DBF (dBASE) files

Geocoding

What is a DBF (dBASE) file? back to top

DBF is a generic database file type that allows for the transfer of data between various database programs. Since these are simple files, information may be lost when converting to this file type.

How do I convert to a DBF (dBASE) file from Access? back to top

On the File menu click Export. Type in a name, then choose your Save as type as DBF 5. Click Save All.

NOTE: Memo field types are not supported, please convert them to text fields.

How do I convert to a DBF (dBASE) file from Excel? back to top

On the File menu click Save As. Type in a name, then choose your Save as type as DBF 4. Click Save.

NOTE: You may get a message saying that certain formats may be lost. See Tips below to ensure you are converting the most information you can.

Tips for converting from Excel to a DBF file: back to top

• DBF (dBASE) files save only the text and values as they are displayed in cells of the active worksheet. All cell formatting, page layout settings, graphics, objects, and other Microsoft Excel features are lost.
• All rows are converted, but only a certain number of columns are saved:

Format	Columns
DBF 2 (dBASE II)	32
DBF 3 (dBASE III)	128
DBF 4 (dBASE IV)	256

• Any data that is hidden under another column will be lost. To avoid losing such hidden data, expand all columns to their full width.
• Field names may not be longer than 10 characters or they will be truncated.
• Save each worksheet separately.
• If you wish to keep decimals, you need to select a number format other than General for those cells. Instead use Number or Scientific, then select the number of decimal places you want.
• Time data cannot be converted. If you wish to save this information, convert it to text before saving the file as a DBF. Use the function =TEXT("12:34", "hh:mm AM/PM").
• If cells in the converted range contain formulas, only the resulting values of formulas are saved, even if the sheet display options are set to show formulas in the worksheet cells instead of values. To ensure that the formula values are converted correctly, click Options on the Tools menu, click the View tab, and clear the Formulas check box. Then make sure that all values are visible before you save the file. If you want to save a formula as text, insert an apostrophe (') before the formula.

I added rows or columns to my Excel sheet, why won't they convert to dBase? back to top

If you add new columns in Excel to a file that has previously been saved as a dBase file, you may need to redefine the database range. To add to an existing .dbf file in Excel, you must redefine the named range. This is because, when you first exported the Excel file to a .dbf file, Excel created a "named range" for that .dbf file. If you do not modify this named range, Excel will continue using this original range and, thus, not include any added rows or columns on subsequent exports to .dbf of the same file.

To modify the named range after you have added data to an existing .dbf file and before you save or export the file:

• On the Insert menu, point to Name, then click Define.
• In the Names workbook box, click "database."
• In the Refers to box, change the last row and/or column number so that it covers all your records
• Choose File-Save As, and save to a new .dbf file. This ensures that you don't accidentally destroy your original file without being sure this process has worked.

Is there a limit to how many sites I may upload? back to top

The DBF file may be a maximum of 1 MB. Each upload is limited to a total of 100 sites.

My file is over the limit, what should I do? back to top

Delete unnecessary columns and rows and/or redefine the database range (see question above).

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What is geocoding? back to top

Geocoding matches an address to an exact geographic location. In other words, geocoding allows you to locate an address on a map.

How do I use cross streets to define a location? back to top

If you don't know the house number of a location, you can define it using cross streets. Put both streets into the Street field separated by an ampersand (&) (ex: New York St. & Pine Ave.). Make sure you do not include a house number.

How do I enter a Queens, New York, address? back to top

Many residential Queens, New York, addresses are written in the form ###-##. The three-digit number (occasionally only two) before the dash is the nearest cross-street, and the two-digit number is the house number. To geocode this address, enter all five digits (the hyphen is optional) and the street as the Street. A slightly less accurate alterative is to use the cross streets only.

What does the "Keep my formatting" checkbox do? back to top

When you geocode an address, the Address Finder geocoding engine returns a coordinate pair and the address with which it corresponds. By default, this returned address will be used, overriding any typos you may have made. If you want your address formatting as is, without any corrections, then check the "Keep my formatting" checkbox and your text will be used as submitted.

What exactly does the Address Finder geocoding engine "correct"? back to top

Most commonly, the Address Finder geocoding engine corrects all street types to a USPS standardized format (e.g., Street becomes St). For a full list of these abbreviations, please visit the USPS Official Street abbreviations. The Address Finder geocoding engine also verifies that the city/state matches the ZIP Code and that the address (i.e., the house number and street name) exists in both. If the city/state does not match the ZIP Code and the address only exists in one location, the Address Finder geocoding engine will correct to the one containing the address. If both the city/state and the ZIP Code contain two different versions of the address, then the Address Finder geocoding engine will correct the ZIP Code to match the city/state.

How does the Address Finder geocoding engine handle candidate matches? back to top

If the Address Finder geocoding engine returns multiple possibilities (also known as candidate matches), it will use the first candidate.