thanks Leanne and Myoshigi. I’m probably being dense, but I can’t see how to do that. I would be very grateful if you could tell me the steps. When I try to do a copy and paste, I right click the ref in the library window and copy it, open a new reference and right click paste - but it pastes everything into one field. I can’t see how to make it paste data into the same fields it came out of. I’m probably missing something very basic. Thank you for your help and your patience! regards, Priscilla