really tedious. I really didn't want to think that it was actually my fault,
but eventually had to face the facts.
Thanks for your help,
Eva

> > Thank you, I believe you solved my problem. The database was created from
> > Excel sheets, previously exported from File Maker. I'm hoping the mix up
[quoted text clipped - 10 lines]
> -- Vincent Johns <vjohns@alumni.caltech.edu>
> Please feel free to quote anything I say here.

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Vincent Johns - 15 Oct 2005 11:41 GMT

> Unfortunately I don't have that, however the database only contains 227
> records, and what I found it is only mixed up with people having the same
[quoted text clipped - 4 lines]
> Thanks for your help,
> Eva

All it takes is one careless mouse click, and your table is toast.
(Just in case you hadn't guessed, I've done that to myself.
Fortunately, it's been only on small tables, or I had a backup.)

In Excel (though not in Access), the AZ (Sort Ascending) and ZA (Sort
Descending) buttons can create major grief. You might consider zapping
them (choose Tools --> Customize, and drag those 2 buttons off their
toolbar). I only occasionally find them useful, and as you saw they can
be a pain. Use Data --> Sort instead, when you're dealing with an Excel
table.

Good news ... in Excel 2003, the Autofilter facility includes buttons
for sorting by the selected column.

Other good news ... in Access, the AZ button does what you'd expect --
it sorts the open Table on the selected field.

-- Vincent Johns <vjohns@alumni.caltech.edu>
Please feel free to quote anything I say here.

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Eva - 15 Oct 2005 15:32 GMT

Good to know. I have Excel 2003 but never tried Autofilter, but going to.
Luckily the database is stil small enough to fix it. I did learn a good
lesson though.
Thanks, Eva

> > Unfortunately I don't have that, however the database only contains 227
> > records, and what I found it is only mixed up with people having the same
[quoted text clipped - 24 lines]
> -- Vincent Johns <vjohns@alumni.caltech.edu>
> Please feel free to quote anything I say here.

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Eva - 15 Oct 2005 03:29 GMT

Also quite funny.

> Thanks, is there anything I can do to fix this mismatch?
> Eva
[quoted text clipped - 12 lines]
> >
> > John W. Vinson[MVP]

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