User manual

ManualsBrandsClaris FileMaker ManualsApplicationsFileMaker Pro 5

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

2-2

FileMaker Pro User’s Guide

Viewing records

FileMaker Pro provides three views of each layout: form, list and

table. When you change views, you temporarily change the way

records display or print.

The following illustration shows the same layout in three views.

Keep these points in mind:

1 If you have layout design privileges, you can specify the views that

are available for each layout. See “Setting up View as Form, View as

List, and View as Table” on page 6-10.

For more control over the appearance of your data, you can create

layouts that are designed to show records in a list or table. See

“Columnar list/report” on page 6-3 and “Table view” on page 6-4.

1 View as Form, View as List, and View as Table do not affect

databases published on the Web using FileMaker Pro Instant Web

Publishing. To set up views for web publishing, see “Setting up

browser views” on page 14-10.

Viewing records in a table

1. To view records in a table, choose View menu > View as Table.

To view

Do this in Browse mode, Find mode,

or Preview mode

Individual records Choose View menu > View as Form.

Records in a list Choose View menu > View as List.

Records in a table Choose View menu > View as Table.

(See the next section, “Viewing records in a table.”)

View as Form

When you’re

viewing records

in a list or table,

you see as many

records as fit on

one screen

View as List

View as Table

Field data

Field labels

To Do this

Reorder columns Click a column heading and drag it to a new location.

Resize a column Move the pointer to the edge of the column heading.

When the pointer changes to a double arrow ( ), drag

it to the desired size.

To set a precise width, select one or more columns, then

right-click (Windows) or Control+click (Mac OS).

Choose Set Column Width from the context menu. In the

dialog box, type a width, choose units from the list,

then click OK.

Sort records 1 Click a column heading.

1 Select one or more columns, right-click (Windows)

or Control+click (Mac OS), then choose a sort order

from the context menu. If you select multiple columns,

the order of the columns (left to right) determines the

sort order. For more information, see “Sorting records”

on page 3-8.

Note You can sort records if Sort data when selecting

column is selected in the Table View Properties dialog

box. See “Setting up View as Form, View as List, and

View as Table” on page 6-10.