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FileMaker Pro 6:
Basic
Instructors Edition

Australia Canada Mexico Singapore


Spain United Kingdom United States

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic


Michael Springer

Series Product Managers:

Caryl Bahner-Guhin and Adam A. Wilcox

Developmental Editors:

Micky Markert

Copyeditor:

Cathy Albano

Keytester:

Cliff Coryea

Series Designer:

Adam A. Wilcox

Cover Designer:

Steve Deschene

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VP and GM of Courseware:

COPYRIGHT 2004 Course Technology, a division of Thomson Learning. Thomson Learning is a trademark used
herein under license.
ALL RIGHTS RESERVED. No part of this work may be reproduced, transcribed, or used in any form or by any
meansgraphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or
information storage and retrieval systemswithout the prior written permission of the publisher.
For more information contact:
Course Technology
25 Thomson Place
Boston, MA 02210

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Or find us on the Web at: www.course.com

For permission to use material from this text or product, submit a request online at: www.thomsonrights.com
Any additional questions about permissions can be submitted by e-mail to: thomsonrights@thomson.com

Trademarks

Course ILT is a trademark of Course Technology.

Some of the product names and company names used in this book have been used for identification purposes only and
may be trademarks or registered trademarks of their respective manufacturers and sellers.

Disclaimer

Course Technology reserves the right to revise this publication and make changes from time to time in its content
without notice.
ISBN 0-619-28578-8

Printed in the United States of America


1 2 3 4 5 PM 06 05 04 03

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introduction
Topic A:
Topic B:
Topic C:
Topic D:

Contents
iii

About the manual............................................................................... iv


Setting student expectations .............................................................. ix
Classroom setup.................................................................................xii
Support.............................................................................................. xiv

Introducing FileMaker Pro 6.0

1-1

Databases

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Topic A: Database concepts............................................................................. 1-2


Topic B: Getting started with FileMaker Pro .................................................. 1-4
Topic C: Getting Help .................................................................................... 1-12
Topic D: Closing FileMaker Pro..................................................................... 1-20
Unit summary: Introducing FileMaker Pro 6.0 ............................................... 1-21

2-1

Topic A: Designing a database ........................................................................ 2-2


Topic B: Creating a database ........................................................................... 2-8
Unit summary: Databases................................................................................ 2-14

Records

3-1

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Topic A: Viewing, editing, and deleting records ............................................. 3-2


Topic B: Finding records ................................................................................. 3-8
Topic C: Replacing records ............................................................................ 3-16
Topic D: Sorting records................................................................................. 3-19
Unit summary: Records................................................................................... 3-21

Advanced features

4-1

Topic A: Auto-Enter and validations ............................................................... 4-2


Topic B: Calculation fields ............................................................................. 4-10
Unit summary: Advanced features .................................................................. 4-12

Layouts

5-1

Topic A: Customizing layouts ......................................................................... 5-2


Topic B: Adding text and graphics ................................................................. 5-13
Topic C: Adding layouts................................................................................. 5-16
Unit summary: Layouts ................................................................................... 5-27

Course summary

S-1

Topic A: Course summary ............................................................................... S-2


Topic B: Continued learning after class .......................................................... S-3

Quick reference

Q-1

Index

I-1

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FileMaker Pro 6: Basic

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ii

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iii

FileMaker Pro 6:
Basic
Introduction

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After reading this introduction, you will know


how to:
A Use Course Technology ILT manuals in

general.

B Use prerequisites, a target student

description, course objectives, and a skills


inventory to properly set students
expectations for the course.

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C Set up a classroom to teach this course.


D Get support for setting up and teaching this

course.

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iv

FileMaker Pro 6: Basic

Topic A: About the manual

Course Technology ILT philosophy


Our goal at Course Technology is to make you, the instructor, as successful as possible.
To that end, our manuals facilitate students learning by providing structured interaction
with the software itself. While we provide text to help you explain difficult concepts,
the hands-on activities are the focus of our courses. Leading the students through these
activities will teach the skills and concepts effectively.

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We believe strongly in the instructor-led classroom. For many students, having a


thinking, feeling instructor in front of them will always be the most comfortable way to
learn. Because the students focus should be on you, our manuals are designed and
written to facilitate your interaction with the students, and not to call attention to
manuals themselves.
We believe in the basic approach of setting expectations, then teaching, and providing
summary and review afterwards. For this reason, lessons begin with objectives and end
with summaries. We also provide overall course objectives and a course summary to
provide both an introduction to and closure on the entire course.
Our goal is your success. We encourage your feedback in helping us to continually
improve our manuals to meet your needs.

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Manual components

The manuals contain these major components:


Table of contents
Introduction
Units

Course summary
Quick reference
Index

Each element is described below.

Table of contents

The table of contents acts as a learning roadmap for you and the students.

Introduction

The introduction contains information about our training philosophy and our manual
components, features, and conventions. It contains target student, prerequisite,
objective, and setup information for the specific course. Finally, the introduction
contains support information.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introduction

Units

Units are the largest structural component of the actual course content. A unit begins
with a title page that lists objectives for each major subdivision, or topic, within the unit.
Within each topic, conceptual and explanatory information alternates with hands-on
activities. Units conclude with a summary comprising one paragraph for each topic, and
an independent practice activity that gives students an opportunity to practice the skills
theyve learned.
The conceptual information takes the form of text paragraphs, exhibits, lists, and tables.
The activities are structured in two columns, one telling students what to do, the other
providing explanations, descriptions, and graphics. Throughout a unit, instructor notes
are found in the left margin.
Course summary

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This section provides a text summary of the entire course. It is useful for providing
closure at the end of the course. The course summary also indicates the next course in
this series, if there is one, and lists additional resources students might find useful as
they continue to learn about the software.
Quick reference

The quick reference is an at-a-glance job aid summarizing some of the more common
features of the software.
Index

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The index at the end of this manual makes it easy for you and your students to find
information about a particular software component, feature, or concept.

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FileMaker Pro 6: Basic

Manual conventions

Convention

Description

Italic text

In conceptual text, indicates a new term or feature.

Bold text

In unit summaries, indicates a key term or concept. In an


independent practice activity, indicates an explicit item
that you select, choose, or type.

Code font

Indicates code or syntax.

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Instructor note/icon

Weve tried to keep the number of elements and the types of formatting to a minimum
in the manuals. We think this aids in clarity and makes the manuals more classically
elegant looking. But there are some conventions and icons you should know about.

Longer strings of
code will look
like this.
Instructor notes.

In the hands-on activities, any code thats too long to fit


on a single line is divided into segments by one or more
continuation characters (). This code should be entered
as a continuous string of text.
In the left margin, provide tips, hints, and warnings for
the instructor.

In the left column of hands-on activities, bold sans-serif


text indicates an explicit item that you select, choose, or
type.

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Select bold item

Keycaps like e

Indicate a key on the keyboard you must press.

Warning icon.

Warnings prepare instructors for potential classroom


management problems.

Tip icon.

Tips give extra information the instructor can share with


students.

Setup icon.

Projector icon.

Setup notes provide a realistic business context for


instructors to share with students, or indicate additional
setup steps required for the current activity.
Projector notes indicate that there is a PowerPoint slide
for the adjacent content.

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Introduction

vii

Hands-on activities

Do it!

A-1:

Creating a commission formula

Heres how
1 Open Sales

Heres why

This is an oversimplified sales compensation


worksheet. It shows sales totals, commissions,
and incentives for five sales reps.

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Take the time to make


sure your students
understand this
worksheet. Well be here a
while.

The hands-on activities are the most important parts of our manuals. They are divided
into two primary columns. The Heres how column gives short directions to the
students. The Heres why column provides explanations, graphics, and clarifications.
To the left, instructor notes provide tips, warnings, setups, and other information for the
instructor only. Heres a sample:

2 Observe the contents of cell F4

The commission rate formulas use the name


C_Rate instead of a value for the commission
rate.

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For these activities, we have provided a collection of data files designed to help students
learn each skill in a real-world business context. As students work through the activities,
they will modify and update these files. Of course, they might make a mistake and,
therefore, want to re-key the activity starting from scratch. To make it easy to start over,
students will rename each data file at the end of the first activity in which the file is
modified. Our convention for renaming files is to add the word My to the beginning
of the file name. In the above activity, for example, students are using a file called
Sales for the first time. At the end of this activity, they would save the file as My
sales, thus leaving the Sales file unchanged. If students make mistakes, they can start
over using the original Sales file.
In some activities, however, it may not be practical to rename the data file. Such
exceptions are indicated with an instructor note. If students want to retry one of these
activities, you will need to provide a fresh copy of the original data file.

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FileMaker Pro 6: Basic

PowerPoint presentations

The Course ILT PowerPoint add-in

Each unit in this course has an accompanying PowerPoint presentation. These slide
shows are designed to support your classroom instruction while providing students with
a visual focus. Each one begins with a list of unit objectives and ends with a unit
summary slide. We strongly recommend that you run these presentations from the
instructors station as you teach this course. A copy of PowerPoint Viewer is included,
so it is not necessary to have PowerPoint installed on your computer.

The CD also contains a PowerPoint add-in that enables you to do two things:
Create slide notes for the class

Display a control panel for the Flash movies embedded in the presentations

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To load the PowerPoint add-in:


1 Copy the Course_ILT.ppa file to a convenient location on your hard drive.
2 Start PowerPoint.
3 Choose Tools, Macro, Security to open the Security dialog box. On the Security
Level tab, select Medium (if necessary), and then click OK.
4 Choose Tools, Add-Ins to open the Add-Ins dialog box. Then, click Add New.
5 Browse to and select the Course_ILT.ppa file, and then click OK. A message
box will appear, warning you that macros can contain viruses.
6 Click Enable Macros. The Course_ILT add-in should now appear in the
Available Add-Ins list (in the Add-Ins dialog box). The x in front of
Course_ILT indicates that the add-in is loaded.
7 Click Close to close the Add-Ins dialog box.

After you complete this procedure, a new toolbar will be available at the top of the
PowerPoint window. This toolbar contains a single button labeled Create SlideNotes.
Click this button to generate slide notes files in both text (.txt) and Excel (.xls) format.
By default, these files will be saved to the folder that contains the presentation. If the
PowerPoint file is on a CD-ROM or in some other location to which the SlideNotes files
cannot be saved, you will be prompted to save the presentation to your hard drive and
try again.
When you run a presentation and come to a slide that contains a Flash movie, you will
see a small control panel in the lower-left corner of the screen. You can use this panel to
start, stop, and rewind the movie, or to play it again.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introduction

ix

Topic B: Setting student expectations


Properly setting students expectations is essential to your success. This topic will help
you do that by providing:

Prerequisites for this course


A description of the target student at whom the course is aimed
A list of the objectives for the course
A skills assessment for the course

Course prerequisites

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Students taking this course should be familiar with personal computers and the use of a
keyboard and a mouse. Furthermore, this course assumes that students have completed
the following courses or have equivalent experience:
Windows XP: Basic

Target student

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This course has been designed for students who want to learn how to create and manage
a database. The students should be comfortable with the basic features of Windows XP.
After completing this course, the student will be able to create and manage database
files, modify layouts, and print reports.

Course objectives

You should share these overall course objectives with your students at the beginning of
the day. This will give the students an idea about what to expect, and will also help you
identify students who might be misplaced. Students are considered misplaced when they
lack the prerequisite knowledge or when they already know most of the subject matter
to be covered.
After completing this course, students will know how to:
Define database concepts; start FileMaker Pro; explore the FileMaker Pro
environment; get Help by using the Contents, Index, and Find tabs; and close
FileMaker Pro
Plan and design a database file, create a database file and define its fields, enter
data in the database file, change field definitions, and save a copy of the file in
some other location.
View, edit, and delete records; find records based on a specific criterion; replace
records; and sort records.
Use advanced features such as Auto-Enter, validations, and calculation fields.
Create a value list and a repeating field, move and resize a field, set the tab
order, add custom text and graphics to the layout, and create a new layout and
add fields to it.

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

Skills inventory

Skill

Use the following form to gauge students skill level entering the class (students have
copies in the introductions of their student manuals). For each skill listed, have students
rate their familiarity from 1 to 5, with 5 being the most familiar. Emphasize that this is
not a test. Rather, it is intended to provide students with an idea of where theyre
starting from at the beginning of class. If a student is wholly unfamiliar with all the
skills, he or she might not be ready for the class. A student who seems to understand all
of the skills, on the other hand, might need to move on to the next course in the series.

Defining database-related concepts

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Starting FileMaker Pro 6.0

Navigating in FileMaker Pro 6.0


Using FileMaker Pro Help
Closing FileMaker Pro

Planning and designing a database file

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Creating a database file and defining its fields


Entering data in the database file
Changing field definitions
Saving a copy of the file
Viewing records

Performing a spelling check


Editing records

Deleting records

Finding records based on specific criteria


Replacing records
Sorting records

Using Auto-Enter
Using validations

Setting a calculation field

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xi

Introduction

Skill

Creating a value list

Moving and resizing a field


Setting the tab order
Adding custom text to the layout
Adding graphics to the layout

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Creating a new layout

Creating a repeating field

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Adding new fields to the layout

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FileMaker Pro 6: Basic

Topic C: Classroom setup

Student computer requirements


Each students personal computer should have:

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A keyboard and a mouse


A Pentium 233 (or higher) processor

All our courses assume that each student has a personal computer to use during the
class. Our hands-on approach to learning requires they do. This topic gives information
on how to set up the classroom to teach this course. It includes minimum requirements
for the students personal computers, setup information for the first time you teach the
class, and setup information for each time that you teach after the first time you set up
the classroom.

128 MB of RAM
1 GB of available hard-disk space
A CD-ROM drive

An XGA monitor (1,024768 minimum resolution support)


A printer driver (An actual printer is not required, but students will not be able to
complete the printing activities unless a driver is installed.)

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An active Internet connection

First-time setup instructions

The first time you teach this course, you will need to perform the following steps to set
up each student computer:
1 Install Windows XP on an NTFS partition according to the software
manufacturers instructions. If the student machines have Internet access, install
the latest critical updates and service packs from www.windowsupdate.com.
(You can also use Windows 2000, but the screen shots in this course were taken
using Windows XP, so students screens might look somewhat different if you
do.)
2 Adjust the computers display properties as follows:
a Open the Control Panel and click Appearance and Themes.
b Choose Display to open the Display properties dialog box.
c On the Settings tab, change the Color setting to True Color (24 bit or 32 bit)
and the Screen resolution to 1,024768 pixels.
d Click OK. If you are prompted to accept the new settings, click OK and click
Yes. Then, if necessary, close the Display Properties dialog box.
3 Install FileMaker Pro 6.0 according to the software manufacturers instructions.
Accept all defaults.
4 If necessary, install a printer driver. A physical printer is not required. If a
printer is connected to the computer during the installation of Windows, there
will be a driver installed for that printer. If not, you should install a standard
PostScript printer driver, such as the HP LaserJet 5.

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Introduction

xiii

5 Download the student data files for the course. You can download the data
directly to student machines, to a central location on your own network, or to a
disk.
a Create a folder named Student Data at the root of the hard drive.
b Connect to www.courseilt.com/instructor_tools.html.
b Click the link for FileMaker Pro to display a page of course listings, and then
click the link for FileMaker Pro 6: Basic.
c Click the link for downloading the student data files, and follow the
instructions that appear on your screen.
6 Copy the data files to the Student Data folder.

Setup instructions for every class

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Every time you teach this course, it is best to uninstall FileMaker Pro 6 and do a fresh
installation. If you choose not to do this, you will need to perform the following steps
to set up each student computer.
1 If necessary, reset any defaults that have been changed in previous classes.
2 Delete the contents of the Student Data folder, if necessary.
3 Copy the data files to the Student Data folder. (See the download instructions in
the preceding section.)

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FileMaker Pro 6: Basic

Topic D: Support

Phone support

Your success is our primary concern. If you need help setting up this class or teaching a
particular unit, topic, or activity, please dont hesitate to get in touch with us. Please
have the name of the course available when you call, and be as specific as possible
about the kind of help you need.

You can call for support 24 hours a day at (888) 672-7500. If you do not connect to a
live operator, you can leave a message, and we pledge to return your call within 24
hours (except on Saturday and Sunday).

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Web-based support

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The Course ILT Web site provides several instructors tools for each course, including
course outlines and answers to frequently asked questions. To download these files, go
to www.courseilt.com/instructor_tools.html. For additional Course ILT resources,
including our online catalog and contact information, go to www.course.com/ilt.

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11

Unit 1
Introducing FileMaker Pro 6.0

Unit time: 75 minutes

Complete this unit, and youll know how to:

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A Define database concepts.


B Start FileMaker Pro

C Get Help by using the Contents, Index, and

Find tabs.

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D Close FileMaker Pro.

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FileMaker Pro 6: Basic

Topic A: Database concepts


You can store large volumes of data in a database. For example, a phone book, which is
a list of names and phone numbers, is considered a simple database.

Explanation

In the case of the phone book, the data is the name and phone number for each entity.
To store, retrieve, and manage data, you use a Database Management System (DBMS).

Database terms

A database stores information in the form of records. A record stores data as values in
different fields. The following table describes common database terms.

Description

Record

A group of fields within the database file that stores information about an
item. For example, in Exhibit 1-1, each row is a record containing four
different pieces of data for each product.

Field

A specific category of information or a property of an item. For example, in


Exhibit 1-1, Field 1 contains the product code and Field 2 contains the
product description. Each column represents a field.

Data value

A single piece of information in a field. For example, in the Product_code


field, P001 is a data value.

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Term

Field 1

Field 2

Field 3

Field 4

Record

Data Value

Record 10

Exhibit 1-1: The Product database

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Introducing FileMaker Pro 6.0


Do it!

A-1:

13

Discussing database concepts

Heres how

Heres why
(As shown in Exhibit 1-1.) This table contains
10 rows and 4 columns.

2 Observe the rows

3 Observe the column headings

Each row represents a record containing data for


a product. For example, the sixth row contains
data about Anise Seed.
Each column represents a field. The headings
for the columns are Product_code, Description,
Unit_price_in_usd, and Quantity_in_oz.
Each field contains a specific data value. For
example, a field can contain the names, price, or
quantity of spices.

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4 Observe the data values in each


field

1 Observe the table

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FileMaker Pro 6: Basic

Topic B: Getting started with FileMaker Pro


FileMaker Pro is a DBMS that stores and retrieves data using database files. You can
use FileMaker Pro to view data in different formats and retrieve data to create reports.
In FileMaker Pro, you can create either an empty database file or use a template to
define a format for the database file.

Start FileMaker Pro 6

Explanation

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You start FileMaker Pro by choosing Start, All Programs, FileMaker Pro. When you
start FileMaker Pro, the New Database dialog box appears, as shown in Exhibit 1-2.
You can use this dialog box to either create a new database file or open an existing
database file. To open a database file:
1 Choose Start, All Programs, FileMaker Pro. The New Database dialog box
appears.
2 Select Open an existing file. The Open File dialog box appears.
3 Select the folder and database file you want to open.
4 Click Open to open the database file.

Exhibit 1-2: The New Database dialog box

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0


Do it!

B-1:

15

Starting FileMaker Pro

Heres how

Heres why

1 Choose Start, All Programs,


2 Observe the screen

FileMaker Pro

To start FileMaker Pro.

The New Database dialog box appears, as


shown in Exhibit 1-2. It provides you with three
options. You can create a new database file by
using a template, create a new empty file, or
open an existing file by selecting the relevant
option.

3 Select Open an existing file

Help students to
navigate to the Student
Data folder.

To display the Open File dialog box.

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Click OK

4 From the Look in list, navigate to


the current unit folder

To display the files in the current unit folder.

5 Select Product

To access this database file.

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Click Open

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FileMaker Pro 6: Basic

Components of the FileMaker Pro window


When you open a database file, the database window appears within the FileMaker Pro
window. The FileMaker Pro window contains components such as the title bar, the
menu bar, the toolbar, and the status bar.
Control menu icon

Menu bar

Toolbar

Explanation

Title bar

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Database
window

Status bar

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Exhibit 1-3: The FileMaker Pro window

The components of the FileMaker Pro window are shown in Exhibit 1-3. The following
table describes these components.

Component

Description

Title bar

Displays the program name and the Control menu icon. The Control
menu icon opens a menu with a set of options for minimizing,
maximizing, or closing the window.

Menu bar

Shows all the menus available in FileMaker Pro. A menu contains


options to perform a set of related tasks. For example, the File menu
contains commands to perform file management tasks, such as
opening, saving, printing, or closing a database file.

Toolbar

Contains buttons for frequently performed actions such as opening or


saving a file. The buttons on the toolbar are shortcuts to the
commands available on menus.

Status bar

Displays status of ongoing tasks. For example, it displays the status


of Num Lock and Caps Lock.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0


Do it!

B-2:

17

Examining the FileMaker Pro window

Heres how

Heres why

2 Observe the title bar


3 Observe the menu bar

The title of the window is FileMaker Pro. It also


contains the Control menu icon.
The menu commands include File, Edit, View,
Insert, Format, Records, Scripts, Window, and
Help.
To display the commands under File. The
options available include opening a new
database file, defining fields for a file, and
printing the file.

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Click on the File menu

(As shown in Exhibit 1-3.) It contains the


FileMaker Pro window and the database
window.

1 Observe the screen

Click on the File menu again

The Standard toolbar appears by default. It


contains buttons that can be used to perform
tasks such as opening a file or printing it.

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4 Observe the toolbar

To close the menu.

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FileMaker Pro 6: Basic

The database window


You can use the database window to view data and work with it. You can also add data
in the database window. A database window contains components such as a title bar,
status area, Zoom controls, Status area control, and Mode pop-up menu. Exhibit 1-4
displays the Product database window. Product is the name of the database file that you
have opened.

Status area

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Zoom controls

Records

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Title bar

Explanation

Status area
control

Mode pop-up
menu

Exhibit 1-4: The Product database window

The following table describes the components of the database window:


Component

Description

Title bar

Shows the title of the database file. For example, in Exhibit 1-4, the title of the
database window is Product.

Status area

Helps navigate through records and view information such as the total number of
records in a database file and the sort status. The status area is located on the left
side of the database window. The sort status indicates whether the records are
organized in a specific order (sorted/unsorted).

Zoom controls

Enlarges or reduces the contents of the database window.

Status area control

Shows or hides the status area.

Mode pop-up menu

Shows a list of modes available in FileMaker Pro. Modes determine the way you
work with data. FileMaker Pro 6.0 supports four modes: Browse, Find, Layout,
and Preview.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0

Layout pop-up
menu

Bottom page
Current record
number

Bookmark
Top page
Book

19

Number of
records

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Sort status

Status
information

Exhibit 1-5: The status area


The status area

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The status area contains the Layout pop-up menu, the Book, and status information
about records. Exhibit 1-5 displays the status area with its components.
Component

Description

Layout pop-up
menu

Contains a list of layouts available for the database file you are working with.
A layout determines the way data is organized and presented in a database file.

Book

Helps you navigate through the records in a file. To move to the next record,
click on the bottom page. To move to the previous record, click on the top
page. To go to a specific record, select the current record number at the bottom
of the book, type the record number you wish to move to, and press Enter. You
can also scroll the Bookmark to move to a specific record

Status information

Displays the total number of records in a database file and whether or not they
are sorted.

The Mode pop-up menu

Modes determine the way you work with data. FileMaker Pro 6.0 supports four modes,
which are listed in the following table.
Mode

Description

Browse

To view, add, modify, and delete data

Find

To search for records based on specific criteria

Layout

To create or customize the way your data appears in the database window

Preview

To view the data as it will print

NOT FOR PRINTING OR INSTRUCTIONAL USE

Do it!

FileMaker Pro 6: Basic

B-3:

Examining the database window

Heres how

Heres why

1 Observe the screen

(As shown in Exhibit 1-4.) It contains the status


area, the records, the Mode pop-up menu, and
the Zoom controls.

2 Observe the records

The records appear in a tabular format with 10


rows and 4 columns.

3 Observe the status area

(As shown in Exhibit 1-4.) The status area


indicates that there are 10 unsorted records in
the database file and the current record number
is 1.

IE

4 Click Layout

110

To view the Layout pop-up menu, which is on


the upper-left corner of the status area. The
Layout pop-up menu displays the two layouts
available in the Product database file, Layout #1
and List of products.
To close the menu.

PR
EV

Click Layout again


5 Observe the Book icon

You can use this icon to move between records.

6 Click the bottom page of the book

To move to the next record. Notice that the


current record number, located at the bottom of
the Book, reads 2.

Click the top page of the book

7 Click the current record number

To move to the previous record. The current


record number reads 1.
You can use the current record number to move
to a specific record.

Enter 10

Press e

8 Observe the zoom controls

To move to the tenth record. The current record


number now reads 10.
(As shown in Exhibit 1-4). You can enlarge or
reduce the image using these controls.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0

111

9 Click Browse

To open the Mode pop-up menu located at the


bottom-left corner of the database window. The
menu contains a list of modes available:
Browse, Find, Layout, and Preview. The Browse
mode is the default mode.
Click anywhere outside the menu.

PR
EV

IE

Close the menu

NOT FOR PRINTING OR INSTRUCTIONAL USE

112

FileMaker Pro 6: Basic

Topic C: Getting Help


You can use Filemaker Pros Help feature to obtain information about how to use the
program. You access this feature by using the Help menu in the Filemaker Pro window.

The Help Topics dialog box

Explanation

PR
EV

IE

To open the Help Topics dialog box, choose Help, FileMaker Pro Help, or press F1. The
dialog box contains three tabs: Contents, Index, and Find. Exhibit 1-6 shows the dialog
box with the Contents tab activated. By default, this tab is active the first time you open
Help. Subsequently, FileMaker Pro Help will open the last tab used.

Exhibit 1-6: The Help Topics dialog box


The three tabs are described below:

Contents: Displays Help topics in a format similar to a books table of contents.


Index: Provides an alphabetical list of topics similar to the index of a book.
Find: Searches the entire Help file for the keyword or phrase that you type. It
then displays a list of all the Help topics that include at least one occurrence of
the keyword or phrase.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0

113

The Help toolbar


To navigate through a Help topic, you can use the toolbar located at the top of that
topics window. The following table describes the components of the Help toolbar.

Description

Component

Displays the previous page.


Displays the next page.

Returns to the last topic viewed.

IE

Prints the topic.

Displays the Help Topics dialog box.

Do it!

C-1:

Using the Help feature

Heres how

1 Choose Help, FileMaker Pro


Help

PR
EV

Tell students that


they can also press F1.

2 Observe the tabs in the dialog box

Heres why

To open the Help Topics dialog box.

(As shown in Exhibit 1-6.) There are three tabs


in the dialog box: Contents, Index, and Find.
The Contents tab is active by default.

NOT FOR PRINTING OR INSTRUCTIONAL USE

114

FileMaker Pro 6: Basic

The Contents tab


The Contents tab shows a list of Help categories with a book icon in front of each
category. The book icon indicates that the Help category contains multiple chapters. To
display the list of subtopics under a category, double-click the book icon. The list of
subtopics appears with a blue question mark to the left of each subtopic. Select the
subtopic and click the Display button to view the Help text related to the topic. You can
also double-click the subtopic to view the related Help text.

PR
EV

IE

Explanation

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0


Do it!

C-2:

Using the Contents tab

Heres how

Heres why
The Contents tab provides a list of available
Help topics.

2 Verify that Using FileMaker Pro


is selected.

IE

Click Open

1 Observe the dialog box

Tell students that


they can also double-click
a book icon to expand its
contents.

115

To access the list of subtopics for this topic. The


icon next to Using FileMaker Pro changes to an
open book.

3 Select

FileMaker Pro basics

PR
EV

Click Open

Tell students that the


Display button appears in
place of the Open button
when they select the
subtopic.

If time permits, allow


students to go through the
Help topic.

To access the list of subtopics for this topic.

4 Select

About FileMaker Pro


databases

Click Display

To view Help on the selected subtopic.

5 Click

To move to the next subtopic.

6 Close the Help window

To close the Help feature.

NOT FOR PRINTING OR INSTRUCTIONAL USE

116

FileMaker Pro 6: Basic

The Index tab

Do it!

The Index contains Help topics listed in alphabetical order. You look for information by
typing a keyword, such as database or fields, in the first box. As you type the
keyword, topics and subtopics corresponding to that keyword appear in the entry list.
You then select the topic you want and click Display (or double-click the topic). If
related topics exist, youll see the Topics Found dialog box listing those topics.

C-3:

Using the Index tab

Heres how

Explanation

Heres why

To open the Help Topics dialog box.

2 Click the Index tab

You will search for a topic by keyword.

IE

1 Choose
Help, FileMaker Pro Help

3 In the first box, type databases

PR
EV

To view the list of Help topics related to the


keyword databases. As you type each letter,
notice that the list scrolls down automatically,
stopping at the index entry for the word you
enter. This is especially useful when you know
only a part of the keyword you are looking for.

4 From the index list, select


creating as shown

Click Display

To access the related topics from the Topics


Found dialog box.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0

117

5 In the Topics Found dialog box,


select Creating a FileMaker

Click Display

PR
EV

IE

If time permits, ask


students to browse
through the Help topic.

Pro file

To display the Help text on the selected


subtopic.

6 Close the Help window

NOT FOR PRINTING OR INSTRUCTIONAL USE

118

FileMaker Pro 6: Basic

The Find tab


On the Find tab, you can search the Help topics for a specific word or phrase. The Help
system displays a list of all the topics containing the specified word(s) and the number
of such topics. The Find feature is similar to the Index feature, with two key differences:
The Find feature scans the text of all the Help documents for the keyword you
enter. It then displays a list of all the documents containing at least one
occurrence of that keyword. This is a more detailed search than the Index
feature.
When you type a word, the second list displays related keywords to narrow
down the search. If you select a keyword from the second list, the third list
displays a set of Help topics containing the keyword, as shown in Exhibit 1-7.
This way, you can narrow the scope and reduce the time for a search.

Explanation

PR
EV

IE

When you use the Find feature for the first time, the Find Setup Wizard starts.
FileMaker Pro creates a word list that it uses for subsequent searches.

Exhibit 1-7: The Find tab of the Help Topics dialog box

Do it!

C-4:

Using the Find tab

Heres how

1 Choose Help,

Heres why
To open the Help Topics dialog box.

FileMaker Pro Help

Click the Find tab

Tell students that the Find


Setup Wizard starts only
the first time the Find
feature is used.

2 Verify that Minimize database


size (recommended) is selected
Click Next

The Find Setup Wizard dialog box appears.


This option is selected by default.

To move to the next dialog box of the wizard.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0

119

To enable FileMaker Pro to create a word list.


FileMaker Pro Help uses this word list when
you subsequently use the Find feature.

4 In the first box, type database

To view all the related keywords and the Help


topics of the keyword database. FileMaker Pro
Help shows that there are 354 topics containing
the word database.

5 From the second list, select


Database

From the third list, select

To narrow your search. Note that the number of


topics found is now 26.
As shown in Exhibit 1-7.

IE

Creating a FileMaker Pro


file

3 Click Finish

PR
EV

6 Click Display

To view the Help text about this topic.

7 Close the Help window

NOT FOR PRINTING OR INSTRUCTIONAL USE

120

FileMaker Pro 6: Basic

Topic D: Closing FileMaker Pro


When you have finished working with a database file, you should close it. When you
are done using FileMaker Pro, you can close the program.

Closing a database file

Explanation

You can close a database file by choosing File, Close, or by clicking the Close button in
the upper-right corner of the database window.

Closing FileMaker Pro


Choose File, Exit.

IE

You can close FileMaker Pro in any of the following ways:

Double-click the Control menu icon in the upper-left corner of the FileMaker
Pro window.
Click the Control menu icon and choose Close.

Press the Alt and F4 keys.


Click the Close button in the upper-right corner of the FileMaker Pro window.
Do it!

D-1:

Closing a database file and FileMaker Pro


Heres why

PR
EV

Heres how

1 Choose File, Close

To close Product database window.

2 Choose File, Exit

To close FileMaker Pro.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Introducing FileMaker Pro 6.0

121

Unit summary: Introducing FileMaker Pro 6.0


In this topic, you learned about database concepts such as records, fields, and data
values.

Topic B

In this topic, you learned how to start FileMaker Pro 6 and open a database file. You
also learned about the various components of the FileMaker Pro and database
windows.

Topic C

In this topic, you learned how to use FileMaker Pro Help. You also learned how to use
the Contents, Index, and Find tabs.

Topic D

In this topic, you learned how to close a database file and FileMaker Pro.

Topic A

IE

Independent practice activity


1 Start FileMaker Pro.
2 Open Employees.

3 How many records and fields are there in the database file? (Refer to Exhibit 1-8.)
There are 15 records and 6 fields.

4 Paul Anderson is in the ______________ department.


human resources.

PR
EV

5 Navigate to the seventh record.

6 Find Help about adding and viewing data. View the contents and close the
window.
7 Close Employees.

8 Close FileMaker Pro.

Exhibit 1-8: The Employees database file

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

PR
EV

IE

122

NOT FOR PRINTING OR INSTRUCTIONAL USE

Unit 2
Databases

21

Unit time: 60 minutes

Complete this unit, and youll know how to:

IE

A Design a database.

B Create a database file, enter data, and save

PR
EV

a copy of the file.

NOT FOR PRINTING OR INSTRUCTIONAL USE

22

FileMaker Pro 6: Basic

Topic A: Designing a database


Before creating a database, you need to plan its structure. This will provide a basic
framework for design, and save time and effort later. The steps to planning a database
include defining fields and defining the type of data for each field.

Plan a database
To plan a database, you must determine:
The purpose of the database.

Explanation

The information you want to store in the database file.


The fields of the database file, and their arrangement.

IE

The relationship that the database file will share with other databases. A
relationship is an association between fields common to two or more database
files, and you specify it to coordinate the information among them.
User access to the database (who can use the database file by providing a
password).
The operations that you want to perform on the data.

Suppose you work in the human resources (HR) department of a company called
Outlander Spices, and need to create a database to store information about employees.

PR
EV

First, you must decide the type of information you want to include, such as employee
ID, name, address, or other official information. You then decide the structure and the
arrangement of fields in the database file. You need to ensure that at least one field
holds unique information about the employees.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Databases
Do it!

A-1:

23

Planning a database

Questions and answers


1 How will a database help the HR team of Outlander Spices manage information
about employees?

Tell students that


the HR team of Outlander
Spices is finding it difficult
to organize and update
employee information.

A database provides fast, easy, and accurate access to data. The HR team can use the
database file to generate reports, create presentations, or analyze trends.

2 What information would you want to include in the database file?


Answers might vary. You might want to store information such as:

Employees personal information

IE

Job title and salary

Department in which employee works

3 List the fields you want to create in the database file.


Fields such as:

Employee code
Last name

First name

PR
EV

Title

Division

Earnings

4 After youve created the database file and populated the fields with information,
what tasks do you want to perform using the data in this file?
You might want to:

View, add, edit, or delete data from the database file


Search for records based on specific criteria
Validate data entry

Generate and print reports

NOT FOR PRINTING OR INSTRUCTIONAL USE

24

FileMaker Pro 6: Basic

Naming conventions
Explanation

You need to name each field you create. FileMaker Pro defines the following rules for
naming fields:
A field name must be unique, and can contain up to 60 characters.

A field name must not include the following symbols:


,+-*/^&=><;:.

A field name must not include the words and, not, or, or xor.

A field name that is to be used in a calculation formula should not begin with a
number, a period, or a space.

IE

You should assign to fields short and meaningful names that indicate their contents, but
avoid using abbreviations that could confuse a user. For example, use the complete term
Address, instead of Add.
If the field name consists of multiple words, separate the words with an underscore (_).
For the field containing employee codes, for example, you would use the name
Employee_Code.
Do it!

A-2:

Discussing naming conventions

Exercises

1 Is City, State a valid field name?

PR
EV

No, because the field name contains a comma.

2 To store the total sales for four quarters of the year, which of the following names
would you use and why?
A

Tot_sales

Total_sales

Total sales of the year

Total_sales_for_four_quarters

Explain why.

Answer B. The name is short, conveys an idea about the contents of the field, and follows the
naming conventions.

3 Is Date_of_hire a valid field name?


Yes

NOT FOR PRINTING OR INSTRUCTIONAL USE

Databases

25

Field types

You need to select a field type for every field that you create. A field type determines
the type of data the field will hold. For example, you store an employees earnings as a
numeric value, and the employee name as a text value. (You can also set validations for
fields to ensure that the correct type of data is entered into them.) The following table
describes the available field types.

Field type

Description

Text

Stores information such as names and addresses. Although you


can store numbers in a text field, you cannot perform
mathematical calculations with them.

Number

Stores numbers, letters, and symbols. However, FileMaker Pro


ignores letters and special characters when performing
calculations. For example, you can store the employee code
E001 in a number field. If you want to perform a calculation
to increase the employee code value in increments of one,
FileMaker Pro ignores the letter E and generates the next value
as E002.

Date

Stores dates only.

Stores times only, as hours, minutes, and seconds.

PR
EV

Time

IE

Explanation

Container

Stores a picture, multimedia file, or graphic. You cannot search


for or sort records by using a container field. However, you can
define a text field to identify a container field and then use the
text field to search and sort records.

Calculation

Stores the result of a formula within a record. The formula might


apply to multiple fields in the same record. The result of the
formula can contain text, number, date, time, or container data.
For example, if you have a field named Hire_date, you can
create a calculation field named Experience to store the number
of years each employee has worked in the organization.

Summary

Stores summarized field values for multiple records in a file.


The summary calculation is performed on one field across all the
records in the database file.

Global

Stores a value that is common to all the records in the file. In a


global field, you usually store a value that is rarely modified.
For example, you can store the copyright information for
Outlander Spices in a global field because it is common to all
the records and is not modified. A global field can contain text,
number, date, time, or container data.

NOT FOR PRINTING OR INSTRUCTIONAL USE

26
Do it!

FileMaker Pro 6: Basic

A-3:

Discussing field types

Questions and answers


A

Container

Global

Text

Explain why.

1 Which field type will you use to store photographs in a database file?

Answer A: The container field type is used for pictures and graphics.

Calculation

Summary

Number

Explain why.

IE

2 If you want to store the maximum salary paid to an employee of Outlander Spices,
which field type would you use?

Answer B: The Summary field type is used to calculate values such as totals and averages.

PR
EV

3 The Employees database file has two fields, Birth_date and Hire_date. To create a
field that can generate the employees age when hired, which field type will you
use?
A

Calculation

Container

Number

Explain why.

Answer A: The Calculation field type holds the result of a formula that you specify.

4 Which field type will you use if you want to include the Outlander Spices logo in
all the records in the database file?
A

Container

Date

Global

Explain why.

Answer C: The Global field type stores one value that is common to all records in a file.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Databases

27

Number

Text

Global

Explain why.

5 Which field type is best for storing addresses?

PR
EV

IE

Answer B: The Text field type is appropriate for addresses.

NOT FOR PRINTING OR INSTRUCTIONAL USE

28

FileMaker Pro 6: Basic

Topic B: Creating a database


After youve designed your database, the next step is to create it. You can either use a
template or start with an empty file.

Explanation

A template is a sample database file that contains predefined fields and layouts. You can
use the template as is, or you can customize it to suit your needs.
When you create a new empty file, however, you will need to define the fields and
layouts. This is more flexible than a template but it also requires more planning.

Creating an empty database file

PR
EV

IE

To create an empty database file:


1 Start FileMaker Pro. The New Database dialog box appears. You can also access
the New Database dialog box by choosing File, New Database, or by selecting
the New Database icon from the toolbar.
2 From the New Database dialog box, select Create a new empty file and click
OK. The Create New File dialog box appears.
3 From the Save in list, select the location where you want to save the database
file.
4 In the File name box, enter a name for the file and click Save.
5 In the Define Fields dialog box, define the fields that you want to include in the
database file and specify the field type for each field. Click Done to create the
database file.

You can reorder the fields in the Define Fields dialog box. The View by list helps you
arrange the fields by creation order, field name, field type, and custom order.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Databases
Do it!

B-1:

Defining fields

Heres how
1 Choose Start, All Programs,
FileMaker Pro

2 Select Create a new empty


file

Click OK
Help students navigate to
the current unit folder.

Heres why

3 From the Save in list, select the


current unit folder

To create a blank database file.

The Create New File dialog box appears.

To specify the location where the database file


will be stored.
To specify the name for the database file.

IE

In the File name box, enter

To start FileMaker Pro. The New Database


dialog box appears.

Tell students that


they can also open the
New Database dialog box
by choosing File, New
Database.

29

Employee_details

Click Save

4 In the Field Name box, enter

To open the Define Fields for


Employee_details dialog box. Youll create
fields for the database file.
To specify the field name.

Employee_ID

Under Type, verify that Text is


selected

To specify the field type for Employee_ID.

Click Create

Employee_ID now appears in the field list.

PR
EV

Tell students that


theyll create fields for the
database file in the Define
Fields for
Employee_details dialog
box.

5 Edit the Field Name box to read


First_name

Under Type, verify that Text is


selected
Click Create

6 Create three Text fields named


Last_name, Title, and Division

Tell students that


they will create a Date
field.

To create the second field, First_name, with the


field type as Text.
In the Field Name box, enter the field name. Set
the field type as Text. Then click Create.

7 Edit the Field Name box to read


Birth_date

Under Type, select Date


Click Create

To create the field Birth_date with the field type


as Date.

8 Create a Date field named


Hire_date

NOT FOR PRINTING OR INSTRUCTIONAL USE

210

FileMaker Pro 6: Basic

Tell students that


they will create a Number
field.

9 Edit the Field Name box to read


Earnings

Click Create

Under Type, select Number


Your database file now contains eight fields.
You can change the order of the fields in the
dialog box.

10 From the View by list, select


custom order

11 Select as shown

IE

To modify the arrangement of the fields.

Youll notice that the shape of the pointer


changes.

Drag the field below Last_name

PR
EV

To move the Birth_date field below the


Last_name field.

12 Arrange fields as shown

13 Click Done

To close the dialog box. FileMaker Pro


integrates all the fields you defined to create a
record in the database file. A blank record
appears on the screen. You can now add data to
this record.

Data entry

Explanation

When you have finished creating the database file, FileMaker Pro adds one blank
record. You can add records to the file by choosing Records, New Record, or by
clicking the New Record icon on the toolbar.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Databases
Do it!

B-2:

Entering data

Heres how

In the Employee_ID box, enter


E001

Press t
2 In the First_name box, enter
Sandra

If necessary.

To move to the First_name box.

IE

Press t

Heres why

1 Click in the text box next to the


Employee_ID label

Tell students that


they can also click the
First_name field to enter
data in it.

211

PR
EV

3 Enter data in the remaining text


boxes, as shown

Tell students that


they can also select the
New Record icon from the
Standard toolbar.

4 Choose Records,

FileMaker Pro saves the data as you type.


To add a new blank record.

New Record

Observe the Status area

It displays the total number of records and the


current record number as 2.

5 Enter data in the new record as


shown

There are now two records in your database file.

NOT FOR PRINTING OR INSTRUCTIONAL USE

212

FileMaker Pro 6: Basic

Changing field definitions


After you create a database file, you might need to change the name or field type of the
existing fields. To change the field definition:
1 Choose File, Define Fields to open the Define Fields dialog box.
2 Select the field you want to change.
3 Change the name or the field type of the selected field.
4 Click Save to save the changes.

Explanation

PR
EV

IE

If you change a fields type, the data stored in it might change or be deleted. For
example, if you change the type of a Text field to Number, any data beyond the first 255
characters will be deleted. This is because a Number field can hold only 255 characters.
FileMaker Pro displays a message box prompting you to confirm the change of field
type.

Exhibit 2-1: The Define Fields dialog box

NOT FOR PRINTING OR INSTRUCTIONAL USE

Databases
Do it!

B-3:

213

Changing a field definition

Heres how

Heres why

1 Choose File, Define Fields

3 Edit the Field Name box to read


Employee_code

Youll change the name and field type of this


field.

(As shown in Exhibit 2-1.) To change the field


type to number. A number field in FileMaker
Pro accepts text.

IE

Under Type, select Number

2 Select Employee_ID

To open the Define Fields for


Employee_details dialog box.

Click Save

A message box appears, prompting you to


confirm the change of field type. This warning
appears whenever you change the field type from
Text to Number, Date, or Time.

Click OK

PR
EV

4 Close the dialog box

To confirm the change. The field list in the


Define Fields dialog box now displays the
modified field name and type.
Click Done.

Save a copy of the database file

Explanation

Do it!

To guard against data loss from system failures or damaged files, you should make a
backup copy of your database file. Its also a good idea to make a backup copy before
you change data in the file. To save a copy of your file:
1 Choose File, Save a Copy As. The Create Copy dialog box appears.
2 From the Save in list, select the location where you want to store the copy.
3 In the File name box, enter a name for the copy and click Save.

B-4:

Saving a copy of a database file

Heres how

1 Choose File,

Heres why
To open the Create Copy dialog box.

Save a Copy As

2 In the Save in list, verify that the


current unit folder is selected

Youll save a copy of your database file.

Edit the File name box to read


My_employees

3 Click Save

4 Close the database file

Choose File, Close.

NOT FOR PRINTING OR INSTRUCTIONAL USE

214

FileMaker Pro 6: Basic

Unit summary: Databases


In this topic, you learned how to design a database. You also learned about naming
conventions and the different field types available in FileMaker Pro.

Topic B

In this topic, you learned how to create a database and enter records into it. You also
learned to change field definitions and save a copy of the database file.

Independent practice activity

Topic A

1 Plan a database for Outlander Spices that contains the details of the companys
suppliers. (Decide the number, names, and field types for the fields.)

IE

2 Create a database file named Suppliers and define fields for it, as shown in
Exhibit 2-2. (Choose File, New Database to create the database file.)

3 Enter two records in the database file, as shown in Exhibit 2-3 and Exhibit 2-4.
4 Save a copy of the database file as My_suppliers.

PR
EV

5 Close the database file.

Exhibit 2-2: Sample output after step 2 of the Independent Practice Activity

Exhibit 2-3: Record 1 of the Suppliers database file after step 3 of the Independent
Practice Activity

NOT FOR PRINTING OR INSTRUCTIONAL USE

215

Databases

PR
EV

IE

Exhibit 2-4: Record 2 of the Suppliers database file after step 3 of the Independent
Practice Activity

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

PR
EV

IE

216

NOT FOR PRINTING OR INSTRUCTIONAL USE

Unit 3
Records

31

Unit time: 60 minutes

Complete this unit, and youll know how to:

IE

A View, edit, and delete records.

B Find records by specifying search criteria.


C Replace records.

PR
EV

D Sort records.

NOT FOR PRINTING OR INSTRUCTIONAL USE

32

FileMaker Pro 6: Basic

Topic A: Viewing, editing, and deleting records


When working with a database file, you can change the arrangement in which records
are displayed or printed. You can also modify or delete data from the file.

Viewing records

Explanation

A view temporarily changes the way records appear on screen or printed. The following
view options are available in FileMaker Pro:

Description

Form

Displays one record at a time.

List

Displays the records sequentially

Table

Displays records in a tabular form, as shown in Exhibit 3-1

IE

View

You can switch between views by using the View menu. For example, to switch to the
Table view, choose View, View as Table.

PR
EV

You can view records in different modes. By default, FileMaker Pro opens a database
file in the Browse mode. The different view modes are described below.

Mode

Description

Browse

Use this mode to work with the data in a file.

Find

Use this mode to search for records based on specific criteria.

Layout

Use this mode to arrange how data is presented on screen or in print form.

Preview

Use this mode when you want to see how your data will look when printed.

Exhibit 3-1: A sample Table view

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records
Do it!

A-1:

Viewing a record

Heres how
1 Open Employee_records
2 Choose View, View as List
Scroll down the list

To view the records in this database file.


To view records in a list.
To view all the records.

3 Choose View, View as Form

To view each record individually.

4 Choose View, View as Table

(To view records in the table format.) Each field


name appears as a column heading and each
record appears as a row, as shown in
Exhibit 3-1.

IE

Tell students to scroll


through the records.

Heres why

Help students navigate to


the current unit folder.

33

5 Choose View, Layout Mode

To view the arrangement of the fields in the


record.

6 Choose View, Preview Mode

To see how a record will appear when printed.

PR
EV

7 Return to Browse mode.

NOT FOR PRINTING OR INSTRUCTIONAL USE

34

FileMaker Pro 6: Basic

The Spelling check feature


Explanation

The spelling check feature corrects spelling mistakes in the records of a database file.
When you check spelling, FileMaker Pro compares your text with the words in its
dictionaries.

FileMaker Pro uses two dictionaries: the main dictionary and the user dictionary. The
main dictionary is the local language dictionary. For example, USENGLSH.MPR is the
main dictionary for the United States, and is the default dictionary installed with
FileMaker Pro.
The user dictionary stores words not found in the main dictionary, which are added by
the user. For example, you can add your company name to the user dictionary so that it
will not appear as a misspelled word during a spelling check.

IE

The Spelling dialog box

PR
EV

You can check spelling in the current record, form, layout, or search result by choosing
the appropriate option from the Edit menu. To check all spelling in a database file,
choose Edit, Spelling, Check All. The Spelling dialog box appears, as shown in Exhibit
3-2.

Exhibit 3-2: The Spelling dialog box

The Spelling dialog box contains several components.

Component

Description

Word box

Displays a questionable or misspelled word.

List box

Displays a list of words you can select from to replace the


misspelled word.

Status area

Shows the total number of words checked, and the number of


words misspelled.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records

35

The dialog box also contains buttons that you can use to perform various actions, as
described below.

Function

Replace

Replaces the misspelled word with a selected word from the list box.

Check

Verifies the spelling of a word.

Skip

Ignores the spelling of the questionable word. For example, you might
skip the names and addresses of the organizations employees.

Learn

Adds the questionable word to the user dictionary.

Cancel

Stops the spelling check and closes the dialog box.

Do it!

A-2:

IE

Context

Button

Shows or hides the questionable word in context.

Checking spelling

Heres how

1 Choose Edit, Spelling,


Check All

PR
EV

Tell students that theyll


check spelling in all the
records of the database
file.

Heres why

To open the Spelling dialog box, as shown in


Exhibit 3-2. The Word box displays
Reprsentative as a questionable word. The list
box contains a suggested replacement for this
word.

2 In the list box, verify that


Representative is selected
Click Replace

(To replace the word Reprsentative with


Representative.) The Word box now displays
the next questionable word, Sals.

3 Replace the word Sals with Sales

(Select Sales from the list box and click


Replace.) The last name OConnor appears as
the next questionable word.

4 Click Skip

To ignore the spelling.

5 Skip the names of all employees


that the Word box displays as
questionable

(Click Skip for all employee names.) When the


spelling check is complete, the Done button
appears in the dialog box.

6 Click Done

To close the Spelling dialog box.

NOT FOR PRINTING OR INSTRUCTIONAL USE

36

FileMaker Pro 6: Basic

Modifying records

Do it!

To modify the contents of a record, click the field you want to modify, select the value,
and enter the new value. When you modify the data in a field, you need to ensure that
the type of data you enter matches the field type.

A-3:

Modifying a record

Heres how

Heres why

1 Move to the first record

If necessary.

2 Click the Title field

Youll edit the contents of the field.

3 Edit the box to read

To enter the new title for Sandra.

IE

Tell students that


Sandra Lawrence has
now become the Assistant
Manager in the sales
division and her new
salary is $90,000.

Explanation

Assistant Manager

4 In the Earnings box, enter 90000

(Click anywhere outside the box.) The database


file now displays the modified record.

PR
EV

5 Deselect the box

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records

37

Deleting records
Explanation

You can delete a single record or all records from a database file. When you delete a
record, the data in the record cannot be recovered. Therefore, you should create a copy
of the database file before deleting records.

To delete a record, click within the record, and choose Records, Delete Record.
FileMaker Pro displays a message box that prompts you to confirm the deletion. Click
Delete to delete the record permanently.
Click Cancel to cancel the deletion. To delete all the records from the database file,
choose Records, Delete All Records. When the message box appears, click Delete to
delete the records permanently.
Do it!

A-4:

Deleting a record

Tell students that


Maureen OConnor is no
longer working with
Outlander Spices

1 Click anywhere within the second


record
Observe the status area
2 Choose Records,

Delete Record

3 Click Delete

PR
EV

Tell students that


they can also click the
Delete Record icon on the
toolbar.

Heres why

IE

Heres how

Observe the status area

Youll delete this record.

It displays the total number of records as 25.


A message box appears, asking you to confirm
the deletion.
The record for Pamela Carter, which was the
third record, is now the second record.
It displays the total number of records as 24.

NOT FOR PRINTING OR INSTRUCTIONAL USE

38

FileMaker Pro 6: Basic

Topic B: Finding records


Database files often store large volumes of data. You can work in the Find mode of
FileMaker Pro to search for records quickly.

Explanation

Find mode

You can choose Find mode from the View menu or from the Modes pop-up menu. In
Find mode, FileMaker Pro displays a blank record called a find request, and the status
area expands to offer additional options related to a search, as shown in Exhibit 3-3.

IE

To search for records, you enter criteria into the fields in the find request and click Find.
Criteria are the terms you want to search for. Records that match the criteria are added
to the found set. You can then view, modify, print, delete, or sort data in the found set.
The Symbols drop-down menu contains a list of options that you can use to further
specify your search criteria. You select the Omit check box to exclude a specified set of
records from the found set.

PR
EV

One limitation of Find is that you cannot specify search criteria in any container, global,
or summary fields.

Exhibit 3-3: The Find mode

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records

39

Finding records by using a single search criterion

Do it!

B-1:

Finding records based on criteria in a single field

Heres how

Tell students they


can also press the Enter
key.

1 Choose View, Find Mode


2 In the Division box, enter sales

Heres why

To switch to Find mode

(As shown in Exhibit 3-3.) Youll search the


records of all the employees who are working in
the sales division. FileMaker Pro Find is not
case-sensitive.

IE

Tell students that


the HR team of Outlander
Spices needs the details
of employees working in
the sales division.

You can specify criteria in a single field of the database file to find records. For
example, you might want to find the records of employees hired on September 19, 1999.
To find records, enter 9/19/1999 in the Hire_date field and click Find.

3 Click Find

The status area shows that there are six records


in the found set. FileMaker Pro has now
switched to Browse mode.

The AND condition

The AND condition uses search criteria in multiple fields. The found set for an AND
search consists of records that meet all criteria specified. For example, if you want to
find records of all the employees who joined on September 19, 1999, live in Los
Angeles, and work in the human resources division, enter the respective data in the
Hire_date, City, and Division fields, and click Find.

PR
EV

Explanation

Do it!

B-2:

Finding records based on criteria in multiple fields

Heres how

Tell students that


they can also directly
switch to Find mode and
specify the criteria for both
fields.

1 Choose Records,

Modify Last Find

Heres why
You will add new criteria to the last find
request.

2 In the Title box, enter Manager

Youll find the records of all managers in the


sales division.

3 Click Find

There are two records in the found set.

NOT FOR PRINTING OR INSTRUCTIONAL USE

310

FileMaker Pro 6: Basic

The OR condition
The OR condition uses multiple search criteria in the same field. For example, you can
use the OR condition if you want to find records of employees who live in either Seattle
or Los Angeles. To specify more than one criterion in a field:
1 Switch to Find mode.
2 Enter the first search criterion in a field.
3 Choose Requests, Add New Request.
4 Enter the second criterion in the same field and click Find.

Do it!

B-3:

Finding records that match multiple criteria in the


same field

1 Switch to Find mode

Heres why

IE

Heres how

2 In the Division box, enter sales

Youll search for records of employees who


work in either the sales division or the
marketing division.

3 Choose Requests,

To add new criteria to the existing find request.

Add New Request

In the Division box, enter


marketing

PR
EV

Tell students that


they can also use the New
Request tool on the
Standard toolbar to add
new criteria to the existing
find request.

Explanation

4 View the records in the found set

(Click Find.) There are 12 records in the found


set.

Wildcard characters

Explanation

You can use a wildcard character when youre not sure of the exact data youre looking
for. A wildcard character is a symbol that represents one or more unknown characters in
a find request. FileMaker Pro provides two wildcard characters, * (asterisk), and @ (at
sign).

You can use * to substitute zero or more characters in a find request. For example,
entering K* as the search criterion in the First_name field returns all first names
beginning with K.
You can use @ to substitute a single character in a find request. For example, if youre
not sure whether an employees name is Carol or Caryl, you would enter Car@l as your
search criterion.
To use a wildcard character:
1 Switch to Find mode.
2 Select the field for which you want to find records.
3 Enter an incomplete value in the field and select the wildcard character from the
Symbols drop-down menu.
4 Click Find to begin the search.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records
Do it!

B-4:

311

Using wildcard characters

Heres how

Heres why

2 In the Last_name box, enter J


In the status area, click as shown

1 Switch to Find mode


To search for records of employees whose last
names begin with J.

To open the Symbols drop-down menu. A list of


symbols appears.

From the Symbols list, choose the


indicated option

IE

Tell students that


they can type the symbol
directly instead of
selecting it from the
Symbols menu.

* appears after the letter J in the Last_name box.

Click Find

View the records in the found set

There are three employees whose last names


begin with J.

3 Switch to Find mode

PR
EV

In the First_name box, enter


Jami

Youll find the record of employee whose names


have five characters and the first four characters
are Jami.

From the Symbols list, choose the


indicated option

@ appears after Jami in the First_name box.

Click Find

View the records in the found set

There is one record in the found set.

NOT FOR PRINTING OR INSTRUCTIONAL USE

312

FileMaker Pro 6: Basic

The Omit option

Do it!

You can exclude records from the found set by using the Omit option. FileMaker Pro
finds all the records except those that match the specified criteria. To use the Omit
option, specify the search criteria, check the Omit check box, and click Find.

B-5:

Using the Omit option

Heres how

Explanation

Heres why

1 Switch to Find mode

Youll search for records of all the employees


other than those who work in the sales division.

3 In the Status area, check Omit

To omit the records for sales division employees


from the found set.

4 Click Find

IE

2 In the Division box, enter sales

(There are 18 records in the found set.) The


records of all the employees except those
working in the sales division appear in the found
set.

PR
EV

View the records in the found set

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records

313

Comparison operators
Explanation

You can use comparison operators to compare two values and return records based on
the result. Comparison operators are available in the Symbols drop-down menu.

Do it!

B-6:

To use comparison operators:


1 Switch to Find mode.
2 Place the insertion point in the text box for the field you want to search.
3 Select a symbol from the Symbols drop-down menu and enter the criteria in the
field.
4 Click Find to perform the search.

Using a comparison operator

Heres why

IE

Heres how

1 Switch to Find mode


Tell students that theyll
search for records of
employees who earn less
than $45,000 per year.

2 Place the insertion point in the


Earnings box

From the Symbols list, choose the


indicated option

The < symbol appears in the Earnings box.

3 Enter 45000

PR
EV

Tell students to not


delete the less-than
symbol.

4 Click Find

View the records in the found set

There is only one employee whose earnings are


less than $45,000.

NOT FOR PRINTING OR INSTRUCTIONAL USE

314

FileMaker Pro 6: Basic

Constrain a found set


Constraining a found set refers to searching for records based on multiple criteria in
separate fields. To constrain a found set:
1 Switch to Find mode.
2 Enter the first criteria in the field and click Find.
3 Switch back to Find mode.
4 Enter the second criteria in a separate field.
5 Choose Requests, Constrain Found Set.

Do it!

B-7:

Constraining a found set

1 Switch to Find mode

Heres why

IE

Heres how

2 In the Division box, enter


marketing

Click Find

Explanation

To search for records of all the employees who


work in the marketing division.
To view the records of all employees in the
marketing division.

3 Switch back to Find mode

To search for all employees who work as


executives in the marketing division.

PR
EV

In the Title box, enter Executive


4 Choose Requests,

Constrain Found Set

To constrain the search from all employees in


the marketing division to only executives in the
marketing division.

View the records in the found set

There are four records in the found set.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records

315

Extend a found set


Extending a found set refers to searching for records based on multiple criteria in the
same field or different fields. To extend a found set:
1 Switch to Find mode.
2 Enter the first criteria in the field and click Find.
3 Switch back to Find mode.
4 Enter the second criteria in a separate field.
5 Choose Requests, Extend Found Set.

Do it!

B-8:

Explanation

Extending a found set

Heres how

IE

1 Switch to Find mode

Heres why

2 In the Division box, enter sales


Click Find

To search for records of all the employees who


work in the sales division.
To view the records of all employees in the sales
division.

3 Switch back to Find mode


In the Division box, enter

PR
EV

accounts

4 Choose Requests,

To search for records of employees in the


accounts division

Extend Found Set

To extend the search results by including the


records of all employees in the accounts division
with the records of all employees in the sales
division.

View the records in the found set

There are 14 records in the found set.

NOT FOR PRINTING OR INSTRUCTIONAL USE

316

FileMaker Pro 6: Basic

Topic C: Replacing records


You can replace the contents of a field with a new value or the result of a calculation.
To specify new data values, you can use the different options available in the
Find/Replace and Replace dialog boxes.

The Find/Replace dialog box

Explanation

IE

You can find and replace data by selecting the Find/Replace command from the Edit
menu. Choose Edit, Find/Replace, Find/Replace. The Find/Replace dialog box appears.,
as shown in Exhibit 3-4.

PR
EV

Exhibit 3-4: The Find/Replace dialog box

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records
Do it!

C-1:

Finding and replacing data

Heres how

Heres why
If necessary.

1 Move to the first record

Tell students that


Outlander Spices has
renamed its accounts
division to finance

317

2 Place the insertion point at the


beginning of the first word in the
Division field

Youll change the name of the accounts division


to finance.

3 Choose Edit, Find/Replace,

To open the Find/Replace dialog box.

Find/Replace

IE

Observe the dialog box. Note that


searching across all records and
all fields is the default option.
4 In the Find what box, enter
Accounts

5 In the Replace with box, enter


Finance

6 Click Replace & Find

PR
EV

Click Replace & Find again


7 Click Replace All

(As shown in Exhibit 3-4.) To replace


Accounts with Finance.
To move to the first instance of Accounts.
To change accounts to finance and move to the
next instance of Accounts.
To replace the remaining instances of
Accounts with Finance. A box appears,
prompting you to confirm the change.

Click OK

Observe the screen

A box appears, summarizing the number of


records replaced.

NOT FOR PRINTING OR INSTRUCTIONAL USE

318

FileMaker Pro 6: Basic

Replace
Another way to replace a particular field value in a group of records is to create a found
set, and then change the data in the desired field. To replace the contents of a set of
records with a new value:
1 Create a found set based on specified search criteria.
2 Select the field whose contents you want to replace.
3 Enter the new value for the field.
4 Choose Records, Replace. The Replace dialog box appears.
5 Select the first radio button and click Done to close the Replace dialog box and
replace the contents.

Do it!

C-2:

Using the Replace option

Tell students that


Outlander Spices has
renamed its human
resources division as
personnel.

Heres why

IE

Heres how

Explanation

1 Find the records of employees of


the Human Resources division

(There are four records in the found set.) Youll


edit the name of the division to Personnel.

2 In the current record, edit the


Division field to read Personnel
3 Choose Records,

To open the Replace Contents dialog box.

PR
EV

Replace Contents

4 Verify that Replace with:


Personnel is selected
Click Replace

5 Choose Records,

Show All Records

To replace the data value for the records in the


found set and close the dialog box.
(To view all the records.) Note that the file
displays the replaced data value.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records

319

Topic D: Sorting records


A database file arranges records in the order they were entered. You can rearrange them
in a different order to suit your needs. In FileMaker Pro, you can arrange, or sort,
records in ascending, descending, or custom order. To sort records:
1 Choose Records, Sort. The Sort Records dialog box appears.
2 In the dialog box, select the desired field.
3 Select the sort order (Ascending, Descending, Custom).
4 Click Move to add the field to the Sort Order list.
5 Click Sort.

Explanation

PR
EV

IE

Records can be sorted further by adding more fields to the Sort Records dialog box.

Exhibit 3-5: The Sort Records dialog box

NOT FOR PRINTING OR INSTRUCTIONAL USE

Do it!

FileMaker Pro 6: Basic

D-1:

Sorting data

Heres how

Heres why

1 Observe the Status area

The Sort status is Unsorted.

2 Choose Records, Sort

To open the Sort Records dialog box.

Observe the dialog box

Division

Click Move

Move the Last_name field to the


Sort Order list
4 Click Sort

The first list in the dialog box displays the list of


fields available in the database file. The Sort
Order list will contain the fields based on which
sorting will be done. The Sort button is not
available.
As shown in Exhibit 3-5.

IE

3 From the first list, select

320

(Select the field from the first list and click


Move.) To sort the data further in the Last_name
field.
To sort data in the database file.

(The status area indicates that records are now


sorted.) FileMaker Pro has arranged the records
based on the Division and Last_name fields.

PR
EV

5 Observe the status area

To add the Division field to the Sort Order list.


The Sort button is now available.

6 Close the database file

NOT FOR PRINTING OR INSTRUCTIONAL USE

Records

321

Unit summary: Records


In this topic, you learned how to view, edit, and delete records.

Topic B

In this topic, you learned how to find records based on criteria specified in single or
multiple fields, and use wildcard characters, the Omit option, and comparison
operators. You also learned how to constrain and extend a found set.

Topic C

In this topic, you learned how to replace the contents of records.

Topic D

In this topic, you learned how to sort records.

Topic A

Independent practice activity

IE

1 Open Supplier_records.

2 Check and correct the spelling in all the records in the database file. Skip the
contents of the Postal_code, Company_name, and Address fields.
3 Find all records for which the discount percentage is greater than five.
4 Outlander Spices has decided that they no longer want to buy supplies from Tokyo
Traders. Delete the record for this company. (Find the record and then delete it.)
5 New England Seafood Cannery has shifted its head office to 4692, S.E. Amity
Road, Amity, OR, 97101, USA. Replace these values in the companys records.

PR
EV

6 Find the records for the suppliers who provide a credit period of more than two
months.
7 Sort all records based on the Country field in ascending order.
8 Close Supplier_records.

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

PR
EV

IE

322

NOT FOR PRINTING OR INSTRUCTIONAL USE

Unit 4
Advanced features

41

Unit time: 45 minutes

Complete this unit, and youll know how to:


A Enter data automatically and set

IE

validations.

PR
EV

B Create a calculation field.

NOT FOR PRINTING OR INSTRUCTIONAL USE

42

FileMaker Pro 6: Basic

Topic A: Auto-Enter and validations


FileMaker Pro provides options to increase the speed, accuracy, and consistency of data
entry. The Auto-Enter option automatically enters a specific data value in a field every
time a new record is added to the database file.

Explanation

To ensure the accuracy of data entered, you can set validations. A validation constrains
the type of data that you can put in a field.

Using Auto-Enter

IE

To set the Auto-Enter option for a selected field:


1 Open the Define Fields dialog box and select the field for which you want to set
the Auto-Enter option.
2 Click Options. The Options for Field dialog box opens.
3 Click the Auto-Enter tab.
4 Select the appropriate option, and click OK.
You cannot specify this option for the Calculation, Summary, and Global fields. The
following table describes the options that you can set with the Auto-Enter tab.

Option

Sets the creation date, creation time, modification


date, modification time, creators name, or modifiers
name as the default data value. Check the box, and
then choose an option from the list.

PR
EV

First check box

Description

Serial number

Sets a serialized number to be added to every new


record. To add the serial number, select Serial
number, then enter the starting and increment values
in the appropriate boxes.

Value from previous record

Enters the data value in the same field as in the


previous record.

Data

Enters a specific value in the field for every new


record. To do so, select Data, and then enter up to 255
characters in the text box.

Calculated value

Specifies a calculation for which the result is entered


in the field.

Looked-up value

Copies data from a database file into a field of the


current file. The copied data becomes a part of the
current file.

Prohibit modification of value

Locks the data value entered in the field. You select


this option when you do not want the entered value to
be overwritten.

NOT FOR PRINTING OR INSTRUCTIONAL USE

43

IE

Advanced features

PR
EV

Exhibit 4-1: The Options for Field dialog box

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

Do it!

A-1:

Entering data automatically

Heres how
Help students locate the
current unit folder within
the Student Data folder.

1 Open Employee_validations

Youll specify Auto-Enter options to enter data


automatically in this database file.

2 Choose File, Define Fields

To open the Define Fields for


Employee_validations dialog box.

3 From the field list, select


Employee_code

4 Click Options

To open the Options for Field Employee_code


dialog box.

5 Click the Auto-Enter tab

If necessary.

6 Check Serial number

To set a series for the field.

IE

Tell students that theyll


set the Employee_code
field to automatically
increment the code by one
for every new record.

Heres why

44

(As shown in Exhibit 4-1.) To specify the value


to be entered in the Employee_code box for the
next record. This is the starting value for the
series.

In the increment by box, verify


that 1 is selected

To increase the code by increments of one in


every new record.

Click OK

To close the Options for Field


Employee_code dialog box.

PR
EV

In the next value box, enter E027

7 Observe the entry for the


Employee_code field
Click Done

8 Add a new record

Indexed, Auto-enter Serial appears under


Options.
To close the Define Fields dialog box.
(Choose Records, New Record.) FileMaker Pro
automatically displays E027 as the
Employee_code for the new record.

Enter data as shown

NOT FOR PRINTING OR INSTRUCTIONAL USE

Advanced features

45

9 Add one more record and enter


data as shown

PR
EV

IE

Note that the new employee code is E028.


FileMaker Pro has automatically increased the
code by one.

NOT FOR PRINTING OR INSTRUCTIONAL USE

46

FileMaker Pro 6: Basic

Validations

When you set a validation, you ensure that only the correct type of data is entered into a
field. For example, you can set validations on the Earnings field so that it is not left
blank, and contains only numeric data. To set validations, open the Options for Field
dialog box, click the Validation tab, select the appropriate option, and click OK. The
following table describes the options available on the Validation tab.

Option

Description

Strict data type

Verifies that only the correct type of data is entered in the


selected field. It provides three options: Numeric Only, 4Digit Year Date, and Time of Day.

Not empty

Ensures that the field is not left blank.

Unique

Existing

Verifies that duplicate data values are not entered in the


database file. For example, you can set this option for the
Social Security number field of each employee.
Ensures that the value being entered already exists in the
database file.
Ensures that the value being entered exists in the value list
specified for the field. You can enter data by selecting a
value from the list, rather than having to type it every time.
To set the option, select the name of the value list from the
drop-down list next to the check box.

PR
EV

Member of value list

IE

Explanation

In range

Verifies that the value being entered lies within a specified


range of values (letters, numbers, dates, or time). To set the
option, specify the start and end values for the range in the
boxes provided next to the check box.

Validated by calculation

Ensures that the result of a specified formula is entered in


the field.

Maximum number of
characters

Displays the maximum number of characters the field can


contain.

Strict: Do not allow user


to override validation

Ensures that the user does not override a specified


validation. This option is available only after you set one or
more options on the Validation tab. A message appears if
the user violates the validation.

Display custom message


if validation fails

Displays a specific message whenever a user enters a data


value that violates the validation. You can enter the
message in the box next to the check box.

NOT FOR PRINTING OR INSTRUCTIONAL USE

47

IE

Advanced features

PR
EV

Exhibit 4-2: The Options for Field dialog box displaying the validation settings

NOT FOR PRINTING OR INSTRUCTIONAL USE

48
Do it!

FileMaker Pro 6: Basic

A-2:

Setting validations

Heres how

Heres why

2 From the field list, select


Earnings

Open the Options for Field dialog


box

1 Open the Define Fields dialog box


To set validations for this field.

Click Options.

If necessary.

4 Check Strict data type

To ensure that the data entered in the field


matches a specified data type.

IE

3 Click the Validation tab

In the Strict data type list, verify


that Numeric Only is selected
5 Check Not empty

To ensure that the Earnings box is not left blank.


This validation is set because an employee
cannot have zero earnings, as shown in
Exhibit 4-2.
To close the Options for Field Earnings dialog
box.

PR
EV

Click OK

To ensure that only numeric values are entered


in the Earnings field.

Close the Define Fields dialog box

6 Add a new record

Enter data as shown

Move to the Earnings field

Return to the previous record.

(To leave the Earnings box empty.) A warning


message appears, stating that the Earnings field
requires a value.

Click No

To enter data in the field.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Advanced features
Note that you have entered a symbol in the
Earnings field.

7 In the Earnings box, enter


$85000

A warning message appears, indicating that the


field is defined to contain only numeric values.

Press t.
Click No

49

To enter only the numeric value 85000 in the


field.

8 Delete $

The record is now accepted.

PR
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IE

Press t

NOT FOR PRINTING OR INSTRUCTIONAL USE

410

FileMaker Pro 6: Basic

Topic B: Calculation fields


You might need to perform calculations on the data in a database file. For example, it
would be time-consuming to manually calculate the tax for each employee. Instead, you
can create a calculation field called Tax and specify a formula to calculate the tax based
on employees salaries.

Explanation

Calculation fields

IE

To create a calculation field:


1 Open the Define Fields dialog box.
2 Create a calculation field. The Specify Calculation dialog box appears.
3 Build a formula by double-clicking the field(s) on which you want to perform
the calculation and selecting the function(s) or operator(s) from the Function and
Operator lists.
4 Click OK.
The formula you build appears in the formula box.
Binary
Operators

Logical
Operators

View list

PR
EV

Field list

Function
list

Formula
box

Exhibit 4-3: The Specify Calculation dialog box

NOT FOR PRINTING OR INSTRUCTIONAL USE

Advanced features
Do it!

B-1:

Creating a calculation field

Heres how

Heres why

1 Open the Define Fields dialog box


2 In the Field Name box, enter
Bonus

Youll create a calculation field and specify a


formula for calculating the bonus.

Tell students that


Outlander Spices has
declared to pay a 10percent bonus to all its
employees.

411

To name the field.

Under Type, select Calculation

The Specify Calculation dialog box appears.


Note that the insertion point appears in the
formula box. Youll specify a formula in the
box.

IE

Click Create

3 In the formula box, enter 0.10

The bonus amount will be 10 percent of


earnings.

PR
EV

Click as shown

In the field list, double-click

The text, Earnings, appears in the formula box.

Earnings

Observe the formula box

The box now displays the formula for


calculating the bonus, as shown in Exhibit 4-3.

In the Calculation result is dropdown list, verify that Number is


selected

To specify that the calculation result should be a


number.

4 Click OK

To close the dialog box. The formula for


calculating the bonus appears under Options of
the Bonus field.

Click Done

5 Scroll through other records

The database file now displays the calculation


field. Note that the value that appears in the
Bonus field is 10 percent of the value in the
Earnings field.
To view the bonus for each employee.

6 Close the database file

NOT FOR PRINTING OR INSTRUCTIONAL USE

412

FileMaker Pro 6: Basic

Unit summary: Advanced features


In this topic, you learned how to use Auto-Enter to enter data automatically, and how
to set validations.

Topic B

In this topic, you learned how to create a calculation field and to specify a formula to
calculate values for a field.

Independent practice activity


1 Open Product_validations.

Topic A

2 Set the Serial number option for the Product_code field. Start the series with the
code P011 and increase the code by increments of one.

IE

3 Set validations for the Unit_price_in_usd and Quantity_in_oz fields to accept only
numbers.
4 Create a calculation field called Product_value and specify a formula for
calculating the product value. (The product value will be calculated by multiplying
the quantity of products with the unit price.)
5 Add a record. (Enter details, as shown in Exhibit 4-4.)

6 Move to the next field. Compare the display on your screen with Exhibit 4-5.

PR
EV

7 Close the database file.

Exhibit 4-4: New record of the Product_validations file after step 5 of the Independent
Practice Activity

Exhibit 4-5: The sample output of Product_validations after step 6 of the Independent
Practice Activity

NOT FOR PRINTING OR INSTRUCTIONAL USE

Unit 5
Layouts

51

Unit time: 75 minutes

Complete this unit, and youll know how to:


A Create a value list, create a repeating field,

IE

resize and move a field, and change the


default tab order.

B Add custom text and graphics to a layout.


C Create and print layouts for reports, form

PR
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letters, and mailing labels.

NOT FOR PRINTING OR INSTRUCTIONAL USE

52

FileMaker Pro 6: Basic

Topic A: Customizing layouts


Layouts determine the way data is organized and presented. When you create a database
file, FileMaker Pro displays all fields in a simple layout type called Standard form. You
can customize the Standard form layout by creating value lists, resizing fields, moving
fields, and adding text and graphics.

Explanation

The Layout mode

To customize a layout, you need to work in Layout mode. To switch to Layout mode,
choose View, Layout Mode. (You can also choose Layout Mode from the Modes
pop-up menu.)

IE

A layout contains layout parts that determine the organization of data. The main layout
parts created in the Standard form layout are the header, body, and footer, as shown in
Exhibit 5-1 and described below:

The header is used to display general information such as the logo and company
name.
The body contains objects, such as fields, text, or graphics. An object is an item
that you can add, move, resize, or delete on the layout.
The footer can contain the page number, current date, custom text, or a graphic.

PR
EV

You can add, modify, or delete layout parts. Any change made to an object in Layout
mode is reflected in all the records in Browse or Preview mode.
The tool panel appears in the status area, as shown in Exhibit 5-1. The tool panel
displays the tools you can use to add objects to a layout. The following table describes
the most commonly used tools.
Tool

Name

Description

Selection tool

Selects an object on the layout. This tool is active by default. To select an


object, click it. Small black handles will appear on the corners of the
selected object. To select more than one object, press Shift while selecting
the objects. You can also drag the selection pointer to include the objects
you want to select.

Text tool

Adds custom text anywhere on the layout. To add text, select the tool
from the tool panel and click where you want to display the text. A
blinking insertion point surrounded by a dotted frame appears. The frame
expands as you type text in it.

Line tool

Draws a line on the layout.

Rectangle tool

Draws a rectangle on the layout.

Oval tool

Draws an oval on the layout.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

Tool
panel

Button tool

Adds a button to the layout.

Field tool

Adds a field to the layout.

Part tool

Adds a part to the layout.

Fill color menu

Fills color in an object on the layout.

PR
EV

Body

Description

Header

Name

IE

Tool

53

Footer

Exhibit 5-1: The Layout mode

NOT FOR PRINTING OR INSTRUCTIONAL USE

54

FileMaker Pro 6: Basic

Value lists

A value list stores values that a user can select from while entering data in records. This
saves time and ensures data consistency. For example, if Outlander Spices has four
divisions, you can define a value list that contains all the division names. A user can
then select the desired name from the list.

IE

To define a value list:


1 Choose File, Define fields.
2 In the Define Fields dialog box, select the field you want to modify and click
Options.
3 Click the Validation tab and check Member of value list.
4 From the drop-down box, select Define Value Lists.
5 Click New to open the Edit Value List dialog box.
6 In the Value List Name box, specify a name for the value list. In the Use custom
values list below the Value List Name box, enter the data values for the list.
Press Enter after specifying each value.
7 Click OK to close the dialog box. An entry for the value list is created in the
Define Value Lists dialog box.
8 Close the remaining dialog boxes.

PR
EV

After creating the value list, you can display it as a pop-up menu, pop-up list, a series of
check boxes, or radio buttons. To do so, you need to format the field on the layout. To
format the field:
1 Choose View, Layout Mode to switch to Layout mode.
2 Click the field for which you created the value list.
3 Choose Format, Field Format. The Field Format dialog box appears.
4 Under Style, choose the style in which you want to display the value list. From
the Using value list, select the value list whose contents you want to display.
5 Click OK to close the Field Format dialog box.
6 Switch to Browse mode to observe the value list.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts
Do it!

A-1:

Defining a value list

Heres how

Heres why

1 Open Employee_layouts

Help students locate the


current unit folder within
the Student Data folder.

55

2 Open the Define Fields dialog box


Select Division

Open the Options for Field dialog


box
3 Click the Validation tab

Youll create a value list for this field.


Click Options.

If necessary.

Tell students that


they can also open the
Define Value Lists for
Employee_layouts dialog
box by Choosing File,
Define Value Lists.

IE

Check Member of value list


Select as shown

The Define Value Lists for Employee_layouts


dialog box appears.

PR
EV

4 Click New

5 Edit the Value List Name box to


read Division

To open the Edit Value List dialog box.


Youll specify custom values for the Division
field. Observe that Use custom values is selected
by default.

In the Use custom values list,


enter Sales
Press e

Tell students to press


Enter after they enter
every value.

Add Marketing,

Human Resources, and


Accounts to the list.

6 Click OK

(To close the Edit Value List dialog box.) The


Define Value Lists for Employee_layouts
dialog box now contains an entry for the value
list.

Click Done

To close the Define Value Lists for


Employee_layouts dialog box.

Click OK

To close the Options for Field Division dialog


box.

Click Done

To close the Define Fields for


Employee_layouts dialog box.

7 Choose View, Layout Mode

To switch to the Layout mode.

NOT FOR PRINTING OR INSTRUCTIONAL USE

56

FileMaker Pro 6: Basic


8 Select the Division field
9 Choose Format,

Help students to set the


options.

Under Style, select the indicated


option

(To open the Field Format for Division dialog


box.) Youll format the Division field to display
the value list as a pop-up menu.

Field Format

To display the value list in the form of a pop-up


menu in the Division box and allow the user to
add a value to the list, when needed.
To close the dialog box. The Division field will
now display a pop-up menu.

IE

Click OK
10 Switch to Browse mode

Choose View, Browse Mode.

Click the Division field

PR
EV

(To display the pop-up menu.) Note that values


you defined appear on the menu. The menu
option also contains an Other entry to allow
additions to the list.

11 Click anywhere outside the box

To close the menu.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

57

Repeating fields
You can store multiple values in a repeating field. You can create repeating fields for
text, number, date, time, and calculation field types. To define a repeating field:
1 Choose File, Define Fields.
2 In the Define Fields dialog box, define the field that you want to include in the
database file, specify the field type for it, and click Options. The Options for
Field dialog box appears.
3 Click the Storage tab and check Repeating field with a maximum of <n>
repetitions.
4 Enter the number of repetitions in the text box and click OK.
5 Click Done.

PR
EV

IE

Explanation

Exhibit 5-2: Database file with a repeating field

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

Do it!

A-2:

Creating a repeating field

Heres how
Tell students that
the HR team of Outlander
Spices needs to maintain
records of the
qualifications of all the
employees.

Heres why

1 Choose File, Define Fields

To open the Define Fields for


Employee_layouts dialog box.

2 In the Field Name box, enter

To define a new field. Youll define this field as


a repeating field with a maximum of two
repetitions.

Qualification

Under Type, verify that Text is


selected

3 Click Options

To specify the field type as text.

IE

Click Create

58

To open the Options for Field Qualification


dialog box.

4 Click the Storage tab


5 Check

To specify Qualification as a repeating field.

Repeating field with a


maximum of <n>
repetitions

PR
EV

In the repetitions box, enter 2

Click OK

6 Click Done

7 Observe that Qualification


appears as a repeating field

Youll notice that the Qualification field


contains two boxes for entering data.

In the first box, enter Business


Management Degree

In the second box, enter Product


Management Certification

8 Observe the Qualification field

(As shown in Exhibit 5-2.) The Qualification


field appears as a repeating field.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

59

Changing the size of fields


The size of a field in a layout might not be appropriate to display its contents. To resize
a field, you first select it, then click and drag any of the black handles that appear on the
corners. While you are dragging a handle, the height of the field might change. To
maintain the height of the field, press Shift as you resize it.

PR
EV

IE

Explanation

Exhibit 5-3: The Employee_layouts database file in Layout mode

Do it!

A-3:

Resizing fields

Heres how

Heres why

1 Switch to Layout mode

The field boxes are not equal in size. Youll


resize all the fields to the size of the Last_name
field.

2 Click the Employee_code


field

(To select it.) Small black handles appear on the


corners of the box.

Press and hold s and drag


as shown

To resize it.

3 Click the First_name field and reduce its size to equal the Last_name field

4 Resize all the other fields to the


size of the Last_name field

As shown in Exhibit 5-3.

NOT FOR PRINTING OR INSTRUCTIONAL USE

510

FileMaker Pro 6: Basic

Rearrangement of fields
You can change the arrangement of fields by moving them. To move a field, select it,
place the insertion point in the middle of the field, and drag it to a new position. While
you drag a field, a dotted line appears around the field to help you align it horizontally
with other fields.

Explanation

IE

To move several fields simultaneously, drag the selection pointer around the fields that
you want to move. All the selected fields display handles around them. Place the
insertion point in the middle of the selection and drag it to a new position.

PR
EV

Exhibit 5-4: The Employee_layouts database file after rearranging the fields

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts
Do it!

A-4:

Moving fields

Heres how

Heres why

1 Drag as shown

Tell students that


they can also select the
label and the field together
by pressing the Shift key
while clicking the fields.

511

(To select the Last_name field and label.) Youll


move the field along with its label next to the
First_name field.

Drag the selection as shown

IE

The appearance of the pointer changes and a


dotted line appears on the left and right sides of
the field. You can use this line to align the field
with First_name. A gap appears between the
First_name and Birth_date fields.

PR
EV

2 Select the fields as shown

Tell students that they can


also move individual
fields, but its better to
move all of them together.

Ensure that students


arrange fields as shown in
the exhibit, because this is
important for the next
activity.

Youll move these fields up to fill the gap.

Place the insertion point in the


middle of the selection and drag it
up to fill the gap

3 Click anywhere outside the


selection

To deselect the fields.

4 Arrange other fields, as shown in


Exhibit 5-4

Move fields and adjust spacing between fields.

5 Switch to Browse mode

To view records

NOT FOR PRINTING OR INSTRUCTIONAL USE

512

FileMaker Pro 6: Basic

The tab order


Explanation

The tab order determines the sequence in which you enter data in fields. By default,
FileMaker Pro activates the fields from left to right and from top to bottom. If you
rearrange fields in a layout, you might want to specify a custom tab order.

To set a tab order, choose Layouts, Set Tab Order. The Set Tab Order dialog box and
numbered arrows displaying the default tab order appear.

To edit the tab order, select Edit tab order, click the field whose tab order you want to
change, and type the number (tab position) for the field in the numbered arrow. Click
OK to set the new tab order. (Select Create new tab order to set the tab order for all the
fields.)

A-5:

Setting tab order

Heres how

Heres why

IE

Do it!

1 Click the Employee_code


field
Help students to examine
the tab order.

Examine the tab order

Press Tab to move between fields. Note that the


Division and Title fields are at the sixth and
seventh positions, respectively. Youll swap the
tab order for these two fields.

PR
EV

2 Switch to Layout mode


3 Choose Layouts,

Set Tab Order

The Set Tab Order dialog box appears. Note that


numbered arrows displaying the default tab
order appear.

4 Verify that Edit tab order is


selected

Youll use this option to specify the tab order for


individual fields. You can set the tab order for
all the fields by selecting Create new tab order.

5 Click the Title field

Youll set this box to be at the sixth position in


the tab order.

In the numbered arrow, enter 6

6 Click any other field


Click OK

FileMaker Pro swaps the tab order of the Title


field with that of the Division field.
To set the order.

7 Switch to the Browse mode


Examine the tab order

Now the insertion point moves to the Title field


before the Division field.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

513

Topic B: Adding text and graphics


You can add text and graphics anywhere in a layout. These additions do not become
part of the database file; they appear only in the layout in which you add them.

Explanation

Adding and formatting text

To add text, click the Text tool in the tool panel or on the Tools toolbar. In the body of
the layout, click where you want to add text. A blinking insertion point surrounded by a
dotted frame appears. As you type, the box expands to accommodate the text. Click
anywhere outside the box when you are finished.

PR
EV

IE

After you add text to the layout, you can format it. To format text, select the field and
choose Format, Text. The Text Format for selected objects dialog box appears. Here you
can change the font, size, or color of text. Choose the required options and click OK to
close the dialog box.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Do it!

FileMaker Pro 6: Basic

B-1:

Adding and formatting custom text in a layout

Heres how

Heres why

1 Switch to Layout mode


2 In the tool panel, click
Click above the Employee_code
field, as shown

Youll add a heading to the layout by using the


Text tool.

514

In the box, enter

IE

A blinking insertion point surrounded by a


dotted frame appears.
Employee Details

3 Click anywhere outside the box


Choose Format, Text

(When finished typing.) Note that the text you


just typed is automatically selected.
(To open the Text Format for selected objects
dialog box.) Youll format the text that you
added to the layout.

PR
EV

Under Style, check Bold

From the Size list, select 18

From the Color list, select as


shown

Click OK

(To close the dialog box.) The size and color of


the text changes.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

515

Adding graphics
Explanation

To add a graphic to a layout, choose Insert, Picture. The Insert Picture dialog box
appears. From the Look in list, navigate to the location of the graphic, then select the
name of the graphic file and click Open.

Do it!

B-2:

The dialog box also provides an option to store only a reference to the graphic file. If
you select this option, you can save space in the database file. However, FileMaker Pro
will lose track of the graphic if you move or delete it from its original location. To store
a graphic as a reference, check Store only a reference to the file.

Adding a graphic to a layout

Heres how

IE

1 Drag the header as shown

Heres why

(Click the header icon and drag it. The shape of


the pointer changes.) Youll add the Outlander
Spices logo.

Click within the header region

The Insert Picture dialog box appears.

3 Select logo

From the current unit folder.

PR
EV

2 Choose Insert, Picture

Click Open

To insert the logo.

4 Switch to Browse mode


Scroll through records

The logo appears in all the records.

5 Close the database file

NOT FOR PRINTING OR INSTRUCTIONAL USE

516

FileMaker Pro 6: Basic

Topic C: Adding layouts


The Standard form layout, which FileMaker Pro creates by default, contains all the
fields defined in the database file. However, you might need to work with only a subset
of the fields. To do so, you can create a new, customized layout in your database file.

Explanation

In FileMaker Pro, you can create six types of layouts: Standard form, Columnar
list/report, Table view, Labels, Envelope, and Blank.

IE

To create a new layout, switch to Layout mode. Choose Layouts, New Layout/Report.
The New Layout/Report assistant appears. The assistant consists of a series of panels or
dialog boxes that guide you through creating a layout. After youve created the desired
number of layouts, you can switch from one to another by using the Layout pop-up
menu.

Columnar list/report layouts

A columnar list/report layout displays data in the form of rows and columns, with
column headings denoting field names. The layout contains the fields that you specify
while creating the layout, in the order in which you specify them.
FileMaker Pro provides two options for creating lists/reports. You can create a simple
report with data presented as rows and columns or a complex report that displays
subtotals and grand totals as well.

PR
EV

To create a columnar list/report layout:


1 In Layout mode, choose Layouts, New Layout/Report. The New Layout/Report
assistant appears.
2 In the Layout Name box, enter a name for the layout. From the Select a layout
type list, select Columnar list/report. Verify that Include in Layout pop-up menu
is selected. Click Next to move to the next step.
3 Under Choose Report Layout, select the type of list/report that you want to
create and click Next.
4 From the Available fields list, select the fields you want to include in the new
layout, then click Move. Click Next to move to the next step.
5 From the Report fields list, move fields in the order desired to the Sort order list.
Click Next.
6 From the Layout themes list, select a theme for the layout. Click Next.
7 Specify the header and footer information that you want to add to the layout.
Click Next.
8 In the Create a Script for this Report, verify that Do not create a script is
selected. Click Next.
9 In the final dialog box, verify that View the report in Preview mode is selected.
The Finish button appears. Click Finish to close the assistant.

NOT FOR PRINTING OR INSTRUCTIONAL USE

517

IE

Layouts

PR
EV

Exhibit 5-5: The List of employees layout in Preview mode

NOT FOR PRINTING OR INSTRUCTIONAL USE

518

FileMaker Pro 6: Basic

Do it!

C-1:

Creating a columnar list/report

Heres how

Heres why

Switch to Layout mode


Tell students that
the HR team of Outlander
Spices wants to create a
list containing employee
information such as
employee code, title,
division, and earnings.

2 Choose Layouts,
New Layout/Report

3 Edit the Layout Name box to read


List of employees

(To start the New Layout/Report assistant.) The


assistant will guide you through the steps to
create a new layout.
Youll create a list of employees of Outlander
Spices.

To add the layout to the Layout pop-up menu.

IE

Verify that Include in layout popup menu is checked

1 Open Employee_reports

From the Select a layout type list,


select Columnar list/report
Click Next

Youll create a simple report by using this


option.

PR
EV

4 Under Choose Report Layout,


verify that Columnar List/Report
is selected

(To move to the next step.) Youll specify the


type of list/report that you want to create. You
can create a simple report or a complex report
with summary data.

Click Next

(To move to the next step.) Youll specify the


fields that you want to include in the new layout.

5 From the first list, select


Employee_code

Tell students that


they can also double-click
Employee_code to add it
to the Layout fields list.

Tell students that they


need to scroll down the
first list to select the fields.

Click Move

To add the field to the Layout fields list.

Add Title, Division, and


Earnings to the list
Click Next

6 Select Division

Youll specify how you want the data sorted.


To sort the database file by the Division field.

Click Move
Click Next

Youll select a theme for the new layout.

7 From the Layout themes list,


select Standard
Click Next

Youll add a page number to the layout footer.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

519

8 Under Footer, from the Bottom


right list, select Page Number

Tell students that scripts


are beyond the scope of
this book.

Click Next
9 Verify that Do not create a script
is selected
Click Next
10 Verify that View the report in
Preview mode is selected

To close the New Layout/Report assistant and


preview the report. Note that the Title and
Division fields are not big enough to display all
the data values.

IE

Click Finish

To view the list as it will look when printed.

11 Switch to Layout mode

Move the Division and Earnings


fields to the right.

Youll increase the size of the Title and Division


fields.
(Select both labels and fields.) To create space
for increasing the size of the Title field.

PR
EV

12 Increase the size of the Title field


as shown
Increase the size of the Division
field

13 Switch to Preview mode

(Move the Earnings field to the right.) To


display all its contents.
To view the report and observe changes, as
shown in Exhibit 5-5.

In the status area, open the Layout


pop-up menu

Click outside the menu

The database file now contains two layouts.


To close it.

NOT FOR PRINTING OR INSTRUCTIONAL USE

520

FileMaker Pro 6: Basic

Adding fields to the layout


Explanation

Each layout you create displays the fields that you specified. You can add more fields to
the layout later.

Do it!

C-2:

Adding a field

Heres how

Heres why

2 Using the Field tool, drag a field


to the right of the Earnings field

4 Click OK

(The shape of the pointer changes.) The Specify


Field dialog box appears.

The Bonus label appears inside the Earnings


field.

5 Move the Bonus label above the


Bonus field, as shown

PR
EV

Tell students that


they can also double-click
Bonus to add it to the
layout.

Youll add the Bonus field to the layout. This


field already exists in the database file.

IE

1 Switch to Layout mode

3 Select Bonus

To add a field to a layout, select the Field tool from the tool panel and drag it to the
position where you want to display its contents. The Specify Field dialog box appears.
Select the field you want to add and click OK. Observe that the name of the selected
field appears in the field label and the text field. Switch to Browse mode to view the
contents of the field.

Tell students to move and


resize the field, if
necessary.

6 Switch to Preview mode

The layout displays the Bonus field along


with data.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

521

Form letters
In FileMaker Pro, you can create a form letter to be sent to several people by creating a
blank layout and typing the text of the letter. Then, you insert merge fields for attributes,
such as names and addresses, which are different for each recipient. A merge field is a
placeholder for the contents of a field, and can change in size according to the amount
of data in the field.

Explanation

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To create a form letter:


1 In Layout mode, choose Layouts, New Layout/Report to start the New
Layout/Report assistant.
2 In the Layout name box, specify a name for the layout. From the Select a layout
type list, select Blank layout and click Finish.
3 From the tools panel, select the Text tool and create space for typing the
contents of the letter by dragging the pointer in the body of the layout.
4 Type the contents of the letter and merge fields wherever required. To insert a
merge field, choose Insert, Merge Field. The Specify Field dialog box appears.
Select the name of the field you want to insert and click OK.

Exhibit 5-6: The Invitation letter layout in Layout mode

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

Do it!

C-3:

Creating a form letter by merging fields

Heres how
Tell students that
Outlander Spices has
organized a party for its
employees. Therefore, the
organization is sending
invitation letters to all
employees.

Heres why

1 Switch to Layout mode


Choose Layouts,
New Layout/Report

2 Edit the Layout Name box to read


Invitation Letter

Click Finish

Youll create an invitation letter for a party to be


sent to all the employees of Outlander Spices.

To create a blank layout. Youll add more


information later to the body of the letter.

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From the Select a layout type list,


select Blank layout

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3 In the Tools panel, click

Click the top-left corner of the


body of the layout and drag, as
shown

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Help students drag the


pointer to cover the entire
body part.

To create space to type the contents of the letter.

4 In the top-left corner, type


Dated:

Youll insert a date symbol that displays the


current date in the layout.

Press q

Tell students that


they can type the symbol
instead of typing the date.

Choose Insert, Date Symbol


Press e twice

To insert two lines of spacing between the date


and salutation.

5 Type To

Press q

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts
6 Choose Insert, Merge Field

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The Specify Field dialog box appears.

From the list, select First_name

Press q
Insert more fields, as shown

To insert First_name in the layout. In Browse


and Preview mode, each record will display the
corresponding first name for the employee.

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Tell students to add


spacing between the
fields.

Click OK

Tell students that


they can also double-click
First_name to add it to the
layout.

Press e twice
7 Type Dear

Press q

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Insert First_name

Choose Insert, Merge Field and select


First_name.

Press e twice

8 Open Notepad

Help students to locate


the letter text file in the
current unit folder.

Choose Start, All Programs, Accessories,


Notepad.

Open letter

Copy the contents of the file

Select the contents of the file. Choose Edit,


Copy.

Close Notepad

Tell students to click Yes if


a dialog box appears.

9 Choose Edit,

Paste Unformatted Text

To move the contents of the text file in the


layout. The final letter will appear, as shown in
Exhibit 5-6.

10 Switch to Browse mode

Scroll through the records

The date symbol that you inserted displays the


current date, and the merge fields display the
data value for each record.

NOT FOR PRINTING OR INSTRUCTIONAL USE

524

FileMaker Pro 6: Basic

Mailing labels
FileMaker Pro provides a layout for creating mailing labels. You can specify custom
measurements for the layout or choose a predefined label type. To create a Labels
layout:
1 In Layout mode, start the New Layout/Report assistant.
2 In the Layout name box, specify a name for the layout. In the Select a layout
type list, select Labels. Click Next.
3 From the first drop-down list, select the measurements for the label. Click Next.
4 Select the fields you want to include from the first list and click Add Field. Click
Next to move to the last step.
5 Select View in Preview mode and click Finish.

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Explanation

Exhibit 5-7: The Employee mailing labels layout in Preview mode

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts
Do it!

C-4:

525

Creating a mailing label

Heres how

Heres why

2 Start the New Layout/Report


assistant

1 Switch to Layout mode


Choose Layouts, New Layout/Report.

3 Edit the Layout Name box to read


Employee mailing labels

From the Select a layout type list,


select Labels

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Click Next

4 In the list, verify that Avery 5160


is selected

Click Next

To specify the settings that match the


dimensions of the label paper. Avery 5160 sets
three labels across the page, which have
dimensions of 1 by 25/8 inches, as shown in
Exhibit 5-7.
Youll add fields in the Label Contents list.

5 From the list, select

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First_name

Click Add Field

To add the field to the Label Contents list.

Press q

6 Add other fields to the Label


Contents list, as shown

Click Next

7 Verify that View in Preview mode


is selected
Click Finish

The name of the layout is added to the Layout


pop-up menu.

NOT FOR PRINTING OR INSTRUCTIONAL USE

526

FileMaker Pro 6: Basic

Printing layouts
Its good practice to preview the contents of a layout before printing it. To preview and
print a layout:
1 Switch to Preview mode by choosing View, Preview Mode. View the layout.
2 Choose File, Print to open the Print dialog box.
3 In the Print list, verify that Records being browsed is selected. Under Print
range, verify that All is selected.
4 Click OK to print the layout.

Do it!

C-5:

Printing a layout

Heres how

Explanation

Heres why

Select View, Preview mode.

2 Choose File, Print

To open the Print dialog box.

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1 View the contents of the layout

In the Print drop-down list, verify


that Records being browsed is
selected
Under Print range, select All
3 Click Cancel

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If students have printers


installed on their
computers, ask them to
click OK.

To print all the pages in the layout.

4 Close the database file

NOT FOR PRINTING OR INSTRUCTIONAL USE

Layouts

527

Unit summary: Layouts


In this topic, you learned how to create a value list and a repeating field. You also
learned how to resize and move fields. Finally, you learned how to set the tab order
for fields.

Topic B

In this topic, you learned how to add custom text and graphics to a layout.

Topic C

In this topic, you learned how to create a Columnar list/report and add fields to it. In
addition, you learned how to create form letters and mailing labels. You also learned
how to print a layout.

Topic A

Independent practice activity

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1 Open Product_layouts.

2 Create a value list for the Product_category field. Name it Categories and display
the value list as a pop-up menu. (The values to be defined are Whole, Ground, and
Raw.)
3 Resize and arrange the fields on the layout, as shown in Exhibit 5-8.
4 Add the heading Product Details. Change the font size to 18. Insert the logo of
Outlander Spices to the header. Select the logo from the current unit folder within
the Student Data folder. (Compare your work with Exhibit 5-9.)

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5 Close Product_layouts.

6 Open Supplier_layouts.

7 Create a columnar list/report layout and name it List of suppliers. Include the
Supplier_code, Company_name, and Percentage_discount fields in the layout. Sort
the list by Supplier_code and select a Standard layout theme. Resize the
Company_name field to display all its contents. (Compare your work with Exhibit
5-10.)
8 Add the Credit field to the layout.

9 Create a mailing label layout for suppliers. Name it Suppliers mailing label. Add
Company_name, Address, City, Zip_code, and Country fields to the label.

10 Create a form letter layout. Name the letter Invitation letter. Copy the contents of
the letter from Supplier_letter text file in Notepad (in the current unit folder of the
Student Data folder).You may need to resize the text box. (Compare your work with
Exhibit 5-11.)
11 Close the database file.

Exhibit 5-8: A sample of Product_layouts after step 3 of the Independent Practice


Activity

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

528

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Exhibit 5-9: A sample of Product_layouts after step 4 of the Independent Practice


Activity

Exhibit 5-10: A sample of the Supplier list layout after step 7 of the Independent
Practice Activity

Exhibit 5-11: A sample of the Letter layout after step 10 of the Independent Practice
Activity

NOT FOR PRINTING OR INSTRUCTIONAL USE

S1

FileMaker Pro 6:
Basic
Course summary

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This summary contains information to help


you bring the course to a successful
conclusion. Using this information, you will
be able to:
A Use the summary text to reinforce what

students have learned in class.

B Direct students to the next courses in this

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series (if any), and to any other resources


that might help students continue to learn
about FileMaker Pro 6.0.

NOT FOR PRINTING OR INSTRUCTIONAL USE

S2

FileMaker Pro 6: Basic

Topic A: Course summary

FileMaker Pro 6: Basic


Unit 1

At the end of the class, use the following summary text to reinforce what students have
learned. It is not intended as a script, but rather as a starting point.

Unit 2

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In this unit, students learned about database-related concepts such as records, fields,
and data values. They learned to start FileMaker Pro 6.0 and open a database file.
They learned to explore the FileMaker Pro window and the database window. Next,
students learned to use FileMaker Pro Help. They learned how to use the Contents,
Index, and Find tabs. Finally, they learned to close a database file and FileMaker
Pro.

In this unit, students learned how to plan and design a database. They also learned
about the different field types available in FileMaker Pro. In addition, they learned
about field naming conventions. Students learned how to create a database and enter
records in it. Finally, they learned to change field definitions and save a copy of the
database file.

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Unit 3

In this unit, students learned how to view, edit, and delete records. Next, they learned
how to find records based on criteria in single or multiple fields and use wildcard
characters, the Omit option, and a comparison operator. They also learned to
replace the contents of records. Finally, students learned how to sort records.

Unit 4

In this unit, students learned to use Auto-Enter to set a serialized number or default
value for a field. They learned to set validations on data-entry. Finally, they learned to
create a calculation field to specify a formula for generating calculated values for a
field.

Unit 5

In this unit, students learned to create a value list and repeating fields. They also
learned how to move and resize fields. In addition, they learned to set a tab order and
add custom text and graphics to the layout. Finally, students learned to create a
report layout, mailing label layout, and form letter layout, preview them, and print
them. They also learned how to add fields to a layout.

NOT FOR PRINTING OR INSTRUCTIONAL USE

Course summary

S3

Topic B: Continued learning after class

Point out to your students that it is impossible to learn to use any software effectively in
a single day. To get the most out of this class, it is important that students begin
working with FileMaker Pro 6.0 to perform real tasks as soon as possible. Course
Technology also offers resources for continued learning.

Next courses in this series

This is the first course in this series. The next course in this series is:
FileMaker Pro 6: Advanced

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Other resources

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In addition to the other courses in this series, students might also find some of these
Course Technology resources useful as they continue to learn about FileMaker Pro 6.0.
For more information, visit www.course.com.

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

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S4

NOT FOR PRINTING OR INSTRUCTIONAL USE

Q1

Shortcut keys

Function

Opens the Help feature

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Button

FileMaker Pro 6:
Basic
Quick reference

Returns to the Help Topics index

Returns to the last page viewed in the Help feature


Prints the Help topic

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Displays the next page of the Help text

Displays the previous page in the Help text


Opens a new database

Opens the Modes pop-up menu


Opens the Layouts pop-up menu
Creates space to add custom text to the layout
Selects an object on the layout
Draws a line on the layout
Draws a rectangle on the layout
Draws an oval on the layout
Adds a field to the layout

NOT FOR PRINTING OR INSTRUCTIONAL USE

Q2

FileMaker Pro 6: Basic

Button

Shortcut keys

Function
Submits the find request

Sorts records

c+N

Creates a new record

c+E

Deletes a record

c+P

Prints the current layout

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c+S

Opens the Symbols pop-up menu

NOT FOR PRINTING OR INSTRUCTIONAL USE

I1

Index
Menu bar, 1-6
Modifying records, 3-6
Moving fields, 5-10

A
AND condition, 3-9
Auto-Enter option, 4-2

C
Calculation fields, 4-10
Closing FileMaker Pro, 1-20
Columnar list/report layouts, 5-16
Comparison operators, 3-13
Constraining a found set, 3-14

Omit option, 3-12


OR condition, 3-10
Oval tool, 5-2

Part tool, 5-3


Planning a database, 2-2
Preview view, 3-2

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Backing up data, 2-13


Browse view, 3-2
Button tool, 5-3

Naming conventions, 2-4

Data values, 1-2


Database
Planning, 2-2
Window components, 1-8
Database Management System (DBMS), 1-2
DBMS, 1-2
Deleting records, 3-7

Field tool, 5-3


Fields, 1-2
Types of, 2-5
Fill color menu, 5-3
Find view, 3-2
Finding records, 3-8
Form letters, 5-21

Help feature, 1-12

Layout
Mode, 5-2
View, 3-2
Line tool, 5-2

Records, 1-2
Rectangle tool, 5-2
Repeating fields, 5-7

Selection tool, 5-2


Sorting records, 3-19
Spelling check feature, 3-4
Starting FileMaker Pro, 1-4
Status bar, 1-6

Tab order, 5-12


Templates, 2-8
Text tool, 5-2
Title bar, 1-6
Tool panel, 5-2
Toolbar, 1-6

Validations, 4-6
Value lists, 5-4
Viewing records, 3-2

Wildcard characters, 3-10

Mailing labels, 5-24

NOT FOR PRINTING OR INSTRUCTIONAL USE

FileMaker Pro 6: Basic

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I2

NOT FOR PRINTING OR INSTRUCTIONAL USE