Changing programs takes import-export skills. Do you have an old program you wish you could dump? We do. Several.
There's our accounting program. It's inflexible and it hasn't been updated in years. It lacks all kinds of features that newer programs have, such as ability to attach memos to data entry screens.We found a program that's a lot better (though not perfect. We've given up trying to find one that's got everything on our wish list). But we keep putting off moving to it.
The old program can't tell the new program what's in its files. In jargon, the old program doesn't export its databases. Even with the new program's good import utilities, it would take a week of fiddling to move over all our general ledger account numbers, all the customer and vendor data, all the set-ups and figures that would give the new program all the historic data that's in the old one.
Then there's our six-year-old contact manager. It's inflexible and works poorly on the network. When one of us keeps it active in memory, the other one can't add anyone's name or address. For years, the company's been promising us a network version. We've just about given up on them.
In these six years, we found a number of newer, better contact managers. Some had juicy extras. We wished we could switch to one. But until just last month, it was touch-and-go as to whether we could move our huge list of names, addresses, phone numbers and attendant memos out of the old program and into a new one.
A few months ago we got a phone call from the maker of Maximizer, another old, popular contact manager. They wanted to know if we'd beta-test their new Windows version. How well can it transfer in data from other contact managers?' we asked. "I'm not sure,' was the answer.
We pointed out that we weren't about to urge any reader to switch programs if they couldn't easily move over all old records they'd typed into their old program. Nowadays, few software buyers are first-time computer users.
Hmm, he said. He'd point that out right now to the company's programmers. He had a feeling they'd never thought of it! We received Maximizer for Windows and we're still testing it. Happily, we can report that its import utility is excellent. Hooray!
Word processing software makers figured out years ago that they can capture a lot more competitors' customers if they included utilities that import files from other word processing programs. Word, WordPerfect, WordStar, they all read each others' files with no trouble any more. Our Word for Windows converts even files formatted with artwork and graphs that are dropped in from other programs.
The same is true of the popular spreadsheet makers. But for some reason, database makers lag behind.
Not all database makers. If you're a genealogy buff, you can start with the cheapest, least flexible software package out there. If you get more serious about your hobby, you can quickly transfer all your data into a more expensive program.
That's because all genealogy software makers agreed to handle data import-export the same way. They had to, or the genealogy division of the Latter-Day Saints wouldn't recommend their software to its congregants, who make up the biggest genealogy market in the country.
Makers of most other programs that count on databases aren't nearly as enterprising - especially makers of accounting software. As you shop for software, help us point out to vendors that we can't buy their programs unless they give us an easy way to move over all our old data?
There is an interim solution: There's good commercial software that moves data between the most common databases - and also between spreadsheets and word processors. But few local dealers carry them, so you'll have to phone their makers for buying information.
The cheapest of our favorites is $100 OUTSIDE IN. Its two versions import data into Windows and non-Windows word processing software from over 50 IBM and Macintosh programs including all the most popular word processors, spreadsheets and databases. The DOS version works as a memory-resident pop-up. It's from Systems Compatibility Corp., 312329-0700.
DBMS/COPY Plus converts data very quickly between SQL and nonSQL databases, spreadsheets, graphics programs, and statistical packages. You can rename and reposition the variables in your output file. It's $300 and comes with a 60-day refund from SPSS Inc., (800) 543-6587, (312) 329-2400.
For $500, Monarch imports all or selected data from nearly any program to any program that can handle DIF, ASCII, dBASE or 1-2-3 format (including most accounting software). Once you set up a template to handle a specific kind of data transfer, you can run it again and again. It's made by Personics, 508-897-1575.