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Exporting data to MS-Access

The data contained in a U-Tab project file can be exported to an MS-Access database, for more sophisticated analysis and output options.
There are two ways in which this can be done:
  • Exporting all the data in the current project file
  • Exporting a customised sub-set of the data

    Exporting all the data in the current project file
    U-Tab will export all the data in the current project file to an Access database unless an Export Index File has been created. To ensure that all data is exported therefore you first need to delete any existing export index files.
    To delete an export index file:
  • Select File|Delete Export Index File
    If this option is greyed out, there will be no export index file to delete.
    You can now create the Access database.

    Exporting a customised sub-set of the data
    Exporting all of the data into a database can create vary large files, and you may not need all the data to be exported. U-Tab allows you to select which data to export. To do this you first need to create an index of the variables you wish to include in the export.
    To create a export index file:
  • Select File|Create Export Index File to display the export index file dialogue box
    If an Export Index file already exists a warning box will appear asking you if you wish to continue. If you do continue your new export index file will overwrite the one that is already there. 
    If you wish to use the current export index file to create a database 
  • Select Cancel
    and create the Access database.
    U-Tab will create a database using the current export index file and you can then create a new export index file.
    If the current database contains Summary Variables a warning box will appear asking you if you wish to include these in the export list.
    The dialogue box consists of two areas, the Variable Titles area and the Output list area.
    Variables Title area:
  • This contains a list of all the variables from which you can construct your customised export variable list. 
    Output list area:
  • This area defines the export variable list you are creating. 
    To select or amend the list of variables you wish to export:
  • From the Variables titles area select the variables you wish to include in your export index file. Multiple variables can be selected by holding down the Shift (for consecutive variables) or the Ctrl (for non-consecutive variables) keys while you are selecting them.
  • Press the Add button
    To delete any unnecessary variables from the list:
  • Select the unwanted variables in the Output list area and press Clear
    When you have finished selecting the variables:
  • Select (insert title here) in the box at the top of the Output List area and type a name for the list
  • Press Save.
    The export index file will now be created and can be used either now or later to create the Access database.

    Editing an existing export index file
    U-tab allows you to store an export index file and edit it at a later date.
  • Select File|Create Export Index File. A box will appear warning you that an index file already exists
  • Press OK.
    The existing index file will appear and you can now select or amend the list of variables you wish to export.

    Creating the Access database
    If you have just created an export index file you will be offered the option to create the database now. To do so:
  • Press Yes.
    Otherwise, to export the data in the project file:
  • Select File|Export to DataBase
    If you have created an export index file this option will export only those variables selected in that file. If there is no saved export index file this option will export all the data in the project file.
    U-Tab creates the database in the background without opening MS Access first. If you are exporting a large quantity of data the process can create large files and take some time; in this case a warning dialogue box will be shown first indicating how large the resultant file will be. To continue with the export press OK.
    The MS Access database will contain one table for each of the variables exported. Each table will contain two fields, one providing the numeric key that uniquely identifies the database record, and the other containing the value of that variable for that record.
    Each table will contain an entry for all and only those records that have a value for the corresponding variable.
    To create a table in Access that has the values for more than one variable, a query can be written to create a new table to suit your exact needs.