DB2000
for the Computer Challenged
Instructions by P/D/C Joe B. Dorn, SN
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How To Create Mailing Labels
How To Update The Squadron Database
How To Create Mailing Labels In Zip Code Order
How To Download Updates For The DB2000 Databases
How To Use 'The Magic Page' Or The 'Query Roster' Facility
How To Build a Basic Report , The Down & Dirty Roster Printer
How To Send An Email Note To Selected Members
How To Create The 'OD1/2' Forms
How to do Merit Mark Resubmittals
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How To Create Mailing Labels
This is based on the District Database; if you are using the Squadron
Database, skip the first step...
1. On the DB2000 'Main Page', select the desired squadron of choice or
the entire district...
2. On the top selection bar (white) select 'Reports'
3. Now select 'Print Roster Info'
4. Select 'Complete Roster'
5. Select 'Label (Avery 8160)'
6. The little green things represent the Avery Sheet of labels. If you
are using a partial sheet of labels, select the ones already used. 'Clear
All' and 'Set All' are options here.
7. The display area of the screen will show you the Label layout
8. In the 'Record Content' block:
9. Select 'Row 1', then the name format you want to use. ('Rank First
Last, Grade' is a good choice), Click 'ADD'.
10. Select 'Row 2', Then 'Street Address', Click 'ADD'.
11. Select 'Row 3', Then 'City State Zip'. Click 'ADD'.
12. Select 'Cleanup' (removes some garbage characters)
13. Select 'Barcode' if you wish to add Postal Barcodes. (I have never
used this.)
14. Select 'Print'. This will print the selected page. I strongly
suggest that you only print one page at a time, since the label forms tend
to jam. The first 'Print' should be on plain paper to make sure that it is
correct and placed right.
15. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN
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How To Update The Squadron Database
This is based on the District Database; if you are using the Squadron
Database, skip the first step...
1. On the DB2000 'Main Page', select the 'Squadron Database'
A. Select 'File'
B. On the drop down select 'Select Primary Database' It will look like
'DBSQD.MDB'
C. Select 'Change Database'
2. On the second selection bar (blue) select 'Roster' (I recommend
downloading the latest roster before making any changes.)
3. Now select the member's name you wish to modify, the selected line
will turn blue...
4. Select 'BDU' on the top selection bar
5. Select 'The white box next to the information you wish to modify or
add' (it will become a pale blue)
6. Select 'Edit' and change or add the data, the box will turn a pale
red. (Only the data boxes shown may be changed, all other data is maintained
by National.) NOTE: 'Cell Phone' is not a selection. You can add them to
your private database in the 'COMM' section of the program.
7. Hit 'Enter' to move to the next box
8. When you have entered all of the changes click 'OK' to save them or
'Cancel' to not make the changes
9. Use the 'Navigation' selections to move to other records in the
database
10. Select 'Roster' to return to the updated roster. The changes will
remain in the database but will not be uploaded to the National Database. Up
to this point you have not changed the National database. Play with it all
you want. The worse case will just require reloading the database with a
fresh copy. Push the buttons and learn the program...
11. Now we are getting serious and will update the National database.
You must have the 'Updaters' password.
12. On the Main Page, select 'Export' then 'Roster' then 'Review/Send
Current Changes'
13. You will be presented a page with the changes that are going to be
uploaded for your review. Check it carefully.
14. You have several choices to assist you ON THE TOP BAR, They are
obvious in their actions, play a little if you wish.
15. Now we are at the critical point and will be making changes to the
National Database. Once you are satisfied with the changes to be made hit
'Send' and watch the little man with the flags as the data is sent. You will
get a message showing the outcome of the transaction.
16. As soon as the transaction is complete, you or anyone else can
download the database with the changes. It is also immediately reflected to
the District Database.
17. Once you have done this a couple of times you can make a change in
only a couple of minutes, even on dial-up.
18. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN
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How To Create Mailing Labels In Zip Code Order
This is based on the District Database; if you are using the Squadron
Database, skip the first step...
1. On the DB2000 'Main Page', select the desired squadron of choice or
the entire district...
2. On the top selection bar (white) select 'Reports' then 'Query
Roster'
3. Select 'All' in the Member Type Box (You can modify this to select
the particular group you wish to mail to.)
4. In the 'Order By' box select 'Zip Code'
5. Select 'Find'
6. Now select 'Print'
7. Select 'Label (Avery 8160)'
8. Format the rows in the label as described in the Mailing Label 'How
To'
9. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN
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How To Download Updates For The DB2000 Databases
1. On the main screen select 'Options' then 'User Authorization'
2. In the top box, use the arrow to select 'Your Name'. This will also
enter your certificate number.
3. Enter the appropriate 'Password'. There are three passwords for each
District or Squadron: The 'Master' password that can change the other
passwords; A 'Read Only' password Sthat allows downloads only; and a 'Update'
password that allows uploads of BDU data or some forms such as OD1 or OD2.
Only Squadrons can upload BDU data!!! (See the 'How To Update The Squadron
Database'). The 'Update' password should only be given to one or two people
in the Squadron or District; The 'Master' password should be retained by the
Commander only.
4. Click 'OK'. DB2000 will remember this setting for future downloads.
The passwords change in May each year and the new ones are sent to the
Commander.
5. On the main screen select 'IMPORT'
6. select 'DOWNLOAD ROSTER' (You should see a funny little man with
flags with download progress messages)
7. On completion a Download complete box should appear, select 'UPDATE
NOW'
8. Now an ' UPDATE DATABASE' box should appear, Select 'CHECK ALL' and
then 'UPDATE'.
9. The box will show the changed records, look it over just to see what
you have, then click 'FINISH'.
10. That's all there is to it.
11. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
How To Use 'The Magic Page' or the 'Query Roster' Facility
One of the most powerful tools in DB2000 is the 'Query Roster' facility.
With this tool you can create many different searches in the database and
then send it to the print facility. I am going to give a couple of simple
examples and then encourage you to play with it. During the course of the
different 'How To's' I am creating, we will be using this tool quite often.
The Squadron Educational Officer will find this extremely valuable for
determining what courses should be taught and then creating mailing list for
the prospective students. I will use such an example to get started on this
adventure.
1. On the 'Main' screen select 'Reports' then 'Query Roster'
2. Don't panic!!! All of the boxes make it very easy to use. Take a
minute or two and notice how things are grouped. Two boxes are preselected
so that the default is to the entire database. We are going to do a very
elementary search to determine who is eligible for an 'AP' Class.
3. In the 'Advanced' box, select in the 'Yes' column 'S' & 'P' and in
the 'No' column select 'AP'.
4. At the top of the page, click on 'Find' and then look in the lower
left hand box, 'Result Set' for the results of the search. We have caught
that bear and now need to skin it...
5. 'Tags' are used to identify individual records that you wish to work
with. We will be playing with them as we go along in several different
areas. At the top of the current page you will see a box labeled 'Tags' that
appears to have something to do with California, 'CA', it doesn't, but
rather means 'Clear All' This box will be on almost all DB2000 pages. This
clears all tags that might have been left over from previous searches or
file manipulations. There is also a 'TA' or 'Tag All' on some pages; I have
never used it. Click 'CA' so that we have a fresh start.
6. In the 'Do With Result' box at the top of the page there are three
selections we are interested in. The 'Save Query' selection allows you to
save a search with a name so that you will not have to rebuild it next time.
Click on 'Save Query' and a box appears where you can ad a descriptive name,
I entered 'Potential AP Students', then click 'OK'.
7. Now click on the 'Add To Tags'. You have now tagged the records we
searched out. We will be using these in some of the other 'How To's'.
8. Another search I like to do is the 'Free Loaders' or 'Life Members'
search. I am one, so I can pick on us. Some of us continue paying dues after
achieving the honor and certainly keep collecting merit marks. On the
'Query' page, select under 'Merit Marks' then 'Life' box, then 'Find'.
9. You now have a nice list, alphabetized by last name, that you can
use, but now lets sequence it by number of merit marks, In the 'Order By'
box select 'Merit Marks' and then click 'Find'. You now have a list
sequenced low to high by number of merit marks.
10. In a list of this nature, It would be nice to sequence it high to
low so click 'Descending' in the 'Order By' box and your members with the
most merit marks are on top of the list. If you wish to print this, click
'Add To Tags' and 'Print'. See my 'Down and Dirty Roster How To' for
detailed print instructions.
11. Play around with this page and find out who your officers are at
National, District and Squadron levels. You will probably find a lot of
updates are needed. The 'Birthday' search is nice if you wish to recognize
those with birthdays at your meetings or in your newsletter.
12. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
How To Build a Basic Report , The Down & Dirty Roster Printer
In a previous 'How To Use The Magic Page', we built and saved a 'Query' for
people that were potential AP students. If you have not done that exercise,
do so now and then return to here.
1. Retrieve the AP Student Query by going to 'Reports' then 'Tag From
Query' then 'Clear Tags Then Tag From Query'
2. Select the Query 'Potential AP Students' and now click it and you
will receive a 'Done' message.
3. You have now tagged the records we searched out. Now click on
'Reports', then 'Print Roster Information'. This takes us to the 'Down &
Dirty Roster Printer', another page we will visit often. We are going to
first print a list of potential 'AP' students. The 'Print Options' default
to 'Roster' and '8.5x11' paper... Good enuf for now...
4. In the 'Page Options' box select 'Header' and enter a name for the
report such as 'Potential AP Students' (The title of the 'Query' might
already be in the box.) Watch the big white space on the right as we develop
this report. Now select 'Line Sep' 'Bold' and 'Larger Font'... Nice title
line isn't it. ...
5. Now drop down to the 'Footer' box and select 'Footer', Line Sep' and
'Date'. Click 'Today' and select your preferred date format. Type in
whatever you wish in the box next to 'Footer'. I usually enter '*** FOR USPS
USE ONLY ***' If you wish, select 'PN' to add page numbers. We have now
created a basic page format that we will use many times.
6. Now let's add the records that our search found earlier. In the
'Record Content' box select 'Row 1' then 'Formatted Name' then 'Add'. (You
may select from several different formats for the name display in the
adjacent box.)
7. Now go to 'Row 2' and select 'Street Address' and then 'Add',
8. Now for 'Row 3', select 'City State Zip', and 'Add'.
9. We are going to skip Row 4 for this report, select 'Row 5', then
'Database Field'. This allows you to select almost any other data in DB2000
database; we want to add the 'Certificate' number since this will be of
value if the person enrolls. Select 'Cert' and then 'Add'.
10. Based on the needs of the report, you can select the number of
'Columns' and 'Text Position' in the bottom box. Play with it a little; just
leave it the way you want the report to appear before going to the next
step.
11. This is a basic report that we will use variations of many times, so
let's save it. Near the top of the page find 'Save or Retrieve Page Layout'
and enter a name such as 'Basic Page'. Then click 'Save'. The next time you
need to print information of this type, Use 'Get' and select 'Basic Page' to
retrieve the format you have saved. You can then change the options on the
retrieved format as needed.
12. At the top of the 'The Down & Dirty Roster Printer' page, select
your print option of choice. If it is a multiple page report you can select
all of the pages or any one of the pages.
13. Well, we know who they are and we have a list that we can use as a
guide but we need to let them know about the class, 'Mailing Label' time!!!
With a few clicks we will have that job done. (See my 'How To Print Mailing
Labels' for details.) Select 'Label (Avery 8160)' then 'Row 1, Formatted
Name, Add'; 'Row 2, Street Address, Add' ; 'Row 3, City State Zip, Add' and
then 'Print' at the top of the page'. (When I print mailing labels I make a
test run before adding the real labels to the printer, and then I feed them
one sheet at a time. You can select the page to print at the top of the
'Down & Dirty Roster 'page.)
14. This is another basic format that we will use often so let's save
it. Go to 'Save or Retrieve Page Layout' and enter 'Mailing Labels'. Then
click 'Save'.
15. We have now gone through a basic search of the database and used the
results to print a list and then print mailing labels. Neat isn't it....
Stay tuned for 'How to use Email' rather than the other USPS.
16. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN
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How To Send An Email Note To Selected Members
In a previous 'How To Use The Magic Page', we built and saved a 'Query' for
people that were potential AP students. If you have not done that exercise,
do so now and then return to here.
1. Retrieve the AP Student Query by going to 'Reports' then 'Tag From
Query' then 'Clear Tags Then Tag From Query'
2. Select the Query 'Potential AP Students' and now click it and you
will receive a 'Done' message.
3. Click 'Comm' and you should see a bunch of phone numbers and email
addresses. Click 'Email' at the top in the tagged records section and if
your system is set correctly Magic happens and you have an email addressed
to the potential students (provided their email addresses are in the
database.) and ready for text. Time to get the email addresses updated isn't
it, see my 'How to update The Squadron Data Base' tutorial.
4. This was too easy, wasn't it? I updated the email addresses for the
incoming commanders in my personal database before I sent the first note in
this series and then created the email addresses from the database. You can
not upload that information from the District Database so it is up to each
squadron to get and keep the email addresses current. The first time takes
some time but it makes life easier for all of the Squadron and District
officers after that.
5. Another method to create your email list is by selecting the people
you wish to sent the note to manually, Go to the 'Main' page then select
'Comm', then click 'CA' to clear any old tags.
6. Now select a name you wish to include in the note (the selected
entry should turn light blue) then select 'T' in the 'Tagged Records'
section at the top. An '*' should appear in the 'Tag' column. If you
reselect the name the 'T' will now be a 'U' and you can 'Untag' the record.
7. Too much trouble? Then do this: place your cursor in the 'Tag'
column next to the name you wish to add and 'Double Click' to select the
record. 'Double Click' again to remove the selection.
8. Select 'Email' at the top to create the note.
9. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
How To Create The 'OD1/2' Forms
This is one of the easiest projects I will be describing in this series. The
tough part is getting the people committed to submit the form in a timely
fashion. Since this is a District 21 project and most of you have a D/21
'read only' database if I installed DB2000 on your computer I will be using
the 2006-2007 officers for an example.
1. On the 'Main' page, select the primary database by clicking 'File'
then 'Select Primary Database'. For this exercise select the 'DBD21.mdb'.If
you are doing this for your squadron, select the squadron database, e.g.
'DBSQD.MDB'. Click 'Change Database' to activate a different database.
2. Back on the 'Main' page select 'Forms'. On the District database you
will only have The 'OD' forms as a choice. The squadron databases have a
couple of others. I highly recommend playing with the 'Historian's Form',
one of the squadron choices.
3. The OD1/2 form will preload with its previous information, the
current Commander and the current date. This is good since a many of the
slots are carry-overs.
4. Now highlight the position you are going to enter, it will turn a
weak green, about like Charles Strong's face for the next year. For this
exercise, select 'District Commander' and then in the 'Add/Remove Office
Holder' select the victim, oops, the officer... The small box on this line
allows you to enter the first three letters of a name and indexes you down
the list; enter 'str' and then the 'Enter Key'. Down the list a little
further in the larger box you will find 'Strong, Charles'. Click 'Add'.
5. Now move to the next position and add the next name. I will send
another note with the information for D/21 in a pdf document so that you can
add the additional names on your own.
6. Enter the 'COW Date' for your Squadron or District. The Date for
D/21 in 2006 is 04/09/06.
7. Once you have completed the form you can print it out by selecting
'File', then 'Print OD Form'.
8. For our purposes we just want to update our personal database,
select 'Option' then 'Install New Officers'. The database will now reflect
the new set of officers. We will be using this information in one of the
next 'How To's'...
9. Let me know if this worked and what I need to change or add...
P/D/C Joe B. Dorn, SN ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
How to do Resubmittals for Merit Marks
You can only make one ‘Original’ submission . The system will prevent you from submitting more than one ‘Original’ submission.
If some of your recommendations are ‘Rejected’ by the area monitor and you want to ‘Resubmit’ some or all of them, double click on the ‘Submission Status’ cell of the record(s) to be resubmitted and change the status to ‘Rejected’. Then use the ‘Change Status’ menu to ‘Mark All Rejected for Re-Submittal’.
After providing additional data supporting these recommendations, go back to the ‘Print Submittal’ dialog, select the ‘Resubmission’ radial button and only those records will appear.
If after submitting your original recommendations, you realize that you omitted one or more members from the submission, add those members to the grid, enter the recommendations, double click on the appropriate ‘Submission Status’ cell(s) and change ‘No Recommendation’ to ‘Supplementary’. Then go back to the ‘Print Submittal’ dialog and choose the ‘Supplementary’ radial button.
P/D/C Joe B. Dorn, SN
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Webmaster P/C Kathryn E. Polt, AP