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Saving, importing, and exporting data
F
ILEMAKER PRO HELP 498
Saving, importing, and exporting data
You can exchange information between FileMaker Pro and other applications by saving, importing,
and exporting data to other file formats. For example, you can
import data that is currently in another
database or spreadsheet program, or export address data in order to create personalized form
letters with a word processing program.
You can:
• save FileMaker Pro data to Excel and PDF files
• save a found set of records and email it as a snapshot link
• append FileMaker Pro records to existing FileMaker Pro PDF files
• import data into an existing FileMaker Pro file
• set up recurring imports to help you routinely refresh read-only data imported from another
file
• convert data from other applications to new FileMaker Pro files
• export data in many formats for use in other applications
Notes
• For general information on how FileMaker Pro saves files, see Saving and copying files.
• To exchange small amounts of data between files, use copy and paste or drag and drop.
See
Copying and moving data in records and Moving text and data with drag and drop.
• If you’re using FileMaker Pro on both Windows and OS X, you don’t need to use import and
export features to open FileMaker
Pro files created on different operating systems. To open
a FileMaker
Pro for OS X file in FileMaker Pro for Windows, or vice versa, choose File
menu
> Open, and open the file. See Opening files.
• You can also import scripts from other FileMaker Pro files. See Importing scripts from other
FileMaker files.
• You can import tables from other FileMaker Pro files. See About creating a new table for
imported data and Copying or importing table schemas (FileMaker Pro Advanced).
Saving and sending records in other formats
You can save FileMaker Pro data as Microsoft Excel files, as Adobe PDF files, or as a snapshot link
in all modes except Find mode. You can save the current record or all the records in the current
found set.
Creating an Excel file lets you export FileMaker Pro data from the current layout and found set and
work with it in an Excel worksheet. Creating a PDF file lets you store the current state of your file in
a static document that you can protect with a password if you want. You can also append
FileMaker
Pro records to an existing FileMaker Pro PDF file. Creating a snapshot link lets you send
a found set of records.
In order to save files as Excel or PDF, you need the following access privileges:
• Allow exporting to save Excel files
• Allow printing to save PDF files
When you save an Excel or PDF file or a snapshot link, FileMaker Pro lets you create a new email
with the file attached, so you can send it to others. For Excel and PDF files, you can also choose to
open the file after saving.