User manual

Chapter 4
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Sharing and exchanging data 85
In order to save files as Excel or PDF, you need the following access
privileges:
1 Allow exporting to save Excel files.
1 Allow printing to save PDF files.
Note The saved file will only include fields that are on the layout
when you perform the save. If you want to include other fields (for
example, fields on tab panels that are not in front), use the
Export
Records
command instead of Save/Send Records As.
Sending email messages based on record data
You can use FileMaker Pro to send one, or multiple, messages to one
or more recipients. You can enter values, or use values from fields or
calculations.You can also create scripts to send emails.
For more information, see Help.
Supported import/export file formats
Every application stores its data files in its own file type or file format.
Most applications can also exchange information in certain other
formats.
FileMaker Pro can import and/or export files in these formats:
Microsoft Excel, DBF, DIF, tab-separated text, comma-separated
values, BASIC, FileMaker
Pro 7, Merge, SYLK, WK1/WKS (Lotus
1-2-3), HTML Table, and XML. If you’re exchanging data with
another program, check the documentation that came with that
program to determine a common intermediary file format that both
FileMaker
Pro and the other program support.
Most file formats support data conversion only and do not import or
export formatting such as font, size, style, and color.
For information about file formats and the versions FileMaker Pro can
import and/or export, and importing from sources such as XML or a
digital camera (Mac
OS), see Help.
ODBC and JDBC
You can exchange FileMaker Pro data with ODBC-compliant
applications. For example, you can chart FileMaker
Pro data in
Microsoft Excel. For information about using FileMaker Pro with
ODBC and JDBC, see Help.
Methods of importing data into an existing file
When you import data into an existing file, you can:
1 add new records to an existing table
1 create a new table from imported data
1 update existing records in an existing table
1 update matching records in an existing table
Important The import options that update existing records and update
matching records both overwrite existing data during the import
process and cannot be undone. To safeguard your data, choose
File
menu >
Save a Copy As to make a backup of the file before you perform
an import that updates records.
The file you import records from is the source. The file you import
records to is the
target.
About adding records
When you add records, you import all records from the source file to
the target file or table. A new record is created in the target file for
each importable record in the source file.