User manual

Using databases 31
The records remain sorted until you perform a find, add new records,
or sort the records again.
To sort the records in the current found set:
1. In Browse mode, choose Records menu > Sort.
2. In the Sort Records dialog box, choose fields for sorting, in the
order you want them sorted by, and sort options.
For information about sort options, see Help.
3. Click Sort.
To cancel before sorting is finished, press Esc (Windows) or
2-period (Mac OS).
Note You can sort records on one field without opening the Sort
dialog box by using the field’s shortcut menu.
For more information about sorting records, see Help.
Previewing and printing databases
With FileMaker Pro, you can print:
1 all the records in the database, a subset of the records, or only the
current record
1 a blank record to create a paper form
1 definitions of scripts, fields, tables, and relationships to see the
structure of your database
FileMaker Pro prints records using the current layout. You can create
layouts to print the same data in different ways. For example, you can
print records one by one, in a columnar list, or in a complex sorted
report with totals, headers, and footers. You can also create layouts
for mailing labels or envelopes.
The New Layout/Report assistant (in Layout mode) makes it easy to
create such layouts and reports. See
“Creating layouts and reports”
on page 48.
You can control page margins, remove blank space, and keep
specified objects from printing.
Previewing data on a layout
When you switch to Preview mode, you see the layout as it appears
on the printed page. You can’t enter or edit information in fields in
Preview mode.
In Preview mode, you see:
1 how many records fit on a printed page
1 how the pagination settings you choose affect page breaks
1 subsummary parts with calculated summary fields
Print Phone List
Go to Layout [Phone List]
Sort [Sort Order: Last name (Ascending) ]
[Restore sort order, No Dialog]
Enter Preview Mode
[Pause]
Print
[no dialog]
Enter Browse Mode
Name Phone
Juanita Alvarez 408-555-1234
Michelle Cannon 213-555-2345
Andre Common 714-555-3456
Marie Durand 619-555-4567
Jean Durand 408-555-5678
William Johnson 408-555-6789
Phone List
Records being browsed
Field Name Field Type Formula/Entry Options
First Name Text
Last Name Text
Address1 Text
Address 2 Text
City Text
State Text
Postal Code Number
Phone Text
Name Phone
Juanita Alvarez 408-555-1234
Phone List
Current record
Script
Table and field definitions
Blank record
You can print data based on the current layout or you
can print information about the structure of the database
Relationships graph
Current layout
Name Phone
Phone List