User manual

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Table Of Contents

Preface Learning how to use FileMakerPro
- Registration and customer support
- Using the FileMakerPro documentation
  - How this guide is organized
  - A note about the illustrations
- Using FileMakerPro Help
Chapter 1 FileMaker Pro basics
- About databases
- About FileMaker Pro files
- Performing menu commands
  - Using toolbars
  - Using context menus
- Managing files
Chapter 2 Adding and viewing data
- About working with records in Browse mode
- Viewing records
- Adding and duplicating records
  - Adding and duplicating related records
- Deleting records
- About entering data in records
- About working with graphics, sounds,andmovies
- About working with text
- Working with OLE objects
Chapter 3 Finding and sorting information
- Finding records
- Sorting records
Chapter 4 Previewing and printing information
- About printing information in a database
- Preparing to print
- Previewing data on a layout
- Printing
Chapter 5 Creating a database
- Planning a database file
- Creating a FileMaker Pro file
- About defining database fields
- Setting options for fields
- Changing field definitions
- Deleting field definitions and data
Chapter 6 Creating and managing layouts and reports
- About layouts and reports
- Creating layouts and reports
- Working with, duplicating, deleting, orrenaming layouts
  - Setting up to print records in columns
  - Setting up View as Form, View as List, and View as Table
- About working with objects on a layout
- About working with fields on a layout
- About layout parts
Chapter 7 Customizing layouts
- Customizing fields on a layout
- Customizing the appearance of a layout
- Arranging objects
- Using tools to precisely position objects
- Controlling how things print
Chapter 8 Working with related files
- Displaying data from related files
- Working with relational databases
- Changing relationships
  - Choosing a different relationship for a portal
  - Summarizing data in portals
- Defining lookups between files
Chapter 9 Protecting databases with passwords and groups
- Defining passwords
- Deleting or changing passwords
- Defining groups
- Deleting or changing groups
- Passwords and groups: a comparison
Chapter 10 Creating scripts to automate tasks
- About scripts
- Creating scripts: an overview
  - Planning scripts
  - Storing settings before creating a script
  - Defining scripts
- About ScriptMaker steps
- Control script steps
- Navigation script steps
- Sort, find, and print script steps
- Editing script steps
- Fields script steps
- Records script steps
- Windows script steps
- Files script steps
- Spelling script steps
- Open Menu Item script steps
- Miscellaneous script steps
- Changing scripts
- Duplicating, renaming, or deleting scripts
  - Deleting scripts
- Importing scripts
  - To import a script
- Listing scripts in the Scripts menu
- Using buttons with scripts
  - Defining buttons
  - Copying, changing, or deleting buttons
- Example of a ScriptMaker script
  - Finding duplicate records
Chapter 11 Using formulas and functions
- About formulas
- About functions
Chapter 12 Importing and exporting data
- About import and export
  - About file formats
- Importing data into FileMaker Pro
  - Importing data into an existing file
  - Converting a data file into a new FileMakerPro file
- Exporting data from FileMaker Pro
  - Exporting subsummary data
Chapter 13 Sharing databases on a network
- About sharing files on a network
  - Working with shared files
- About hosting files
- Opening files as the host
- Closing shared files
- Opening files as a guest
Chapter 14 Publishing databases on the Web
- About publishing databases on the Web
- How users work with databases on the Web
- What you need to publish databasesontheWeb
- Publishing databases on the Web: an overview
- Enabling FileMaker Pro Web Companion
- Configuring FileMaker Pro WebCompanion
- Enabling Web Companion sharing
- Setting up browser views
- Testing your published database
- About browser views for web publishing
Chapter 15 Using ODBC with FileMakerPro
- About ODBC
  - ODBC terminology
  - ODBC support in FileMakerPro
- Sharing FileMakerPro data via ODBC
- Accessing FileMakerPro data from an ODBC client application
  - Configuring the ODBC control panel
- Importing data from other data sources
- An ODBC import example
- Importing ODBC data with a join
  - Specifying a SQL join
- Automating ODBC connections
Appendix A Customizing FileMaker Pro
- Setting application preferences
- Setting document preferences
  - Setting general document preferences
  - Setting document spelling preferences
Appendix B Backing up and recovering files
- Backing up files
  - Using a backup script
- Maintaining files
  - Saving a compressed copy
  - Understanding file damage
- Recovering damaged files
  - When to recover
Appendix C FileMaker Pro Quick Reference (Windows)
- Keyboard and mouse shortcuts
Appendix D FileMaker Pro Quick Reference (Mac OS)
- Keyboard and mouse shortcuts
Index

11-8

FileMaker Pro User’s Guide

See below for examples of each of these situations.

The following examples show how the Sum function works,

depending on the number of parameters, whether the calculations

involve related, repeating, or non-repeating fields, and whether

results are returned in a repeating or non-repeating field. In these

examples, the numbers in the boxes represent values in fields.

Note You can use aggregate functions to summarize data in a file, as

an alternative to Summary fields. See “Summarizing data in portals”

on page 8-12.

Summary functions

Summary fields generate grand totals or subtotals of data from many

records. For more information, see “Defining summary fields” on

page 5-6, and “About layouts and reports” on page 6-1.

Use the GetSummary function with a summary field when you want to:

1 display subsummary values in Browse mode or in a body part

1 perform mathematical calculations on a summary field

This function Does this

Average (field...) Averages the numbers, dates, or times in the (field...)

parameter(s) you specify

Count (field...) Returns the number of items [the (field...) parameter(s)

you specify], which are not empty

Max (field...) Returns the largest number or time or the latest date in

the (field...) parameter(s) you specify

Min (field...) Returns the smallest number or time or the earliest date

in the (field...) parameter(s) you specify

StDev (field...) Returns the standard deviation of the sample

represented by a series of values in the (field...)

parameter(s) you specify

StDevP (field...) Returns the standard deviation of a population

represented by a series of values in the (field...)

parameter(s) you specify

Sum (field...) Adds the numbers or times in the (field...) parameter(s)

you specify.

Field 1

Field 2

Field 3

xamp

Sum (

Field 1

Field 2

Field 3

)

xamp

e 2

Portal

Related field

Sum (

Relationship

name

Related field

)

Example 3

Repeating field

Sum (

Repeating field

)

Example 4

Repeating

field 1

Sum (

Repeating field 1

Repeating field 2

)

Repeating

field 2

+ =

field 1

Sum (

Relationship name

Related field 1

Relationship name

Related field 2

)

Example 5

field 2

1 4 5